How to Set Up SharePoint Alerts to Track List and Library Changes Instantly

Stop Missing Important Changes: How to Set Up Alerts in SharePoint

Need to stay on top of changes to your team’s documents or data? SharePoint makes it easy.

Whether you're tracking contract updates, task progress, or document uploads, setting up alerts in SharePoint ensures you're notified when changes happen, without checking manually.

Here’s how to set up a SharePoint alert and customize it to fit your workflow.

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What Are SharePoint Alerts and Why Use Them?

A SharePoint alert notifies you when changes are made to a list or document library. You can choose what triggers the alert, who gets notified, and how often.

It's one of the simplest and most effective ways to stay informed and ensure nothing falls through the cracks. Unlike Power Automate, Alerts don’t require custom flows or admin access. They’re fast, reliable, and available to every user.

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When to Use SharePoint Alerts

• You’re waiting on document edits or uploads

• You manage list-based approvals or task updates

• You want real-time updates without creating a Power Automate flow

• You need project notifications but want to avoid inbox overload

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How to Set Up a SharePoint Alert

Step 1 - Open the List or Library

Navigate to the SharePoint list or document library where you want to monitor changes.

Step 2 - Click “Alert Me"

In the command bar at the top, click “Alert me”. This opens the New Alert window where you’ll customize your notification preferences.

Step 3 - Name Your Alert (Alert Title)

Give your alert a name so you can recognize it later, especially helpful if you’re setting up multiple alerts. Use something descriptive like “Project X Contract Uploads” or “Marketing Tasks Status Update”

Step 4 - Choose Who Gets the Alert

You can send alerts to just yourself (default), or to other individuals or groups who have access to the list or library by entering their names or emails in the "Send Alerts To" field.

Step 5 - Pick Your Delivery Method

Choose how you want to receive the alerts, either via Email (most common) or Text Message (SMS) (Available if configured by your IT team). Note: SMS delivery requires mobile info to be set up in your SharePoint or M365 account. Most organizations use email alerts.

Step 6 - Set the Change Type

Tell SharePoint what kind of activity should trigger an alert:

• All Changes

• New items are added

• Existing items are modified

• Items are deleted

Choose what matters most to you or your team.

Step 7 - Filter Alerts by Change Scope

Narrow down when alerts are triggered.

• Anything changes (default)

• Someone else changes an item

• Someone else changes an item created by me

• Someone changes an item last modified by me

This helps avoid unnecessary alerts if you're only interested in specific edits.

Step 8 - Set Alert Frequency (When to Send Alerts)

Decide how often you want to receive alerts:

• Immediately: Get an email as soon as a change happens

• Daily summary: A digest sent once per day

• Weekly summary: A recap sent weekly

Use immediate alerts for high-priority updates (e.g. contract uploads), and summary alerts to avoid inbox clutter for low-priority lists.

Step 9 - Save Your Alert

Click OK, and you’re done! You’ll now receive alerts based on your chosen preferences.

To manage or delete alerts later: Go to Settings > Manage My Alerts under your profile or the list/library settings.

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Why It Matters?

Setting up SharePoint alerts is a fast way to improve visibility, accountability, and communication, especially when managing shared lists or time-sensitive files.

At Echo Transformation, we help teams unlock the full potential of Microsoft 365 tools, turning daily tasks like SharePoint alerts into meaningful digital workflows.

Need help making SharePoint work harder for your team? Let’s Talk about your digital transformation goals.

Book a call with us today!