How to Set Up Alerts in SharePoint for Other Users (Step-by-Step)

I ran into this issue myself when managing my SharePoint sites. I needed to figure out how to set up alerts in SharePoint for other users, but it wasn’t as straightforward as expected. After testing different options, searching forums, I finally figured out the right steps. If you are also facing a similar issue, then stay with this discussion. In this article, I’ll explain how I set up alerts step by step using both manual methods and PowerShell scripts.

Here’s a quick visual flow of how I set up alerts for other users in SharePoint:

Benefits of Creating Alerts in SharePoint

Tracking ongoing changes in SharePoint is not an easy task for an administrator. The administrator can reduce their workload by creating alerts.

Additionally, the user who performed the changes, along with others working on the same document library or list, is reminded of the updates.

Even if any user delete empty folders in SharePoint to clean the SharePoint environment, the alert will be sent to all the members.

This helps users stay informed about the latest modifications and ensures they are working with the most current data. If any changes are made incorrectly, they can be easily tracked. Sometimes there might be the chances that user deleted SharePoint site, then after getting notification about the change, you can restore a deleted SharePoint site to keep the SharePoint data consistent.

For instance, if the team is working on a large project, the SharePoint sites, document libraries, and lists are updated as the project progresses. To keep all users on the same page, each user needs to stay updated with the latest data. Sending alerts to all team members ensures that everyone works with the most current information.

How to Set Up Alerts in SharePoint for Other Users Using PowerShell

PowerShell can help you automate the process of creating alerts in SharePoint for other users. But do not forget to follow each command correctly. Any incorrect command can put you in trouble:

$SharePointSiteURL = "provide here"
$take_User_Id= "enter the complete user-id"
Try {
Connect-PnPOnline -Url $SharePointSiteURL -Interactive

Add-PnPAlert -Title "Create the Document Alerts for other users" -List "Documents" -User $take_User_Id -Frequency Weekly -ChangeType All

Write-host “Finally, Your Alert created" -f Green
}
Catch {
Write-host -f Red "Error:" $_.Exception.Message
}

For more advanced PowerShell use cases with SharePoint, I refer to the official Microsoft PnP PowerShell documentation.

Quick Steps to Set Up Alerts via SharePoint Interface

If you are not a PowerShell enthusiast and are looking for how to set up alerts in SharePoint for other users. Follow the quick steps below and start sending the alerts to other users:

• Step 1. Sign in to your SharePoint environment with the appropriate credentials.
• Step 2. Open the Source Document Library where you want to create alerts for other users.
• Step 3. Click on the Ellipses and then hit the Alert Me button to set up notifications for yourself.
• Step 4. Assign a suitable Title for the alert.
• Step 5. The user’s section contains your name by default.
• Step 6. Search for other users by their username to send alerts to them.
• Step 7. Under the Delivery method section, choose the appropriate option to deliver the alerts to other users: Email or Text Message.
• Step 8. Now, choose the type of specified change for which you want to get an alert. All changes, New Items added, Items deleted, or existing items modified.
• Step 9. Choose the option of Send Alerts for particular changes.
• Step 10. Finally, choose the time frame for alerts among immediate, daily, or weekly, and then press the Ok button.

Using the above steps, you can set up notifications on SharePoint for specified changes.

How do I Manage Alerts in SharePoint?

After setting up SharePoint alerts, I realized that managing them is also an essential task. Here are the steps which I  followed to manage them:

• Open the Document Library/list where alerts are created.
• Click on the Ellipses (•••) and select the Manage My Alerts option.
• You will see a list of all the alerts.
• Now, to edit an Alert, click on the Alert Title, adjust the delivery method, or modify the types of changes, and save.
• To delete an alert, check the box next to the alert to remove and hit Delete Selected Alerts.

Additionally, I review my alerts periodically to make sure I’m getting only necessary notifications.

Best Practices I Follow for SharePoint Alerts

Here’s what I’ve learned over time for setting up the SharePoint alerts in the right manner:

• Use concise and meaningful titles for the SharePoint alerts.
• Creating a backup SharePoint Online to local storage before setting alerts on sensitive libraries.
• Choose only the essential users who need to be notified to maintain data privacy.
• Select the frequency of alerts wisely not to get overloaded with the alerts.
• Manage your SharePoint alerts folder-wise for efficient data management.

Author’s Verdict

By effectively utilizing SharePoint Alerts, SharePoint admins and other users can stay informed, increase productivity, and improve collaboration within the organization. By following the methods outlined in this guide, you do not need to search for how to set up alerts in SharePoint for other users anymore.

Frequently Asked Questions (FAQs)

Q1. Can I set up an alert for other users regarding a specific change in SharePoint?
A – In the alert setting dialogue, choose the specific change, such as a new item added, an item deleted, all changes, or an item modified.

Q2. Can I receive SharePoint alerts on my mobile device?
A – Yes, you can get notifications on your mobile phone using the SharePoint mobile app.

Q3. How frequently can I receive SharePoint alerts?
A – You can configure the SharePoint alerts frequency: to be sent immediately, daily, or weekly.

Q4. How do I delete a SharePoint alert?
A – Before deleting a SharePoint alert remember If you delete a SharePoint alert, you will no longer receive alerts.

• Open the Document Library where you have created a SharePoint alert.
• Open the Manage My Alerts section.
• Delete the alert.

Q5. How can I resolve SharePoint alert delivery issues?
A – If you’re experiencing delivery issues, check your email settings first. Then verify the alert settings. If the problem persists, then connect with your SharePoint administrator.