Setting Alerts to a document library

or list in SharePoint Site

 Setting Alerts to a document library or list in SharePoint Site
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Introduction:

The SharePoint workspace is extensively being utilized for repository

purposes which is one of its basic purposes. For people who are managing a list
or a document library or a slide library in a SharePoint site can make its use even
effectively by setting alerts to the same. By setting an alert, once a document in a
document library or a list item is created or modified or deleted, the user who
manages the document library or the list can receive an alert to his mail as what
action has been performed in the document library or the list. Alerts can be set to
any list or document library in a SharePoint web space.

Pre-requisites:

1. A list or a document library in the SharePoint site.

2. Email address of the individual should be properly mapped in the AD so

that the user can receive the alert.

3. The user must have a very basic knowledge on SharePoint as to what is a

list or a document library etc.

4. The user subscribing for alerts should at least have ‘Read’ access to the
document library or the list.

Setting the alert to the document library or the list:

1. Go to the document library or the list where the alert is to be set.

2. Click on Actions -> Alert Me to set the alert settings for the particular
document library or the list.

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 Setting Alerts to a document library or list in SharePoint Site
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3. Once Alert Me is clicked, it enter the settings page which is a once time
process. Refer the settings below,

a) Change Type: The alerts can be set defined to the type of change done
to the document library.

I. All Changes: The alerts are sent when a document is created or newly
added, modified or deleted.

II. New items are added: Alerts sent only when a new item is added.

III. Existing items are deleted: Alerts sent only when the existing items are
modified.

IV. Items are deletes: Alerts sent only when existing items are deleted.

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 Setting Alerts to a document library or list in SharePoint Site
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___________________

b) Send alerts for these changes: These settings are for filtering the
alerts based on certain criteria.

I. Anything changes: Alerts are sent when anything changes in the

list.

II. Someone else changes an item: Alerts are sent only when someone
else changes an item created by anyone.

III. Someone else changes an item created by me: Alerts sent when
someone else change the item created by self.

IV. Someone else changes an item last modified by me: Alerts sent
when someone else change the item last modified by self.

c) When to send alerts: This option is to configure as when the alerts are
to be sent. This can be configured as follows,

I. Send email immediately: The alerts are sent immediately once the
changes are made in the list.

II. Send a daily summary: All the changes that are made in a particular day
are sent as a daily summary in a single mail.

III. Send a weekly summary: All the changes are collected and sent as a
weekly summary.

TCS Public
 Setting Alerts to a document library or list in SharePoint Site
____________________________________________________________________________________________
___________________

Thus the alerts can be configured for a particular list or a document library.

TCS Public
 Setting Alerts to a document library or list in SharePoint Site
____________________________________________________________________________________________
___________________

Once the alerts are set for a document library, the alerts are sent to the user’s
mail id in the below given format.

Thus alerts are set to a document library or a list.

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