Chapter 2. Using and configuring Web Parts in SharePoint 2010
This chapter covers
A key factor in becoming a great developer is a good understanding of how end users work with the tools that SharePoint 2010 provides. As a developer, you may often be asked to build a solution or a Web Part that accomplishes a specific task. Taking advantage of the out-of-the-box features can get you up to speed faster. Sometimes, you may even end up with a solution that requires no programming and no new code.
As you learned in the first chapter, the best SharePoint developers know how to leverage the platform and use the tools that SharePoint supplies. You’ll most likely build better Web Parts if you know how your end users will use your Web Parts and how they’ll create their own applications using them. In this chapter, we’ll explore a few of those possibilities.
Once you know what users can accomplish using only the web interface and SharePoint Designer, you should use the same techniques. You can use the built-in Web Parts to create mockups and demos to show a concept application or to validate your solution with your customer even before you start programming. The out-of-the-box Web Parts can also be a part of your final solution, in combination with your custom Web Parts and pages.
The first thing you’ll notice in SharePoint 2010—if you’ve worked with SharePoint before—is the new user interface. Menus have been drastically changed and moved around and the interface has a more modern design, but it won’t be long before you find your way around and feel at home. SharePoint hides a lot of functionality to avoid cluttering the interface; for example, the Web Part options menu in the upper-right corner of the Web Part is visible only when you select it or hover over the Web Part with your mouse.
SharePoint has several new and improved features such as the Ribbon (you’ll recognize it from Microsoft Office 2007) and Ajax dialog boxes and notifications. These components, which you’ll learn about in the next section, make SharePoint efficient to work with. They also give you, the developer, a whole new way to interact with the users of your Web Parts.
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Microsoft Office 2007 introduced a revolutionary and innovative interface, including the now well-known Ribbon interface. The Ribbon is the new combined menu and toolbar and is based on the user’s current context; for example, if the user is editing a table, the table editing commands appear. This context-aware interface has now made it into SharePoint 2010 (see figure 2.1) and is one of the most significant UI changes for end users.
Figure 2.1. SharePoint 2010 includes the Ribbon toolbar, introduced in Office 2007. The Ribbon is context aware, which means it changes its contents depending on what the user is doing.
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The Ribbon is not the only interface improvement in SharePoint 2010. There are several features that you as a developer can take advantage of and plug into. SharePoint is using Ajax-based dialog boxes and notifications as well as other JavaScript-based features that you can extend.
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Figure 2.2. The Central Administration in SharePoint contains a Health Analyzer that analyzes the current state of the farm. If any critical errors are found, the Health Analyzer uses the status bar to notify administrators.
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You choose Web Parts from the Web Part Gallery, which you’ll find in the Ribbon menu when editing a page. The gallery is a site collection-based library that contains information and metadata about the Web Parts that are available to end users in that specific site collection. The gallery is used to publish the Web Parts that you build or install so that your users can select the Web Parts they want. Using the gallery or directly importing Web Parts is the only way for users to add Web Parts to a page.
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Figure 2.3. The Web Part Gallery contains all installed Web Parts for the current site collection and is used to locate and add Web Parts to pages.
Not only does the Web Part Gallery host the Web Parts but it also contains metadata about how Web Parts are organized in groups as well as permissions for Web Parts. As a developer, you can deploy your default Web Part configuration into the gallery, and the site collection administrator can, at any time, change the configuration of any Web Part in the gallery. In this section, I’ll walk you through the gallery so that you’ll know where your Web Parts are deployed and how they can be used and configured after deployment.
The Web Part Gallery is a special catalog created by SharePoint to host the site collection’s Web Parts. When users are building Web Part pages using either the browser or SharePoint Designer, they pick the Web Parts they need by selecting them from the gallery. The gallery doesn’t contain the compiled Web Part assembly; it’s simply a list of Web Part items with metadata columns and a file attachment that contains a Web Parts control description file. This file contains the default value used by any created instance of the Web Part as well as the reference to the assembly and Web Part class. All Web Parts can also have a group value, which is used for organizing and grouping the Web Parts.
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If you want to edit the metadata and information of a Web Part in the gallery, you first have to go to the Web Part Gallery, which you’ll find in the Site Settings of the site collection. Note that, if you’re in a subsite, you have to navigate to the root site and choose Site Settings. The Web Part Gallery is located under the Galleries section; just click the link to view the gallery.
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Figure 2.4. You can configure, group, export, and manage the permissions for the Web Parts in the Web Part Gallery catalog, accessed from the Site Settings page.
