SharePoint alerts are email notifications that SharePoint sends when something in a library or list changes. By library, I refer to a document library, and by list, I refer to any sort of SharePoint list. For example, you may set up alerts for Issues Log, Task List, Announcements, Contact List, a custom list you developed, and Calendar (yes, the Calendar is a list in SharePoint). You’ll be notified if anything changes. Read through for more information on what you can do with SharePoint alerts.
Below is a list of points that will be covered in this blog; these are essential points to understand as they directly govern the process of creating and managing alerts in SharePoint and where these can be applied. Read along and gain more information on SharePoint alerts.
- How to create SharePoint alerts on libraries and lists.
- How to create alerts on SharePoint for a single folder or file.
Here are some points that will help you better understand SharePoint alerts, such as how to create them and when you should use them. Each point illustrated will go more in-depth and allow for a better understanding of how you can use SharePoint alerts most effectively.
How to create SharePoint alerts on libraries and lists
Below is a guide on creating alerts in SharePoint for libraries and lists. The alerts section is relatively easy to navigate, and you can do it from the documents section to the set alerts. Read through for more information on creating SharePoint alerts on libraries and lists.
- To begin, launch Office 365.
- Now navigate to SharePoint using the launcher.
- Go to your SharePoint site.
- Now select “More,” which is represented by three horizontal dots.
- Select “Manage my alerts” now.
- Select “Add an alert” from the drop-down menu.
- Choose the list or library to which the alert should be applied.
- Now press the “Next” button.
- Make a title for the alert.
- Simply type in the names of all the users to whom you want to send the alerts.
- Set a delivery method; this is a user preference.
- Finally, press the “OK” button.
Once the steps above have been completed, you will have successfully created an alert on libraries and lists on SharePoint. You can set alerts to notify users, including yourself, of any changes related to lists and libraries within SharePoint. If there are any changes to your lists or libraries, for instance, someone edited a data field within a list, you and others added to the notification prompt will be informed about that change.
In-depth guide [with screenshots] – Creating SharePoint alerts on libraries and lists.
Here is an in-depth guide on creating an alert on SharePoint lists and libraries; the guide includes a series of screenshots to help better understand the process if you fail to understand the content properly. You can also use the screenshots to better understand the placement of each element on the UI.
- To begin, launch Office 365.
- Now navigate to SharePoint using the launcher.
- Go to your SharePoint site.
- Now select “More,” which is represented by three horizontal dots.
- Select “Manage my alerts” now.
- Select “Add an alert” from the drop-down menu.
- Choose the list or library to which the alert should be applied.
- Now press the “Next” button.
- Make a title for the alert.
- Simply type in the names of all the users to whom you want to send the alerts.
- Set a delivery method; this is a user preference.
- Finally, press the “OK” button.
Once you’ve done the steps above, you’ll have successfully created an alert on SharePoint libraries and lists. You may create alerts to notify users, including yourself, of changes to SharePoint lists and libraries. If any changes are made to your lists or libraries, such as someone editing a data field within a list, you and anyone added to the notification prompt will be notified.
How to create alerts on SharePoint for a single folder or file
Here is a guide on creating alerts on SharePoint for a single file or folder you have in SharePoint. This guide includes points on creating alerts on a single file and folder; you can use the inbuilt functions to help manage alerts within SharePoint. Read through for more information on how you can achieve this.
- Firstly, launch Office 365.
- After that, use the launcher to navigate over to SharePoint.
- From there, choose the site you want to set alerts on.
- Now select a document library.
- Now at the bottom, select “Return to classic SharePoint.”
- Choose your document or library.
- From there, select the library from the ribbon.
- Now click on “Alert me” followed by “Set alert on this library.”
- Fill out the information, such as who to assign to the alert and alert title.
- Finally, press OK.
Alerts can be set for anything related to that list of documents; for instance, a change in that document or list has been made, or if there has been a deletion of files within that library, users assigned will be notified of those changes. Once the alert is set, users assigned to it will be notified of any changes that occur which are related to that specific alert you have set. You must make sure you have admin permissions set to allow for alerts to be set by you; if you are a group owner, you can simply set the alerts without relying upon permissions.
In-depth step by step guide [with screenshots] – How to create alerts on SharePoint for a single folder or file
Below is an in-depth guide on creating alerts on SharePoint for a single folder or file. The guide includes screenshots to provide visual context on the step being illustrated. Read through for more information on how you can create alerts on SharePoint for a single folder or file.
- Firstly, launch Office 365.
- After that, use the launcher to navigate over to SharePoint.
- From there, choose the site you want to set alerts on.
- Now select a document library.
- Now at the bottom, select “Return to classic SharePoint.”
- Choose your document or library.
- From there, select the library from the ribbon.
- Now click on “Alert me” followed by “Set alert on this library.”
- Fill out the information, such as who to assign to the alert and alert title.
- Finally, press OK.
Alerts can be set for anything connected to that list of documents, such as a change in that document or list or deletion of files within that library, and users assigned to those changes will be notified. Users assigned to the alert will be notified of any changes that occur that are connected to the specific alert you’ve specified. You must have admin access to set alerts; however, you can establish alerts without relying on permissions if you are a group owner.
Conclusion
That’s it for the blog; thank you for reading through our content on SharePoint alerts and what you can do with them. We hope the points illustrated in this blog have given you all the information required to better manage and create SharePoint alerts. If there are any elements of this blog you don’t understand correctly, add a comment, and we will address them as quickly as possible.