Applies to Event Management & Employee Training Management

How-to: send e-mail notifications or Outlook calendar invitations and prevent e-mail updates to be sent to attendees

In this article, we will show you how to send E-mail and Outlook calendar notification from SharePoint and especially how to prevent sending e-mail updates to attendees. Organizers can decide if they want to send Outlook calendar invitations, regular email notifications or do not send invitations at all for their events. We’ll show you how organizers can prevent emails from being sent when updating an event.

Prerequisites

Make sure you have the app SharePoint|sapiens Modern User Interface version 1.4.0.0 or higher installed. 

Download the latest version from our website sapiens.at.sharepoint.modernui.package.zip

After installing the new version, open the Site Contents view on your SharePoint site, click on the app SharePoint|sapiens Event Management, click on Change Settings and save the settings again.

Prevent Emails vs. Send Emails columns in SharePoint|sapiens apps

In our Sapiens apps, there are two columns available to manage E-mail and Outlook calendar notification from SharePoint for your upcoming events.

Prevent Emails Column

Prevent E-Mails: is a Yes/No check box column and it allows organizers to deactivate the-mail and Outlook calendar notification from SharePoint temporarily during the update. By default, enrolled users will receive an update whenever you change the event title, location, start or end time, or any other column you have configured in your invitation template. You can prevent the app from sending these updates, if you set Prevent E-Mails to Yes. The check box is set to No by default. As a result, it will always auto-reset to No every time the form is saved.

Send Emails Column

Send Emails Column: is a choice column. It allows you to manage the -mail and Outlook calendar notification from SharePoint for this one event permanently. Once selected, your preferred option will remain until you actively modify the choice.

You can choose between three options:

• Do not send e-mails: users do not receive any notifications at all.
• Send e-mail notifications: users receive e-mail notifications including a link enabling them to see the event in SharePoint.
• Send calendar invitations: users receive a notification in the form of an Outlook calendar invitation. The event will then show up in the user’s Outlook calendar.

Add the column(s) to your event form

Once you created your event select Edit on the top left-hand corner and on Edit Form on the in the top right-hand corner. You can also click on Edit Form directly when creating a new event.

Click on the + sign and add the columns of your choice (or both depending on your needs).

Once added, save the form by clicking on Save Form Changes. Select Save for all items to make sure the column(s) are visible in the event form by default.

Results & usage

Now that you added the columns you are able to:

• Prevent E-mails: Temporarily deactivate E-mail and Outlook calendar notification from SharePoint. If you are making changes in a form and you do not want to inform your user about it, set the Prevent E-mails button to yes. Note that the button will be reset to No each time the form is saved.
• Send E-Mails: Decide if and which type of notification to send to users for this event by using the Send E-Mails column. Note that this option will remain active until changed by the organizer.

That’s it! We hope that this helps. Feel free to reach out to our support team support@sharepointsapiens.com if you have any questions or comments. We are always happy to help and to receive feedback!