Office 365 Portal - Get an email notification when a document is modified Use Case

Stay in the loop with your team's collaborative projects! Learn how to set up email notifications for document modifications in Office 365 SharePoint. This video walks you through the simple steps to ensure you're instantly updated whenever changes occur, helping you manage your workflow efficiently. Don't miss out on important updates—watch now!

  • 01:25
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Objectifs :

Understand how to set up alerts in a shared document library to be notified of modifications made by coworkers.


Chapitres :

  1. Introduction to Document Alerts
    In collaborative environments, keeping track of changes made to shared documents is crucial. This guide explains how to set up alerts in a shared document library, allowing you to receive notifications whenever a document or folder is altered by another team member.
  2. Setting Up Alerts
    To be informed about modifications in a shared document library, follow these steps: 1. **Select the Document or Folder**: Begin by choosing the specific item you want to monitor. 2. **Access Alert Options**: Click on the 'Alert Me' option to open the alert setup window. 3. **Refine Your Alert**: - **Title**: By default, SharePoint provides a title for the document, but you can customize it. - **Type of Alert**: Choose whether you want to receive notifications via email or text. - **Change Type**: Specify the type of changes you want to be notified about (e.g., modifications, additions, deletions). - **Frequency**: Decide how often you want to receive alerts (immediately, daily, or weekly).
  3. Additional Options for Folder Alerts
    When setting alerts for a folder, you have additional options: - Schedule alerts for specific actions such as added, modified, or deleted items. This allows for more granular control over what changes you are notified about.
  4. Receiving Notifications
    Once your alerts are set up, you will receive email notifications whenever a document is modified. The alert will include a link that allows you to view the document that has been changed. Depending on the application used, you may also see details about where the change was made and who made it.
  5. Managing Alerts
    You can manage your alert settings through a provided link, which allows you to change the settings of all your alerts. This feature ensures that you stay updated on any changes made to your documents or files in the shared document library.
  6. Conclusion
    Utilizing alerts in a shared document library enhances collaboration by keeping you informed of changes made by your coworkers. By following the steps outlined above, you can ensure that you are always aware of modifications, thereby improving your workflow and communication within your team.

FAQ :

How can I be notified when a document is altered in a shared document library?

You can set up alerts in the shared document library to receive notifications via email or text when a document or folder is modified. Simply select the item, choose the 'Alert Me' option, and customize your alert settings.

What types of changes can I receive alerts for?

You can choose to be notified about various types of changes, including modifications, additions, or deletions of documents or items within a folder.

Can I change the frequency of alerts?

Yes, you can customize the frequency of alerts to receive notifications immediately, daily, weekly, or at other intervals that suit your needs.

Is it possible to see who made changes to a document?

Yes, depending on the application used, you can view the specific changes made to a document and identify the user who made those changes.

What should I do if I want to change my alert settings?

You can use the provided link to change the settings of all your alerts, allowing you to modify the types of notifications you receive.


Quelques cas d'usages :

Collaborative Document Editing

In a team environment, members can use the alert feature to stay informed about changes made to shared documents, ensuring everyone is updated on the latest edits and modifications.

Project Management

Project managers can set alerts for critical project documents to receive immediate notifications about any changes, helping them to track progress and maintain oversight.

Compliance Monitoring

Organizations can utilize alerts to monitor changes in compliance-related documents, ensuring that all modifications are documented and reviewed in a timely manner.

Version Control

By setting alerts for document modifications, teams can effectively manage version control, allowing them to revert to previous versions if necessary.

Training and Onboarding

New employees can benefit from alerts by staying informed about updates to training materials and onboarding documents, ensuring they have the most current information.


Glossaire :

Shared Document Library

A centralized storage location in SharePoint where multiple users can access, edit, and collaborate on documents.

Alert

A notification feature that informs users about changes made to documents or folders in a shared document library.

Modification

Any change made to a document, which can include edits, additions, or deletions.

Email Alert

A type of notification sent via email to inform users about specific changes in a document or folder.

Text Alert

A notification sent via text message to inform users about changes made to documents or folders.

Frequency of Alert

The interval at which notifications are sent to users, which can be immediate, daily, weekly, etc.

Change Settings

Options available to modify how alerts are received, including the type of changes to be notified about.

