Alerts are an effective way to keep track of your information. You can create Alerts for entire libraries and lists or their individual files and items. You will receive an email with an alert when something new is added, an item is edited, or a file is deleted.

You can access the Alert Me functionality in the following ways:

  • In a specific library or an individual file
  • In a specific list or an individual item
  • On the home page of your team site

In combination with versioning, Alerts are a good way to ensure that your team site documentation remains current and up to date. Refer to the Set up versioning page for more information.

You can scroll through all the instructions on this page or refer to the specific sections that you need help with:



Setting alerts

Refer to the appropriate step for the type of alert that you want to set:

  • For a specific library, refer to Step 1.
  • For an individual file, refer to Step 2.
  • For a a specific list, refer to Step 3.
  • For an individual item, refer to Step 4.
  • For the home page, refer to Step 5.
  1. To set an alert on a specific library, open the library, on the Library tab, click Alert Me, select Set alert on this library, and then proceed to Step 6.
  2. To set an alert on an individual file, open the library, hover your cursor next to the document and then click it, on the Files tab, click Alert Me, select Set alert on this document, and then proceed to Step 6.
  3. To set an alert on a specific list, open the list, on the List tab, click Alert Me, select Set alert on this list, and then proceed to Step 6.
  4. To set an alert on an individual item, open the list, hover your cursor next to the item and then click it, on the Items tab, click Alert Me, select Set alert on this item, and then proceed to Step 6.
  5. To set an alert on the home page, on the Page tab, click Alert Me, select Set an alert on this page, and then proceed to Step 6.
  6. You can choose from the following alert options:
    • Alert Title: An alert title will default in, but you can enter a different one.
    • Send Alerts To: Your email address will default in, but you can add others to receive these alerts. These members may choose to remove the alert you set for them.
    • Delivery Method: Your email address will default in. (There are no text message alerts available.)
    • Change Type: Choose from the following alerts that you want to receive: all changes, new items added, existing items modified, or items deleted.
    • Send Alerts for These Changes: Choose to filter your alerts by specific criteria including the following: anything changes, someone else changes a document, someone else changes a document created by you, someone else changes a document last modified by you, or someone changes an item that appears in a particular view (this alert option is not be available for lists or items).
    • When to Send Alerts: Choose when you would like to receive the alert about changes: immediately, daily summary, or weekly summary.
  7. Click OK when you have finished choosing your options.

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Managing existing alerts

You can view and manage your existing alerts directly from your team site home page or from within a library or list using Manage My Alerts.

To set an alert from a group of libraries and lists, follow these steps:

  1. On the Library tab, click Alert Me, and then select Manage My Alerts.

  2. Click Add Alert.
  3. When the list of your libraries and lists opens, click the radio button next to the library or list that you would like to set an alert for, and then click Next.
  4. When the alert options for a library or list opens, choose the appropriate alert functionality that you would like for this alert. (Refer to Step 6 in the Setting Alerts section for a list of available alert options.)

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Removing several alerts at once

  1. On the Library tab, click Alert Me, and then select Manage My Alerts.

    NOTE: The image above demonstrates the process using the Library tab, but it looks the same for a list or the home page.

    • For a list, on the List tab, click Alert Me, and then select Manage My Alerts.
    • For the home page, on the Page tab, click Alert Me, and then select Manage My Alerts.

  2. Select the check boxes of the alerts you would like to delete, and then click Delete Selected Alerts.
  3. You will receive a message indicating that you are about to delete the selected alerts, click OK to proceed.

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Removing an alert in Outlook

To remove alerts using Outlook, follow these steps:

  1. On the Home tab, click Rules, and then select Manage Rules & Alerts in the drop‑down menu.
  2. On the Rules and Alerts menu, click the alert you want to remove to highlight it, click Delete, and then click OK.
  3. On the Microsoft Outlook message window, click Yes to delete the selected rows.

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