Formatting Custom Sharepoint Email Alerts For Clear Communication

The Problem: Default Alerts Can Be Confusing

SharePoint’s out-of-the-box email alert functionality enables users to receive notifications when changes occur on sites, lists, libraries, or list items. However, the default formatting of these alerts often lacks clarity and context that recipients need to quickly understand the notification and determine any required actions.

Some common issues with default SharePoint email alerts include:

• Generic sender name like “SharePoint Alerts” doesn’t identify the specific site or list the alert relates to
• Vague subject lines stating only the alert type, such as “New item created”
• Lack of descriptive body content providing details about the change that triggered the alert
• No customization of timing and frequency, which can lead to alert fatigue

To optimize SharePoint alerts for any audience, alert creators need to customize key parameters to promote comprehension and readability. The sections below highlight techniques for enhancing clarity across critical alert components.

Clarifying the Recipient

Carefully selecting recipients helps route notifications to only those with a true need or interest to receive them. This helps minimize alert noise and ensures communications reach the proper audience.

The default “To” field when creating SharePoint alerts sends to the alert creator only. To customize recipients:


$user1 = "[email protected]"
$user2 = "[email protected]"
$recipients = @($user1, $user2)
$alert.AddRecipients($recipients)


This example adds two email addresses to the alert “To” field. You can add individual addresses, distribution groups, or snippets of API code to programmatically generate groups.

Specifying the Sender

SharePoint alerts default to a generic “SharePoint Alerts” sender name. Customizing this name to identify the specific site, list, or library the notification relates to improves clarity.

Use the following API format to set a custom sender:


$senderName = "My Team Site Alerts"

$alert.FromName = $senderName


This code snippet changes the sender field displayed to email recipients to include the site name. Choose descriptive sender names to provide recipients immediate context when viewing alerts.

Crafting a Descriptive Subject Line

Well-written subject lines that succinctly capture the alert reason aid recipients in quickly triaging notifications. Avoid generic out-of-the-box subject lines like “New item created.” Instead, customize the text to describe the specific change.

To customize alert subjects:


$itemTitle = $item.Title
$listName = $list.Title
$subject = "New item '$itemTitle' added to $listName list"
$alert.Subject = $subject


This example includes the newly added item’s title and target list name directly in the subject. This level of detail helps recipients determine if they need to take action on the alert.

Here are some other examples of descriptive alert subjects:

• “Deadline changed for Project Alpha”
• “[Severity 1] Issue added to Support Tickets list”
• “Q4 Financial Report edited by Finance Team”

Providing Context Through Custom Body Content

Expanding on the subject line’s high-level summary, custom alert bodies present an opportunity to embed relevant images, links, and formatting to enrich details around the notification.

For example, to customize an alert informing recipients of a newly uploaded document, you may insert a thumbnail of the first page of the document or screenshot of key metrics from within the file to provide visual context.

You can also link back to the SharePoint site where the change occurred so users can easily navigate to take any desired actions:

View the Q4 Results added to the Financial Reports library.

Or expand details on the specific item attributes modified:


Title: Q4 Financial Report
Modified: 2/26/2023 by John Smith
Version: 3


Customizing email alert bodies to enrich details and link to relevant resources helps recipients better comprehend notifications and respond appropriately.

Optimizing Alert Timing and Triggers

In addition to content and formatting, dialing in optimal delivery timing and triggers tailored to your users’ needs enhances the effectiveness of custom alerts. Configuring these parameters prevents users from ignoring notifications due to alert fatigue.

Use the EventType parameter to specify the SharePoint events you wish to trigger email notifications:


$alert.EventType = "Add","Edit"


This example limits alerts to only when new items are added or existing items edited. Other event types like deletes or views can be included based on notification requirements.

The TimeInterval setting controls the minimum period between alert deliveries:


$interval = 60*60 # Sets a 1 hour minimum spacing of alerts


Carefully timed alerts based on events users need to know about aid productivity without risking overwhelm.

Testing and Iterating Your Custom Alerts

After configuring formatting, content, and delivery timing for your custom SharePoint alerts, the final step involves validating setup and soliciting user feedback.

Test that alerts are being triggered as expected by actively making changes in SharePoint to match your defined events. Confirm that test alerts are communicating notifications clearly based on criteria in preceding sections.

Also request input from business teams who will be the end recipients of alerts. Incorporate suggestions for additional contextual details to include or adjustments to improve relevancy.

Be prepared to iterate extensively on customizations during initial rollout and at regular intervals thereafter as business needs evolve. Maintaining clear, well-timed SharePoint alerts ensures your audience stays properly informed.