SharePoint 2010 : Use Alerts

You can set up alerts that notify you when some changes are made in SharePoint document libraries or lists or on single items. When you create an alert, you are asking the system to send you an e-mail or send a text message (SMS) to your mobile phone when a specific change occurs. The following sections explain how you can create alerts on different kinds of data and how to manage your alerts.

Note

Alerts by text messages (SMS) to mobile phones requires special configuration by the administrator, so that option might not be available to you.

Create an Alert

You can create an alert on a file or a list item and also on a library or list. The following sections provide the details of how to perform each task.

Create an Alert on a File or List Item

When you set up an alert on a document or list item, SharePoint e-mails you when changes are made to that document or item. To set this type of alert, select the document or list item to switch to the Documents or Items ribbon. On the ribbon, click the Alert Me button and select Set Alert on This Document or Set Alert on This Item (see Figure 1).

Figure 1. The Alert Me button in the Documents ribbon when a document is selected.

Alternatively, if you are unable to select a file or a list item because the view does not allow it, open the drop-down dialog for that file or list item and select Alert Me from the menu (see Figure 2).

Figure 2. The Alert Me option in the drop-down menu for a file.

When you select this option, the New Alert dialog appears, and in it you can define what sort of alert you want to get on the item (see Figure 3). If your site supports sending text messages, you can select to have the alert sent using a text message to a phone number in the Delivery Method section of the dialog.

Figure 3. The New Alert dialog for a file, showing options for a new alert.

Under the Send Alert for These Changes section, you have multiple options to choose from. For example, you can choose to be notified just when someone else changes the item or whenever the item is changed (even when you’re the one who changes it). The other options in this section are not relevant for alerts on documents and items.

In the When to Send Alerts section, you can define when the e-mail for a change will be sent. If you choose Immediately, an e-mail is sent to you whenever someone changes the document—one e-mail per change. Selecting a daily or weekly summary reduces the number of e-mails you get; you receive only a summary e-mail of all the changes.

After selecting the options that you want, a confirmation e-mail is sent to you to tell you that the alert has been set up. Receiving this message may take a few minutes.

Create an Alert on a Library or List

When you set up an alert on a list or library, SharePoint sends you an e-mail or a text message when changes are made to the list or library (that is, when items are added, removed, or changed).

To set up this type of alert, switch to the List or Library ribbon, click on the Alert Me button, and choose Set Alert on This List or Set Alert on This Library (see Figure 4).

Figure 4. The Alert Me button in the Library ribbon opens a menu with Set Alert on This Library option.

When you select this option, the settings dialog for the alert appears, and in it you can define what sort of alert you want to get. If your site supports sending text messages, you can select to have the alert sent using a text message to a phone number in the Delivery Method section of the dialog.

In the Change Type section, you can choose what kind of change you want to be alerted on. For example, you can select to be alerted only when new items are added, only when items are deleted, or when anything happens (that is, for all changes).

Similarly to setting up an alert on a list item, you can choose when the alert will be sent—either immediately or as a daily or weekly summary.

After you create an alert, you get a confirmation e-mail. Alert e-mails for lists look exactly the same as alerts on list items.

Modify or Remove an Alert

To modify or remove an alert, click on the Modify My Alert Settings link that the alert sends to you. Doing so opens the site where that alert was created, in the alert management screen. In this screen you can either click on an alert to change its settings (for example, when it should send the e-mail, what changes it should alert on), or you can select the alert and delete it by using the Delete Selected Alerts button.

Alternatively, you can browse to the list or library on which the alert is set, switch to the List or Library ribbon, click the Alert Me button, and select Manage My Alerts. This opens the same dialog, allowing you to edit or delete any of the alerts you have set in that site.

Manage My Alerts in a Site

To see what alerts you have in a site and manage them without going through a list, as you’ve done up to this point, you can navigate to the site and click on the [your name] button at the top of the page. Then select the My Settings option from the drop-down menu (see Figure 5).

Figure 5. Select My Settings from the [your name] menu.

The page that opens shows you your user information. Click on My Alerts in the toolbar to open the alert management screen for the site (see Figure 6).

Figure 6. The alert management page allows you to click on an alert to edit it or select an alert to delete it.