{"id":2133,"date":"2016-08-08T11:59:54","date_gmt":"2016-08-08T11:59:54","guid":{"rendered":"https:\/\/www.collaboris.com\/?p=2133"},"modified":"2022-03-09T12:44:53","modified_gmt":"2022-03-09T12:44:53","slug":"configure-alerts-sharepoint-2016","status":"publish","type":"post","link":"https:\/\/www.collaboris.com\/configure-alerts-sharepoint-2016\/","title":{"rendered":"How to configure alerts in SharePoint 2016"},"content":{"rendered":"<h1 style=\"\">How to configure user alerts in SharePoint 2016<\/h1>\n<h3 style=\"\">SharePoint Alerts are an important feature available in all the versions of SharePoint 2019, 2016 and 2013 as well as SharePoint Online. They are a great built-in mechanism for SharePoint that allows us to send out notifications (emails) to users and group of users based on the changes to list items, documents, folders, lists, document libraries and searched items.<\/h3>\n<h6>A SharePoint 2016 Alert can be delivered via one of two methods:&nbsp;<\/h6>\n<ul>\n<li style=\"\">Sent as an E-mail<\/li>\n<li style=\"\">Sent to a phone as a Short Message Service (SMS).<\/li>\n<\/ul>\n<h6>There are many business scenarios where a SharePoint 2016 Alert is really useful:<\/h6>\n<ul style=\"margin-bottom: 0px !important;\">\n<li style=\"\">Alerts can be helpful to ease and accelerate the business processes by sending notification to users for any changes.<\/li>\n<li style=\"\">Alerts eases the team collaboration on a particular document.<\/li>\n<li style=\"\">A group of users can be notified easily for newly added document in the document library.<\/li>\n<li style=\"\">Alerts can be created for calendar list items and notifications can be send to users when a new&nbsp;event has been added or even modify one.<\/li>\n<li style=\"\">With the help of alerts, users can be notified on deletion of any documents from Document library so it helps to monitor activities.<\/li>\n<\/ul>\n<p>With SharePoint&nbsp;alerts, users can be notified&nbsp;when a document is deleted from a given Document Library which&nbsp;helps to monitor activities.<\/p>\n<h6>User&#8217;s control their own alerts and choose to be alerted for the following triggers:<\/h6>\n<ul>\n<li style=\"\">Send an alert for every change.<\/li>\n<li style=\"\">Send an alert when a new item is added to the list or library.<\/li>\n<li style=\"\">Send an alert when an existing item is modified.<\/li>\n<li style=\"\">Send an alert when items are deleted.<\/li>\n<\/ul>\n<h6>SharePoint allows the user to set up filters to receive specific notifications using the following options:<\/h6>\n<ul>\n<li style=\"\">Anything changes.<\/li>\n<li style=\"\">Someone else changes a document.<\/li>\n<li style=\"\">Someone else changes a document created by me.<\/li>\n<li style=\"\">Someone else changes a document last modified by me.<\/li>\n<\/ul>\n<h6>In addition to the configuration options above, a user can also specify how frequently they wish to receive alerts. There are three built-in options as follows:<\/h6>\n<ul>\n<li style=\"\">Send notification immediately \u2013 This option is available only for mobile alerts.<\/li>\n<li style=\"\">Send a daily summary.<\/li>\n<li style=\"\">Send a weekly summary.<\/li>\n<\/ul>\n<h3 style=\"margin-bottom: 25px !important; margin-top: 15px !important;\">Now, that we&#8217;ve introduced SharePoint 2016 Alerts, let&#8217;s see how to create and configure them step-by-step!<\/h3>\n<p><span>1.<\/span> By default the \u201c<span><\/span>Alert Me<span><\/span>\u201d button is not available to set alerts for any lists or document library. To enable this option, we have to configure E-Mail and Text Message (SMS) section of &#8216;System Settings&#8217; within the Central Administration Portal.<\/p>\n<p><span><img loading=\"lazy\" decoding=\"async\" alt=\"\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2016\/08\/sharepoint-alert.png\" style=\"\" width=\"534\" height=\"124\"><\/span><\/p>\n<p>Your SharePoint Administrator will have more than likely already configured your Farm to send out emails and \/ or SMS. If not, here are the settings they will need to set:<\/p>\n<ul>\n<li style=\"\">Outgoing Email Settings \u2013 Need to provide SMTP Server details.<\/li>\n<li style=\"\">Mobile Account \u2013 Need to provide URL of Text Message (SMS) Service.<\/li>\n<\/ul>\n<p>Once your Farm is configured you should now be able to see an \u201cAlert Me\u201d option allowing you to&nbsp;create and manage alerts.<\/p>\n<p><span><img loading=\"lazy\" decoding=\"async\" alt=\"\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2016\/08\/Alert-me-ribbon.png\" style=\"\" width=\"572\" height=\"126\"><\/span><\/p>\n<p><span>2.<\/span> Once, you get the \u201cAlert Me\u201d Option in ribbon. You should be able to manage and set your alerts.<\/p>\n<p><span><img loading=\"lazy\" decoding=\"async\" alt=\"\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2016\/08\/Manage-Alerts.png\" style=\"\" width=\"451\" height=\"119\"><\/span><\/p>\n<p><span>3.