Sharepoint - Setting Up Alerts

Windows SharePoint Services 3.0 is the latest in the family of Microsoft's SP Technologies, software designed for team discussion, collaboration and communication. Complete with a whole host of new features, SP Services 3.0 has more options to stay organized and keep communicating with a team that may be separated by office walls or by continents.

While SP is great software to keep teams organized and reduce dependency on email, it can complicate things, especially when you are trying to remain current when documents may be perpetually undergoing changes.

So as a feature to keep you posted with changes made to the documents, calendars or lists on your hosted SharePoint site even when you are not logged in, you have the ability to set up email alerts to notify you of changes. With relative ease, and flexibility, alerts can be set up on specific content with which you wish to remain notified of changes.

The following instructions are specific to creating alert based on a custom list within a SP site. The alert set-up instructions are consistent across the software, and can be applied to other elements within your site.

So, to get started with setting up alerts on a custom list, do the following:

Access the list where the alerts will be applied. If set up with access to the Quick Launch (left hand menu) simply click on the List name.

Click on Actions, then Alert Me

In the "New Alert" menu, fill in the relevant information for yourself, such as the Alert Title, who you wish it to be sent to (this can be a single person, or multiple people).

Note: the alerts automatically get sent to the email address associated with the SharePoint site's user.

Additional options that you can select are what kind of changes you wish to be alerted about, the criteria of the change, as well as when to send it (immediately after each change, or via a single email once a day)

Click Ok.

Now your alert is ready!

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