In today’s digital workplace, SharePoint has become a cornerstone for document management, collaboration, and workflow automation. However, one of the most useful yet often overlooked features is the ability to set up automated reminders and alerts.
Whether you’re managing project deadlines, approval workflows, or document updates, automated reminders in SharePoint can help you stay on track—without the need for manual follow-ups.
This step-by-step guide (2026 edition) will help you easily create reminders and alerts to boost team productivity and ensure that nothing slips through the cracks.
Table of Contents
🔹 Why Use Automated Reminders in SharePoint?
Before diving into the steps, let’s understand why reminders and alerts are essential for modern workplaces:
- Stay Organized: Never miss important document deadlines or review dates.
- Improve Accountability: Each team member gets notified about their tasks automatically.
- Save Time: Eliminate manual reminder emails.
- Enhance Workflow Efficiency: Keep projects moving smoothly with timely notifications.
Whether you’re a manager tracking project milestones or an employee waiting for document approval, automated reminders can simplify your workflow.
🔹 How to Set Up Automated Reminders in SharePoint (Step-by-Step)
Step 1: Identify the SharePoint List or Library
Start by deciding where you need reminders. Common examples include:
- Task lists
- Document libraries
- Project schedules
- Approval lists
Ensure your list contains a date column—like “Due Date” or “Review Date”—since this will trigger the reminder.
Step 2: Open Power Automate (Flow)
To create automated reminders, you’ll use Power Automate, Microsoft’s workflow automation tool that integrates seamlessly with SharePoint.
- Go to your SharePoint site.
- From the menu, click Automate → Power Automate → Create a flow.
- Choose “See your flows” or “Create from blank.”
Step 3: Create a New Automated Flow
Once Power Automate opens:
- Select Automated cloud flow.
- Give your flow a name, such as “Task Reminder Flow.”
- Choose the trigger “When an item is created or modified.”
- Click Create.
Step 4: Add Conditions and Triggers
You’ll now set the condition that triggers the reminder.
For example:
- Condition: Send an email 3 days before the “Due Date.”
Steps:
- Add a “Get items” action and select your SharePoint site and list.
- Use the Filter Query field to fetch items where the due date is approaching.
- Add a Condition control to check whether today’s date equals or is close to the due date.
Step 5: Send the Reminder Notification
Once your condition is set, add an email or Teams notification action.
Example using email:
- Click Add an action → Outlook → Send an email (V2).
- In the “To” field, select the Assigned To column.
- Write your reminder message, such as:
“Hello, this is a friendly reminder that your task ‘@{Title}’ is due on @{DueDate}.”
You can also include document links, status updates, or custom messages.
Step 6: Test and Save Your Flow
Before saving, always test your reminder workflow:
- Add a new list item with a near due date.
- Check if the reminder email or Teams message is triggered.
Once confirmed, save and turn on the flow. Your automated reminders will now run in the background without manual intervention!
🔹 FAQs About Automated Reminders in SharePoint
Q1. Can I set up reminders without Power Automate?
Yes, you can use SharePoint’s “Alert Me” feature for basic email alerts, but for advanced reminders, Power Automate offers much more flexibility.
Q2. Do I need coding skills to create reminders?
No. Power Automate is a no-code tool, and the reminder flow can be created using its drag-and-drop interface.
Q3. Can I send reminders through Microsoft Teams instead of email?
Absolutely! You can add a Teams connector in Power Automate to send reminder messages directly to Teams channels or chats.
Q4. Will reminders work for multiple users?
Yes, you can configure reminders to send notifications to individuals, groups, or even dynamic users based on list data.
Q5. Can I schedule recurring reminders?
Yes. You can use the “Recurrence” trigger in Power Automate to send reminders daily, weekly, or at custom intervals.
🔹 Final Thoughts
Setting up automated reminders in SharePoint isn’t just a technical task—it’s a productivity booster. By automating routine notifications, you empower teams to focus on important work instead of chasing deadlines.
With Power Automate’s seamless integration and flexibility, SharePoint 2026 users can enjoy smarter workflows, improved accountability, and a truly connected digital workplace.
So go ahead—automate your reminders today and let SharePoint handle the follow-ups for you!Step-by-Step Guide to Setting Up Automated Reminders in SharePoint (2026)
In today’s digital workplace, SharePoint has become a cornerstone for document management, collaboration, and workflow automation. However, one of the most useful yet often overlooked features is the ability to set up automated reminders and alerts.
Whether you’re managing project deadlines, approval workflows, or document updates, automated reminders in SharePoint can help you stay on track—without the need for manual follow-ups.
This step-by-step guide (2026 edition) will help you easily create reminders and alerts to boost team productivity and ensure that nothing slips through the cracks.