SharePoint Online - Set A Reminder

This article will talk about the below-defined two artifacts and when to use what.

1. Set a Reminder
2. Alert Me 

S.no	Set a Reminder	Alert ME
1	It is available for the Modern experience only	It is available for both the Modern and Classic experiences.
2	It works with both List and Library with a defined custom date column	It works with List and Library without any defined column
3	It works as a reminder for a particular user, even without an update or action trigger to item or document	It works as a trigger but it needs an item update or any action trigger to item or document.
4	Custom Date column is a prerequisite	Event trigger; i.e. Item create, update, delete is a prerequisite

 

Let's get started to explore more on this topic.

 

Step 1: Create a Custom List or Library with Custom Date Column

 

List or Library can have multiple date columns, then "Set a reminder" shows all the date columns. It will work with a single selection of date column.

 

Let's follow the below steps to proceed.

1. Hover on the Flow option.
2. Select Flow option at List View Level.
3. Select Set a reminder.
4. Select custom date columnl i.e. Column Name "Date".

 

Step 2: Configure MS Flow for OOTB Reminder Template

 

One you select date column, the flow template will appear. Set the "Remind Me" as the number of days, i.e., 2. It means the reminder will trigger two days before the defined timeframe in Date Column.

 

 

Step 3: Trigger Flow and Check the Email

 

How does it work now? Example: If a user has created a couple of items or document in List or Library where date column is configured as the 5th of the current month, as the user mentioned the reminder duration is 2 days, on the 3rd of the same month, they will get notified.

 

Flow executes and triggers an email two days before, as per the defined date in the Date column.

 

 

Note
The reminder will be triggered for the user who has configured the reminder, irrespective of the document in the list.

 

Now, let's talk about Alert also. Alert is an existing feature of SharePoint Online and OnPremises. Alert can be defined at Item as well as List or Library level.

 

Step 1: Alert Me at List Level 

 

If I navigate to List and click the "...", the fall back menu option will appear with the "ALERT ME" option.

 

 

Step 2: Alert Me Trigger Options at List Level

 

The Alert Me option triggers the email or message based on change type; i.e., a new item added, existing items modified, items deleted.

 

 

Step 3: Alert Me at List Item Level

 

If I navigate to List Item and click the "...", the fall back menu option will appear with "ALERT ME" option.

 

 

Step 4: Alert Me Trigger Options at List Item Level

 

The Alert Me option triggers the email or message based on change type; i.e., any changes to document or item created or modified by ME.

 

 

I hope you have enjoyed and learned something about "when to use what" in this article. Thanks for reading and stay tuned for the next article.