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How to Make SharePoint Notify Only the User Who Requested a File
Question details
The user wants to restrict file upload notifications in SharePoint so that only the person who created the file request receives an email, rather than the entire team getting notified.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Managing team notification settings for files uploaded via a SharePoint file request link.
- Observed behavior
- When a requested file is uploaded, all five team members receive an email notification instead of just the original requestor.
Ensure you have administrative or 'Site Owner' access to the SharePoint site so you can view and modify user permission levels and site-wide alert settings.
Adjust SharePoint Site Owner Permissions
SharePoint often routes file-request notifications to all users with the Site Owner role. Downgrading unnecessary site owners to members will prevent them from receiving these alerts.
By default, SharePoint assumes that all site owners need to be informed when external files are uploaded to the site via a file request. If all your team members are designated as owners, they will all receive the upload notification.
Open your SharePoint site and click on the gear icon (Settings) located in the top right corner of the screen.
Select 'Site permissions' from the settings dropdown menu to view the current access levels of your team.
Expand the 'Site owners' section. Identify the team members who do not actually need full administrative control over the SharePoint site.
Remove those users from the 'Site owners' group and re-add them under the 'Site members' group. This retains their ability to view and edit files but stops the administrative file-request notifications.
Check for Custom Alerts and Workflows
If permissions are already configured correctly, check if a custom SharePoint alert or a Power Automate workflow is triggering broad team notifications.
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Frequently Asked Questions
Can I completely turn off file request notifications in SharePoint?
You cannot natively disable the automated email sent to the user who created the file request. However, you can stop others from receiving it by ensuring they are not in the Site Owners group.
Why does SharePoint notify everyone about file uploads by default?
SharePoint routes these specific administrative notifications to the 'Site Owners' group by default to ensure administrators are aware when external users upload content to their environment.
How do I see who is currently receiving folder alerts?
Site administrators can go to 'Site Settings' > 'User alerts' under Site Administration to view and delete all alerts that users have set up for lists and libraries across the site.
