Lesser Used Web Parts of SharePoint

This week I’m beginning my summer break from BI and returning to SharePoint to look at some of what I like to call the lesser used web parts. Some of these web parts I will discuss over the next several weeks did not exist in the original SharePoint 2007 (Original for me because that is when I started using SharePoint). Some of the web parts might not have even existed in SharePoint 2010, but only appeared in SharePoint 2013. So depending on which version of SharePoint your site is current on, you may or may not see some of the web parts I will describe. However, I will try to tell you whether the web part existing at least in SharePoint 2010 and/or SharePoint 2013. Some might even appear within different categories of web parts because Microsoft chose to regroup some web parts between 2010 and 2013. I will try to let you know that too. With that in mind, let’s begin with a web part that did exist in both SharePoint 2010 and SharePoint 2013:

Relevant Documents Web Part

Often the number of documents in a site becomes overwhelmingly large and finding the documents I worked on can be quite a challenge. This is especially true of collaboration sites. The Relevant Documents web part, which exists in both SharePoint 2010 and SharePoint 2013, helps me find what I want. Furthermore, my site does not need a custom view or custom page to display the documents relevant to each person who has edit rights to the site. This web part automatically detects the currently logged in user and filters the documents returned by that user. I don’t even need to know in which library to search in because this web part searches across all libraries in the current site (but not subsites). That means that it returns not only documents from the document libraries in the site regardless of the library names, but also items from image libraries and page libraries. Let’s see an example.

The Relevant Documents web part, like all web parts, must be hosted within a page. Therefore, I must first either create the page I want to use or navigate to an existing page.

Next I edit the page. Depending on the version of SharePoint, the Edit this page option may either appear in the Site Actions dropdown menu (2010), the Actions icon (2013), or the Edit button (2013).

I then find a place on the page where I want to add the web part and from the Insert tab, click on Web Part in the Parts group as shown in the following image.

SharePoint then displays three boxes across the top of the page beginning with Categories on the left. Select Content Rollup from the Categories list.

I now see the Relevant Documents web part in the Parts box. Select this web part by clicking on it.

Additional information about the selected web part then appears in the About the part box. To add the web part to my page, I simply click the Add button in the bottom right side of this area.

The following figure shows how this dialog looks in SharePoint 2013. However, the changes in SharePoint 2010 are minimal.

After I add the web part to the page, it automatically displays any documents in the current site that I last modified by default. The theory of this default is that documents I recently modified would be the most likely files I would want to return to edit further.

This web part does have some properties that I may want to tweak. To open the web part properties, hover over the web part title until the dropdown arrow appears on the right side of the header.

Select: Edit Web Part from the dropdown menu. I then need to scroll to the right and possibly up to see the properties panel. This dialog consists of several property groups. The first group: Appearance, is open by default. Here I can change the Title property to change the web part’s displayed title.

The other properties I may want to change can be found the Data group as shown below:

Note that there are separate options to let me see all documents that I created, even after someone else modifies it and documents which I may have checked out that others created and modified. The checkbox to include a link to the folder or list allows me to open the library rather than just opening the document. Finally, I can adjust the number of items shown in the list. However, my recommendation is that for most users, a number from 1 to 100 makes the most sense.

In conclusion, I could create a page on my site with the name My Relevant Documents. Then by using this web part, every contributor to my site can go to that one page to see only the documents that they have added or have been working on.

That’s all for this week. Hope you are having a good summer and next week I will continue with a related web part: Site Aggregator.