How to send SharePoint email alerts to several users

Email alerts are a great way to get notified of changes to your SharePoint account; if there are instances where a change has been implemented, it may help to set up alerts to notify you of these changes. However, there may be an instance where an alert can benefit more than just yourself, and in SharePoint, you can send alerts to more than just yourself. Read through for more information on how to send SharePoint email alerts to several users.

Below is a guide on how you can send email alerts to multiple users in SharePoint; you can use the native features to effectively send alerts for various activities that may occur in your group. These can be accessed via the group owners SharePoint dashboard. Read through and see how you can send SharePoint email alerts to several users.

  • Firstly, open Office 365.
  • Now use the launcher to navigate over to SharePoint.
  • Open your SharePoint site.
  • Now click on “More,” illustrated by three horizontal dots.
  • Now select “Manage my alerts.”
  • Click on “Add an alert.”
  • Select the list or library your want to apply the alert to.
  • Now press “Next.”
  • Apply an Alert title.
  • Select all the users you want to send the alerts to; simply input their names.
  • Ensure the delivery method is set to email.
  • Finally, press “OK.”

Once the steps above have been completed, you will have successfully set up alerts to send to several users via email. When you set up an alert, you must make sure you have ownership of the site or group site; only then will you be allowed to send group alerts in SharePoint. You can set an alert for any application you require; for instance, if you want to set up an alert for document changes, you can do that if you need to make sure an alert is set for document deletion or any other major changes do so. Once the alert catalyst has been triggered, all users assigned to the alert will get an email notification to inform them of any changes.

In-depth step by step guide [with screenshots] – How to send SharePoint email alerts to several users

Below is an in-depth guide on sending SharePoint email alerts to several users; the guide includes an in-depth representation of the step illustrated above. The guide also includes screenshots to help you better understand the steps. A visual representation in the form of screenshots allows you to understand the context of what the step is referring to in much more detail.

  • Firstly, open Office 365.

When you first open Office 365, you will be prompted to sign in to your account. Sign in with your normal login credentials. Once you have signed in to your account, you can proceed with the steps illustrated below.

  • Now use the launcher to navigate over to SharePoint.

Nine dots illustrate the launcher in the corner of the display; once you have selected the dots, there will be a few options for various Office suite-related tools and programs; here, you want to select SharePoint.

  • Open your SharePoint site.

In this example, I have chosen the site called “Test site” I am the site owner of this site which is required to make sure you can make administrative changes such as alert assignments. Make sure you have or have been delegated access to group ownership positions. You must ask an admin user of the group to assign you the permission required to set alerts.

  • Now click on “More,” illustrated by three horizontal dots.
  • Now select “Manage my alerts.”
  • Click on “Add alert.”
  • Select the list or library your want to apply the alert to.
  • Now press “Next.”
  • Apply an Alert title.
  • Select all the users you want to send the alerts to; simply input their names.
  • Ensure the delivery method is set to email.
  • Finally, press “OK.”

After completing the steps above, you will have successfully set up notifications to send to numerous users through email. You must have ownership of the site or group site when setting up an alert; only then will you be able to issue group alerts in SharePoint. You can establish an alert for any application you need; for example, if you need to make sure an alert is set for document deletion or any other critical changes, you may do so. All users assigned to the alert will receive an email message after the alert catalyst has been activated, informing them of any changes.

Why may you want to set up alerts for several users in SharePoint?

You may want to set up an alert in SharePoint for multiple users if you need users to know about changes to specific elements within your SharePoint sites. For example, if you have deleted a shared file or replaced it, you may want your users to know about these changes as it helps to keep everyone in the group informed.

If you have an email database with users set to it, you can simply add that user to the alert, and they will begin to revise the email notification of any relevant changes. Make sure user group members are assigned to the alert; any external members can be assigned; however, they may get the notification in their junk folder.

This method of alerting users is effective as you can add specific users to the alert and make sure only users who require that alert will receive it. If a user doesn’t require an alert for a certain task, then the alert for them can be removed or simply not added.

Conclusion

That’s it for the blog; we hope the illustrated method above has helped to resolve the issue of being able to send SharePoint email alerts to several users. The method works natively within the SharePoint site; as mentioned above, you can also set up custom user inputs to ensure that only required users receive the notification. If there are any points you don’t understand clearly, feel free to add a comment below, and we will address them as soon as possible.

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Saajid Gangat

Saajid Gangat has been a researcher and content writer at Business Tech Planet since 2021. Saajid is a tech-savvy writer with expertise in web and graphic design and has extensive knowledge of Microsoft 365, Adobe, Shopify, WordPress, Wix, Squarespace, and more! You can connect with Saajid on Linkedin.

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