Power Automate: Creating Email Alerts for SharePoint Document Libraries and Lists

Summary

Alert:  Microsoft retired SharePoint Alerts in January of 2026  . 
You can use Power Automate to keep receiving notifications when files or list items are added, changed, or deleted in a SharePoint document library or list.

With the retirement of SharePoint Alerts, users can instead set up automated email notifications using Power Automate. This article explains how to create flows that send an email for common scenarios that are currently served by SharePoint Alerts, which Microsoft will retire in January of 2026.

Step-by-step instructions, along with a combined FAQ and troubleshooting guide, will help you quickly replace your old alerts and stay informed of changes in your files and lists. See also: MS Power Platform: USNH Usage Guidelines and Governance

Expand a section below to view detailed instructions.  

 

How-To

Create an Email Alert When a SharePoint File or List Item is Created/Uploaded

Task:  Create an Email Alert When a SharePoint File or List Item is Created/Uploaded

Instructions

Step 1 - Login to Power Automate  

Step 2 - Select Create > Automated cloud flow

Creat Automated cloud flow selection screen. Uploaded Image (Thumbnail)Click for full-size image

 

Step 3 - Enter a Flow name (e.g., Notify on New File Upload to XXX Folder).

Step 4 - Search for SharePoint in the "Choose your flow's trigger" search box.

Naming the Flow and searching for SharePoint in the search box. Uploaded Image (Thumbnail)Click for full-size image

 

Step 5 - Scroll down to Choose a trigger for the flow, depending on the type of object you are working with.

  • If working with a Document Library, choose: When a file is created (properties only) 
  • If working with a SharePoint List, choose: When an item is created 

Choosing of the Trigger. Uploaded Image (Thumbnail)Click for full-size image

 

Step 6 - Click Create.

Step 7 - Click on the action to open the properties panel. Configure:

  • Site Address > Select your SharePoint site
    • If your site does not appear in the dropdown menu, navigate to your SharePoint site in a separate tab/window and copy the URL for your site, which looks something like https://universitysystemnh.sharepoint.com/teams/YourSite, go back to Power Automate, choose “Enter custom value” at the bottom of the dropdown menu, and paste the URL you copied.
    • To fix a SharePoint connection, view the how-to article: Connect your SharePoint Site to Power Automate

  • Library Name > Select the document library.

Parameters tab with Site Address and Library Name fields. Uploaded Image (Thumbnail)Click for full-size image 

 

Note: This method targets the entire document library meaning that files created/uploaded to subfolders will cause the flow to run.

CAUTION: This could generate hundreds of notifications if not targeted to a more specific folder location (see below).

To target a specific folder in a document library, you can use the advanced parameters on the properties panel to select a folder as shown in the steps below.

Step 7.1 - Click the Advanced Parameters dropdown to show folders, and check the box next to "Folders".

Advanced Parameters with "Folder" checked. Uploaded Image (Thumbnail)Click for full-size image 

 

Step 7.2 - Click the Folder icon on the right of the field. Select the appropriate folder. To see subfolders, click the > arrow on the right to see folder contents.

Parameters tab with a Folder specified. Uploaded Image (Thumbnail)Click for full-size image 

 

Step 8 - Add a new step: Send an email (V2) (Outlook).

Step 9 - Configure the email:

  • To - Enter your email address (or a group).
  • Subject - Can be anything you would like such as “New file uploaded in Test Folder”.
  • Body - Can be formatted like a regular email.

You can also use dynamic content by clicking the lightning bolt to include details about the created/uploaded file such as the file name, who created/uploaded it, and a link to the file as shown in the screenshot below.

Send an email Parameters tab. Uploaded Image (Thumbnail)Click for full-size image

 

Step 10 - Save

Step 11 - Test by creating and/or uploading a file.

 

Outcome

You can create a flow to send an email alert when a SharePoint file or list item is created or uploaded.

