FILE VIEWER WEB PART

The File Viewer web part in SharePoint Online lets you display and preview files directly on a modern page without requiring users to download them. It’s ideal for site owners who want to make documents or media easily accessible and viewable within a page layout.

SharePoint Online File Viewer Web Part Guide - What It Is

  • The File Viewer web part (formerly called the Document web part) allows you to embed and preview files directly on a SharePoint page.
  • Supported file types include Word, Excel, PowerPoint, Visio, PDFs, videos, and 3D models.
  • Image files are not supported—use the Image web part instead.

Why Use It

  • Quick access: Users can view files without downloading.
  • Better engagement: Documents, presentations, or media are displayed inline on the page.
  • Dynamic display: Can be connected to a Document Library web part to show files based on user selection Microsoft Support.

How to Add the File Viewer Web Part

  1. Navigate to the page where you want the file displayed.
  2. Select Edit at the top right of the page.
  3. Click the + icon to add a new section or web part.
  4. Search for File Viewer in the toolbox and select it.
  5. Choose a file from:
    • Recent files
    • Site contents
    • Upload from your computer
    • A link (URL)

Configuring the Web Part

  • After inserting the file, you can:
    • Add a description under the web part.
    • Edit properties (options vary by file type).
    • For PDFs, use Open in new window to enable printing.
  • If connected to a Document Library web part, the File Viewer can dynamically show the file selected by the user Microsoft Support.

Best Practices for Site Owners

  • Use for key documents: Policies, reports, presentations, or training materials.
  • Combine with Document Library web part: Provides browsing plus inline viewing.
  • Keep permissions in mind: Users must have access to the file to view it.
  • Avoid clutter: Limit the number of File Viewer web parts per page to maintain readability.

Limitations

  • No image support (use Image web part).
  • On-premises versions (SharePoint 2019/Subscription Edition) only support Word, Excel, and PowerPoint files.
  • Printing from PDFs requires opening in a new window.

Summary for Users & Site Owners:
The File Viewer web part is a powerful tool to embed and preview documents and media directly on SharePoint pages, improving accessibility and user experience. Site owners should use it strategically for important files, connect it with Document Libraries for dynamic content, and remember its limitations with images and printing.

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