SharePoint Document Issues

How to Change SharePoint Site Notification Email Addresses

Bushra Parveen Oct 12, 2026 868 views

Question details

The user needs to update the email address associated with SharePoint site notifications so that alerts go to a group address instead of a former employee.

How to Change SharePoint Site Notification Email Addresses

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: An employee who created several SharePoint sites has left the organization, and the organization needs to reroute all site notifications to a new administrator or a designated group email address.
Observed behavior: SharePoint site notifications and alerts are still being sent to or associated with the departed employee's profile instead of the required group email address.

Before you start

Ensure you are signed in to the Microsoft 365 Admin Center with SharePoint Administrator or Global Administrator privileges, as these permissions are required to modify site ownership and membership settings.

Solution 1Recommended

Update Site Administrator Permissions

This is the primary method to ensure that a new administrator or a group email address receives administrative notifications for the SharePoint site.

By replacing the former employee with a new administrator or a Microsoft 365 group, you ensure that standard site access requests and administrative alerts are routed correctly.

Access the SharePoint Admin Center

Log in to the Microsoft 365 admin center, expand the navigation menu, and click on 'SharePoint' to open the SharePoint admin center.

Navigate to Active Sites

In the left-hand pane, expand the 'Sites' menu and select 'Active sites'.

Modify Permissions and Membership

Select the site originally created by the departed employee. In the properties panel that appears on the right, click on the 'Permissions' or 'Membership' tab.

Add the Replacement Administrator

Click 'Manage admins'. Remove the former employee's account and add the new administrator's email or the desired Microsoft 365 group address. Save your changes.

Sender Address Limitations: While you can change who receives administrative notifications, some system-generated SharePoint notifications are sent from a generic Microsoft address (like no-reply@sharepointonline.com) and the sender address cannot be changed.

Solution 2

Review and Update User Profiles

Use this solution if legacy workflows or alerts are still pulling contact information from the departed user's SharePoint profile.

Solution 3

Reconfigure Specific Alerts and Workflows

If notifications are generated by custom list alerts or Power Automate workflows created by the former employee, they must be manually updated.

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Frequently Asked Questions

Can I change the sender email address for default SharePoint system notifications?

No, most built-in SharePoint system notifications (such as sharing links or automated access requests) are sent from a generic Microsoft system address. You generally cannot customize the sender email address for these alerts.

Why is a deleted user still receiving SharePoint alerts?

If the user created custom list or library alerts before leaving the organization, those specific alert rules remain active on the server. A SharePoint Administrator must manually delete those alerts via the 'User alerts' menu in Site Settings.

Can a Microsoft 365 group receive SharePoint site access requests?

Yes. You can configure the site's 'Access Request Settings' to route incoming access requests to a specific Microsoft 365 group email address rather than an individual site owner's email address.

Document & File Issues