SharePoint Document Issues

How to Include Document Descriptions When Sharing a SharePoint Link

Rana Garcia Sep 30, 2026 870 views

Question details

Users want to know how to include document metadata and descriptions when copying and sharing a SharePoint file link to platforms like Outlook or Teams.

How to Include Document Descriptions When Sharing a SharePoint Link

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Generating a shareable link for a SharePoint document that displays a rich preview with metadata in Outlook or Teams.
Observed behavior: The user is looking for the 'Include link details' option to append metadata, but sometimes this option is missing or unavailable due to tenant settings or permissions.

Before you start

Before sharing your document, verify that you have the appropriate edit or share permissions in the SharePoint library and ensure the metadata fields for the document are properly filled out.

Solution 1Recommended

Include Document Details Using the Copy Link Feature

The standard method to configure sharing settings so that document metadata appears in the link preview.

When you share documents from SharePoint into Outlook or Teams, including link details creates a rich preview card. This helps recipients understand the context of the file before opening it.

Select the Document

Navigate to your SharePoint document library and click the checkmark next to the file you want to share.

Open Copy Link Settings

Click the 'Copy link' button located on the top command bar or right-click the document to select it from the context menu.

Configure Sharing Options

In the sharing dialog, click on the current sharing scope (e.g., 'People in your organization') to open the detailed sharing settings.

Select Include Link Details

Look for the 'Include link details' checkbox. If available, check the box and select the specific metadata fields (like description or title) you want to include.

Copy and Paste

Click 'Apply', copy the final link, and paste it directly into Microsoft Teams or Outlook to display the rich preview.

Include Document Details Using the Copy Link Feature

Feature Availability: If you cannot find the 'Include link details' option, it may be disabled by your organization's tenant settings or hidden due to a recent SharePoint interface update.

Solution 2

Troubleshoot a Missing 'Include Link Details' Checkbox

Steps to take if the metadata sharing option is not visible in your SharePoint interface.

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1. Open Your File: Launch WPS Office and open the document you wish to share.
2. Click Share: Click the 'Share' button located in the top right corner of the workspace.
3. Set Permissions: Choose your desired link permissions, such as 'Anyone with the link can view' or 'Edit'.
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Frequently Asked Questions

Why can't I see the 'Include link details' checkbox in SharePoint?

This option is often hidden or disabled due to your organization's global tenant settings, restricted document permissions, or recent Microsoft UI updates that have streamlined the sharing dialog.

Will the document description show up everywhere I paste the link?

No, the rich preview with document metadata typically only appears when the link is pasted into supported Microsoft ecosystem applications like Outlook and Teams. It may not display correctly in third-party messaging apps.

How do I add or edit metadata for a SharePoint document?

Select the document in your SharePoint library, click the 'i' (Details pane) icon in the top right corner, and fill in or modify the desired metadata fields such as Title, Description, or custom columns.

Document & File Issues