SharePoint Document Issues

How to Customize SharePoint File and Folder Notification Emails

Maira Mehtab Sep 22, 2026 868 views

Question details

The user wants to customize the notification emails sent by SharePoint when access to a file or folder is granted, changed, or removed.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Managing file and folder sharing permissions and aiming to personalize the automated alerts.
Observed behavior: Users cannot find a built-in setting in SharePoint to edit the content, branding, or layout of the default sharing notification emails.

Before you start

Ensure you have access to Microsoft Power Automate through your Microsoft 365 subscription, as it is required to build a custom email notification workflow.

Solution 1Recommended

Use Microsoft Power Automate to Send Custom Notifications

Since SharePoint does not offer a native way to customize default sharing emails, you can build a Power Automate workflow as a workaround to send personalized notifications.

Currently, SharePoint does not provide an out-of-the-box option to modify the text, design, or branding of default file and folder sharing notifications. To achieve custom messaging, you must suppress the default emails when sharing and rely on an automated cloud flow.

Sign in to Power Automate

Navigate to the Microsoft Power Automate portal and sign in with your Microsoft 365 credentials.

Create a new automated cloud flow

Click on 'Create' in the left menu, select 'Automated cloud flow', and choose a SharePoint trigger such as 'When an item or a file is modified' or 'When a file is created'.

Configure the Send an Email action

Add a new step for 'Send an email (V2)'. In this action card, you can fully customize the Subject, Body text, HTML styling, and dynamic recipients based on the SharePoint event.

Save and test the workflow

Save your flow and test it by modifying a file's permissions in your SharePoint site to verify that the custom email is delivered correctly.

Submit Feedback to Microsoft: Because native customization is a highly requested feature, consider submitting your feedback to the SharePoint Feedback Community to encourage future updates.

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Frequently Asked Questions

Can I add my company logo to default SharePoint notification emails?

No, SharePoint currently lacks an out-of-the-box feature to insert company logos or modify the layout of the standard file and folder sharing emails. You must use Power Automate to design customized HTML emails.

How do I turn off the default SharePoint sharing notifications?

When sharing a file or folder from the SharePoint interface, uncheck the 'Send an email notification' checkbox in the sharing dialog box before clicking 'Send' or 'Copy link'.

Do I need a premium license to use Power Automate for SharePoint alerts?

Standard SharePoint triggers and basic Outlook 'Send an email' actions are included in most Microsoft 365 business licenses. Premium connectors are generally not required for basic file notification workflows.

Where can I request native email customization features for SharePoint?

You can suggest new features or vote on existing ones by visiting the official Microsoft SharePoint Feedback Community portal online.

Document & File Issues