Note
Web Parts are grouped in the gallery, which helps end users find the relevant Web Part more easily. The groups are defined by the metadata on the Web Part in the gallery and can be changed by users who have appropriate permissions. Custom-developed and imported Web Parts appear in the Custom group unless otherwise specified. In chapter 3, you’ll learn how to define these groups in your custom solution.
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Not all users can add Web Parts to the gallery, but, by default, all users with permissions to edit a page can use all the Web Parts in the gallery. Only users with the Design or Full Control permission level are allowed to add or edit Web Parts in the gallery. More specifically, you need the Manage Lists list permission to be able to edit the gallery.
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SharePoint 2010 comes with a number of out-of-the-box Web Parts that are available for end users to use when they’re creating pages and dashboards. The Web Parts that are included reflect which version of SharePoint is installed, which site template is used, and which features are enabled on the site collections. Not all Web Parts are available through the gallery. Some, like the Data Form and the XSLT List View Web Parts, need to be added and configured using SharePoint Designer. Some you have to add manually to the gallery.
The following sections cover the most important out-of-the-box Web Parts in SharePoint. I’ve separated them into the free version SharePoint Foundation 2010 and the license-based version SharePoint Server 2010 so that you can see the differences. For a full list of Web Parts and more details, see appendix A.
SharePoint edition details
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SharePoint Foundation 2010, which is the entry-level edition of SharePoint 2010, contains a set of Web Parts. They’re either generic, for information display, or focused on building simple collaboration sites. Table 2.1 lists the Web Parts that you can find in the gallery in a SharePoint Foundation site.
Table 2.1. The Web Parts of SharePoint Foundation
| Description |
Group |
|
|---|---|---|
| HTML Form Web Part | Connects simple form controls to other Web Parts. | Forms |
| Picture Library Slide-show Web Part | Creates a slideshow of pictures from a picture gallery. | Content Rollup |
| XML Viewer | Imports an XML source and transforms it using an XSLT document. For example, it can be used to import an RSS feed, which is then transformed using a custom XSLT into displayable content. | Content Rollup |
| Relevant Documents | Displays relevant documents for the current user. | Documents |
| Content Editor | Used to add formatted text, tables, and images to a page. Can be used to add JavaScript functions to the page. | Media and Content |
| Image Viewer | Shows an image. | Media and Content |
| Page Viewer | Allows you to frame in another or external page in the page. This Web Part can be used to add framed custom external applications to a site. | Media and Content |
| Silverlight Web Part | Adds a custom Silverlight application to the page. | Media and Content |
| Site Users | Shows the current users and groups of a site. | People |
| User Tasks | Displays the current tasks for the user from the site where the Web Part is placed. | People |
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Table 2.2. SharePoint Foundation Web Parts not available in the web interface
| Description |
|
|---|---|
| Data Form (DFWP/DVWP) | The Data Form Web Part can be used to create views from external sources such as Web Services and SQL Server databases. It’s still called the Data View Web Part internally. |
| XSLT List View (XLV) | This is a new Web Part in SharePoint 2010 and replaces the List View Web Part. It’s based on XSLT instead of Collaborative Application Markup Language (CAML). |
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When using a SharePoint 2010 Server edition, you get a whole lot of Web Parts in the different features. SharePoint Server is essentially SharePoint Foundation with a set of features and services applied to it, which means that all the Web Parts listed in tables 2.1 and 2.2 also are available in SharePoint Server.
