How To Set Alerts In SharePoint For Other Users

Setting alerts in SharePoint for other users is a useful way to streamline workflows and enhance collaboration within your organization. By creating alerts, you can ensure that relevant individuals are notified of any changes or updates made to specific lists or document libraries.

To set alerts in SharePoint for other users, follow these steps:

  1. Navigate to the list or document library you want to create an alert for.
  2. Click on “Alert me” on the toolbar.
  3. Remove your own account from the “Users” section.
  4. Enter the user names under the “Users” section and set other parameters such as “Change Type”.
  5. Click “OK” to complete creating the alert.

To delete alerts for other users, go to “Site Settings” and then “User Alerts” under “Site Administration”.

It is important to note that you must have site owner permissions to create or manage alerts for other users. Additionally, PowerShell can be used to create alerts in SharePoint Online, providing a more efficient and automated approach.

SharePoint alerts can be configured to send notifications via email or SMS when any documents or items on a SharePoint site are changed. This allows users to stay informed about important updates and action items. There are various use cases and scenarios where SharePoint alerts are useful, such as tracking changes made to items, lists, or libraries, or monitoring newly added items or deleted files.

While the default SharePoint alert triggers offer some flexibility, third-party add-ins like Virto SharePoint Alerts can provide additional functionality to meet specific business needs. These add-ins offer features such as sending alerts on specific dates, creating reminders, customizing conditions to trigger alerts, sending alerts to external users, and even adding images and links to alerts. By leveraging these add-ins, organizations can further enhance the effectiveness and usefulness of SharePoint alerts.

Steps to Set Alerts in SharePoint for Other Users

To set alerts in SharePoint for other users, follow these step-by-step instructions:

  1. Navigate to the desired list or document library where you want to create an alert. Use the SharePoint navigation menu or search feature to easily locate the specific site or document library.
  2. Once you are on the desired page, locate the toolbar at the top of the screen. Click on the “Alert me” button to begin creating an alert.
  3. In the “Users” section, you will notice your own account listed. Remove your own account by clicking on the “Remove” button next to your name. This ensures that you are setting the alert for other users and not receiving notifications yourself.
  4. Under the “Users” section, enter the user names of the individuals for whom you want to set alerts. You can either type in the user names directly or use the “Check Names” button to search for and select the users from the SharePoint directory.
  5. Set other parameters such as “Change Type” to specify the type of changes that should trigger an alert. Choose from options like “All changes” or “New items added”.
  6. Once you have entered all the necessary information, click the “OK” button to complete the process of creating the alert.

Please note that to create or manage alerts for other users, you must have site owner permissions. Alternatively, you can use PowerShell to create alerts in SharePoint Online, which provides additional flexibility and automation options.

Additional Information and Best Practices for SharePoint Alerts

SharePoint alerts offer a versatile way to stay updated on important changes within your SharePoint environment. They can be configured to send notifications via email or SMS, ensuring that users are promptly informed of any modifications to documents or items.

There are various use cases where SharePoint alerts prove useful. For instance, you can set alerts to track changes made to items, lists, or libraries, enabling you to monitor updates or modifications. Additionally, alerts can be used to keep track of newly added items or deleted files, ensuring that you never miss any important updates.

While SharePoint provides default alert triggers, there are third-party add-ins available, such as Virto SharePoint Alerts, that offer enhanced functionality. These add-ins allow you to send alerts on specific dates, create reminders, customize trigger conditions, send alerts to external users, and even include images and links within alerts. By utilizing these add-ins, you can tailor SharePoint alerts to meet the specific needs of your organization.

Default SharePoint Alert Triggers Third-party Add-ins
Change in existing items Send alerts on specific dates
New items added Create reminders
Items deleted Customize trigger conditions
Changes in list structure Send alerts to external users

By properly setting up and managing SharePoint alerts, you can ensure that your team stays informed and up-to-date with the latest changes in your SharePoint environment.

Additional Information and Best Practices for SharePoint Alerts

SharePoint alerts offer a range of functionalities to improve collaboration and notification systems within your organization. By setting up alerts, you can stay informed about changes and updates to lists, libraries, and documents in SharePoint. With the ability to configure alerts to send notifications via email or SMS, you can ensure that important information reaches the right people at the right time.

There are various use cases where SharePoint alerts prove to be valuable. For example, you can use alerts to track changes made to items, lists, or libraries, making it easier to monitor updates and stay on top of important modifications. Additionally, alerts can be set up to monitor newly added items or deleted files, allowing you to keep track of the latest additions or removals from a specific SharePoint site.

While SharePoint alerts provide default triggers, they have limited flexibility. However, third-party add-ins like Virto SharePoint Alerts can enhance the functionality of alerts. With these add-ins, you can send alerts on specific dates, create reminders, customize conditions to trigger alerts, and even send alerts to external users. Furthermore, these add-ins allow you to add images and links to your alerts, making your notifications more visually appealing and informative.

To create or manage alerts for other users in SharePoint, it is important to have site owner permissions. By following the provided steps and utilizing PowerShell, you can easily set up alerts for other users, ensuring that they receive timely notifications about changes in SharePoint. Remember, effective use of SharePoint alerts can greatly improve communication and collaboration within your organization.

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