How to Add Email Notifications to a List in SharePoint

By Tammy Columbo

The SharePoint platform facilitates collaboration between site members. You can set alerts on a list and library to receive email notifications when the list or library is updated. An email notification is sent to the email addresses specified for the alert each time an item is added, deleted or modified. However, you can also set an alert on each individual item in a list or library so that you are notified when the item is updated.

Set Alert on List

Step 1

Log in to your SharePoint site with your site credentials, then browse to the list to configure for alerts.

Step 2

Click the “List” tab to view the list controls in the top ribbon. If working in a library instead of a list, click the “Library” tab.

Step 3

Click the downward pointing arrow under the “Alert Me” control in the top ribbon, then click “Set Alert on This List.” When setting an alert on a library, the option is named “Set Alert on This Library.” The New Alert page opens.

Step 4

Type a new name for the alert in the Alert Title field; alternatively, you can leave the default name in place. The Alert title appears as the subject line for the email notifications.

Step 5

Type the email addresses or network usernames of the recipients of the alert in the Send Alerts To field.

Step 6

Click the “Email” option in the Delivery Method section. Note that if this section is grayed out, email notifications may not be enabled for the platform.

Step 7

Select the “Change Type” for which the notifications will be sent. For example, to alert the recipients when an item is deleted, select the corresponding option in the Change Type and Send Alerts for These Changes sections.

Step 8

Select “Immediately” in the When to Send Alerts section to send the alert when the change occurs. You can also choose to receive a daily or weekly summary of all alerts via email.

Step 9

Click “OK” to save and activate the alert.

Set Alert on List Item

Step 1

Open the list item in the browser, then click the “Files” tab on the top toolbar. Note that the name of the tab varies depending on the type of list. For example, the tab is labeled “Tasks” instead of “Files” in a Task list.

Step 2

Click the “Alert Me” option, then click “Set Alert on This Document.” The New Alert screen opens.

Step 3

Type a new title for the alert in the Alert Title box, if desired.

Step 4

Type the email addresses or user names for the recipients of the alert in the Send Alerts To field.

Step 5

Select “Email” as the Delivery Method, then click the desired options for the Change Type and Send Alerts for These Changes sections.

Step 6

Click “Immediately” to have the alerts sent when the change is made, or select the daily or weekly summary option to receive alert summaries.

Step 7

Click “OK” to save and activate the alert.

Tips & Warnings

  • If the platform is configured to do so, you will receive an email confirmation when you set up an alert in SharePoint.
  • Information provided in these steps applies to Microsoft SharePoint 2013. Instructions may vary slightly or significantly for other versions of the platform.