Fact: You can’t set up an alert for a SharePoint Group in SharePoint 2010 or SharePoint 2013.
And for many that’s a great thing, as they dread the thought of more emails flooding their inboxes. But there are times, especially during the early days of rolling out an implementation or a new feature where notifications can be useful – not only to identify if people are making errors, not following instructions, or (worse) not showing up at all to perform the task you asked of them.
So what’s a Site Owner or Admin to do (especially if workflows aren’t an option)?
Here is the quick workaround:
- In the Site Settings > People and Groups > select the SharePoint Group.
- Click the Select All check box
- Actions menu > Select E-Mail Users
- Follow the prompts to open Outlook to create a new email
- Highlight the list of email addresses in the To field. Copy.
- Paste into the alert screen.
Remember: You’re not actually adding the SharePoint group. You are adding the individual users in a batch. You will need to remember to go and add/remove a new/departing person’s name later.
How do you keep track of changes you make in your SharePoint site?
I’d recommend creating a OneNote notebook to store notes and screen clippings of changes to share with others as well as jog your own memory. At itgroove, we use the same Notebook to store master copies of template checklists to reuse for various processes. Documentation is useless unless people read it – so we complete our Change Control strategy by posting an announcement along with a screenshot in a dedicated Group in our Yammer Network (that our team is required to subscribe to). Everyone “likes” the post to communicate they’ve seen it – and share their feedback using hashtags – which can lead to lots of #lolz.