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Table 2.3. Content Rollup Web Parts in SharePoint Server 2010
| Web Part name |
Description |
|---|---|
| RSS Viewer | Shows an RSS feed. |
| Web Analytics | Displays configurable popular contents for the site or site collection. |
| Content Query (CQWP) | Dynamically rolls up content and information and creates a view for end users. |
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Table 2.4. Filter Web Parts available in SharePoint Server 2010
| Web Part name |
Description |
|---|---|
| Text Filter | Filters a Web Part using a value entered by the user. |
| Current User Filter | Sends a user id to a Web Part. |
| Date Filter | Filters a Web Part with a selected date. |
| Filter Actions | Synchronizes two or more filter Web Parts. |
| SQL Server Analysis Server Filter | Filters a Web Part with values from a SQL Server Analysis Server cube. |
| Page Field Filter | Filters a Web Part based on metadata of the Web Part page. |
| Query String (URL) Filter | Filters a web part using query string parameters. |
| SharePoint List Filter | Filters a Web Part using a list of values. |
| Choice Filter | Filters a Web Part using a list of values entered by the page author. |
Web Part Connections
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Table 2.5. Navigational Web Parts for use with SharePoint Server 2010
| Web Part name |
Description |
|---|---|
| Sites in Category | Displays sites from a specific category in the site directory. |
| Categories | Displays the categories from the site directory. |
| Site Aggregator | Displays documents and tasks from selected sites. |
| Tag Cloud | Displays a tag cloud of tagged subjects. |
| Summary Links | Displays a list of grouped and styled links. |
| Table of Contents | Displays the sitemap of your site. |
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Table 2.6. People Web Parts
| Description |
|
|---|---|
| Contact Details | Displays contact details for a specified user. |
| Organization Browser | Silverlight-based Web Part for browsing the organization. |
| Note Board | Allows the user to make a note of the current page. |
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Table 2.7. Search Web Parts of SharePoint Server 2010
| Web Part name |
Description |
Sealed |
|---|---|---|
| Advanced Search Box | Parameterized options for search | Yes |
| Federated Results | Shows the search results from a federated (external—non-SharePoint) location | No |
| People Refinement Panel | Used to refine people search results | No |
| People Search Box | A search box used to search for people | No |
| People Search Core Results | Displays the people search results | Yes |
| Refinement Panel | Refinements for search results | No |
| Related Queries | Displays queries related to the current | No |
| Search Best Bets | Displays the best bets of the search results | Yes |
| Search Box | Displays the search box to search for information | Yes |
| Search Core Results | Displays the results of a search or search actions | No |
| Top Answer | Displays the top federated results from a federated location | No |
| Visual Best Bets | Displays visual best bets | No |
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Table 2.8. My Information Web Parts for integration with Outlook Web Access
| Web Part name |
Description |
|---|---|
| My Mail Folder | Displays a mail folder from OWA. |
| My Calendar | Displays your calendar from OWA. |
| My Contacts | Displays your contacts from OWA. |
| My Inbox | Displays your inbox from OWA. |
| My Tasks | Displays your tasks from OWA. |
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Table 2.9. Business Data Web Parts in SharePoint Server 2010
| Web Part name |
Description |
|---|---|
| Business Data Actions | Lists available actions for a specified external content type. |
| Business Data Connectivity Filter | A filter Web Part that provides the consumer with a set of values from the Business Connectivity Services. |
| Business Data Item | Displays a specific item from an external content type. |
| Business Data Item Builder | Creates a BCS item using query string parameters and provides this item to other Web Parts. |
| Business Data List | Displays a list of items from an external content type. |
| Business Data Related List | Lists related items from one or more parent items. |
| Indicator | Displays a single status indicator. |
| KPI List | Displays a list of status indicators. |
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Table 2.10. The Office Web Application Client Web Parts
| Web Part name |
Description |
|---|---|
| Excel Web Access | Shows an Excel Workbook as a web page. |
| InfoPath Form | Displays an InfoPath browser-enabled form. |
| Visio Web Access | Shows a Visio Web Drawing (.vwd file). |
| WSRP Viewer | Shows portlets from websites using Web Services for Remote Portlets (WSRP) 1.1. WSRP is an OASIS-approved standard for communications with remote portlets. |
Web Parts, whether custom or default, are self-contained applications. You can create them so that end users can configure them, or you can provide no configuration options at all. Web Parts can be added to pages and may be connected with other Web Parts to create new applications or mashups.
Users with appropriate permissions can create and edit Web Part pages in SharePoint to create their own solutions. They’re provided with a set of out-of-the-box Web Parts as well as those custom Web Parts that are installed in the site collection’s Web Part Gallery. Using only a web browser, users can add Web Parts and connect them using the user-friendly SharePoint 2010 interface.
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The task of creating a page has been improved in SharePoint 2010. In earlier versions, only publishing sites had the benefit of a decent user interface that was adapted for creating and editing pages. Nearly all SharePoint sites are now created with a Site Pages library to contain site pages.
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Figure 2.5. The New Page dialog box used to create new pages uses the new Dialog Framework. It improves usability by reducing the number of page loads and makes the interface user friendlier and faster.
Note
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When you’re in Edit mode, the Ribbon will adapt its contents accordingly and you’ll see two new tabs, Format Text and Insert, under the Editing Tools tab group. To insert a new Web Part, select the Insert tab and position your cursor in a Web Part zone or wiki content area. The Insert tab contains a group called Web Parts, and within that group, you have a Web Part button, as you can see in figure 2.6.
Figure 2.6. The Ribbon adapts to your current context. If you’re editing a Web Part page, the tools for editing content and adding new Web Parts appears. And if you select a Web Part when editing the page, the Web Part tools and, optionally, Web Part–specific tabs appear.
