How to Setup Alerts in SharePoint [List & document library]

In this SharePoint tutorial, I will let you know how to setup alerts in SharePoint list and document library. We will configure alerts at the item or document level, and then I will also show how to configure alerts for a document library or list level. Then I will show how to manage my alerts in SharePoint online document library.

Here, I will show you how to setup alerts in a SharePoint document library, and you can follow the same steps to set up alerts in the SharePoint list.

SharePoint Online document library alerts

In a SharePoint Online document library, we find an option called ‘Alert me‘ that sends a quick notice when the changes have been done to our SharePoint document library. A user can get an email notification or a text message whenever changes are made in the SharePoint Online document library.

There are two ways to set up alerts in the SharePoint Online documents library or list:

• SharePoint document library-level alert
• SharePoint document library-specific document-level alert

Set SharePoint document library-level alert

We will see how to create a SharePoint Document library-level alert me. Follow the simple steps to achieve it.

• Open the SharePoint document library, click on the More options(…) at the top-right corner of the page, and select Alert Me.

• A dialogue box appears as Alert me when items change, where we will add an alert to the SharePoint Document library level alert, with the following:
  • Alert Title: By default, a document library title will be added.
  • Send Alerts To: Provide the user names or e-mail addresses to send an alert when anything changes in the document library.
  • Delivery Method: Specify how we want the alerts to be delivered, and select either by Email, Text Message, or Send URL in a text message (SMS).

• Change Type: Specify the type of changes that we want alerts when:
  • All Changes.
  • New items are added.
  • Existing items are modified.
  • Items are deleted.
• Send Alerts for These Changes: Here, we can specify or restrict the alert based on:
  • Anything changes.
  • Someone else changes a document.
  • Someone else changes a document created by me.
  • Someone else changes a document last modified by me.
• When to Send Alerts: Specify how frequently we want to be alerted by:
  • Send notification immediately
  • Send a daily summary (Here, we can choose the time)
  • Send a weekly summary (Here, we can select the day and the time when we want to receive the notifications)

• Now click on the OK button, and the alert will be added. Then you will receive a notification that an alert has been added, as shown below.

• We will receive an email notification if other users change anything in a document library.

This is how to set up alerts in the SharePoint Online library or list.

Set SharePoint document library-specific document level alert me

Let’s see how to set SharePoint Online document library-specific document level alert me.

• Open the SharePoint Online document library and select the document, then click on the More options(…), and click on Alert Me.

• A dialogue box appears as Alert me when items change, now we will add an alert to the SharePoint Document library specific document level alert, with:
  • Alert Title: By default, a document library title will be added.
  • Send Alerts To: Provide the user names or e-mail addresses to send an alert when anything changes in the document library.
  • Delivery Method: Specify how we want the alerts to be delivered, and select either by Email, Text Message or Send URL in a text message (SMS).
  • Send Alerts for These Changes: Here, we can specify or restrict the alert based on. Here I chose Anything changes.
  • When to Send Alerts: Specify how frequently you want to be alerted. I chose to Send notification immediately.
• Now click on the OK button.

• Then you will receive a notification that an alert is been added to a specific file as shown below.

• Now you see user changes, anything in a specific SharePoint document library, then I had received an email notification as shown below.

This is how to add an alert me to the SharePoint Document Library for a specific document-level alert.

turn off alert me in sharepoint

We can turn off alert me in sharepoint from the Manage my alerts option in the sharepoint list or Library.

In Manage my alerts, we can find all our alerts on the SharePoint list or library. And also we can modify those alerts, add new alerts, or delete the selected alerts from the Manage Alerts.

• Open the SharePoint Document Library, click on the More options(…), then select Manage my alerts.

• It navigates to the Manage my alerts, where we can find all our alerts on the site. Also, we can add new alerts and change or delete the selected alerts.

This is how to manage alerts in SharePoint online document library.

Conclusion

In this SharePoint Online tutorial, I have explained how to setup alerts in SharePoint Online. In the same way, you can create alerts in SharePoint list and libraries.

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