Working with SharePoint picture libraries

Applies to
Microsoft Windows® SharePoint® Services technology

This tutorial teaches you how to work with picture libraries in a Web site based on Microsoft Windows SharePoint Services. Picture libraries provide a simple way to share and organize digital pictures in a team Web site. For example, an organization could create a picture library for marketing graphics — providing a single location for team members to view, share, edit, and download corporate logos or other marketing materials.

Although you can store pictures in other types of Windows SharePoint Services lists and libraries, there are many advantages to using picture libraries. These advantages include viewing pictures with one of three unique display styles, sharing pictures by using slide shows or by sending pictures directly to Microsoft Office 2003 programs, downloading pictures directly to a computer, and editing pictures with Windows SharePoint Services-compatible image editors, such as Microsoft Office Picture Manager.

Suppose you're the owner of a Windows SharePoint Services site in a company called Contoso Corporation. You want to create a place for your team to share a collection of pictures that corporation's design team has put together for presentations and marketing materials. In this tutorial, you'll create a new picture library, get pictures and images from a Microsoft Web site, add the images to your picture library, and view the images in thumbnail and slide show views.


After completing this tutorial, you will know how to:

  • Create a picture library
  • Add images to the picture library
  • View the images by using a picture library's special features

Before you begin

To complete this tutorial, you'll need a Windows SharePoint Services site and an empty picture library. It's best to try out these tutorials on a site that is not being used by a team. Your system administrator can create one for you or you can create a site beneath your team's current site as described in the next section. If you don't have a server running Windows SharePoint Services available and have Internet access, you can sign up for a hosted Windows SharePoint Services trial.

Create a practice site

 Note   You can create a subsite under the current site if you are a member of the Administrator site group or a member of a site group that has the Create Subsite right. If you are not a member of the Administrator site group, ask the site administrator to create a subsite for you. Make sure you are a member of the Web Designer or Administrator site group in the new subsite.

  1. On the top link bar, click Create.
  2. At the bottom of the page in the Web Pages section, click Sites and Workspaces.
  3. In the Title and Description section, type a name, such as Picture Library, and a description for the new site.

For example, you can type Working with Picture Libraries Practice Site for the description of this site.

  1. In the Web Site Address section, type the Web address (URL).

The first part of the address is provided for you. For the second part, type picture-library-tutorial.

  1. In the Permissions section, click Use same permissions as parent site.
  2. Click Create.
  3. On the Template Selection page, click Team Site, and then click OK.

After the site is created, it appears in your browser.

Downloading sample images

To complete this tutorial, you'll need to go to the Download Center to download a set of practice images. Follow the instructions on the download page to save the images to your computer.

 Note   If you have a set of images that you'd rather work with, you can use those instead of the sample images. The practice images are provided as a convenience.

After you have a site and pictures to practice with, you'll need to create a picture library as described in the next section. Make sure you are a member of the Administrator or Web Designer site group or a site group with the Add and Customize Pages right on the new site.

Creating a picture library

  1. On the top link bar, click Create.
  2. On the Create Page page, click Picture Library.
  3. In the Name box, type Shared Images.

New List page

  1. In the Description box, type Shared images for team documents and presentations.
  2. In the Navigation section, click Yes to put a link to this picture library on the Quick Launch bar on the home page.

Quick Launch bar

In a site with only a few lists and libraries, it is a good idea to choose Yes here. Having a link to a picture library on the Quick Launch bar makes it easier for site users to find it. But in sites with many lists and libraries, you'll want to include only the most commonly used lists and libraries or the Quick Launch bar will get too long.

  1. In the Picture Versions section, click No. With picture libraries that will contain images that get developed over time, it's a good idea to turn picture versions on. You won't be changing the images in this tutorial, however, so there's no need to save versions.
  2. Click Create.

A page that displays the default view of the new picture library appears.

Uploading pictures

There are three methods for uploading pictures to a picture library. Windows SharePoint Services provides two of these methods, uploading single pictures and uploading multiple pictures by using Explorer view. You can also upload multiple picture by using Microsoft SharePoint Picture Library if it is installed on your computer.

Uploading a single picture from the Web browser

  1. In the picture library, click Add Picture.
  2. On the Add Picture page, click Browse to go to the folder where you downloaded the sample pictures, select the picture j0148828_ZA01139969.jpg, and then click Open.
  3. Click Save and Close.

Uploading multiple pictures by using Explorer view

  1. In the picture library, in the Select a View pane, click Explorer View.
  2. Open a Windows Explorer window and find the folder with the pictures that you downloaded earlier.
  3. Select the desired files, and then drag them into the picture library in the browser window.

 Note   You can add any other graphics or pictures to the picture library this way. For example, you could go to your My Pictures folder and add images from there.