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Figure 2.7. You edit the properties of a Web Part in the editor pane, which consists of Editor Parts. Each Web Part type has its own setup of Editor Parts.
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The ability to connect Web Parts is a powerful feature and can be done using the web interface. A common use is filtering a Web Part based on information in another. Web Parts connections can be used to build mashups that combine information from one or more sources. When you’re connecting Web Parts, SharePoint is sending information from one Web Part, called the provider, to another Web Part, called the consumer.
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Figure 2.8. Use the Configure Connection dialog box when connecting Web Parts to send values from one Web Part to another.
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Our example using the out-of-the-box Web Part that you just connected illustrates just one way to create an application using Web Parts. In many cases you configure the Web Parts for your users using the Web Part’s properties, and sometimes you allow users to configure the Web Parts themselves. Web Parts and Web Part pages have two major views: Shared and Personal. These views are also often referred to as customized or personalized views. The Shared view is the default view of a page and its Web Parts, managed by the page editor. All users will see the Shared view until they decide to make changes to the page. To do so, they’ll create a Personal View of the page, in a process known as personalization.
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Figure 2.9. The status bar displays when the current page is edited in Personal view and this version of the page is only available to the current user.
Chapter 5 describes how you as a developer can adapt your Web Part to take advantage of Shared and Personal views. For example, you can prohibit a user from changing a specific property on a Web Part in the Personal view. This section presents an overview of Shared and Personal views. We’ll also explore the difference between closing and deleting Web Parts. Finally, we’ll take a look at the Maintenance view, which can be used to look at all the available Web Parts without rendering them. You’ll find this view handy if you have a Web Part that fails and prevents the page from rendering.
Shared is the default view of a Web Part page. The Shared view uses the default values or those specified by the page editor. Any changes to the page and its Web Parts will be seen by all users who haven’t personalized the page.
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The Personal view is created once a user who isn’t a page editor (and thus cannot change the Shared view) wants to change anything on the Web Part page. In the personalization process, SharePoint combines the Shared view with all the personal changes into the Personal view.
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One very important thing to keep in mind is that there’s a big difference between closing and deleting Web Parts. Deleting a Web Part does exactly what it says; it removes the Web Part from the page, including all customization and personalization. Closing a Web Part, on the other hand, only makes the Web Part invisible—the Web Part is still loaded when the page is rendered but it doesn’t do anything. If the user wants to remove a Web Part from a personalized page and the Web Part is added to the Shared view, the user only has the option to close the Web Part because it can’t be deleted from the Personal view. Having a lot of closed Web Parts can cause performance implications for your site both in terms of speed and storage. In chapter 4, I’ll show you why it can slow down your page, and, in chapter 5, you’ll learn how to prohibit the users from closing Web Parts.
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If you’re editing a page and you want to ensure that any changes you make are reflected for all users, you can remove all Personal views for that page by appending Contents=1 to the page URL—for example:
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Figure 2.10. The Maintenance View of a page can be used to close, reset, and delete Web Parts from the Shared or Personal Views when, for instance, a Web Part fails to load and makes the whole page inaccessible.
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During recent years, no-code or assembly-free solutions have become quite popular. No-code solutions is the term used when you mean that you don’t put any compiled code on the server. Instead, you use clever workarounds with the Data Form Web Part, JavaScript, jQuery, calculated columns, or other techniques. A user who has the knowledge of these techniques can accomplish a great deal. But this approach also has its drawbacks when it comes to users who don’t master the techniques and mess up the functionality.
One of the items that should be in every SharePoint developer toolbox is SharePoint Designer 2010. This tool is a non-code-oriented application for customizing and editing your SharePoint sites. SharePoint Designer 2010 can be used to create reusable applications and features, something previous versions didn’t allow. You can create solutions using SharePoint Designer and configure and export them as solution packages. You can then import these packages into Visual Studio 2010 and prepare them for deployment. For example, if you create a Web Part page or a dashboard or customize a site in SharePoint Designer, you can reuse the page, dashboard, or site by packaging it as a deployable and maintainable solution in Visual Studio.
SharePoint Designer fun fact
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SharePoint Designer 2010 is a free and downloadable application that can be used to customize and control SharePoint 2010. Using SharePoint Designer, you can create new items such as sites, lists, and content types. You can also edit and configure these items as well as change the layout of pages and edit the master pages. SharePoint Designer can do everything that you do using the web interface and more. For example, using SharePoint Designer, you can create external content types and connect to the external data; you can’t do this using the web interface.
