What types of email does SharePoint send automatically?

The estimated reading time for this post is 3 minutes

Update: After reviewing the SMTP logs, on a very active SharePoint 2013 environment and some further research, I now have an extensive list of the types of emails SharePoint sends. Most of these now include an example image of the email that is sent.

I recently responded to a question posted to Twitter using the #SPHelp hashtag. Tim Ferro was trying to understand all the different types of email that SharePoint sends automatically.

While I may have misunderstood his tweet to begin with, it certainly got me thinking about what emails does SharePoint actually send. I gave it some thought with a colleague and have produced this post as a result.

  1. MySite Cleanup Notification
  2. Task assigned to you notification
  3. Alerts
  4. Storage limit exceeded
  5. Sharing – Invited to
  6. Site Mailbox Created
  7. MySite Setup Notification
  8. Mentioned in a conversation
  9. Site Deletion Notice (Site Policy)
  10. Site Access Requests

Example of SharePoint Emails

There is very little information that provides an answer to Tim’s question. I’ve attempted to create a consolidated view of all the different types of emails that SharePoint sends. I have sourced example images from various sources on the internet. They have been credited to the author and include a link to the originating content.

MySite cleanup notification

MySite Cleanup Notification. Credit: SharePoint 2013 Admin blog http://sharepoint2013admin.wordpress.com/2013/11/19/my-site-cleanup-timer-job-2/
MySite Cleanup Notification. Credit: SharePoint 2013 Admin blog http://sharepoint2013admin.wordpress.com/2013/11/19/my-site-cleanup-timer-job-2/

Task assigned to you notification

Task assigned to you email. Credit: Tomislav Tasic http://tomislavspadmin.blogspot.co.uk/2014/06/enable-email-notifications-for-tasks.html
Task assigned to you email. Credit: Tomislav Tasic http://tomislavspadmin.blogspot.co.uk/2014/06/enable-email-notifications-for-tasks.html

Alerts

SharePoint Alerts. Credit: Merin Nakarmi http://sharepointrealm.blogspot.co.uk/2013/06/how-to-cusomize-alert-email-for.html
SharePoint Alerts. Credit: Merin Nakarmi http://sharepointrealm.blogspot.co.uk/2013/06/how-to-cusomize-alert-email-for.html

Storage Limit Exceeded

Storage Quota Exceeded. Credit: Three Will https://www.threewill.com/2013/12/storage-quotas-in-sharepoint-online/
Storage Limit Exceeded. Credit: Three Will https://www.threewill.com/2013/12/storage-quotas-in-sharepoint-online/

Sharing – Invited to …

Mentioned in a conversation email. Credit: Jennifer Mason, CMS Wire http://www.cmswire.com/cms/social-business/sharepoint-2013-social-features-highlights-019624.php?pageNum=2
Mentioned in a conversation email. Credit: Jennifer Mason, CMS Wire http://www.cmswire.com/cms/social-business/sharepoint-2013-social-features-highlights-019624.php?pageNum=2

Site Mailbox Created

Site Mailbox Created. Credit: Mark Kashman http://blogs.office.com/2013/04/02/whats-new-in-sharepoint-online-top-10/
Site Mailbox Created. Credit: Mark Kashman http://blogs.office.com/2013/04/02/whats-new-in-sharepoint-online-top-10/

MySite Setup Notification

MySite Setup. Credit: Sudhit Kesharwani http://sharepoint.stackexchange.com/questions/72530/sharepoint-mysite-changing-the-notification-email
MySite Setup. Credit: Sudhit Kesharwani http://sharepoint.stackexchange.com/questions/72530/sharepoint-mysite-changing-the-notification-email

Mentioned in a conversation

Mentioned in a conversation
Mentioned in a conversation email. Credit: Jennifer Mason, CMS Wire http://www.cmswire.com/cms/social-business/sharepoint-2013-social-features-highlights-019624.php

Site Deletion Notice (Site Policy)

Site Deletion Notice. Steven Boyle, SharePoint IT Pro Blog http://blogs.technet.com/b/tothesharepoint/archive/2013/03/28/site-policy-in-sharepoint.aspx
Site Deletion Notice. Steven Boyle, SharePoint IT Pro Blog http://blogs.technet.com/b/tothesharepoint/archive/2013/03/28/site-policy-in-sharepoint.aspx

Site Access Requests

Site Access Requests. Jasper Oosterveld https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-Online-2013-Request-Access-Procedure.aspx
Site Access Requests. Jasper Oosterveld https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-Online-2013-Request-Access-Procedure.aspx

Other possibilities

There are a number of other emails that SharePoint might send, which I have been unable to confirm at this time.

  • Health Analyser – Alerts
  • Managed Metadata Service – term managed and term submission
  • Solution resource usage – site collection exceeded daily resource usage
  • Membership requests (requests to join/leave groups)
  • MySite new followers and Colleague and keyword suggestions
  • Site Collection Upgrade Notification (2010 > 2013)
  • Created and Delete Upgrade Evaluation Site Collections
  • Removal notifications of user provisioned Site Collections
  • Search Service Application
  • Apps Service Application
  • eDiscovery
  • Record
  • Publishing
  • Retention

Community Contribution

Not stopping there, I have also asked the community via the Office 365 Technical Network on Yammer (10,000+ members). Let’s see what people come back with. In time I’d like to add more detailed summaries of these including a sample of the emails.

Published by

James Callaghan

Father, blogger, consultant, SharePoint, Azure, Office 365 and PowerShell specialist, troubleshooter, geek, home brewer and would be amateur chef.

Leave a Reply