Uploading multiple pictures by using Office Picture Manager

  1. In the picture library, click Add Picture.
  2. On the Add Picture page, click Upload Multiple Files.

Microsoft Office Picture Manager opens in a new browser window.

  1. Select the pictures you want to add.
  2. Click Upload and Close.
    • To add pictures with smaller file sizes that load faster on Web sites, in the Upload task pane, click Send pictures optimized for viewing on the Web, and then click Upload and Close.

Viewing images

In this section, you'll work with the views and view styles that are unique to picture libraries.

Picture library views

You can use picture libraries views to filter and sort pictures just like views in any SharePoint list or library. To learn how to work with views, see Working with SharePoint lists, Part 2. By default, picture libraries provide the following views:

  • All Pictures    Use this view when you want to see all of the pictures stored in a picture library. The default display style is Thumbnail, which displays a small preview of each picture. You can switch to another display style to see the pictures if needed. For more information, see the "Picture library display styles" section later in this tutorial.
  • Selected Pictures    Use this view when you need to filter the picture library to see only the pictures you have selected previously. As with the All Pictures view, the default display style is Thumbnail, but you can easily switch to another display style if needed.
  • Explorer View    Use this view when you want to use the Microsoft Windows Explorer file management system to organize your picture library files. From this view, depending on your Microsoft Windows operating system, you can also print pictures, view a slide show, and connect to Web sites that will print your pictures online.

Changing views

By default, you see all pictures in the list. To view only the pictures you choose:

  1. In the picture library, select the check boxes for the first two pictures.
  2. Under Select a View, click Selected Pictures.

To view all pictures again:

  1. In the picture library, under Select a View, click All Pictures.

Picture library display styles

Picture libraries offer three convenient display styles for your pictures:

Display Styles

  • Details style    This style displays a table with information about each picture. The columns displayed by default in this style include file type, name, picture size, and file size. A preview of the currently selected picture appears in the lower left corner of the browser in the Actions list. This view is best for scanning and comparing file properties, rather than inspecting pictures visually.
  • Thumbnail style    This style displays miniatures of the pictures in the selected folders so you can see and work with many pictures at once. This style is best for browsing through a large set of pictures to find the ones you want to work with, or when you do not need to see picture details. This is the default display style.
  • Filmstrip style    This style displays both a strip of smaller pictures you can scan, and a single larger picture you can see in detail. This style is best when you need to manage multiple pictures, but you also need to see a larger version for more information. It may be helpful if the Thumbnail style does not give enough detail to distinguish between similar pictures.

Using Filmstrip display style

  1. In the picture library, under Select a View, click All Pictures. Note that the Filmstrip view style is also available if you click Selected Pictures.
  2. Click Filmstrip.

Filmstrip Style

  1. Click a thumbnail in the top portion of the page to view a larger version of it below.

Viewing a slide show

  1. In the picture library, under Actions, click View slide show. The slide show opens in a new browser window.
  2. Click Play Button image. The slide show begins to advance through the images.
  3. To manually advance through the images, click NextButton image.
  4. To go back to the previous picture, click Back Button image.
  5. To pause the slide show at the current image, click Pause Button image.
  6. To stop the slide show, click Stop Button image.

Sending a picture

Now that you know how to select and view pictures, you're ready to learn how to use them in your documents and presentations. The steps below show you how to send a picture from the picture library to a new Microsoft Office PowerPoint 2003 presentation.

To complete the steps below, the computer you're using must have Office Picture Manager installed, (included in some versions of Microsoft Office 2003). If you have Office Picture Manager, you can use the Send to button to attach a picture to an e-mail message or copy a picture into an Office 2003 document.

  1. In the picture library, select the check box next to each picture you want to send.
  2. Click Send To.
  3. Under Insert into a new, click Microsoft Office PowerPoint presentation and then click Send.

PowerPoint opens a new presentation with the picture on the first slide.

Suggested next steps

Congratulations on completing this tutorial! Now that you have learned the basics of working with picture libraries, here are a few suggestions for additional tasks you can try, to learn about Windows SharePoint Services:

After you finish this tutorial, you will probably want to delete your practice SharePoint site or the practice picture library so that you don't waste your server resources. (You must be a member of the Administrator site group for your site to delete a picture library. If you are not a member of the Administrator site group, you can ask the person who created the picture library for you to delete it.)

Delete a site
  1. Click Site Settings on the top link bar of your site.
  2. On the Site Settings Page, click Go to Site Administration.
  3. On the Site Administration page, in the Management and Statistics section, click Delete this site.
  4. On the confirmation page, click Delete.
Delete a picture library
  1. On the page that displays the picture library, under Actions, click Modify settings and columns.
  2. Under General Settings, click Delete this picture library.
  3. Click OK.

 Note   The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, email address, logo, person, places, or events is intended or should be inferred.

Applies to:
Deployment Center 2003, Windows Sharepoint Services 2.0