SharePoint alerts are automated email notifications that inform users when specific content changes occur in lists, libraries, folders, or files. Having visibility over modifications to your SharePoint site is crucial to mitigate risk and remain compliant. Automated alerts warn you when a SharePoint document or an item on your site changes so you can take appropriate remedial action if needed.
You can set up an alert for a list, library, folder, file, or list item. For example, you can set up an alert for a specific folder in a library, without having to receive alerts about other items in the library.
In this article we will look at two ways to set up alerts. First by using the native method and then using Lepide Auditor which provides a more straightforward approach.
Native Method
Before setting up alerts, ensure you have at least Edit permissions on the list or library. To create alerts for other users, you need site administrator access.
Limitations of Native SharePoint Alerts
- Alert frequency is limited to immediate, daily summary, or weekly summary options
- Notifications may experience delivery delays
- No threshold-based conditions (e.g., alert after X number of changes)
- Email is the only notification channel available
- Limited filtering options for complex alert criteria
How to get Alerts on Item Changes in SharePoint
You can get an alert whenever a file, link, or folder is changed in a SharePoint document library (a document library is a location on your SharePoint site where you can upload, create, and manage files). Depending on the item (file, folder, or link), you may see different options when you set an alert.
- Go to the list or library
- Select the file, link, or folder for which you want to set an alert
- Click the three-dot menu (⋯) at the top of the library, and then select Alert Me
- In the Alert me when items change dialog, select and change the options you want
- To save, select OK
How to get Alerts on all Changes in a Document Library in SharePoint
- Go to the list or library and make sure no items are selected
- Click the three-dot menu (⋯) at the top of the library, and then select Alert Me
- In the Alert me when items change dialog, change or fill in the options you want
- Select OK
Using Lepide SharePoint Auditor to Configure an Alert
Using Lepide Auditor for SharePoint, you can create real-time alerts which administrators, or selected recipients, can then receive as email notifications, LiveFeed updates and as push-notifications on the Lepide mobile application.
Alerts can be generated based on several factors. These could be:
- a single event
- pre-defined criteria (such as time and date)
- threshold-based criteria
Below are examples of a Threshold Alert on the Lepide Dashboard and an Email alert:
Frequently Asked Questions
In SharePoint Online, go to Site Settings > User Alerts (under Site Administration) to view, modify, or delete your existing alerts.
Yes, but you need site administrator permissions. Administrators can create and manage alerts on behalf of other users through Site Settings.
You need at least Edit permissions on the list or library to create alerts for yourself. Site administrator access is required to manage alerts for other users.