00:00:03
I want to be informed whenever another colleague makes a modification.
00:00:07
How can I stay updated on changes to this document?
00:00:10
In a shared document library,
00:00:12
there's a convenient feature that allows me to set up alerts so
00:00:15
I can be notified whenever someone else edits a document or folder.
00:00:20
By selecting an item,
00:00:21
I can choose the alert me option from the more menu.
00:00:26
A window will open for me to refine the alert settings.
00:00:29
By default,
00:00:30
SharePoint will provide a title for the alert,
00:00:33
but I can change it.
00:00:35
Next,
00:00:35
I'll choose the type of alert,
00:00:37
either by email or text.
00:00:39
Then I'll specify the type of changes I want to be notified about.
00:00:44
Finally,
00:00:44
I'll set the frequency of the alert.
00:00:49
When the alert is based on a folder,
00:00:51
additional options are available,
00:00:53
such as scheduling alerts for added,
00:00:55
modified,
00:00:56
or deleted items.
00:00:58
In my example,
00:00:59
I receive an email alert when a document is modified.
00:01:03
This link allows me to change the settings for all my alerts.
00:01:08
And with this link,
00:01:09
I can view the document that has been modified.
00:01:11
Depending on the application used,
00:01:13
I can see exactly where the change was made and by whom.
00:01:17
Thanks to the shared document library,
00:01:19
I can easily stay informed about changes made to my documents or files.

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00:00:00
A minha equipa e eu temos trabalhado de forma colaborativa num documento.
00:00:03
Quero ser informado sempre que outro colega fizer uma alteração.
00:00:07
Como posso manter-me atualizado sobre as alterações a este documento?
00:00:10
Numa biblioteca de documentos partilhada,
00:00:12
existe uma funcionalidade conveniente que me permite configurar alertas para
00:00:15
Posso ser notificado sempre que outra pessoa edita um documento ou pasta.
00:00:20
Ao selecionar um item,
00:00:21
Posso escolher a opção alertar-me no menu mais.
00:00:26
Uma janela abrir-me-á para refinar as definições de alerta.
00:00:29
Por predefinição,
00:00:30
O SharePoint fornecerá um título para o alerta,
00:00:33
mas posso mudá-lo.
00:00:35
Seguinte,
00:00:35
Vou escolher o tipo de alerta,
00:00:37
quer por correio electrónico ou por texto.
00:00:39
Depois vou especificar o tipo de alterações sobre as quais quero ser notificado.
00:00:44
Por último,
00:00:44
Vou definir a frequência do alerta.
00:00:49
Quando o alerta se baseia numa pasta,
00:00:51
estão disponíveis opções adicionais,
00:00:53
tais como alertas de agendamento para adicionadas,
00:00:55
modificado,
00:00:56
ou itens eliminados.
00:00:58
No meu exemplo,
00:00:59
Recebo um alerta por e-mail quando um documento é modificado.
00:01:03
Este link permite-me alterar as definições de todos os meus alertas.
00:01:08
E com esta ligação,
00:01:09
Posso ver o documento que foi alterado.
00:01:11
Consoante a aplicação utilizada,
00:01:13
Posso ver exactamente onde foi feita a alteração e por quem.
00:01:17
Graças à biblioteca de documentos partilhados,
00:01:19
Posso ficar facilmente informado sobre as alterações feitas nos meus documentos ou ficheiros.

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00:00:00
Io e il mio team abbiamo collaborato alla stesura di un documento.
00:00:03
Voglio essere informato ogni volta che un altro collega apporta una modifica.
00:00:07
Come posso rimanere aggiornato sulle modifiche a questo documento?
00:00:10
In una libreria di documenti condivisa,
00:00:12
c'è una comoda funzione che mi consente di impostare avvisi in questo modo
00:00:15
Posso ricevere una notifica ogni volta che qualcun altro modifica un documento o una cartella.
00:00:20
Selezionando un elemento,
00:00:21
Posso scegliere l'opzione Avvisami dal menu Altro.
00:00:26
Si aprirà una finestra in cui posso perfezionare le impostazioni degli avvisi.
00:00:29
Per impostazione predefinita,
00:00:30
SharePoint fornirà un titolo per l'avviso,
00:00:33
ma posso cambiarlo.
00:00:35
Avanti
00:00:35
Sceglierò il tipo di avviso,
00:00:37
tramite e-mail o SMS.
00:00:39
Quindi specificherò il tipo di modifiche di cui voglio essere avvisato.
00:00:44
Infine
00:00:44
Imposterò la frequenza dell'avviso.
00:00:49
Quando l'avviso è basato su una cartella,
00:00:51
sono disponibili opzioni aggiuntive,
00:00:53
ad esempio la pianificazione degli avvisi per l'aggiunta,
00:00:55
modificato,
00:00:56
o elementi eliminati.
00:00:58
Nel mio esempio,
00:00:59
Ricevo un avviso via e-mail quando un documento viene modificato.
00:01:03
Questo link mi consente di modificare le impostazioni per tutti i miei avvisi.
00:01:08
E con questo link,
00:01:09
Posso visualizzare il documento che è stato modificato.
00:01:11
A seconda dell'applicazione utilizzata,
00:01:13
Posso vedere esattamente dove è stata apportata la modifica e da chi.
00:01:17
Grazie alla libreria di documenti condivisa,
00:01:19
Posso rimanere facilmente informato sulle modifiche apportate ai miei documenti o file.

