Sending Alerts Using Power Automate in SharePoint (Step-by-Step Guide)

Today we will learn how to send alerts using Power Automate in SharePoint. Previously, SharePoint had a built-in “Alert Me” feature, but Microsoft has officially retired it and is moving everything toward Power Automate for better flexibility and control.

This means if you want to receive notifications when a file is added, updated, or modified, you now need to create a flow using Power Automate. The good thing is that it is more powerful, customizable, and works across multiple services like Outlook and Teams.

If you are planning to automate notifications and workflows in your environment, working with a SharePoint Services Provider can help you design flows that are reliable and aligned with your business processes.

Why SharePoint Alerts Are Moving to Power Automate

The traditional alert system was limited. It could only send simple notifications without customization.

With Power Automate, you can:

• Send alerts to multiple users
• Customize subject and message content
• Trigger alerts based on specific conditions
• Integrate with email, Teams, or other systems

This shift is not just a change in tool, it is a move toward workflow-based automation instead of basic alerts.

Steps to Create SharePoint Email Notification Flow

Watch Complete Video

Watch this quick walkthrough to see how to create a SharePoint alert flow using Power Automate step by step.

Step 1 Open Power Automate

Go to Power Automate from the SharePoint side panel or directly open it from Microsoft apps

Click on Create

Step 2 Choose Flow Type

Select Instant Cloud Flow

Choose trigger: When a file is created or modified

Step 3 Configure SharePoint Trigger

Now configure the required parameters:

• Site Address
• Library Name
• (Optional) Folder selection

This defines where your alert should trigger

Step 4 Add Compose Action

Add a Compose step

Write your message like:
“File is added or modified”

This helps structure your alert content

Step 5 Add Send Email Action

Add Send Email (V2) from Outlook

Fill in details:

• To (single or multiple users)
• Subject
• Email Body
• Importance (Low, Normal, High)

You can also use formatting like bold or dynamic content

Step 6 Save and Test Flow

Click Save

Now go back to your SharePoint library and modify or upload a file

Your flow will trigger and send email notifications

Step 7 Manage Your Flow

Go to My Flows

From here you can:

• Edit flow
• Share flow
• Delete or duplicate
• Monitor runs

Real Use Cases of SharePoint Notification Flows

In real business scenarios, these flows are used for:

• Document approval alerts
• File upload notifications
• Status change alerts in lists
• Department-wise file tracking
• Deadline or reminder notifications

This makes Power Automate more than just alerts. It becomes a workflow automation tool.

Alternative Alert Methods You Can Use

Depending on your need, you can also use:

• Microsoft Teams notifications for instant team alerts
• SharePoint Rules for simple conditions
• Reminder alerts based on date columns

These options help when you don’t need a full flow.

Important Notes

• Classic SharePoint alerts are being phased out
• Power Automate is now the standard approach
• Always test your flow after creating it
• Use dynamic content for better email details

Final Notes

So today we learned how to send alerts using Power Automate in SharePoint. Instead of relying on the old alert system, you can now build flexible and smarter notification workflows.

Try this in your environment and explore how automation can simplify your daily tasks.

See you next time with another Microsoft topic.