[Autogenerated] high in this lesson. I'm
going to show you how to add alerts to
list items or documents. We're here on our
HR team site and we're gonna go down to
our employees list. And what we're going
to do is add an alert to one off the items
in this list. In other words, when
something changes with that list item, we
will get an email. We will be alerted that
a change has been made. We're signing
today is Gary Coulson. If you come over
here to the upper right, you'll see.
That's what I'm signed in as and we're
going to select one of these items were
gonna select this employee here, Joshua
Hartson, and we want to be informed if
anything happens with this list item. So
if anybody makes any changes, we want to
know about it. You'll see here these three
lips is and what I hover over it. It says
show actions. If I click there, you see, I
get this big list and down near the bottom
is alert me. That's what I'm looking for.
We're gonna click there, and it's gonna
open up this window, and now we can set
our alert for this list item you'll see
here. The first thing is the alert title,
and right now it says employee list, which
is the name of the list and by the first
name Joshua. So you can change this. You
can type in here. You can't believe that.
You can call it whatever you want, but I
like this. It's pretty descriptive. Next
we come down to the delivery method,
you'll see that it says Send me alerts by
email. That's the default. Email is
checked here and you'll see Gerry's email
address here now. There's also an option
for text messages, and I can't select
that. It's great out. It's not enable.
That's because in order for SharePoint to
send you a text message, there has to be
some additional configuration on the part
of the office. 3 65 Global admin And that
has not been set up for us with this
office. 3 65 But if it has been for you,
you would be able to click on this and add
in your phone number. Next, we can see
send alerts for these changes. These types
of changes when anything changes, that's
the default we can change it to when
someone else changes an item once someone
else changes an item that was created by
me when someone else changes an item last
modified by me. And lastly, when someone
changes an item that appears in the
following view, there has been a view
created in this list. In the view is
called 60626 It's actually a ZIP code, and
it lists the employees by the stores in
that zip code. Next, we have when to send
the alerts. Send notifications
immediately, and it's not immediate. It
takes a couple of minutes. It could take a
few minutes, but it's a lot quicker than
sending the daily summary. Now. If I
select send a daily summary, you see, it
asked me, What time do you want me to send
that daily summary? We can also choose to
send a summary weekly, and that'll give
you the day and the time every week. I'm
gonna leave it at send notifications
immediately, and you have to be careful.
If you set this tow. Anything changes, and
a lot of things change on that item. If
it's something that changes often or is
updated you might Philip your inbox pretty
quick. So make sure that you understand
which one of these options you wanna have
alerts for. But this is fine for us. We're
good with just the way it is. We're gonna
click. Okay? And if we come up here to the
top, if we wait long enough, we should get
a notification. Doesn't seem to be coming
through sometimes. And this is what I was
telling you before. Sometimes the send
notifications immediately isn't immediate.
Sometimes right away you'll get an alert
here in your notifications, telling you
that you have successfully created that
alert. Let's go to Gary's outlook and see
if we can find it there. There it is. HR
team site alert. Joshua has been
successfully added, and you will receive
alerts according to the delivery method.
So we know that our alert is on. Now.
Let's go ahead and let's go to the
documents library. Actually, let's go to
the job descriptions library and let's set
an alert on the accountant job
description. Once again, we're going to
select that document. You see, we have
show actions were gonna click there. We're
gonna come down to alert me and you see,
all of our options are pretty much the
same job descriptions. The name of the
library and the name of the document
accountant job description. That D O C X.
That's fine. You can change it if you
want. Send alerts by email, and I'm gonna
leave it again. Anything changes and send
notifications immediately. And you see
that these options are all pretty much the
same. We're gonna click, okay? And I'm
going to sign out now and sign in as
Olivia and have her make some changes.
I'll be right back. Okay? I've signed in
now is Olivia Fitzpatrick You can see over
here in the upper right corner, and we're
gonna open up this accountant job
description and make some changes. Let's
just do something simple here. We'll
highlight that and make that a little bit
bigger. And maybe we'll take out this
space and this space. Okay, Just a couple
of quick changes here. Well, go ahead and
we will close that. And then we will go to
the employee list and we will select
Joshua Hartson and we will edit. We're
gonna come down and changed his status
from part time. Two full time say that
change. And now we'll go ahead and we'll
sign out and signed back in as Gary and
see if he got those alerts. Hang in there
with me. I'll be right back. All right,
I'm back here. Signed in is Gary Coulson.
You can see up there in the upper right,
and I'm on the home page for HR team site.
We don't see any notifications yet through
our little notification panel here, but
let's go to Gerry's outlook and see if the
e mails are indeed there. And it looks
like they are the H R team site employee
list. Joshua Status was changed from part
time to full time by Olivia Fitzpatrick
Pretty good. That's exactly what we're
looking for and the H R team site. We see
that the accountant job description has
been changed, and we would have to open
that up and see what those changes are. So
now you know how to add alerts to list
items or documents. Thanks for listening, and I'll see you next time