Add video content to learning modules

Introduction

The learning module editor enables course and catalog admins to add video content to courses in multiple ways. In each way, the admin can control how learners will be able to consume video content – within the LMS365 player or in a separate tab.

In this article, we go through the options for adding video files to a learning module via the learning module editor, how admins can control the way learners consume video content, and offer guidance on best practice for adding video content from various video host providers that are commonly used by LMS365 users.

 

Options for adding video files in the learning module editor

Required role: catalog or course admin

Content editor

NOTE   

  • Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues when watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article
  • Users can't watch .flv video files directly from LMS365. To watch .flv files, users must download them first.

 

You can add video to the content editor in one of the following ways:

 

YouTube video

A YouTube video can be added within the Content editor in two ways and, as a result, the video will open for learners within the LMS365 player.

  • Select the YouTube icon > paste the URL of a YouTube video > Insert > Save.
  • Select the View HTML icon > insert the video embed code > Update > Save. For more information on how to get a YouTube video embed code, see the next section of this article.

 

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The Upload Video option

The Upload Video option enables you to add video files to a learning module from your local device. As a result, the uploaded video will open for learners within the LMS365 player.

 

NOTE   

  • Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article
  • Users can't watch .flv video files directly from LMS365. To watch .flv files, users must download them first.

 

To upload a video file:

1. Select the Upload Video icon > Select file > choose a video file from your local device.

2. Specify the width and height of the video player (in pixels).

3. Select Upload to upload the video file to the Content editor or select Cancel to discard.

The uploaded video is available for preview in the Content editor.

4. Select Save when all relevant content is added to the Content editor.

 

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The View HTML option

You can add video content via the View HTML option if the embed code of your video file is available on the video hosting provider. For more information about how to get the embed code of video files located on different hosting providers, see the next section of this article.

Videos added to the learning module in this way will open inside the LMS365 player (not as a separate tab) for learners when they take the training.

 

NOTE   

  • Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article
  • Users can't watch .flv video files directly from LMS365. To watch .flv files, users must download them first.

 

To add video via the View HTML option:

1. Get the embed code of your video file from the video hosting provider page.

2. In the Content editor, select the View HTML icon.

 

via_view_html_code.png

 

3. In the opened View HTML window, paste the embed code of your video file and select Update.

The uploaded video is available for preview in the Content editor.

 

insert_the_embed_code.png

 

4. Select Save when all relevant content is added to the Content editor.

 

The Upload File option

You can add video files via the Upload file option. Videos added in this way will open in a separate tab when learners select the link in the LMS365 player.

 

NOTE   

  • Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article
  • Users can't watch .flv video files directly from LMS365. To watch .flv files, users must download them first.

 

To upload a video file, follow these steps:

1. In the Content editor, select the Upload file (a paper clip) icon.

 

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2. In the opened Upload file window, choose Select file > choose a video file from your local device > Upload.

The uploaded video is displayed as a link in the Content field. The text of the link can be edited using the rich text editor.

 

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While taking training in the LMS365 player, learners should select the link to access the video content. This will open the video content in a separate tab.

 

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3. Select Save when all relevant content is added to the Content editor.

 

Embed code

Using the Embed code option, you can add links to video content that's hosted on different video hosting providers, including Microsoft Stream, YouTube, Vimeo, or any other video host provider that provides embed code for their videos.

As a result, the video content added to a learning module in this way will open inside the LMS365 player (not as a separate tab) for learners when they take the training.

If the embed code isn't available for your video, use any of the other available options to add video in the learning module. The video content added via the Document library option will open inside the LMS365 player.

 

NOTE   

  • All the settings of Microsoft Stream videos are supported and applied in LMS365 (for example, the responsive view).
  • Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

To add video via embed code:

1. Get the embed code for your video. For information on how to get the video embed code, see the next section of this article.

2. In the learning module editor, select Embed code.

3. In the Name field, specify the name of the video that learners will see on the course home page and in the LMS365 player.

4. Paste the embed code of the resource in the Embed Code field. A preview of the video becomes available.

5. Select Save to add video to the learning module or Cancel to discard.

 

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Link to file

You can use the Link to file option to add video files that are located in SharePoint libraries. To add a link to a video file, you can either copy a link to this file or get a direct link/path to this video file from the relevant file location in SharePoint.

Videos added in this way will open in a separate tab in Microsoft Stream instead of the LMS365 player.

To ensure learners can properly access the video content, manage the sharing options of the relevant files in SharePoint. Find more information about document and file storage for content used in learning modules, and how to employ a central file storage, in this article.

For detailed information on link sharing settings and sharing options of files located in SharePoint, see this Microsoft documentation.

Find Microsoft's recommendations for setting up file storage and sharing in this article.

 

NOTE   

Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

To get a direct link/path to a video file and add it to a learning module, follow these steps:

1. On a SharePoint site, select the Settings icon, and in the opened Settings menu, select Site contents.

 

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2. On the opened page, select the folder where the required file is stored. In the folder, select the required file. 

