SharePoint Document Issues

How to Customize SharePoint File-Sharing Notification Emails

Maira Mehtab Sep 21, 2026 869 views

Question details

A Microsoft 365 administrator wants to modify the content and footer of SharePoint file-sharing notification emails and is also experiencing an issue where organization-wide sharing notifications are not being received.

Product: SharePoint
Device & OS: not provided
Scenario: Administering Microsoft 365 SharePoint policies and troubleshooting email delivery failures.
Observed behavior: SharePoint sharing notification content cannot be altered, and current organization-wide emails are failing to deliver to users.

Before you start

Verify your Microsoft 365 administrator credentials and ensure you have access to both the SharePoint admin center and Microsoft 365 admin center.

Solution 1Recommended

Understand Limitations and Manage Notifications via 'Alert Me'

Microsoft generates the notification footer and core content automatically, preventing direct customization. However, users and admins can manage specific library alerts.

SharePoint sharing notification email content, including the disclaimer and footer, is generated and managed entirely by Microsoft's backend servers. Administrators cannot currently customize this standardized text.

Navigate to SharePoint

Open the specific SharePoint document library or list where you want to manage notifications.

Access Alert Me

Click the three dots (ellipsis) in the toolbar and select 'Alert Me' to configure user notification preferences.

Set alert conditions

Define the criteria for when alerts should be sent (e.g., when anything changes, or when someone else changes a document) and click OK to save.

Submit Feedback: If customizable notification content is a strict requirement for your organization, consider submitting feedback directly to Microsoft through the Microsoft 365 admin center.

Solution 2

Fix Organization-Wide Notification Delivery Failures

If employees are no longer receiving SharePoint sharing notification emails at all, it requires backend troubleshooting by Microsoft support.

Free Microsoft Office alternative

Collaborate Seamlessly with WPS Office

While managing complex SharePoint backend policies requires Microsoft 365, you can empower your team with WPS Office as a lightweight, cost-effective alternative for daily document creation and sharing.

Fully compatible with Microsoft Office formats (DOCX, XLSX, PPTX)Lightweight and fast to install on any deviceBuilt-in cloud collaboration and file-sharing capabilitiesFamiliar user interface with zero learning curve

Frequently Asked Questions

Can I remove the Microsoft disclaimer from SharePoint sharing emails?

No, the email disclaimer and footer are generated by Microsoft servers and cannot be removed or customized by administrators.

How do I turn on notifications for specific SharePoint folders?

Navigate to the folder in your SharePoint library, click the ellipsis (...), select 'Alert Me', and configure your desired notification triggers.

Why did my organization suddenly stop receiving SharePoint email alerts?

This is usually caused by a backend Microsoft server issue or an organization-wide Exchange mail flow rule problem. You must open a support ticket in the Microsoft 365 admin center to resolve it.

Document & File Issues