--- title: "A Team Calendar That Sends Its Own Updates" description: "Email the whole team two days before an event kept in a SharePoint list, send a weekly table of what is coming up, and tell everyone when a date moves." url: https://www.virtosoftware.com/use-cases/sharepoint-event-reminders/ language: en-US last_modified: 2026-10-14T00:00:00+02:00 translations: de: https://www.virtosoftware.com/de/use-cases/sharepoint-event-reminders/index.md --- # A Team Calendar That Sends Its Own Updates Keep team events in a SharePoint list, and Virto Alerts & Reminder App emails the team two days before each one, sends a weekly table of what is coming up, and gives everyone the old and the new date when an event moves. Available at: SharePoint Microsoft Teams Microsoft Azure Illustrative reminder email to the team two days before an event: Q4 town hall, starting on 7 October. Trusted by Industry Leaders Warner Bros. Disney Sony UC Berkeley Motorola Teck Resources US Treasury University of Pittsburgh NASA Stockholms Stad FedEx Zespri and over 8,000 businesses worldwide ## One Events List, Three Kinds of Email A reminder before each event, a table of the week ahead and a notice when a date moves — all three read the same SharePoint list the team calendar is built on. The reminder ### Two days before the event, the team gets an email #### Counted from the Start column The rule reads the Start date of each event and sends a set number of days before it. One rule covers every event in the list. #### To a team, not to invitees An event in a SharePoint list has no attendee list. The reminder goes to the people and groups you name, and the organizer from the event's own column can be added. #### Sent at the hour you set Each rule has its own send time, in the time zone chosen in the app settings. A new rule does not send on the day it is created, so set it up at least a day ahead. ![Edit window of the reminder Event in 2 days in Virto Alerts & Reminder App, Options section: Filter items set to Apply to all items; When To Send Alerts set to Send on date depending on a field value, field Start, the email will be sent Before 2 days; Send separate e-mail for each item ticked; send time 22:25, Pacific Time](https://www.virtosoftware.com/images/use-cases/sharepoint-event-reminders/reminder-options.webp) Options of the reminder: every event in the list, two days before its Start, one message per event. The weekly table ### One email with everything in the week ahead #### Filtered from today A second rule keeps the events whose Start falls in the coming days and sends them on the weekday and at the hour you choose. #### One table, every event linked Seven events arrive as seven rows in one message — event, start, location, organizer, category — and each name opens the item in SharePoint. #### Dates as the site shows them Start is printed with its date and time in the time zone of the SharePoint site, the same way the list shows it. ![Email Company events: the next 7 days opened in Outlook: a table of seven events with the columns Event, Starts, Location, Organizer and Category; each event name is a link to its item](https://www.virtosoftware.com/images/use-cases/sharepoint-event-reminders/week-table.webp) The weekly email: seven upcoming events in one table, in the order they were added to the list. The change notice ### When a date moves, everyone gets the old and the new one #### Triggered by one column An alert watches the Start column and fires only when that column has been changed. A corrected typo in the title sends nothing. #### Was and Now in one message The email prints the previous and the new start, date and time, next to a link to the event. #### Sent within minutes The notice goes out within minutes of the change being saved. Each changed event sends its own email, so switch the rule off before shifting many dates in one go. ![Email Moved: Security awareness training from Company Events opened in Outlook: the event name as a link, the lines Was 10/4/2026 2:00 PM and Now 10/5/2026 2:00 PM, and the location Room Atlas, Madrid](https://www.virtosoftware.com/images/use-cases/sharepoint-event-reminders/moved-email.webp) The notice sent when the start of an event was changed: the previous and the new date and time, and a link to the event. The calendar ### The same list is the calendar the team looks at #### One source for the view and the emails Virto Calendar App shows the list in Month, Week or Year view. The reminders and notices are rules on that same list, so a date is entered once. #### A list, not an Outlook calendar The rules work with SharePoint lists and libraries. Meetings in Outlook and group calendars