The Recipients section is generally intuitive, but there are a few additional features and tools that offer more possibilities.

Please review the functionality described to fully explore the options in the Recipients configuration.


  • The Title of your alert should contain the name of the relevant list, for example "Projects - Update Alert"
  • Check to make sure that the correct List is selected. The configuration fields are dynamically adjusted depending on which list is selected.
  • Use the green + icons to open up a people picker dialog.

  • There are a number of possibilities when entering email recipients.
  • SharePoint security groups or people may be selected using a Standard SharePoint People Picker.
  • Users may be selected by using SharePoint People Picker fields. You can use the value from the list in the field "Project Owner" for example. This value will change each time the SharePoint list record is updated to use a different "Project Owner".
  • You may also email users not in SharePoint by entering an explicit email address.
  • If you have a contact list created, this may also be a source for recipients.

  • You may add additional recipients as necessary. The amount of recipients is unlimited.
  • As the developer of your tool, consider adding yourself as BCC on all the email alerts to track that alerts are sent as expected.


There is significant flexibility in determining who receives email alerts. It may be tempting to add many people as recipients on emails, but this can cause a negative user experience. Frequent email alerts may be treated as spam by irritated users.

Use the column functionality to send email alerts to a record field value that can changes for individual records.

Last modified: 8/30/2017 10:55 PM
9 comments [latest: 12/14/2017 5:38 PM]
Harold Stewart [9/10/2015 5:33 PM]
What method would you use to identify a users Manager, and include the Manager as a recipient?
Vladi Gubler [9/10/2015 7:03 PM]
Manager is determined according the user profile in Active Directory, assuming you update that information.
Danny Anabieza [4/1/2017 2:27 PM]
Is there a way to customize/change "From" email address and "Reply to" email address? Sorry can't find where to change it. It always default to email address of the Alert creator.
Vladi Gubler [4/1/2017 3:20 PM]
Danny: yes, it is possible, in O365 version the site collection administrator needs to enable it under Administration
Paul Spence [7/25/2017 9:16 AM]
I am getting my alerts through as "Paul Spence " I am trying to change the display name for these alerts for all users in Office365. I have just read this https://support.microsoft.com/en-gb/help/3134824/information-about-changes-to-the-address-that-is-used-to-send-notifica Can this no longer be done?
Vladi Gubler [7/25/2017 2:42 PM]
Paul: alerts are not related to SharePoint's own notification, so the article doesn't apply. You can specify any account you want as a sender, as long as you take the necessary steps to configure Alerts. Go over the documentation article under Smart Alert Pro consideration for Office 365.
Scott VE [12/14/2017 4:33 PM]
My current setup has alert logic so that any time a communication note is added into a field, an alert is sent to the "project requester" and the "project doer" (these fields are from "user in column"). When I submit a new note, I do not need to receive an alert for the new note that I just added -- it only needs to go to the recipient it's intended for. The same scenario applies for the reverse (when the "project doer" adds a new note intended for the "project requester"). Is setting up logic like this possible for alerts, and if so, any pointers on how to set that up? Thank you
Vladi Gubler [12/14/2017 5:38 PM]
Scott: only if you set up two alerts and have conditions in each
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