File Sharing Problems

How to Customize OneDrive for Business Sharing Invitation Emails

Emma Brown Oct 9, 2026 868 views

Question details

The user wants to customize the default OneDrive for Business email sharing invitations by adding a company logo or modifying the message template.

How to Customize OneDrive for Business Sharing Invitation Emails

Product: OneDrive for Business
Device & OS: not provided
Scenario: Sharing a file from OneDrive for Business and wanting to send a branded or personalized email notification.
Observed behavior: SharePoint Online and OneDrive use a standard sharing message template by default, which does not offer built-in customization options.

Before you start

Note that Microsoft 365 does not offer an out-of-the-box feature to edit the default sharing email template. Ensure you have access to Microsoft Power Automate and sufficient administrative privileges to create custom workflows.

Solution 1Recommended

Create Custom Email Notifications using Microsoft Power Automate

Use Power Automate workflows to trigger a branded, highly customizable email whenever a file is shared in OneDrive for Business.

Since there is no native way to edit the default OneDrive or SharePoint sharing template, organizations can use Power Automate to intercept the sharing action. This allows you to design and send a custom HTML email containing company logos and personalized text.

Log into Power Automate

Access Microsoft Power Automate using your Microsoft 365 business credentials and navigate to the 'My flows' section.

Create a new flow

Click on 'Create' and select 'Automated cloud flow' to start building a new trigger-based automation.

Select a OneDrive trigger

Choose a trigger related to OneDrive for Business, such as 'For a selected file', which will initiate the process when a specific file is selected for sharing.

Add an email action

Add a new step and select the 'Send an email (V2)' action. Here, you can customize the HTML body with your organization's logo, custom messaging, and insert the dynamic link to the file.

Save and test

Save your newly created flow and test it by sharing a document to ensure the custom sharing invitation is formatted properly and delivered successfully.

Create Custom Email Notifications using Microsoft Power Automate

Community Support: If you need specific scripts or flow configurations, the Microsoft Power Automate Community or SharePoint Development on Microsoft Q&A are excellent resources for detailed guidance.

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Frequently Asked Questions

Can I add my company logo directly to the default OneDrive sharing email?

No, Microsoft 365 does not currently provide an out-of-the-box feature to add logos or modify the layout of the default sharing template. You must use a workaround like Power Automate.

Does SharePoint Online allow sharing template customization?

Similar to OneDrive for Business, SharePoint Online uses a standard sharing message template that cannot be edited natively without utilizing third-party tools, Power Apps, or Power Automate.

Where can I find help for creating custom Power Automate flows for OneDrive?

You can ask for guidance, find pre-built templates, and share scripts with experts in the Microsoft Power Automate Community or the SharePoint Development section on Microsoft Q&A.

Document & File Issues