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To stay updated when your SharePoint documents or items on your site change, you can create alerts. Alerts can be sent to your team via email.

Get alerts on item changes in SharePoint Online

You can get an alert whenever a file, link, or folder is changed in a SharePoint Online document library. Depending on the item (file, folder, link), you may see different options when you set an alert.

Open the document library and hover over the file, link, or folder for which you want to get an alert, and click the check mark.

Click the ellipses (...) to the right of the item name, and then click Alert Me.

In the Alert me when items change dialog, select and change the options you want. For settings and descriptions, see Alert Options below.

Click OK when done.

Get alerts on all changes in a document library in SharePoint Online

You can get an alert whenever any file, link, or folder changes. Depending on the item (file, folder, link), there are a few different alert options.

Open the SharePoint Online document library and make sure no items are selected.

Click the ellipses (...) on the toolbar at the top of the page and then click Alert Me.

 

In the Alert me when items change dialog, change or fill in the options you want. For settings and descriptions, see Alert Options below.

Click OK when done.

Cancel alerts in SharePoint Online

To view your alerts from a page on the site, click the ellipsis (...) on the top line, and then click Manage My Alerts.

 

Note:  From a document library or list, click Library or List (instead of Page) to find the Alert Me button. The exact names of the tabs vary if you are in a specialized list, such as a tasks list or calendar list. For example, a calendar list has Events and Calendar tabs where you can find the Alert Me button.

Click the checkbox beside name of the alert that you want to delete.

Click Delete Selected Alerts, and then click OK.

 

Click OK.

See updates without email alerts

If you'd rather not get email or text messages, but still want to keep on top of changes in your document libraries, take a look at File activity in a document library.

Set an alert in SharePoint 2016, 2013, or 2010

Go to the SharePoint library or list where you want to set the alert. If you’re looking at a view of the list or library on another page, you may have to click the title of the list or library first. For example, you may have to click Documents first to go to the Documents library.

Do one of the following:

  • To set an alert for the entire library or list, click Library or List, and then click Alert Me, and then click Set alert on this library.

 

  • To set an alert for a document, select the document and click Files or Documents, then click Alert Me, and then click Set alert on this document.

 

  • To set an alert on a list item, select the item and click the Items tab, then click Alert Me and then click Set alert on this item.

 

Select the options you want for the alert. For settings and descriptions, see Alert Options below.

Note: The exact names of the tabs and buttons in steps 1 and 2 vary if you are in a specialized library or list, such as a picture library, tasks list, or calendar list. For example, a calendar list has Events and Calendar tabs where you can find Alert Me.

Depending on how your site and servers are set up, the person you created an alert for might receive an e-mail message that confirms that you created an alert. The alert e-mail message might provide links to the list or library, alert settings, the name of the person who created the alert, a mobile view, and other information and commands.

Cancel alerts in SharePoint 2016, 2013, or 2010

Go to the SharePoint library or list where you want to set the alert. If you’re looking at a view of the list or library on another page, you may have to click the title of the list or library first. For example, you may have to click Documents first to go to the Documents library.

Click Library or List, click Alert Me, and then click Manage My Alerts.

Note:  From a document library or list, click Library or List (instead of Page) to find the Alert Me button. The exact names of the tabs vary if you are in a specialized list, such as a tasks list or calendar list. For example, a calendar list has Events and Calendar tabs where you can find the Alert Me button.

Click the checkbox beside name of the alert that you want to delete.

Click Delete Selected Alerts, and then click OK.

Click OK.

Alert options

In the Alert me when items change dialog, the following settings are available for alerts on an item, file, link (where supported) or folder.

Note: Not all settings may be available for all alert types or versions of SharePoint.

  • Alert title    This is the subject for the      email or text message. It's pre-filled with the name of the document      library and item name, but you can change it.
  • Send Alerts To    This is the user name or      email you want the alert sent to. To enter more than one, separate the      addresses with semicolons.
  • Delivery Method    You can choose email or a      text message for alerts. For text messages, add the phone number and check      the box if you want the URL of the item to be sent. If you want SMS and      it's grayed out, talk to your SharePoint admin or IT dept.
  • Change Type    This option appears on      links and folders, and lets you get alerts when new items are added, or      existing items are modified or deleted.
  • Send Alerts for These Changes    This lets you pick the type      of changes for which you receive alerts. You can pick when someone changes      any file, link, or folder, or when someone changes a file, link, or folder      you created or last modified.
  • When to Send Alerts    This specifies how      frequently you get alerts. You can get notifications immediately when      changes happen, or a daily or weekly summary. For daily summaries, you can      set the time of day to send. On weekly notifications, you can set the day      and time to send. The default is to send notifications immediately, but if      your site is active or you don't need to know right away, you might want      to choose daily or weekly summaries.

 

 

 

 

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