How To Add Comments To Version History In Sharepoint

Adding comments to version history in SharePoint is a crucial aspect of collaborating effectively with your team. In order to facilitate seamless communication and provide valuable feedback, SharePoint offers a variety of options for adding comments to different file types.

Option 1: Use the Comments feature within MS Office desktop applications, such as Word, Excel, and PowerPoint. This allows you to consolidate comments within the file itself, making it easy to track changes and collaborate with others. However, please note that this option is limited to MS Office files only.

Option 2: Utilize the Comments feature within Office Online, accessible through your browser. Similar to the desktop version, this allows you to comment on MS Office files and @mention others for their input. However, like Option 1, it does not support other file types like PDFs.

Option 3: Take advantage of the Document Information Panel Comments for non-Office files. This option enables you to add comments to non-Office files, such as PDFs or images. You can achieve this by either using the checkbox next to the file and scrolling down within the document information panel or opening the non-Office file in the browser and accessing the document information panel.

Option 4: Use the check out/check-in version comments feature. By checking out a file, making necessary changes, and checking it back in, you can add comments that will appear in the version history. This option is compatible with both MS Office files and non-Office files.

Option 5: Opt for the Comments field metadata. This involves adding a custom metadata column to the document library where you want to add comments. The column will allow you to add comments to both MS Office and non-Office files, and you can conveniently view them in the document library.

Option 6: Leverage the MS Teams conversation feature. Although not a direct comments feature within a file, it allows for conversations and comments centered around a document in the context of MS Teams. This option is ideal for temporary and short-term collaborations.

In summary, SharePoint provides multiple avenues for adding comments to the version history, catering to different file types and specific requirements. Each option has its own advantages and disadvantages, so it is essential to carefully consider your needs and choose the option that best aligns with your collaboration goals.

Different Options for Adding Comments in SharePoint

There are multiple options to choose from when it comes to adding comments to version history in SharePoint, each with its own set of advantages and limitations. Let’s explore these options in detail:

  1. Option 1: Comments Feature in MS Office
  2. The Comments feature within MS Office desktop applications like Word, Excel, and PowerPoint allows you to keep all the comments together as part of the file. It also provides the ability to @mention someone for their feedback. However, please note that this option is only applicable to MS Office files and not compatible with other file types such as PDFs.

  3. Option 2: Comments Feature in Office Online
  4. Similar to the desktop version, Office Online also offers a Comments feature that allows you to add comments and @mention others. However, it is important to remember that this functionality is limited to MS Office files and does not extend to other file formats.

  5. Option 3: Document Information Panel Comments for Non-Office Files
  6. If you need to add comments to non-Office files like PDFs or images, you can utilize the Document Information Panel. To do this, you can either click the checkbox next to the file and scroll down within the document information panel or open the non-Office file in the browser and access the document information panel. This option enables you to add comments to a wider range of file types beyond MS Office files.

  7. Option 4: Check Out/Check-In Version Comments
  8. By checking out a file, making changes, and then checking it back in, you can enter comments that will appear in the version history. This option works for both MS Office and non-Office files, providing flexibility and convenience.

  9. Option 5: Comments Field Metadata
  10. Adding a custom metadata column to the document library is another way to include comments. This Comments field metadata allows you to add comments to MS Office and non-Office files. Additionally, it is visible in the document library view, making it easy to access and manage.

  11. Option 6: MS Teams Conversation
  12. While not a direct comments feature within a file, MS Teams conversation offers the ability to have discussions and comments around a document within the context of MS Teams. Although this option is more temporary and short-term, it provides a collaborative space for conversations related to specific documents.

In summary, SharePoint provides various options for adding comments to the version history, catering to different file types and specific requirements. Each option has its own pros and cons, so it’s crucial to choose the one that aligns best with your needs.

Choosing the Best Option for Your Needs

To determine the best way to add comments to version history in SharePoint, it’s essential to consider the pros and cons of each option and assess how well they meet your specific requirements. Let’s explore the different options discussed in Section 2 and evaluate their suitability based on file type and other factors.

Option 1: Comments feature within MS Office desktop applications

Pros: This option allows you to keep all the comments together with the file, enhancing collaboration and document management. You can also @mention specific individuals for their feedback, ensuring efficient communication.

Cons: However, it’s important to note that this feature is limited to MS Office files only. If you frequently work with non-Office files like PDFs, this option may not be suitable for your needs.

Option 2: Comments feature within Office Online (in the browser)

Pros: Similar to the desktop version, this option enables you to comment and @mention others, enhancing collaboration even when working online. It provides a seamless experience for MS Office files.

Cons: As with the previous option, this feature is also restricted to MS Office files, limiting its usefulness for non-Office file types.

Option 3: Document Information Panel Comments for non-Office files

Pros: This option allows you to add comments to non-Office files like PDFs or images. It provides flexibility and expands your commenting capabilities beyond MS Office files.

Cons: However, accessing the Document Information Panel for non-Office files can be a bit tricky. It requires either clicking the checkbox next to the file and scrolling down within the panel or opening the non-Office file in the browser to access the panel.

Option 4: Check out/check-in version comments

Pros: By checking out a file, making changes, and checking it back in, you can enter comments that will appear in the version history. This option works for both MS Office and non-Office files, offering versatility.

Cons: While this option provides a straightforward way to add comments, it involves additional steps of checking out and checking in the file, which may not be ideal for quick comments or casual collaboration.

Option 5: Comments field metadata

Pros: Adding a custom metadata column to the document library allows you to add comments to both MS Office and non-Office files, providing a unified approach. The comments are also visible in the document library view, making it easy to track and manage.

Cons: This option requires setting up and managing the custom metadata column, which may involve some initial configuration and ongoing maintenance.

Option 6: MS Teams conversation feature

Pros: Although not a direct comments feature within a file, using the MS Teams conversation feature allows for conversation and comments around a document within the context of MS Teams. It promotes collaboration and centralizes discussions around the file.

Cons: This option is temporary and short-term in nature, as conversations may get buried or become less relevant over time. It may be more suitable for immediate collaboration rather than maintaining a long-term comment history.

In summary, there are multiple ways to add comments to the version history in SharePoint, each with its own advantages and limitations. By considering the pros and cons of each option and evaluating how well they align with your specific requirements, you can choose the best option that suits your needs, file types, and collaboration preferences.

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