About the SharePoint News Web Part

JonesMaddie-9826 0 Reputation points
2026-08-13T11:33:10.0833333+00:00

I'd like to know the conditions under which I receive notifications when a SharePoint News web part is created, and email notifications for missed news items. The following are the conditions under which notifications are currently triggered; please provide additional information if there are any discrepancies.

[Notification upon creation]

  • When you create and post a news article using the "Add" → "Post News" option in the News Web Part.

All users who have been granted access to the site.

  • It is possible for each individual to stop the game via Teams.

[Email notifications for news you missed]

• Websites you have visited

  • Emails will not be delivered simply because access permissions have been granted.

News posted last week

This is what I currently understand, but it's unclear why some people receive notifications from sites they follow, and why some receive emails about news posted last week while others don't. I'd like to know the specifications regarding which users receive notifications and emails.

Microsoft 365 and Office | SharePoint | For business | Windows
0 comments

2 answers

Sort by: Most helpful
Most helpful Newest Oldest

  1. AI answer

    2026-08-13T11:33:31.3233333+00:00

    For Teams notifications about SharePoint News, access to the site alone is not enough. A user receives a notification only when all of these conditions are met:

    1. The Viva Connections app is installed in Microsoft Teams.
    2. Notifications are enabled in Teams.
      • On desktop/web, users can control Viva Connections notifications in Settings > Notifications and activity > Viva Connections.
      • On mobile, users can only turn all Teams push notifications on or off for apps on Teams.
    3. The notification is outside the user’s Teams quiet hours.
    4. The user has access to the news post.
    5. If audience targeting is enabled on the news post, the user must be in the selected Microsoft 365 audience.

    When those conditions are met, Teams notifications are sent when:

    • A SharePoint news page is published to a site the user follows.
    • A SharePoint news page is published by someone the user works closely with.
    • A targeted news post is boosted and the user is in the target audience.
    • The user is @mentioned in a comment on a news post.
    • For authors only: someone likes or comments on a news post they created.

    So the statement “all users who have been granted access to the site” is not correct for Teams notifications. Site access is only one requirement. Following the site, working closely with the author, being in the target audience for boosted news, or being the author/@mentioned user are the actual triggers.

    For email notifications about missed news, the documented behavior is different from Teams notifications:

    • Users can automatically receive news digests of news they might have missed.
    • These are controlled in SharePoint at SharePoint start page > Settings > Email notification settings.
    • A user can turn the digest option on or off.
    • Even if the user enables it, the digest is sent only if the SharePoint admin has also enabled that feature.

    For how relevant news is determined for personalized news and digest scenarios, SharePoint uses Microsoft Graph signals such as:

    • People the user works with
    • Followed sites
    • Frequently visited sites

    The documentation also notes that a user may see news from a site visited only once, but unless the site is visited frequently or followed, it will eventually cycle out.

    So the statement “emails will not be delivered simply because access permissions have been granted” is correct. Access alone does not determine missed-news emails. Relevance signals and the user/admin email notification settings also affect delivery.

    Why some users receive notifications from followed sites and others do not:

    • Some users follow the site and some do not.
    • Some users have Viva Connections installed in Teams and some do not.
    • Some users have disabled Teams/Viva Connections notifications.
    • Some users are in quiet hours when the notification would be sent.
    • Some users have access to the post and some do not.
    • If audience targeting is enabled, only users in the selected audience receive the notification.

    Why some users receive “news you missed” emails and others do not:

    • The digest depends on relevance, not just permissions.
    • Relevance is based on followed sites, frequently visited sites, and people the user works with.
    • The user must have the digest enabled in SharePoint email notification settings.
    • The SharePoint admin must also have enabled the digest feature.

    In short:

    • Teams notification for news creation/publication: not sent to everyone with site access; sent only when the Teams/Viva Connections conditions are met and the news is relevant to that user.
    • Missed news email: not sent to everyone with site access; sent based on relevance plus SharePoint email notification settings.
    AI-generated content may be incorrect. Read our transparency notes for more information.

    Was this answer helpful?

    1 person found this answer helpful.
  2. Aetherin 1,465 Reputation points Independent Advisor
    2026-08-13T12:07:52.2633333+00:00

    Hi @Jones Maddie,

    I think the AI-generated response already covers the topic quite well, but I'd like to clarify and add a few points that may help.

    AI stated that “On mobile, users can only turn all Teams push notifications on or off for apps on Teams.” However, I would like to clarify this more precisely to avoid misunderstanding. This does not mean users must disable all Microsoft Teams notifications. On Teams mobile, users cannot selectively enable or disable each Viva Connections notification type as they can on Teams desktop or web. Instead, they can toggle push notifications for Apps on Teams, including Viva Connections. Depending on the Teams mobile version, this setting may appear under Settings > Notifications > General Activity > Apps on Teams. Even after push notifications are disabled, the notifications may still remain visible in the Teams activity feed.

    For missed-news emails, Microsoft sends no more than one automatic news digest per week, containing up to 10 posts. The digest may include relevant published news that the user has permission to access but has not yet viewed. If no relevant, unviewed news is identified for that user, no digest is sent. Therefore, a news post published in the previous week may appear in a later digest if it remains relevant and unviewed. However, Microsoft does not document a fixed seven-day inclusion window or a universal delivery schedule for all users.

    Microsoft also notes that notifications based on the “people you work closely with” relationship are determined using the author’s top 100 collaborators. If the author has more than 100 collaborators, Microsoft Graph selects the most relevant collaborators for notification purposes. In addition, notifications triggered by publishing a News link, rather than a standard SharePoint News page, are available only in Microsoft Teams mobile. These factors may help explain why users do not always receive the same SharePoint News notifications, even when they appear to have similar site access and notification settings.

    I hope this provides some additional context and helpful information. If anything is still unclear, feel free to leave a comment and I'd be happy to clarify further.

    If the answer is helpful, please kindly click "Yes" button below. If you have extra questions about this answer, please click "Comment".    

    Note: Please follow the steps in the forum documentation to enable e-mail notifications if you want to receive the related email notification for this thread.  

    Was this answer helpful?

Your answer

Answers can be marked as 'Accepted' by the question author and 'Recommended' by moderators, which helps users know the answer solved the author's problem.