Manage and share Web Parts in SharePoint Server 2010 and 2007

This article is intended for site owners and administrators. It provides an overview of how to configure and manage Web Part galleries and Web Part Pages.

Overview of the Web Part gallery

A Web Part Gallery is a central warehouse of Web Parts available for use on your site. You can use the Web Part Gallery to edit the properties for the Web Parts that are available to your site and all sites under it.

All the Web Parts in the gallery are organized into groups that correlate with the default categories that display when you click Insert Web Parts from a page. If you have the appropriate permissions, you can edit Web Part properties or import new Web Parts into the Web Part Gallery.

Note:  To manage the Web Part Gallery, you must be a site collection administrator or you must have the Full Control permission level on the site, and you must be at the root of the site collection. If you cannot access the Site Settings menu, or if you do not see a link for Web Parts listed on the Site Settings page, under the Galleries section contact your site collection administrator for assistance.

You can delete or export a Web Part or change its name or the group that it belongs to when you edit its properties.

  1. On the Site Actions menu Button image , click Site Settings.

    If you don't see settings, click Modify All Site Settings.

Note:  On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view.

  1. In the Galleries section, click Web parts.

  2. Click the Edit button Button image next to the Web Part you want to edit, edit the properties, and then click Save.

You can use a gallery of Web Parts to manage the Web Parts that are available to your site and all sites under it. You can add and upload new Web Parts and change certain Web Part properties in the Web Part Gallery. Web Parts added to the gallery are listed under the Site Name Gallery on the tool pane.

Note: To manage the Web Part Gallery, you must be a site collection administrator or you must have the Full Control permission level on the site, and you must be at the root site of the site collection. If you cannot access the Site Settings menu, or if you do not see a link for Web Parts listed on the Site Settings page, contact your site collection administrator for assistance.

  1. On the Site Actions menu Button image , click Site Settings. If you don't see the settings, click Modify All Site Settings.

    Note: On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view.

  1. In the Galleries column, click Web Parts.

  2. Do one of the following:

    In SharePoint Server 2007

    • To add new Web Part to the gallery, click New.

    • To upload a Web Part by using a .dwp or .webpart file, click Upload.

    • To edit the properties for a specific Web Part, click the Edit button Button image next to the name of the Web Part.

    In SharePoint Server 2010

    • To add a new Web Part to the gallery, click Documents on the ribbon, and then click New Document.

    • To upload a Web Part using a .dwp or .webpart file, click Documents on the ribbon, and then click Upload Document.

    • To edit the properties for a specific Web Part, click the Edit button Button image next to the name of the Web Part.

You can put Web Parts into custom groups that you specify. The custom group is listed under the All Web Parts section of the Add Web Parts dialog box when you click Add a Web Part while the page is in edit mode.

Note: Each Web Part can belong only to a single group.

  1. On the Site Actions menu Button image , click Site Settings.

    Note: On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view.

  1. In the Galleries column, click Web Parts.

  2. Click the Edit button Button image for the Web Part that you want to edit.

  3. In the Group section, do one of the following:

    • To add the Web Part to an existing group, select the group name.

    • To add the Web Part to a new group, click Specify your own value. In the text box, type the name of the new group.

  4. Click OK. The Web Part will be listed under the group name in the All Web Parts section of the Add Web Parts dialog box.

Import and export Web Parts

Web Parts are designed to be easy to export and import. When you personalize a Web Part or when a site owner makes a change to a Web Part Page for all users, you or the site owner may want to share it with other users at your site or even another site. For example:

  • You can export the Web Part from a Web Part Page and then share the Web Part description file (.dwp or .webpart) with other users. Other users can then import the Web Part to a Web Part Page. Alternatively, a site owner can upload the Web Part directly to a Web Part gallery so that all users can access it.

  • A site owner can export a Web Part from a Web Part gallery and then save the file to a public location. Other users can then import the Web Part to a Web Part Page. Or another site owner can upload the Web Part description file to another site Web Part Gallery.

In all cases, it is important to ensure that the Web Part assembly file is also installed on the new site, so that the new Web Part that you created can run on the new site.

Note: You cannot export a List View Web Part. Lists are specific to a site and cannot be transported to other sites in the same way as other Web Parts. If you want to move list data from one site to another, you can export the list data from one site and then import the data to a list on the other site. When you create a new list on the other site, a new List View Web Part is created and added to the Site Name Gallery.

You can export a Web Part and share it with other users. Remember that List View Web Parts cannot be exported. Web Parts that can be exported include the following: Content Editor Web Part, Form Web Part, Page Viewer Web Part, XML Web Part, and Image Web Part.

  1. On the Site Actions menu Button image , click Edit Page.

  2. Click the Web Part menu Web Part menu of the Web Part that you want to edit, and then click Export.

  3. In the File Download dialog box, click Save or Save as.

  4. If you chose Save as, select a location to which you want to save the Web Part file. If you want the file to have a different name, type the name in the File name box.

  5. Click Save.

If you didn't select a location, the Web Part will be in the download folder for your browser (typically \downloads\ under your user name in Windows.

Export a Web Part from the Web Part gallery

  1. On the Site Actions menu Button image , click Site Settings.

    Note: On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings that you want to view.

  2. In the Galleries section, click Web parts.

  3. Click the Edit button Button image for the Web Part that you want to export.

  4. From the ribbon, click Export.

  5. Click Save, browse to the location where you want to save the Web Part description file, and then click Save again.

  6. Click OK to close the Web Part properties dialog box.

If you exported a Web Part from another page or site or if someone sends you a Web Part file, you can import the Web Part for use on your Web Part Page.

Note: Importing a Web Part makes it available only to the Web Part Page to which it is imported, not to other pages on the site. For information about uploading Web Parts to the server for use by multiple sites, see the Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN.

  1. On the Site Actions menu Button image , click Edit Page.

  2. Do one of the following:

    For SharePoint Server 2007

    1. In the Web Part zone that you want to add the Web Part to, click Add a Web Part.

    2. Click Advanced Web Part gallery and options to display the tool pane.

    3. At the top of the tool pane, click the arrow, and then click Import.

    For SharePoint Server 2010

    1. Click Insert in the Ribbon.

    2. Click Web Part.

    3. Under Categories, click Upload a Web Part.

  3. Click Browse.

  4. Locate the Web Part file that you want to import, and then click Open.

  5. Click Upload.

  6. Select the Web Part zone that you want to add the Web Part to, and then click Add.

    Tip: You can also drag the Web Part to the location where you want it on the Web Part Page.

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