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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.
Summary
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
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Login to Power Automate.
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Select Create > Automated cloud flow.
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Enter a flow name (e.g., Notify on New File Upload to XXX Folder).
Search for SharePoint and choose:
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Click Create.
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Click on the action to open the properties panel. Configure:
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Site Address > Select your SharePoint site (Note: 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 here: Connect your SharePoint Site to Power Automate
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Library Name > Select the document library.
Note: The above 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 as shown in the screenshot below to select a folder.
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Click the Advanced Parameters dropdown to show folders, and check the box next to 'Folders':
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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.
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Add a new step: Send an email (V2) (Outlook).
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Configure the email:
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To > Enter your email address (or a group).
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Subject > Can be anything you would like such as “New file uploaded in Test Folder”.
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Body > Can be formatted like a regular email.
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You can also use dynamic content by clicking the lightning bolt (screenshot) 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.
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Save and test by creating/uploading a file.
Create an Email Alert When an Item/File is Modified
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Login to Power Automate.
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Select Create > Automated cloud flow.
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Enter a flow name (e.g., Notify When a File is Modified).
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Search for SharePoint and choose When an item or a file is modified.
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Click Create.
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Configure:
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Site Address > Select your SharePoint site (Note: 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 here: Connect your SharePoint Site to Power Automate
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List or Library Name > Select the list or document library.
Note: The above 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 as shown in the screenshot below to select a folder.
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Click the Advanced Parameters dropdown to show folders, and check the box next to 'Folders':
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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.
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Add a new step: Send an email (V2) (Outlook).
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Configure the email:
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To > Enter your email address (or a group).
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Subject > Can be anything you would like such as “File/Item Modified”.
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Body > Can be formatted like a regular email.
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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.
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Save and test by updating a file/list item.
Create an Email Alert When a File/Item is Deleted
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Login to Power Automate.
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Select Create > Automated cloud flow.
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Enter a flow name (e.g., Notify on File Deletion).
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Search for SharePoint and choose:
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When a file is deleted when working with a document library; or
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When an item is deleted when working with a SharePoint List.
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Click Create.
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Configure:
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Site Address > Select your SharePoint site (Note: 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 here: Connect your SharePoint Site to Power Automate
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List or Library Name > Select the list or document library and relevant folder.
Note: The above 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 as shown in the screenshot below to select a folder.
- Click the Advanced Parameters dropdown to show folders, and check the box next to 'Folders':
- 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.
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Add a new step: Send an email (V2) (Outlook).
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Configure the email:
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To > Enter your email address (or a group).
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Subject > Can be anything you would like such as “File/Item Modified”.
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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.
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Save and test by deleting a file/list item.
Help: FAQ & Troubleshooting
SharePoint says "Not Connected"
To fix a SharePoint connection, view the how-to article here: Connect your SharePoint Site to Power Automate
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.
Can I send alerts outside my organization?
Guest users with permission to access the site can receive notifications.
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.
Why did I get an alert when I only renamed a file?
Renaming is considered a modification, so it triggers the “file modified” alert.
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).
My Flow didn’t trigger
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Verify you selected the right Site Address and Library Name.
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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.
Emails aren’t being delivered
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Check your Junk or Promotions folder.
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Confirm recipient addresses are correct.
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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
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Double-check you used the right dynamic content – ie. ‘Created by DisplayName’ vs. ‘DateCreated’
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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
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.