Alerts in MS Teams Use Case and Video

How to use Virto SharePoint Alerts online app and add reminders to your MS Teams channel is here in our new use case and video.

VirtoSoftware created a very flexible notification system to let you expand the basic SharePoint alerts features. Virto Alerts & Reminder App helps users to create alerts and reminders from SharePoint Online and send them via email. You just select a SharePoint list, decide who receives an alert and define the trigger.

We would like to show you how Virto Alerts perfectly work with MS Teams. So, this is the use case you might find helpful and apply for your SharePoint site.

The Case

Every Friday all the teams of the company get together on a weekly meeting in MS Teams. The aim of the meeting is to gather people from different projects and share experiences in a quite informal way. The idea is to let everyone make a short presentation and share anything related to his/her working on a project, professional experience, or something personal. So, the call planners have to choose speakers for the next meeting and prepare the agenda.

The Challenge

The meeting organizers send an email alert three days before the meeting to collect the ideas for the next call. Using a common email template is not handy enough for several purposes:

you anyway have to spend time creating an email from a template;
you have to remember about this every week;
users tend to discuss everything in MS Teams and may skip the email.

The Solution

We are going to create a reminder in the Virto Alerts & Reminder App and connect it to MS Teams with a webhook workflow. So, the alert will appear in the MS Teams channel every week. No need to remember you have to send an email. No bothering somebody skips it.

The Incoming Webhook connector is gone — use Workflows. Office 365 connectors in Microsoft Teams, the Incoming Webhook among them, were switched off by Microsoft in 2026: the deprecation rollout started on 18 May 2026 and completed on 22 May 2026 (Microsoft 365 Developer Blog, update of 14 April 2026). The replacement is the Workflows app, built on Power Automate, and the steps below use it. Our guide to Office 365 connectors covers the retirement in detail.

Step 1. Create a webhook workflow in Microsoft Teams

In Microsoft Teams, find the channel where all the future meeting attendees belong. Hover over the channel name, click “More options (…),” and select “Workflows.”

Selecting Workflows from the More options menu of a Microsoft Teams channel

Find the “Send webhook alerts to a channel” template and select it. If you don’t see it right away, type “webhook” in the “Find templates” search box.

Send webhook alerts to a channel template in the Microsoft Teams Workflows dialog

Check that the right team and channel are selected in the “Team the channel is in” and “Channel” fields, then click “Save.”

Selecting the team and channel for the webhook workflow in Microsoft Teams

Once you see the “Workflow created” message, click “Copy webhook link.” This is the URL you will paste into the reminder in the next step. Treat it like a password: anybody who has it can post messages to your channel.

Copy webhook link option for the newly created workflow in Microsoft Teams

Step 2. Reminder in SharePoint Alerts

On your SharePoint site open the Virto Alerts Online App page, and click “Add Reminder”.

Select a SharePoint list and name the reminder. Make sure the “Is Enabled” checkbox is ticked.

Then open the “Recipients” section and paste the copied URL into the “MS Teams Workflow URL” field. The hint under the field says “Microsoft Teams Workflow URL (Send webhook alerts to a channel)” — that is the template you created in Step 1.

Recipients block of a Virto reminder with the MS Teams Workflow URL field filled in

The reminder goes to the channel the workflow belongs to. To reach a second channel, create a second workflow and a second reminder — the app posts to channels, not to people in a one-to-one chat.

Note: remember to change the default “From” and “ReplyTo” fields. Make sure you have typed the address for your company, not the sample one.

Define the subject and body text of the reminder message.

Specify the schedule. In our case, we need to send it every week on Monday. Please, save the new reminder. Make a preview if you need.

Step 3. Enjoy the Result of Automatic Reminder in MS Teams

Now all the members of the chosen channel receive a message in MS Teams every Monday, posted by Workflows. Fully automated!

The same message still goes via email. So, if someone prefers the classic way to receive this alert - we also can do this.

Moving an old reminder off the Incoming Webhook

A reminder created before the retirement still holds a URL that starts with https://outlook.office.com/webhook/. Nothing arrives in Teams from it any more, and the reminder itself keeps running — the emails go out as before. Open the rule, follow Step 1 for the same channel, and paste the new link over the old one in the “MS Teams Workflow URL” field. The reminder text, the schedule and the conditions stay as they are.

As you see, Virto Alerts Online for Office 365 and MS Teams perfectly work together. The team doesn’t even need to switch between the apps or browser tabs. The weekly call planners have some time saved for more essential tasks.

Thank you for your interest in VirtoSoftware products. Please feel free to leave feedback.