How to create an alert?

Go to the page where the Virto Alerts & Reminder App is installed on your SharePoint site. If you do not know where to find it, ask your tenant admin for a direct link to the app. Then, click the “Add Alert” button.

Add Alert button in the Virto Alerts & Reminders app on a SharePoint site — Add alert

Step 1: General information#

Fill in the first part of the alert form—general information.

Choose a list or document library from the drop-down menu. Ensure you know the exact name of the list or library for which you want to create an alert. The drop-down menu will display all lists and document libraries you can access.

Choosing a SharePoint list or document library from the drop-down in the alert form — Choose a SharePoint list

Select a change type. You can create an alert for all changes made to the list or only about new, modified, or deleted items. For example, if you want to inform someone of new tasks in the “Sales & Marketing” list, choose “New items are added.”

Selecting the change type that triggers the alert, such as New items are added — Change type

Specify the title. This is how your alert will be displayed in the list of all alerts.

Specifying the alert title that will appear in the list of all alerts — Alert title

The alert owner is the user who can edit the alert. By default, you are the owner of the alerts you create.

Alert owner field with the current user set as owner by default — Owner

Step 2: Recipients#

Recipients are users or groups who will receive this alert. Start typing a user’s name or email to add them to the list of recipients.

Adding recipients by typing a user name or email in the alert Recipients step — Recipients

Step 3: Message view#

Now, define what will be in your alert message. Add the subject (the email subject displayed in the recipient’s email client) and type the text of the message body.

Message view step with subject and message body fields for the alert email — Message body

Step 4: options#

Finally, decide when you want to send this alert. For example, if you choose “Send notification immediately,” the alert will be sent immediately after adding any new task to the chosen list. Remember to click “Save.”

Options step set to Send notification immediately for the new alert — Options

Your first alert will appear in the “My alerts” list.

Newly created alert shown in the My alerts list in Virto Alerts & Reminders — My alerts

When a new task is added to the list, the recipients will receive an email alert.

Email alert received in Microsoft Outlook after a new item is added to the list — Alert in Microsoft Outlook

You can apply more handy functions to your alerts. For more advanced options, please see “Configuration and usage.”