Back to top

 

Create an Email Alert When a SharePoint File or List Item is Modified

Task: Create an Email Alert When a SharePoint File or List Item is Modified

Instructions

Step 1 - Login to Power Automate  

Step 2 - Select Create > Automated cloud flow.

Uploaded Image (Thumbnail)Click for full-size image

 

Step 3 - Enter a Flow name (e.g., Notify When a File is Modified).

Step 4 - Search for SharePoint in the "Choose your flow's trigger" search box.

Step 5 - Scroll down and choose the Trigger:  When an item or a file is modified

Build Flow screen with trigger selected. Uploaded Image (Thumbnail)Click for full-size image

 

Step 6 - Click Create.

Step 7 - Click on the action to open the properties panel. Configure:

  • Site Address > Select your SharePoint site
    • If your site does not appear in the dropdown menu, navigate to your SharePoint site in a separate tab/window and copy the URL for your site, which looks something like https://universitysystemnh.sharepoint.com/teams/YourSite, go back to Power Automate, choose “Enter custom value” at the bottom of the dropdown menu, and paste the URL you copied.
    • To fix a SharePoint connection, view the how-to article: Connect your SharePoint Site to Power Automate

  • List or Library Name > Select the list or document library.

Uploaded Image (Thumbnail)Click for full-size image

 

Note: This method targets the entire document library meaning that files modified in subfolders will cause the flow to run.

CAUTION: This could generate hundreds of notifications if not targeted to a more specific folder location (see below).

To target a specific folder in a document library, you can use the advanced parameters on the properties panel to select a folder as shown in the steps below.

Step 7.1 - Click the Advanced Parameters dropdown to show folders, and check the box next to "Folders".

Uploaded Image (Thumbnail)Click for full-size image

 

Step 7.2 - Click the Folder icon on the right of the field. Select the appropriate folder. To see subfolders, click the > arrow on the right to see folder contents.

Uploaded Image (Thumbnail)Click for full-size image

 

Step 8 - Add a new step: Send an email (V2) (Outlook).

Step 9 - Configure the email:

  • To > Enter your email address (or a group).
  • Subject > Can be anything you would like such as “File/Item Modified”.
  • Body > Can be formatted like a regular email.

You can also use dynamic content by clicking the lightning bolt to include details about the file/list item such as the name and who modified it.

Step 10 - Save

Step 11 - Test by modifying a file or list item.

 

Outcome

You can create a flow to send an email alert when a SharePoint file or list item is modified.

Back to top

 

 

Create an Email Alert When a SharePoint File or List Item is Deleted

Task: Create an Email Alert When a SharePoint File or List Item is Deleted

Instructions

Step 1 - Login to Power Automate  

Step 2 - Select Create > Automated cloud flow.

Uploaded Image (Thumbnail)Click for full-size image

 

Step 3 - Enter a Flow name (e.g., Notify on File Deletion).

Build Flow screen with trigger selected. Uploaded Image (Thumbnail)Click for full-size image 

 

Step 4 - Search for SharePoint in the "Choose your flow's trigger" search box.

Step 5 - Scroll down to Choose a trigger for the flow, depending on the type of object you are working with.

  • If working with a Document Library, choose:  When a file is deleted (first image below)
  • If working with a SharePoint List, choose:  When an item is deleted (second image below)

Choosing the Trigger for when a FILE is deleted. Uploaded Image (Thumbnail)Click for full-size image

Choosing the Trigger for when an ITEM is deleted. Uploaded Image (Thumbnail)Click for full-size image

 

Step 6 - Click Create.

Step 7 - Click on the action to open the properties panel. Configure:

  • Site Address > Select your SharePoint site
    • If your site does not appear in the dropdown menu, navigate to your SharePoint site in a separate tab/window and copy the URL for your site, which looks something like https://universitysystemnh.sharepoint.com/teams/YourSite, go back to Power Automate, choose “Enter custom value” at the bottom of the dropdown menu, and paste the URL you copied.
    • To fix a SharePoint connection, view the how-to article: Connect your SharePoint Site to Power Automate

  • List or Library Name > Select the list or document library and relevant folder.

