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How to Enable SharePoint Notifications for New News Posts
Question details
Users need to know how to notify team members when a new news post is published, as the system does not send emails automatically.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Publishing news posts and notifying site members or a broader audience.
- Observed behavior
- SharePoint does not automatically email users when a new news post is published, requiring the manual configuration of alerts or workflows.
Ensure you have the necessary site owner or author permissions in SharePoint to configure library alerts, promote posts, or create Power Automate workflows.
Promote Individual News Posts Manually
Quickly send an email notification for a specific news post directly from the SharePoint page interface.
This is the simplest method for notifying users about a specific post without setting up complex site-wide automations.
Navigate to the SharePoint news post you have just published and want to share.
Look at the command bar at the top of the page and click the 'Promote' button.
In the Promote panel, choose 'Send by email'. Enter the email addresses, user names, or Microsoft 365 groups you want to notify.
Add an optional message if desired, and click 'Send' to dispatch the notification to the selected recipients.
Set Up Automatic Alerts on the Site Pages Library
Configure built-in SharePoint alerts to automatically notify you or your team when new pages are created.
Create a Power Automate Flow for Custom Email Notifications
Build an automated workflow to send customized email notifications whenever a news post is published.
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Frequently Asked Questions
Why aren't users receiving emails when I post SharePoint news?
By default, SharePoint does not automatically send email notifications for every news post to prevent inbox clutter. Site owners must manually promote the post, set up library alerts, or create Power Automate workflows to notify users.
Can I send a SharePoint news digest instead of individual emails?
Yes. SharePoint allows you to manually compile and send a customized news digest. Additionally, SharePoint features an auto-news digest that automatically emails a summary of newly published news posts to users based on relevance.
How do I notify a specific Microsoft Teams channel about a new SharePoint post?
You can use Power Automate to create a flow that triggers when a file is created in the Site Pages library. Simply add an action to 'Post a message in a chat or channel' for Microsoft Teams whenever the Promoted State equals 2.
What is the 'Promoted State' in a SharePoint Site Pages library?
'Promoted State' is a system column used by SharePoint to distinguish page types. A value of 0 indicates a standard site page, 1 represents an unpublished news post, and 2 signifies a fully published news post.
