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How to Share a SharePoint Document Library Across Subsites
Question details
The user wants to display folders from a document library located on the main SharePoint site inside a web part on a subsite.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Attempting to share or embed a central document library across different subsites within the same SharePoint site collection.
- Observed behavior
- The standard Document Library web part restricts users from selecting libraries outside the current subsite, making it impossible to directly natively display the parent site's library.
Ensure you have Edit permissions for the subsite page where you want to add the web part, and at least Read access to the document library on the main SharePoint site.
Use the Embed Web Part to Display the Main Library
Since the standard web part only loads local libraries, you can bypass this restriction by embedding the main library's URL directly into an Embed web part on the subsite.
The standard Document Library web part in SharePoint is designed to only query and display lists and libraries that exist on the exact current site or subsite. To display a library from a parent site, utilizing the Embed web part is the most reliable out-of-the-box workaround.
Navigate to the main SharePoint site, open the target Document Library that contains your desired folders, and copy the full URL from your browser's address bar.
Go to the specific subsite page where you want to display the library. Click on the 'Edit' button at the top right of the page to enter edit mode.
Hover over the page canvas to bring up the '+' (Add a new web part) icon, search for 'Embed' in the web part menu, and select it to add it to your page section.
In the Embed web part properties pane on the right side of the screen, paste the copied document library URL into the website address box. Close the properties pane and click 'Republish' at the top right to save your changes.
Simplify Document Sharing with WPS Office
If you are finding SharePoint's site and subsite structure too rigid for simple document sharing, consider switching to WPS Office. It provides a lightweight, unified workspace where you can store, collaborate, and share files effortlessly without dealing with complex web part configurations.
- 1. Save to WPS Cloud: Open your document in WPS Office and save it directly to your built-in WPS Cloud storage.
- 2. Generate a Sharing Link: Click the 'Share' button in the top right corner of the application interface.
- 3. Customize Permissions and Send: Set your desired view or edit permissions, copy the generated link, and send it directly to your colleagues.
Frequently Asked Questions
Can I display a specific folder instead of the whole library using the Embed web part?
No, the Embed web part workaround typically displays the entire document library based on the URL provided. To isolate and display only a specific folder seamlessly, you would need a custom SharePoint Framework (SPFx) web part developed for your environment.
Why can't I use the standard Document Library web part for this?
By design, SharePoint's standard Document Library web part restricts its data source to the site or subsite where the web part is placed. It cannot natively query or display libraries located in parent sites or different site collections.
Will users need permissions for both the subsite and the main site?
Yes. Users must have access to the subsite to load the page, and they must also have at least Read permissions for the document library on the main site. If they lack permissions to the main site, the embedded web part will display an access denied error.
