A SharePoint Workflows tutorial by Peter Kalmström
gives various possibilities to have e-mail alerts sent out
automatically. To have the best control over such notifications,
you should create workflows or flows that send them automatically
under certain conditions. Then you can also customize these
alerts with links, lookup data and rich text.
In the demo below Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, shows how to create
a simple list notification workflow in SharePoint Designer.
SharePoint Designer 2013 allows you to create either a SharePoint
2010 or a SharePoint 2013 workflow. In the demo below Peter
creates a SharePoint Designer 2010 workflow, as it gives
a possibility to send notifications to people outside the
The method Peter shows will work for all kinds of SharePoint
lists, but in his example, Peter uses a document library.
Create a SharePoint 2010 workflow that sends an e-mail
when a new item has been added
In SharePoint Designer, open the site that has the
list you want to send notifications for.
Open the Summary page for the list. At 'Workflows',
click on the 'New' button.
Give the new workflow a Name and a Description and
select the Platform Type, SharePoint 2010 workflow.
Click on the Action button in the ribbon and select
'Send an Email'.
Click on 'these users'. In the right part of the
'To' field, click on the address book icon to add recipients
of the e-mail. Type in e-mail addresses, or select internal
users or groups and add them. Click OK.
Enter a subject for the e-mail to be sent. Peter
adds a lookup for the name of the new item.
Enter the body text you wish to use. Peter adds
a lookup for the display name of the creator. Click
Set the start options you wish to use under Start
Options in the Workflow settings.