Parameters tab with Site Address and Library name fields. Uploaded Image (Thumbnail)Click for full-size image

 

Note: This method targets the entire document library meaning that files deleted in subfolders will cause the flow to run.

CAUTION: This could generate hundreds of notifications if not targeted to a more specific folder location (see below).

To target a specific folder in a document library, you can use the advanced parameters on the properties panel to select a folder as shown in the steps below.

Step 7.1 - Click the Advanced Parameters dropdown to show folders, and check the box next to "Folders". 

Uploaded Image (Thumbnail)Click for full-size image

 

Step 7.2 - Click the Folder icon on the right of the field. Select the appropriate folder, or to see subfolders, click the > arrow on the right to see folder contents.

Uploaded Image (Thumbnail)Click for full-size image

 

Step 8 - Add a new step: Send an email (V2) (Outlook).

Step 9 - Configure the email:

  • To - Enter your email address (or a group).
  • Subject - Can be anything you would like such as “File/Item Deleted”.
  • Body - Can be formatted like a regular email.

You can also use dynamic content by clicking the lightning bolt to include details about the file or list item such as the name and who deleted it.

Send an email Parameters tab. Uploaded Image (Thumbnail)Click for full-size image

 

Step 10 - Save

Step 11 - Test by deleting a file or list item.

 

Outcome

You can create a flow to send an email alert when a SharePoint file or list item is deleted.

Back to top

 

Microsoft has also added new Power Automate templates to help you with the transition to Power Automate following the retirement of SharePoint alerts. You can browse available templates at - https://make.powerautomate.com/templates  

 

Help: FAQ & Troubleshooting

Frequently Asked Questions (FAQ)

Q1 - Can I send alerts to multiple people?

  • Yes. In the To field of the email action, enter multiple addresses separated by semicolons, or use a distribution list, Microsoft 365 Group, or shared mailbox.

Q2 - Can I send alerts outside my organization?

  • Guest users with permission to access the site can receive notifications. 

Q3 - Will this work for subfolders?

  • Yes, triggers fire for the whole library (including subfolders). To focus on a specific folder, use the folder option under advanced parameters.

Q4 - Why did I get an alert when I only renamed a file?

  • Renaming is considered a modification, so it triggers the “file modified” alert.

Q5 - How do I customize the email message?

  • You can edit the subject and body with text, and add or remove dynamic fields (e.g., Modified By, file size, direct link).

 

Troubleshooting

SharePoint says "Not Connected"

My Flow didn’t trigger

  • Verify you selected the right Site Address and Library Name.

  • Confirm the flow is On in Power Automate. To do this, click on the name of the flow and look at the status in the details pane. The top bar will have a button that either says “Turn off” or “Turn on”. If the status is off, then you need to turn the flow on.

Flow Details with "Turn Off" option marked. Uploaded Image (Thumbnail)Click for full-size image

  • Check that the file action (create, modify, delete) occurred in the correct library.

Emails aren’t being delivered

  • Check your Junk or Promotions folder.

  • Confirm recipient addresses are correct.

  • If sending to a group or shared mailbox, make sure you have permission to view and ‘send as’ for the group.

Dynamic content fields are blank

  • Double-check you used the right dynamic content – ie. ‘Created by DisplayName’ vs. ‘DateCreated’

  • Some fields are only available in certain triggers. Try Identifier or Path if Link to item isn’t available.

Flow errors in Power Automate

 

Further Readings  

MS Power Platform: USNH Usage Guidelines and Governance

Connect your SharePoint Site to Power Automate

 

Microsoft Support Articles

SharePoint Alerts retirement  

Microsoft Power Automate Templates - https://make.powerautomate.com/templates   

Power Automate  - at https://make.powerautomate.com/

Power Automate on Microsoft Learn  

Create flows for popular email scenarios  

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

 

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