3. The next step depends on whether you copy a link or copy the direct path to the video file.

  • To copy a file link, select the Copy link icon > Copy.

    copy_a_link.png

     

  • To get the direct path to the file, select the horizontal ellipses icon that calls out the list of additional actions > Details. On the opened side panel, scroll down to the Path and select the copy icon.

    get_the_direct_path.png

     

4. In the learning module editor, paste the copied link to the Link field.

5. Select Save to add the link to the learning module or Cancel.

 

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Document library

You may add a video file to a learning module using one of available methods in the Document library option of the learning module editor in edit mode, or Select or upload files when you start to create a learning module. Using this option, you can upload files up to 1 GB in size.

Videos added to a learning module will open for learners in the LMS365 player.

 

NOTE   

Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

The options in the Document library are as follows:

  • Drag and drop a file 

This option enables you to upload a video file from your local device.

1. In the learning module editor, select Document library.

2. Drag a video file from your local device and drop it into the Document library.

On the Document library page, the uploaded file is displayed in the Documents column and is automatically selected to be added to the learning module. This video file is also automatically added to the folder associated with this course in the Learning Module Documents library. Select Go To Learning Module Documents to view the file location in SharePoint.

 

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3. Select Save to add the uploaded video file to the learning module. The file will be added to the learning items on the Content page of the learning module editor.

 

  • Via Upload Document

This option enables you to upload a video file from your local device.

1. In the learning module editor, select Document library.

2. On the opened Document Library panel, select Upload Document.

 

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3. Select the relevant video file from your local device and confirm your selection.

On the Document library page, the uploaded file is displayed in the Documents column and is automatically selected to be added to the learning module. This video file is also automatically added to the Learning Module Documents library in SharePoint to the folder associated with this course. Select Go To Learning Module Documents to view the file location in SharePoint.

Selecting the Edit (the pencil) icon of this video file downloads the video file to your local device.

Selecting the Delete (the bin icon) icon removes the video file from the course and from the Learning Module Documents library folder in SharePoint.

4. Select Save to add the uploaded video file to the learning module. The file will be added to the learning items on the Content page of the learning module editor.

 

  • Select the video file from the Document library files

1. In the learning module editor, select Document library.

2. On the opened Document Library panel:

  • Select the relevant video file. The files displayed here have already been added to the folder associated with this course in the Learning Module Documents library in SharePoint, but haven't been added to the course yet.
  • If the relevant file isn't in the library, you can upload a video file to the relevant folder in the SharePoint Learning Module Documents library. To do this, on the Document library panel, select Go To Learning Module Documents to view > Upload.

The Learning Module Documents library video file that was uploaded to SharePoint can now be found in the Document library panel. Select the video file to add it to the learning module.

For more information on how to add files to SharePoint, see this Microsoft documentation.

3. Select Save to add the selected video to the learning module. The file will be added to the list of learning items on the Content page of the learning module editor.

 

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Website link

The Website link section enables you to add a link to an external website to a learning module, so that learners can watch videos hosted on that site. When adding a link, ensure the sharing settings of the video host provider are set up correctly otherwise learners may encounter issues with accessing the video when they take training.

 

NOTE   

Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

To add a link to a website:

1. In the learning module editor, select Website link.

2. In the Name field, enter the name of the video that learners will see on the course home page and in the course player.

3. In the Link field, paste the link to the website where the video file is hosted.

4. Select the Size of the browser window in which the website will open. This action is available only if the Open in a new tab toggle is Off. The Size drop-down defaults to Small (560x315).

5. Set the Open in a new tab toggle:

  • If you want learners to consume the video content within the LMS365 player, drag the Open in new tab toggle to Off. If no authorization is required and all the file sharing settings are set up correctly, users will access the video from within the LMS365 player.

NOTE   

  • If you're unsure about the video hosting policies but still want learners to access video content from the LMS365 player (not as a separate tab), use the Embed code or Document library options in the learning module editor to add your video to a learning module. 
  • Video files stored in SharePoint and One Drive that are added to a learning module via the Website link option must be set with the Open in new tab toggle enabled, otherwise, learners may encounter issues when they access the video. To enable learners to view the video content stored in SharePoint from within the LMS365 player, add the video files to a learning module using the Document library option in the learning module editor.
  • Enabling the Open in new tab toggle will open the video content in a separate tab, outside of the LMS365 player. If authorization is required to access video content, learners will be asked for it in a separate tab.

6. Select Save to add the website link to a learning module. To cancel the action, select Cancel.

 

Microsoft 365 assets

NOTE   

The Microsoft 365 assets option is released in preview, meaning that after the September 2023 release, you have to enable it under New features in the Global settings of the LMS365 Admin Center to try the feature out.

With this option in the learning module editor, you can add video files to training by selecting the relevant file from all the available Microsoft 365 assets libraries in your organization.

For more information, see this article.

 

Recommended options when adding video from video hosting providers 

Required role: catalog or course admin

YouTube, Microsoft Stream, and Vimeo are examples of video hosting platforms from which third-party video content is commonly used to populate learning modules.

