Are there alternative options to SharePoint reminders and alerts?

Question

SharePoint's reminder and alert features are very useful and help users stay informed about important updates and tasks. We would like to know whether there are any alternative methods or additional notification options available that can provide similar functionality and make it easier for users to manage reminders and stay up to date. We would appreciate any recommendations for improving the user experience with SharePoint notifications and reminders. Thank you.

Answer 1

Hi @Richardson Zoe

SharePoint Alerts are being retired, so it is a good time to consider the available alternatives. Based on Microsoft's current guidance, there are two main options depending on how simple or advanced your notification requirements are.

1.SharePoint Rules

SharePoint Rules provide a built-in and easy way to notify users when something changes in a SharePoint list or document library. They can trigger notifications when:

• A new item or file is added
• An item is modified
• A specific column changes
• A specified condition is met

You can read more at Create a rule to automate a list or library

2.Power Automate

If the notification requirements are more complex, Power Automate provides much greater flexibility. For example, you can:

• Send email notifications
• Send notifications through Microsoft Teams
• Send mobile push notifications
• Create scheduled reminders or daily/weekly summaries
• Notify users only when specific conditions are met
• Integrate SharePoint notifications with Planner, Outlook, Approvals, and other Microsoft 365 services

If you need help setting up this Power Automate approach, I recommend posting in the Microsoft Power Platform Community, where you can get more targeted assistance.

If your organization uses Teams extensively, Power Automate can also send notifications directly to Teams channels, group chats, or individual users. This can provide a more convenient experience because users receive the notification in the application where they already collaborate.

I hope this information is helpful.

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