Setting preferences for alerts in SharePoint Workspace 2010

You can customize how SharePoint Workspace notifies you about unread information in your workspaces.

What do you want to do?

Changing default settings for alerts

Setting alerts for a SharePoint or Groove workspace

Setting alerts for a shared folder

Setting alerts for a workspace tool

Setting alerts for a file folder

Setting alerts for a file

Changing default settings for alerts

You can change the default setting for how SharePoint Workspace notifies you about unread information in new workspaces you create. You can override this setting later in any individual workspace, tool, or folder or file in a 2010 Documents or 2007 Files tool, or in a shared folder.

  1. In the Launchbar, on the File tab, click Info, click Manage Account, click Account Preferences, and then click the Alerts tab in the Preferences dialog box.

  2. Drag the slider to change the setting for alerts.

    Details

    • Auto lets SharePoint Workspace determine the appropriate alert setting for unread information. For new workspaces or workspaces that you visit at least once a week, this setting is the same as "High." For workspaces or workspace tools you visit infrequently (which implies that you do not often need information in the workspace or tool), SharePoint Workspace automatically adjusts the alert setting to "Medium" so that you are not distracted by alerts in your system tray.

    • High displays an unread mark and pops up an alert in the Windows notification area. Additionally, the alert includes audio if an audio file was selected in the associated workspace or tool properties.

    • Medium displays an unread mark only.

    • Off ignores unread information and does not alert you.

  3. Click Apply and then click OK.

Click Restore Default to restore alert settings to their system defaults.

Note: The Automatic Alert Removal option that appears in the Preferences dialog box is not implemented in this release.

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Setting alerts for a SharePoint or Groove workspace

You can adjust how SharePoint Workspace alerts you about unread information in a SharePoint or Groove workspace.

The alert setting for new workspaces is initially defined in account preferences. However, the alert setting for existing workspaces does not change if you change the default setting in your account preferences.

You may want to change the alert setting for specific workspaces. For example, for workspaces you visit infrequently, you may want to set a lower level so that you are not distracted by alerts for information that does not interest you.

  1. In the Launchbar, right-click the workspace and then click Properties.

  2. Click the Alerts tab.

  3. Drag the slider to change the setting for alerts.

    Details

    • Auto lets SharePoint Workspace determine the appropriate alert setting for unread information. For workspaces that you visit at least once a week, this setting is the same as High. For workspaces you visit infrequently (which implies that you do not often need information in the workspace), SharePoint Workspace automatically adjusts the alert setting to Medium so that you are not distracted by alerts in the Windows notification area.

    • High displays an unread mark and pops up an alert with an audible chime in the Windows notification area.

    • Medium displays an unread mark only.

    • Off ignores unread information and does not alert you.

  4. If you want, select or browse for a sound file (.wav) to be played with every alert, if your alert level is set to High.

  5. Click Apply and then click OK.

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Setting alerts for a shared folder

You set alert settings for unread behavior in a shared folder by selecting options in the workspace properties dialog box.

  1. In the Launchbar, right-click the shared folder and then click Properties.

  2. Click the Alerts tab.

  3. Drag the slider to change the setting for alerts.


    Details

    • Auto lets SharePoint Workspace determine the appropriate alert setting for unread information. For shared folders that you visit at least once a week, this setting is the same as High. For shared folders you visit infrequently (which implies that you do not often need information in the shared folder), SharePoint Workspace automatically adjusts the alert setting to Medium so that you are not distracted by alerts in the Windows notification area.

    • High displays an unread mark and pops up an alert with an audible chime in the Windows notification area.

    • Medium displays an unread mark only.

    • Off ignores unread information and does not alert you

  4. If you want, select or browse for a sound file (.wav) to be played with every alert, if your alert level is set to High.

  5. Click Apply and then click OK.

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Setting alerts for a workspace tool

You can adjust how SharePoint Workspace notifies you about unread information in the current workspace tool. The default setting for workspace tools is Inherit, which means to use the setting currently applied to the workspace.

  1. In the Content pane, right-click the workspace tool, and then click Set Alerts.

  2. Drag the slider to change the setting for alerts.

    Details

    • Auto lets SharePoint Workspace determine the appropriate alert setting for unread information. For workspace tools that you visit at least once a week, this setting is the same as High. For workspace tools you visit infrequently (which implies that you do not often need information in the workspace tool), SharePoint Workspace automatically adjusts the alert setting to Medium so that you are not distracted by alerts in the Windows notification area.

    • High displays an unread mark and pops up an alert with an audible chime in the Windows notification area.

    • Medium displays an unread mark only.

    • Off ignores unread information and does not alert you

  3. Click Apply and then click OK.

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Setting alerts for a file folder

You can change how SharePoint Workspace notifies you about unread information in specific file folders. By default, the alert setting is Off for individual folders, and SharePoint Workspace will only post alerts according to your current tool and workspace settings. You can change the folder setting to High so that SharePoint Workspace posts alerts when there are changes in that folder.

Note: You can set alerts only for folders in Groove workspaces.

  1. If you are setting alerts for a folder in a Shared Folder, select the folder and click Set alerts for this folder in the File and Folder Tasks pane.

  2. If you are setting alerts for a folder in a 2010 Documents tool or 2007 Files Tool, right-click the folder, click Properties and then click the Alerts tab.

  3. To change the alert setting, drag the pointer bar up or down.

  4. Click Apply and then click OK.

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Setting alerts for a file

You can change how SharePoint Workspace notifies you about unread information in specific files. By default, the alert setting is Off for individual files, and SharePoint Workspace only posts unread alerts according to your current tool and workspace settings. You can change the file setting to High so that SharePoint Workspace alerts you about changes to that specific file.

Note: You can set alerts only for files in Groove workspaces.

  1. Right-click the file and then click Properties.

    Note: If you are setting alerts for a file in a Shared Folder, select the file and click Set alerts for this file in the File and Folder Tasks pane.

  2. Click the Alerts tab in the Properties dialog box.

  3. Drag the slider to change the setting for alerts.

    Details

    • High displays an unread mark and pops up an alert with an audible chime in the Windows notification area.

    • Off ignores unread information and does not alert you.

  4. Click Apply and then click OK.

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