<\/span> Click on <strong><span><\/span>Set alert on this list<span><\/span><\/strong> option to create new alert for this particular list.<\/p>\n<p><span><img loading=\"lazy\" decoding=\"async\" alt=\"\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2016\/08\/working-on-it.png\" style=\"\" width=\"797\" height=\"389\"><\/span><\/p>\n<p><span>4.<\/span> On the following \u201cNew Alert\u201d screen, you need to provide inputs for Alert Title, Send Alerts To, Delivery Method, Change Type and frequency. All options are explained above<\/p>\n<p><span><img loading=\"lazy\" decoding=\"async\" alt=\"\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2016\/08\/create-new-alert.png\" style=\"\" width=\"795\" height=\"388\"><\/span><\/p>\n<p><span>5.<\/span> Click on \u2018OK\u2019 button to create.<\/p>\n<p><span>6.<\/span> Now, you can also check your newly&nbsp;created alert by clicking on Manage My Alert option from \u201cAlert Me\u201d. On this screen, you can add a new alert as well as&nbsp;delete any existing alerts.<\/p>\n<p><span><img loading=\"lazy\" decoding=\"async\" alt=\"\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2016\/08\/my-alerts.png\" style=\"border-width: 1px;\" width=\"795\" height=\"388\" data-tve-custom-colour=\"36671400\"><\/span><\/p>\n<p><span>7.<\/span> Now, we\u2019ll create a new item in the list to receive an alert using the provided Email Id.<\/p>\n<h3 style=\"line-height: 39px; margin-top: 15px !important; margin-bottom: 25px !important;\" data-unit=\"px\">What are the current drawbacks and limitations?<\/h3>\n<p>In many business scenarios, alerts play an important role to send out meaningful communication to users in a specified time. However, there are a few drawbacks with&nbsp;SharePoint alerts:<\/p>\n<ul>\n<li style=\"\">We can&#8217;t setup alerts for data merged from two lists.<\/li>\n<li style=\"\">We can send out alerts only when something gets added, deleted, modified into list\/library, however, SharePoint can&#8217;t send out alerts on certain dates for pending\/overdue items.<\/li>\n<li style=\"\">Alerts can be setup only for SharePoint users. SharePoint doesn&#8217;t allow you to add external users\/group for alerts.<\/li>\n<li style=\"\">Alerts can\u2019t be sent out conditionally, for example if you want to only send an alert of a particular field changes value.<\/li>\n<li style=\"\">SharePoint alert doesn&#8217;t support rich text formatting for charts and graphs with dynamic content.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>How to configure user alerts in SharePoint 2016 SharePoint Alerts are an important feature available in all the versions of SharePoint 2019, 2016 and 2013 as well as SharePoint Online. They are a great built-in mechanism for SharePoint that allows us to send out notifications (emails) to users and group of users based on the [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":2106,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"categories":[28],"tags":[],"class_list":["post-2133","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-sharepoint"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.9 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to configure alerts in SharePoint 2016<\/title>\n<meta name=\"description\" content=\"If you use SharePoint and want to know how to get notified with an alert when a document changes, then this article will help.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.collaboris.com\/configure-alerts-sharepoint-2016\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to configure alerts in SharePoint 2016\" \/>\n<meta property=\"og:description\" content=\"If you use SharePoint and want to know how to get notified when a document changes, then this article will help.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.collaboris.com\/configure-alerts-sharepoint-2016\/\" \/>\n<meta property=\"og:site_name\" content=\"Collaboris\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/Collaboris\/\" \/>\n<meta property=\"article:published_time\" content=\"2016-08-08T11:59:54+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2022-03-09T12:44:53+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2016\/08\/1200x630_facebook_img_sharepoint_user_alerts.jpg\" \/>\n<meta name=\"author\" content=\"Hugo Esperanca\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@Collaboris\" \/>\n<meta name=\"twitter:site\" content=\"@Collaboris\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Hugo Esperanca\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.collaboris.com\/configure-alerts-sharepoint-2016\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.collaboris.com\/configure-alerts-sharepoint-2016\/\"},\"author\":{\"name\":\"Hugo 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