Others

How to Notify Users When a Microsoft Project Subproject Changes

Steve K Oct 15, 2026 869 views

Question details

The user needs to send automatic notifications to relevant team members whenever a linked subproject in Microsoft Project is modified.

How to Notify Users When a Microsoft Project Subproject Changes

Product: Microsoft Project
Device & OS: not provided
Scenario: Collaborating on a large master project that utilizes linked subprojects, requiring real-time alerts when team members update their respective project files.
Observed behavior: Microsoft Project desktop does not provide any built-in alert system to notify users about updates made to linked subprojects.

Before you start

Ensure your Microsoft Project files are saved in a cloud-based location like SharePoint or OneDrive, and verify that you have access to Power Automate with your Microsoft 365 account.

Solution 1Recommended

Use Power Automate to Trigger Email Notifications

Since Microsoft Project desktop lacks a built-in notification feature, utilizing Power Automate alongside SharePoint or OneDrive is the most effective automated workaround.

Power Automate can monitor the specific cloud storage folder where your linked subprojects are saved. Whenever a team member updates and saves a subproject file, the flow detects the modification and triggers an automatic email to your designated stakeholders.

Upload project files to the cloud

Save your Microsoft Project (.mpp) master file and all linked subproject files into a shared SharePoint document library or a OneDrive collaborative folder.

Create a new flow in Power Automate

Set the flow trigger

Search for and select the trigger 'When a file is modified (properties only)' for SharePoint (or the equivalent OneDrive trigger), and point it to the specific folder housing your subprojects.

Configure the email action

Add a new step, search for 'Send an email (V2)', enter the email addresses of the relevant team members, and customize the subject and body to indicate which subproject was updated.

Save and test the flow

Click 'Save' at the top right, then run a test by making a small modification to your subproject file to ensure the Outlook email notification is successfully delivered.

Use Power Automate to Trigger Email Notifications

Cloud Storage Required: This automation strictly requires your Microsoft Project files to be stored in SharePoint or OneDrive. It will not work for files saved on local desktop directories.

Solution 2

Submit a Feature Request via the Microsoft Feedback Portal

If you want Microsoft to add native notification support directly within the Project desktop application, submitting a formal suggestion is the recommended approach.

Free Microsoft Office alternative

Manage Your Projects Effortlessly with WPS Office

Tired of dealing with complex workarounds for project notifications? WPS Office provides a free, lightweight suite with robust built-in cloud collaboration. Use WPS Spreadsheet to track project timelines, assign tasks, and co-edit in real time without needing third-party automation tools.

1. Download WPS Office: Visit the official WPS website to download and install the free software suite on your device.
2. Open a Project Template: Launch WPS Spreadsheet and browse the extensive built-in template library for Gantt charts or agile project trackers.
3. Collaborate in Real Time: Save your project file to WPS Cloud and share the collaboration link with your team to enable live co-editing.

Free, lightweight, and easy-to-use alternative to Microsoft OfficeFully compatible with Microsoft Excel (.xlsx) project formatsRich library of free Gantt chart and project tracking templatesBuilt-in cloud sharing for real-time team collaboration and updates

microsoft office alternative - wps office

Frequently Asked Questions

Does Microsoft Project desktop have built-in email alerts?

No, Microsoft Project desktop does not include native features to send email notifications when a linked subproject is modified. You must rely on external automation tools like Power Automate.

Can I use local network drives instead of SharePoint for Power Automate triggers?

Power Automate relies on cloud connectors, so it cannot natively trigger alerts from standard local or mapped network drives without setting up an advanced on-premises data gateway. Using SharePoint or OneDrive is strongly recommended for this workflow.

Will the master project automatically update if a subproject changes?

When you open the master project file in Microsoft Project desktop, the software will detect changes to linked subprojects and prompt you to accept the updates. However, it will not push notifications to you while the file is closed.

Office Quick Solutions