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Event reminders and a notice when a date moves

The team’s events live in a SharePoint list, which Virto Calendar App shows as the team calendar. Nobody is invited to these events, so nobody gets an Outlook reminder. We want three emails from the same list: a reminder two days before each event, a table of the week ahead, and a notice with the old and the new date when someone moves an event. We will use the Virto Alerts & Reminder App.

The list

A Company events list with the columns Title, Start, End, Location, Organizer (a person) and Category.

Step 1. Two days before each event

On the My alerts page, click Add reminder, choose Company events and fill in the blocks as described in How to create a reminder:

  • Recipients: the people and groups who should know. An event in a list has no attendees; add the Organizer column if the organizer should get the reminder too.
  • Message view: the subject “In 2 days:” followed by the Title field value, and in the body the event as a link, its start, location and organizer.
  • Options: Apply to all items. Under When To Send Alerts, choose Send on date depending on a field value, field Start, Before 2 days, tick Send separate e-mail for each item and set the hour.

A new reminder does not send on the day it is created, so set it up at least a day ahead.

Step 2. The week ahead

Create a second reminder with Use condition(s): Start greater than [Today]+0 and Start less than [Today]+7, sent with Send a weekly summary on the weekday you choose. Put one table in the body with the header row Event, Starts, Location, Organizer, Category and a row of field values under it; see How to merge summary alerts in one alert with a table and Dates counted from today.

Dates are printed in the time zone of the SharePoint site, the same way the list shows them.

Step 3. The notice when a date moves

Click Add alert and choose Company events:

  • General: change type Existing items are modified.
  • Options: Use condition(s) with Start has been changed, and Send notification immediately. A corrected typo in the title then sends nothing.
  • Message view: in the body, write “Was:” and add the Start field value with the type Old, then “Now:” and the Start field value with the type New. See The value before and after the change.

The notice goes out within minutes of the change: “Was: 10/4/2026 2:00 PM, Now: 10/5/2026 2:00 PM”, with a link to the event. Each changed event sends its own email, so switch the alert off before you shift many dates at once.

When something else fits better

A meeting with invited attendees in Outlook or a group calendar keeps Outlook’s own reminders; the Virto Alerts & Reminder App works with SharePoint lists and libraries. Dates from an internet calendar feed send no notifications: keep the dates that need a reminder in a list.

Updated on October 23, 2026