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Just as you can use the web interface to add Web Parts to a page, you can use SharePoint Designer to do the same. The benefits of using SharePoint Designer instead of the web interface are:
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To add a Web Part to a page using SharePoint Designer, you have to open the site with the application. This can be done using one of two methods:
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Figure 2.11. When you edit a page in SharePoint Designer, the Ribbon adapts to the editing context and makes the Insert tab visible. The Insert tab gives you access to the Web Part button, which is used to insert new Web Parts.
Web Parts can be configured using SharePoint Designer 2010. If you select a Web Part in SharePoint Designer or if you add a new one to a page, the Ribbon will display the Web Part Tools tab. This tab allows you to edit some of the common properties of a Web Part, such as chrome, size, and connections. If you need to edit the properties of the Web Part, you have to click the Properties button in the Web Part group on the Format tab or right-click the Web Part and select Properties. The resulting dialog box is just a web page that reads the Editor Parts of the Web Part and shows exactly the same interface as you have in the web interface.
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SharePoint Designer lets you add new pages to libraries using the Navigation pane to the left and selecting a library. Once you select a library, the Pages tab will appear. On this tab click the Web Part Page button and select a page design to add a new page. Note that SharePoint creates a Web Part page (not a Wiki page, even if it’s a Wiki Page library). You can then customize this page using the SharePoint Designer editing tools.
When editing, you can add any ASP.NET control or custom control, including new Web Part zones, to a page. Most controls are available from the Toolbox in SharePoint Designer 2010, but not Web Part zones. To add a new Web Part zone, you have to enter code in the Code view of the page editor. Select to edit the page in Advanced Edit mode and then manually write the Web Part zone tags, as shown in listing 2.1. You access Advanced Edit mode by right-clicking on the page and selecting Edit File In Advanced Mode or by clicking the Advanced Mode button on the Edit tab.
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One of the most powerful features in SharePoint Designer 2010 is the ability to import and export information and solutions. If you’re creating and configuring Web Parts using SharePoint Designer, you can export the configuration to a file, which you can then later add to the Web Part Gallery in the same site collection or on a totally different farm, and use it as long as the Web Part assembly is installed. SharePoint Designer also allows you to directly publish a configured Web Part to the local Web Part Gallery so that you can reuse the configuration within that site collection. Publishing the Web Part configurations to the gallery is a good way to reuse configured Web Parts such as the Content Query and XSLT List View Web Parts.
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When working with SharePoint, you most often have several environments, such as development, test, staging, and production, to secure and validate your implementation. You start with building and configuring your Web Parts in the development environment before it moves to the test environment and so on. If you have a Web Part with a lot of configuration options and would like to move it into another environment, you might find it hard to reconfigure the Web Part in the new site. Managing the Web Part configurations is especially important in application life cycle management scenarios when you’re scripting your environments and configurations.
In this section, you’ll learn how to export and import a configured Web Part and how to prohibit users from exporting a Web Part. You’ll find this information valuable as you start developing your Web Parts, and it will save you some time if you export the Web Parts instead of manually typing everything.
A Web Part can be exported to a Web Parts control description file (using the .webpart extension), which contains information about which Web Part is exported and the current state of all the Web Part’s properties. The file is an XML file and can be viewed using Notepad or any XML editor. You’ll learn more about the .webpart file in chapter 3.
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If you have a Web Parts control description file (a .webpart file) that you either created yourself or received from someone else, you can upload this definition to the Web Part Gallery. Note that, in order to get the Web Part to work, you need to have the corresponding Web Part assembly installed in your environment; otherwise, the Web Part will fail with an error message.
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.webpart or .dwp file definitions?
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You’ll find yourself in situations when you don’t want your users to be able to export your Web Parts; you might store confidential data in properties or there might be other reasons. The Web Part defines a property called Export Mode that defines how a Web Part can be exported. It can have one of the following values:
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This chapter summarized the features in the web interface and in SharePoint Designer 2010. What you’ve seen so far are mostly end-user tasks, and this is essential knowledge for you as a developer. If you understand how end users work with SharePoint, you’ll likely design and build Web Parts that will be more usable.
At this point, you should be acquainted with the various parts of the SharePoint 2010 interface and the features that we’ll address later in the book. If you’re new to SharePoint 2010, then give yourself some extra time to become accustomed to the new interface. You should also explore the possibilities of the new SharePoint Designer 2010, which is a whole new experience compared with the previous SharePoint Designer version, 2007. You can accomplish a lot with this application and the out-of-the-box Web Parts, especially the new XSLT List View Web Part, and you should have these at hand in your toolbox.
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