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In today’s Ask the Admin, I’ll show you how to set up email alerts to notify users when documents are added or modified in SharePoint Online document libraries.
SharePoint Online can be purchased as part of Office 365 or as standalone product and is a popular document management solution for organizations of all sizes. By default, SharePoint Online doesn’t alert users when changes are made to document libraries, but user alerts can be configured to send emails to registered users, which is useful for understanding when action needs to be taken, and without having to set up workflows, ping team members, or check back that a document library has been updated.
But SharePoint is a complex beast, and it’s not always obvious how to perform what ought to be relatively simple configuration steps. In this article, I’ll show you how to set up alerts for your own and other user accounts, and how to modify alerts once they are in place.
If you need to create user alerts for users other than yourself, you’ll need to be a site owner or have been assigned the Manage Alerts permission for the site or list. For the purposes of this article, I’ll assume that you are a site owner creating alerts for yourself and other users.
Log into SharePoint Online as a site owner, go to the site you want to modify, and follow the instructions below:
User Alerts in SharePoint Online (Image Credit: Russell Smith)
Setting up User Alerts in SharePoint Online (Image Credit: Russell Smith)
Now that you have alerts set up for one or more users, it’s easy to modify them for your own user account:
If you want to delete alerts for users other than the account that you’re currently logged in with, you’ll need to go a different route:
Deleting User Alerts in SharePoint Online (Image Credit: Russell Smith)
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