keep Outlook's own reminders for the people invited. ![Virto Calendar App, Month view of the calendar Company events from 27 September to 7 November 2026: events from the SharePoint list shown on their days, among them Q4 town hall, Security awareness training, ERP maintenance window, Fire drill and Website relaunch go/no-go](https://www.virtosoftware.com/images/use-cases/sharepoint-event-reminders/calendar-month.webp) The Company events list as a source in Virto Calendar App, Month view. ## Key benefits ### No attendee list needed A list event has no invitees for Outlook to remind. The rule sends to the people and groups you name, with the organizer taken from the event's own column. ### The week ahead in one message One table of the upcoming events on the weekday you choose, instead of a separate email for each of them. ### The old date next to the new one A change notice prints the previous and the new start, so nobody has to open the list to find out what moved. ### Only the change that matters The alert is tied to one column. Edits to the location or the description of an event do not send a date notice. ### The calendar and the emails share a source The list that feeds the team calendar is the list the rules read, so nobody keeps a second copy of the dates for the emails. ### The list stays where it is The events remain an ordinary SharePoint list in your Microsoft 365 tenant, with the permissions and version history it already has. ## Which reminder fits which calendar | Real-life scenario | Best fit | Why it works | | --- | --- | --- | | Company events that nobody is invited to — Town halls, training sessions, maintenance windows: the dates live in a SharePoint list and everyone should know about them. | Virto Alerts & Reminder App | A reminder goes to the team a set number of days before each event, and a weekly table lists what is coming up. | | Dates that move after they were announced — The organizer changes the start of an event the team already knows about. | Virto Alerts & Reminder App | An alert on the Start column emails the previous and the new date to everyone within minutes of the change. | | Seeing the same events as a calendar — The team wants a month view next to its Outlook and group calendars. | Virto Calendar App M365 | It shows the list in Month, Week or Year view together with other sources. The emails come from Virto Alerts & Reminder App on the same list. | | A meeting with invited attendees | Outlook's own reminders | Invited people get Outlook's reminder for the meeting. Virto Alerts & Reminder App works with SharePoint lists and libraries, not with Exchange or group calendars. | | Dates from an internet calendar feed | A copy of the dates in a SharePoint list | An iCal feed is view-only and sends no notifications. Keep the dates that need a reminder in a list, and the rules can read them. | ## Related products Explore how our set of productivity tools can transform your task management - [Virto Alerts & Reminder App](https://www.virtosoftware.com/microsoft-365/virto-alerts-and-reminders-app/): Email and Teams alerts when SharePoint list items change, and reminders before the dates they hold—one-off or recurring. - [Virto Calendar App M365](https://www.virtosoftware.com/microsoft-365/virto-calendar-overlay-app/): Consolidate events from SharePoint, Exchange, Google, and more into one calendar view for simplified planning. - [Virto Notifications & Reminders App](https://www.virtosoftware.com/microsoft-teams/virto-notifications-reminders-app/): Elevate Microsoft Teams with an app for direct notifications and reminders, ensuring team alignment. ## Related use cases Discover our range of use cases to take your planning and coordination to another level ![Expiration & Renewal Reminders](https://www.virtosoftware.com/images/use-cases/expiration-renewal-reminders.webp) ### Expiration & Renewal Reminders Each owner gets an email 90, 60 and 30 days before a contract, certificate or licence ends, and the team lead gets one weekly table — from the SharePoint list you already keep. ![Event Calendar](https://www.virtosoftware.com/images/use-cases/corporate-events-calendar.webp) ### Event Calendar Effortlessly plan and execute corporate meetings and events with our feature-rich calendar. Ensure real-time visibility for both internal and external users. ![Corporate Training Calendar](https://www.virtosoftware.com/images/use-cases/corporate-training-calendar.webp) ### Corporate Training Calendar Overlay the training sessions list, room mailboxes and trainer calendars in one Microsoft 365 calendar, so L&D sees whether a session can happen at that time, in that room, with that trainer.