SharePoint Document Issues

How to Add Comments to SharePoint Folder and File Metadata

Amos Gikunda Oct 13, 2026 869 views

Question details

The user needs to know how to add descriptive comments or notes to folders and files within a SharePoint library.

How to Add Comments to SharePoint Folder and File Metadata

Product: SharePoint
Device & OS: not provided
Scenario: Attempting to annotate folders and documents in a SharePoint library for better organization and metadata tracking.
Observed behavior: The default 'Check In Comment' column appears read-only for general content and does not support folders, as it only stores comments generated during the file check-in process.

Before you start

Verify that you have 'Edit' or 'Design' permissions in the SharePoint document library to create and manage custom metadata columns.

Solution 1Recommended

Create a Custom Text Column for Comments

Bypass the limitations of the default Check In Comment field by creating a custom text column that applies to both files and folders.

SharePoint's built-in 'Check In Comment' column is exclusively used to track version history when users check files in and out. It is not designed for general note-taking and does not function for folders. To resolve this, you can add a new custom text column to your document library.

Access Library Settings

Navigate to your SharePoint document library and click on 'Add column' at the far right of the column headers, or open the Library settings menu.

Choose the Column Type

Select either 'Multiple lines of text' (for longer notes) or 'Single line of text' (for brief tags), and click 'Next'.

Configure and Save

Enter a descriptive name for the column, such as 'Folder Comments' or 'Notes', adjust any additional preferences, and click 'Save'.

Input Your Comments

Select the target file or folder, open the details pane on the right side of the screen, and type your notes directly into the newly created comments field.

Create a Custom Text Column for Comments

Check In Comments Usage: If you only need to record version-specific notes for documents, you can continue using the standard Check Out/Check In process, which will prompt you for a Check In Comment automatically.

Free Microsoft Office alternative

Looking for a Lightweight Alternative for Your Documents?

While managing your files in SharePoint, you might also need a reliable, cost-effective office suite to edit them. WPS Office provides exceptional compatibility with Microsoft formats, a familiar interface, and lightweight performance.

1. Download the Installer: Visit the official WPS website and download the free WPS Office installer for your operating system.
2. Install WPS Office: Run the installer and follow the quick on-screen instructions to set up the software.
3. Edit Your Documents: Download your files from SharePoint and open them in WPS Office for immediate, seamless editing.

Seamlessly open and edit Microsoft Office formats, including .docx, .xlsx, and .pptx.Lightweight installation that runs quickly and smoothly on Windows, Mac, and Linux.Familiar, intuitive user interface that makes transitioning from Microsoft Office effortless.Free to use for daily document, spreadsheet, and presentation tasks.

microsoft office alternative - wps office

Frequently Asked Questions

Why is the Check In Comment column read-only in SharePoint?

The Check In Comment column is a system-controlled field designed specifically to record notes provided during the file check-in process. It cannot be manually edited like standard metadata fields.

Can I check out a folder in SharePoint to leave a comment?

No, SharePoint folders cannot be checked out or checked in. Because of this, the Check In Comment feature does not apply to folders, and a custom column is required.

Will a custom comment column appear for both files and folders?

Yes, when you add a custom column to a SharePoint document library, it applies to all content types within that library by default, allowing you to add metadata to both files and folders.

Document & File Issues