SharePoint site owners often need to display company PDF policies directly on a page so employees can read them without downloading or opening a separate application. The File Viewer Web Part lets you embed a PDF, Word document, or image into a modern SharePoint page, keeping the content visible inside the site. This article explains exactly how to add the File Viewer Web Part, configure it for policy documents, and avoid common setup mistakes. You will get a practical checklist to ensure your PDF policies display correctly and remain accessible to all users.
Key Takeaways: Adding the File Viewer Web Part for PDF Policies
- Edit page > Add a web part > File Viewer: Insert the web part and link to the PDF file stored in a document library.
- Web Part property pane > Display: Choose the view mode that works best for your policy document, such as Fit Page or Fit Width.
- Document library permissions: Ensure all intended readers have at least Read access to the folder or library holding the PDF.
What the File Viewer Web Part Does for Policy PDFs
The File Viewer Web Part renders supported file types directly inside a SharePoint modern page. Supported formats include PDF, Word documents (.docx), Excel workbooks (.xlsx), PowerPoint presentations (.pptx), and several image types. When you add the web part to a page, you point it to a file stored in a document library or a link from another site. The web part displays the file content without requiring users to open a separate browser tab or application.
For company policies, the PDF format is the most common because it preserves layout, fonts, and formatting across devices. The File Viewer Web Part handles PDF files well, offering a toolbar with zoom, page navigation, and a download button. You do not need any additional licenses or third-party add-ins to use this web part. The feature is available in SharePoint Online and SharePoint Server Subscription Edition.
Prerequisites Before You Start
Before adding the web part, confirm the following items are in place:
- You have Edit or Full Control permissions on the SharePoint site where the page lives.
- The PDF policy file is uploaded to a document library on the same site or a site in the same tenant.
- The document library is not set to require checkout for viewing. Checkout restrictions can block the web part from rendering the file.
- All users who need to view the policy have at least Read permissions on the document library or the specific folder containing the PDF.
Steps to Add the File Viewer Web Part for a PDF Policy
Follow these steps to insert the web part, link it to your PDF, and adjust the display settings. Perform each step in order.
- Navigate to the page where the policy will appear
Go to your SharePoint site and open the page you want to edit. Click Edit in the top-right corner of the page to enter edit mode. - Add the File Viewer Web Part
Click the plus sign (+) on the page where you want the web part to appear. In the web part picker, type File Viewer into the search box. Select File Viewer from the list. The web part will appear on the page with a placeholder. - Select the PDF policy file
In the web part property pane on the right, click Choose a file. A file picker dialog opens. Navigate to the document library that contains your policy PDF. Select the file and click Open. The web part now displays the PDF content. - Configure the display mode
In the property pane, under Display, choose one of the following options:
– Fit Page: Scales the PDF to fill the web part area. Best for single-page policies.
– Fit Width: Scales the PDF to match the width of the web part. Good for wide tables or landscape documents.
– Actual Size: Shows the PDF at 100% zoom with scrollbars. Use this when you want users to see the exact page dimensions.
Select the option that makes your policy most readable. - Set the web part height and width (optional)
In the property pane, expand the Layout section. You can set the web part height to a specific pixel value. For a multi-page policy, set the height to at least 600 pixels so users can scroll through pages without excessive resizing. - Republish the page
Click Publish or Republish in the top-right corner to save and make the page visible to site visitors. If your site uses scheduling, set the publish date as needed.
Checklist for a Successful PDF Policy Display
After adding the web part, run through this checklist to confirm everything works as intended. Each item addresses a common failure point.
Document library permissions are correct
If users see a placeholder or an access denied message, the PDF file or the document library permissions are too restrictive. Open the document library settings and confirm that the intended audience group has at least Read access. Do not rely on item-level permissions unless you have tested them with the web part. The File Viewer Web Part uses the viewing user’s permissions, not the page author’s permissions.
The PDF is not checked out to another user
If the PDF is checked out to you or another person, the web part will show a blank area or an error. Go to the document library, locate the PDF, and check if the Checked Out column shows a name. If it does, check the file back in. Make sure the library setting Require Check Out is turned off if you want the web part to work without manual check-in steps.
The PDF is not corrupted or password-protected
The File Viewer Web Part cannot render password-protected PDFs. Remove any password protection from the PDF before uploading it to SharePoint. Also verify that the PDF file opens correctly in a browser or PDF reader. A corrupted file will show as a broken icon in the web part.
The page layout does not cut off the web part
If your page uses a multi-column section, the web part may become too narrow to display the PDF properly. Switch to a one-column section for the web part, or set the web part width to fill the column. You can also add the web part to a separate section below the page content.
File Viewer Web Part Display Options Comparison
| Setting | Fit Page | Fit Width | Actual Size |
|---|---|---|---|
| Scaling behavior | Scales PDF to fill the web part height and width | Scales PDF to match the web part width | Shows PDF at 100% zoom |
| Best for | Single-page policies or forms | Wide tables, landscape documents, or multi-page PDFs | Documents where exact page size matters |
| Scroll behavior | No scroll within the PDF viewer | Vertical scroll appears if PDF is taller than the web part | Both horizontal and vertical scrolls appear |
| Page navigation | Toolbar shows page numbers and arrows | Toolbar shows page numbers and arrows | Toolbar shows page numbers and arrows |
If the File Viewer Web Part Does Not Display the PDF
Even after following the steps, the web part might show a blank area, a broken file icon, or an error message. Below are the most common failure patterns and their fixes.
Web part shows a gray box with a file icon
This usually means the file path is incorrect or the file has been moved. Open the web part property pane and click Change file. Browse to the correct location and select the PDF. If the file was deleted, upload it again to the same library and relink the web part.
Web part shows an error about unsupported file type
The File Viewer Web Part supports only the file formats listed earlier. If you linked to a file that is not supported, such as a .zip or .txt file, the web part will not render it. Convert the file to a supported format, such as PDF for policies, and relink the web part.
Web part is blank after page publish
If the web part worked in edit mode but went blank after publishing, check the site collection feature that controls embedded rendering. Go to Site Settings > Site collection features and confirm that the feature Allow embedding of files in pages is set to Active. This feature is active by default, but a site collection administrator may have turned it off.
You can now add the File Viewer Web Part to any SharePoint page and display your PDF policies directly to users. Start by uploading the policy file to a document library, then follow the steps above to insert and configure the web part. For advanced control, explore the property pane options to set a custom height or switch between display modes. If you manage multiple policies, consider storing them in a dedicated Policies library so the file picker path stays consistent.