Join Mark Abdelnour for an in-depth discussion in this video Create alerts on items and libraries, part of SharePoint Tips and Tricks.
- [Voiceover] SharePoint 2013 provides users with the ability to be notified automatically by email when changes are made to a selected document or library. Alerts are a great way to keep track of the changes your colleagues make to documents and libraries, within a given site collection. You can use alerts to automatically receive an email notification when content is added or modified, both at the document and library level. In addition, you can use the Manage my Alerts feature to view, cancel, and change the settings for existing alerts.
Here we are in the Marketing Collateral document library. I'm going to start off using an example of alerts with a single document, and then we'll look at library alerts. So, for this Pipeline Report 2015, I'm going to go ahead and select it, and what I'd like to do is apply an alert to this file. What that means is that if anyone makes any changes to this document, I'll be alerted by email, and I'll be able to come take a look at the file to see what changes were made and by whom. So, with the file selected, I'm going to move to the Office ribbon bar, and click on the Files tab.
Here, you'll see a bell icon, and it says Alert Me. I'll go ahead and click on it, and then I'll select the option "Set alert on this document". The alert configuration window opens and there's quite a few fields here to pick from. The first one is the Alert Title. Now, this is what's going to appear in the subject line of the email that gets sent as a notification. So, in most cases, I leave this as is. Scroll down a little further. So, here, it confirms who the alerts will be sent to.
So, there's my name, so that's fine. You can also specify a delivery method. So, would you like it sent by email or text messaging? Again, I'll leave that as is. Then, here, we have two very important sections of this configuration window. The first, "Send me an alert when", and you can see I've several options to pick from. The best option is the first one, Anything Changes. It encompasses all these other options into the one. If you look here into the more specifics, you can see that I can get as granular as only alerting me when someone else changes a document last modified by me.
By doing the Anything Changes, every single change, no matter what kind of change it is, will send a notification to me by email. This last section, "When to send alerts", do I actually want to get those notifications immediately, or do I want a daily summary or weekly summary? Typically, you'll select the first option unless the document you have selected is going to see a lot of changes. Because then you're going to be constantly getting emails in your inbox. In those situations, you may want to go with a daily summary or weekly summary.
Once you've configured your alert, you go ahead and click OK. Now the alert has been applied to this Pipeline Report. Now, if I wanted to set up an alert at the library level... So, let's say for this entire library, Marketing Collateral, I want to be alerted of any documents within this library are changed, or even if a file's deleted or added to this library, this time, instead of going to the Files tab, I'm going to click on the Library tab in the Office ribbon bar. Again, you'll see that familiar bell icon, Alert Me.
I'll go ahead and click on it and here's the option to "Set alert on this library". The configuration screen is exactly the same as the one we just looked at. So, once you've completed all the necessary fields, you click OK, and now we've applied a second alert, but this time, at the library level. I also mentioned in the introduction that there's a way to manage your alerts. So, I'm going to return to my Office ribbon bar, and you can click on either Files or Library, access the Alert Me icon, and this time, click on Manage My Alerts.
Now what you can see are the two alerts that I just set up, as well as a third that I'd set up earlier. I could click on any one of these to further edit or configure them, or I could select one, as I've done here, and I can delete the selected alert. Last but not least, I could even add an alert at this stage, right through this management window. I personally use this alert feature a lot, since it allows me to track important documents effortlessly, without having to continuously revisit the documents or libraries to see if any edits have been made.