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00:00:00
Я и моя команда совместно работали над документом.
00:00:03
Я хочу получать уведомления всякий раз, когда другой коллега вносит изменения.
00:00:07
Как я могу быть в курсе изменений в этом документе?
00:00:10
В общей библиотеке документов
00:00:12
есть удобная функция, которая позволяет мне так настраивать оповещения
00:00:15
Я могу получать уведомления всякий раз, когда кто-то редактирует документ или папку.
00:00:20
Выбрав объект,
00:00:21
Я могу выбрать опцию «Оповестить меня» в меню «Дополнительно».
00:00:26
Откроется окно для уточнения настроек оповещений.
00:00:29
По умолчанию
00:00:30
SharePoint предоставит заголовок для предупреждения,
00:00:33
но я могу его изменить.
00:00:35
Далее
00:00:35
Я выберу тип оповещения,
00:00:37
по электронной почте или в текстовом сообщении.
00:00:39
Затем я укажу тип изменений, о которых хочу получать уведомления.
00:00:44
Наконец,
00:00:44
Я настрою частоту оповещения.
00:00:49
Если предупреждение основано на папке,
00:00:51
доступны дополнительные опции,
00:00:53
такие как планирование оповещений о добавлении,
00:00:55
изменено,
00:00:56
или удаленные элементы.
00:00:58
В моем примере
00:00:59
При изменении документа я получаю уведомление по электронной почте.
00:01:03
Эта ссылка позволяет мне изменить настройки всех моих оповещений.
00:01:08
И с помощью этой ссылки
00:01:09
Я могу просмотреть документ, который был изменен.
00:01:11
В зависимости от используемого приложения
00:01:13
Я точно вижу, где и кем было внесено изменение.
00:01:17
Благодаря общей библиотеке документов
00:01:19
Я могу легко быть в курсе изменений, внесенных в мои документы или файлы.

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00:00:00
Mi equipo y yo hemos estado trabajando en colaboración en un documento.
00:00:03
Quiero que me informen cada vez que otro colega haga una modificación.
00:00:07
¿Cómo puedo mantenerme actualizado sobre los cambios en este documento?
00:00:10
En una biblioteca de documentos compartida,
00:00:12
hay una práctica función que me permite configurar alertas para
00:00:15
Puedo recibir una notificación cada vez que otra persona edite un documento o una carpeta.
00:00:20
Al seleccionar un elemento,
00:00:21
Puedo elegir la opción de avisarme en el menú Más.
00:00:26
Se me abrirá una ventana para refinar la configuración de las alertas.
00:00:29
De forma predeterminada,
00:00:30
SharePoint proporcionará un título para la alerta,
00:00:33
pero puedo cambiarlo.
00:00:35
A continuación,
00:00:35
Elegiré el tipo de alerta,
00:00:37
ya sea por correo electrónico o mensaje de texto.
00:00:39
Luego especificaré el tipo de cambios sobre los que quiero que se me notifique.
00:00:44
Por último,
00:00:44
Estableceré la frecuencia de la alerta.
00:00:49
Cuando la alerta se basa en una carpeta,
00:00:51
hay opciones adicionales disponibles,
00:00:53
como programar alertas para añadirlas,
00:00:55
modificado,
00:00:56
o elementos eliminados.
00:00:58
En mi ejemplo,
00:00:59
Recibo una alerta por correo electrónico cuando se modifica un documento.
00:01:03
Este enlace me permite cambiar la configuración de todas mis alertas.
00:01:08
Y con este enlace,
00:01:09
Puedo ver el documento que se ha modificado.
00:01:11
En función de la aplicación utilizada,
00:01:13
Puedo ver exactamente dónde y quién hizo el cambio.
00:01:17
Gracias a la biblioteca de documentos compartida,
00:01:19
Puedo mantenerme informado fácilmente sobre los cambios realizados en mis documentos o archivos.

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