Microsoft Lists rules can notify people when an item changes, without requiring a custom automation flow.
Before you begin
Open an existing list and confirm that you have Contribute permission. Identify the change that should trigger a notification and who should receive it.
Create the rule
- Open the list in Microsoft Lists, SharePoint, or Teams.
- Select Integrate, then Rules.
- Choose the condition under Take action when.
- Complete the underlined parts of the rule statement.
- Select the relevant column, condition, and recipient.
- Select Create.
For example, configure a notification when a tracked value changes and meets a specified condition.
The new rule appears on Manage rules and is enabled.
Test the notification
Change a test item so it meets the condition. Confirm that the intended recipient receives the notification.
Microsoft sends rule emails from no-reply@sharepointonline.com.
Limitations and maintenance
Recipients can be individuals or a supported person column; group email addresses are not supported. Rules based on multiline text columns are also unsupported.
Return to Manage rules to review, edit, or remove rules. Keep conditions specific to avoid excessive notifications.
Source
Microsoft Support: Create a rule to automate a list or library
