# Event reminders and a notice when a date moves

Source: [https://docs.virtosoftware.com/docs/alerts-and-reminders-by-virto/virto-alerts-use-cases/event-reminders-and-date-change-notices/](https://docs.virtosoftware.com/docs/alerts-and-reminders-by-virto/virto-alerts-use-cases/event-reminders-and-date-change-notices/)
Product: Virto Alerts & Reminders App
Updated: 2026-10-23


The team's events live in a SharePoint list, which [Virto Calendar App](https://docs.virtosoftware.com/docs/calendar-overlay-pro/index.md) 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](https://www.virtosoftware.com/microsoft-365/virto-alerts-and-reminders-app/).

[Open the interactive demo](https://app.storylane.io/demo/7dhihs7178hi)

**Interactive demo walkthrough**
1. Every event, two days ahead — One events list in SharePoint, three emails: a reminder two days ahead, the week to come, and a notice when a date moves.
2. The Company events list in SharePoint, shown as a month in Virto Calendar App. Every event has a start, a location, an organizer and a category.
3. The reminder Event in 2 days reads the Start of every event in the list. Two days before it, at 11:00, each event goes out in an email of its own.
4. Events in the next 7 days: once a week, one email with every event coming up, its start, location, organizer and category. Each name opens the event in the list.
5. Event moved watches one field. When someone changes the Start of an event, the alert sends a notice at once.
6. The notice says what changed: the old start, the new one and the location, with a link to the event. Nobody turns up on the old date.
7. Let the events list tell the team itself — Virto Alerts & Reminder App runs in your Microsoft 365 tenant; the events stay in the SharePoint list.

## 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](https://docs.virtosoftware.com/docs/alerts-and-reminders-by-virto/configuration-and-usage/creating-a-reminder/index.md):

- **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](https://docs.virtosoftware.com/docs/alerts-and-reminders-by-virto/configuration-and-usage/special-options-for-an-alert-or-reminder-message/how-to-merge-summary-alerts-in-one-alert-with-a-table/index.md) and [Dates counted from today](https://docs.virtosoftware.com/docs/alerts-and-reminders-by-virto/configuration-and-usage/creating-an-alert/options/index.md#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](https://docs.virtosoftware.com/docs/alerts-and-reminders-by-virto/configuration-and-usage/creating-an-alert/message-view/index.md#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.