How to Set up Alerts in SharePoint Online Modern List

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In this SharePoint online tutorial, we will discuss alerts in SharePoint Online, how can we create alerts in SharePoint Online list? How we can modify or delete existing alerts in SharePoint Online modern list.

Also, we will discuss SharePoint alerts for other users or SharePoint 2013 manage alerts for other users.

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What are Alerts in SharePoint?

Alerts are nothing but some important notifications about the changing content on your site. That means if you have made some changes of any content on your site, then you will receive an email message or any text message to your outlook or mobile phone, depending upon your site configuration.

If you are using Office 365 SharePoint subscription, when your site is first created alerts are enabled by default. If you are using on-premises SharePoint deployment, then your organization manages alerts and email on its own.

To view or cancel alerts for other user or people, you must need permission to manage a site.

How to Create an Alert in Modern List in SharePoint Online?

We can create an alert in two ways in SharePoint as:

  • Create/Set an alert at List Level
  • Create/Set an alert at Item Level

Create/Configure Alerts at List Level:

We can create a List level alert in modern SharePoint Site by using below steps-

Go to the … option which is present at the top of the Modern SharePoint List. Then click on the Alert me option like below.

modern sharepoint list feature

Once you will click on Alert me option, an Alert me when items change page will appear. In this page, you have to give the details of the alert option.

  • Alert Title: Enter the title for this alert. This is included in the subject of the notification sent for this alert. Here, I have entered the title as TSEmployeeInfo.
  • Send Alerts To: In this field, you can enter usernames or e-mail addresses for whom the alert will send. The usernames or e-mail addresses should be separated with semicolons.
  • Delivery Method: Specify how you want the alerts delivered either by E-mail or Text Message.
  • Change Type: Specify the types of changes that you want to be alerted to.
  • Send Alerts for These Changes: Specify whether to filter the alerts based on specific criteria. You may also restrict your alerts to only include items that show in a particular view.
  • When to Send Alerts: Specify how frequently you want to be alerted either immediately, Daily or weekly. The mobile alert is only available for immediately send.

Once all the field value will complete, Click on OK.

sharepoint modern list views

sharepoint modern list views[/caption]

sharepoint modern experience

Similarly, If you want to manage your alerts, Then go to the Manage my alerts of … option which is present at the top of the List.

sharepoint online modern pages

Here in this screenshot, You can see the Add Alert option which is used for adding the new alerts in the Modern SharePoint List. If you want to remove any selected alerts from the list, then just click on Delete Selected Alerts like the below screenshot.

modern list in sharepoint online

Create/Configure Alerts at Item Level:

List-level alerts allow subscriptions for All Changes To Any List Item, New Items Are Added Only, Existing Items Are Modified Only, or Items Are Deleted Only.

List item level alerts are fired only when that item changes because you can set up this alert only when the list item already exists, and deletion is considered a change to the list item.

To create an item level alerts, Select one particular item from your existing list. Click on the three-point option(vertically) placed on that item. Then select Alert me option as shown below.

Create Alerts at Item Level in modern sharepoint

Once you will click on “Alert me” option, the alert customization screen looks like below:

Configure Alerts at Item Level in modern sharepoint

View and Delete Existing Alerts from SharePoint List/Document Library:

You can view and delete your existing alerts which you have created before in the SharePoint list or Document library.

To delete your own SharePoint List/Document Library alert, Click on elipses (…) -> Manage my alerts from the drop-down as shown in below.

Delete Existing Alerts from List
Delete Existing Alerts from List

Once you will click on Manage my alerts, below screenshot will appear. In that alert page, You can select your unnecessary alert which you want to delete and then click on Delete Selected Alerts.

To confirm to delete the selected alerts, a dialogue box will appear. Just click on OK as like below screenshot.

Delete Existing Alerts from List
Delete Existing Alerts from List

Update and delete alerts for other users in SharePoint Online

Here I will show you how we can update and delete alerts in SharePoint Online for other users. Also we can update and delete alerts in SharePoint 2013/2016 for other users.

As this update process is very much similar to SharePoint Online update alerts, So I will explain all these things in SharePoint Online. You can follow the same below process for SharePoint 2013/2016 update alerts.

Go to Settings (gear) icon -> Site information -> View all site settings -> Click on User alerts under Site Administration as shown in below screenshot.

Manage alerts for other users in sharepoint online
Manage alerts for other users in sharepoint online

When you will click on User alerts, this below screenshot will appear. Select the user (Display alerts for) from the drop-down and then click on Update.

Update alerts for other users
Update alerts for other users

After updating the alert page, all the SharePoint list/document library alert will appear based on that user. Select your all unnecessary alert which you want to delete and then click on Delete Selected Alerts.

To confirm to delete the selected alerts, a dialogue box will appear. Just click on OK as like below screenshot.

Update alerts for other users
Update alerts for other users

By using the same process of SharePoint Online, You can update and delete your alerts for other users in SharePoint 2013/2016.

You may like following SharePoint tutorials:

In this SharePoint Tutorial, We discussed what is alerts in SharePoint Online, how can we create alerts in SharePoint Online list? How we can modify or delete existing alerts in SharePoint online modern list.

Also, how we can update and delete alerts in SharePoint Online for other users. Also, we can update and delete the alerts in SharePoint 2013/2016.

  • do you know if there is a limit in how many files will be reported in an alert email if “daily summary” is chosen? I cannot find documentation on this anywhere and I’m trying to determine if it’s a glitch that is preventing 155 file names from being reported in a daily summary report. Only 50 files are shown in the alert email.

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