When adding video content from such providers, we recommend you use specific options in the learning module editor, as described in this section.

Before you share a video from a video host provider, ensure that you've modified the sharing settings for the video file on the host page.

When adding video files located in SharePoint and OneDrive, ensure that you use the recommended options detailed here.

 

NOTE   

Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

Vimeo video

When you add a video hosted on Vimeo to a learning module, check whether the relevant video privacy settings are applied in Vimeo. This will ensure your learners can properly access video content from this file while taking courses.

To add a video hosted on Vimeo via the Embed code option, we recommend you follow these steps:

1. On the relevant video in Vimeo, select the Share (the paper airplane) icon. 

 

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2. On the opened panel, select the Get embed code icon and Copy.

3. Paste the copied code into the Embed code option in the learning module editor.

As a result, the Vimeo video will open inside the LMS365 Player when learners take the course.

For more ways of getting the embed code and managing videos hosted on Vimeo, navigate to navigate to this site.

 

Microsoft Stream

NOTE   

Microsoft Stream (Classic) will be retired on February 15, 2024 and will be replaced by Stream (on SharePoint). For detailed information on how this will impact the Stream (Classic) video content in existing LMS365 courses, see this article.

 

Microsoft Stream (On SharePoint) 

To ensure that users can access video content from files that are hosted on Microsoft Stream (On SharePoint), we recommend you add video files to a learning module via the Link to file or Embed code option. Additionally, to ensure users can access video content from this file, check the access settings in Microsoft Stream (On SharePoint).

 

NOTE   

Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

To get the embed code or link to a file from Microsoft Stream (On SharePoint), follow these steps:

1. On the relevant video file in Microsoft Stream, select the Share drop-down. 

 

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2. Select the relevant action:

  • Select Share to manage access to the file and copy its link. Pasted the copied link into the Link to file option in the learning module editor.
  • Select Embed code to copy the embed code of the file. Paste the copied embed code into the Embed code option in the learning module editor.

 

Microsoft Stream (Classic) 

NOTE   

Microsoft Stream (Classic) will be retired on February 15, 2024 and will be replaced by Stream (on SharePoint). For detailed information on how this will impact the Stream (Classic) video content in existing LMS365 courses, see this article.

 

To add a video file hosted on Microsoft Stream (Classic), use the Embed code option in the learning module editor. Additionally, set the relevant sharing settings for this video file.

To do this, follow these steps:

1. In Microsoft Stream (Classic), check the sharing settings of the relevant video file. If it's visible to all members of the organization, they'll have access to this content. Otherwise, select the Update video details (the pencil) icon to manage the sharing options.

 

sharing_settings.png

 

2. In the Permissions section, select Allow everyone in your company to view this video to make the video content available to the whole organization. To share it with specific users, modify the Share with settings.

 

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3. In the Options section, select Share > Embed > Copy.

 

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4. Paste the copied code into the Embed code section of the learning module editor.

 

YouTube

When employing the Embed code option to add a YouTube video to a learning module, among the other options you may choose, we recommend you follow these steps:

1. For the relevant video in YouTube, select the Share icon > Embed.

 

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2. On the opened window, select Copy.

 

copy_the_embed_code.png

 

3. Paste the copied code into the Embed code section of the learning module editor.

As a result, the YouTube video will be viewed from within the LMS365 player.

 

NOTE   

Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

Video files located in SharePoint

To add video files located in SharePoint libraries to a learning module, we advise you to use either the Link to file or Document library option in the learning module editor.

If the video file is located on a different site collection to the course, ensure that you set the relevant sharing settings to the video file. For detailed information on link sharing settings and sharing options of files located in SharePoint, see this Microsoft documentation.

More information about document and files storage that are used in learning modules and how to employ a central file storage, see this article.

 

NOTE   

Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

Video files located in OneDrive

When adding a video file located in OneDrive, check the access settings in OneDrive to ensure that the relevant users can access content from this file regardless of how you added the video to the learning module.

When adding a video file located in OneDrive using the Website link option, we recommend you:

  • Enable the Open in a New Tab toggle. This will ensure users can access the video file content from both LMS365 web and the LMS365 mobile app.
  • Use the direct file link, as described in this section.

 

NOTE   

Due to restrictions from Apple, users of the LMS365 mobile app on Apple devices may encounter issues watching video content directly in the LMS365 mobile app. Find more information about more about how to enable access to video content via the LMS365 mobile app from Apple devices in this article

 

To copy a direct file link to a video file in OneDrive and use it in the Website link option, follow these steps:

1. In OneDrive, select the relevant video file > Show more actions icon (the horizontal ellipses menu) > Details.

 

upload_files_from_One_drive.png

 

2. On the opened panel on the right-hand side, scroll down to Path and select the Copy direct link icon.

 

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3. In the Website link section of the learning module editor:

  • Paste the copied link in the Link field.
  • Enable the Open in a New Tab toggle.

 

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4. Select Save to add the website link to the learning module. Select Cancel to cancel the action.

 

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