SharePoint Alert Management: A Step-by-Step Guide

SharePoint offers an “Alert Me” feature that sends an email notification or text message when content on a site, like changes to a list or document library, is modified.

a) How do I create a modern SharePoint list or library alert ?

1. First, open a SharePoint list, click … , and then click Alert Me.

2. Then, enter user email addresses separated by semicolons in the “Send alerts to” field, select an email or mobile number as a text message, and choose any desired changes:

• All changes
• New items are added
• Existing items are modified
• Items are deleted

3. Then, select the option to send alerts for these changes:

• Anything changes
• Someone else changed an item
• Someone else changes an item created by me
• Someone else changes an item last modified by me

and when to send alerts choose:

• Send notification immediately
• Send a daily summary – Select the time
• Send a weekly summary – Choose the day and the time when you want to receive the notifications

4. After that, the alert will be generated, and you will be notified accordingly.

5. Finally, you will receive an email notification when your SharePoint list or document library changes, such as adding, modifying, or deleting an item.

b) How do I create a classic SharePoint document library or list alert ?

1. SharePoint lists or document libraries in a site display a Alert Me option on the ribbon, allowing subscription to list-level alerts, similar to Office 365 list alerts.

c) How do I create a SharePoint list item or document-level alert ?

1. First, select an item from the SharePoint list, and then select Alert Me from the command bar.

You can also select a specific item, then click on the ECB menu and click “Alert Me“.

2. Then, the alert title is defaulted, and users can send reminders via email, text message, or by providing their email address and method.

3. After that, in the “Send alerts for these changes” section, select any of the following options:

• Anything changes
• Someone else changes an item
• Someone else changes an item created by me
• Someone else changes an item last modified by me

In “When to Send Alerts” select when you want the reminder to be sent.

• Send notification immediately
• Send a daily summary
• Send a weekly summary

Click OK to create an item-level alert in the SharePoint Online list or library.

4. Next, the item-level alert has been successfully created.

5. Finally, you will be notified if someone has modified that particular item.

d) How do I create item or document alerts in the SharePoint classic list or library ?

1. In a classic SharePoint list or library, you can create project-level or document-level alerts by setting alert on this item and selecting Alert me from the ribbon.

e) How do I manage SharePoint user alerts in SharePoint ?

1. To manage alerts as an individual user, click the “Manage My alerts” button in the list command bar.

2. To access User Alerts in Site Administration, as the SharePoint site owner, navigate to the SharePoint site settings page.

3. Then, select a user and click “Update” to view all alerts from that user. You can also delete any user alerts.