Get notified of list changes in SharePoint

Get notified of list changes in SharePoint

To stay updated when SharePoint lists or list items change, you can create alerts. You can set up alerts for different types of information, so that you can learn about the changes you are most interested in. For example, you can set an alert in SharePoint so that you receive notifications about changes to an event on a calendar or a task in a Tasks list. You can also set up the delivery method so that alerts appear as messages in your e-mail inbox or as text messages on your mobile phone, if your site is set up that way. If you have permission to manage alerts, you can also create an alert for another person by typing his or her information into the Users box.

Create an alert for a list or list item

Note: Does your screen look different than the examples here? Your administrator may have classic experience set on the list, or you're using an earlier version. If so, see Create an alert or subscribe to an RSS feed. If you're a list owner, site owner, or administrator, see Switch the default experience for lists or document libraries from new or classic for the steps to set the default experience.

  1. In the app launcher Office 365 app launcher icon , click SharePoint, locate and go to the site, and then open the list. If you can’t find the list, click Settings Settings icon , click Site Contents, and then open the list.

  2. To create an alert for a single list item, select the item. Otherwise, the alert you create is for the entire list.

  3. On the Command bar, click ... , and then click Alert Me to display the Alert me when items change dialog box.

    Alert Me Command

    If ... is not visible, make sure you are not editing a list or have not selected one or more items. Also, you may not have permission. In that case, contact the Office 365 or SharePoint admin or the site or list owners.

  4. In the Alert Title section, change the title for the alert if you want. The title appears in the subject line of the alert e-mail message and is also used for managing alerts.

  5. If the Send Alerts To section is available, enter the user names or email addresses of people you want alerts to be sent to.

  6. In the Delivery Method section, select the method of delivery you want for your alerts.

    Note:  To send an alert as a text message, you need to enter your phone number in the box. If the Text Message (SMS) options are grayed out, the site might not be configured for outgoing e-mail and SMS alerts. Contact your Office 365 or SharePoint Admin.

  7. If the Change Type section is available, choose the types of changes that you want to be notified about. For example, you can receive alerts about all changes to a list or list item, or only when items are deleted.

  8. In the Send Alerts for These Changes section, specify whether you want to be alerted for all types of changes, or for specific changes, such as when anything changes or only when someone changes a list or list item that you created or recently changed.

  9. In the When to Send Alerts section, choose how frequently you want to receive the alerts, such as immediately or in a daily or weekly summary, and at what day or time.

    Note:  For mobile alerts, Send notification immediately is the only option.

  10. Click OK.

Note: Depending on how your site and servers are set up, the person you created an alert for might receive an e-mail message that confirms that you created an alert. The alert e-mail message might provide links to the list, alert settings, the name of the person who created the alert, a mobile view, and other information and commands.

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Updated October 9, 2018

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