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Illinois State University

Overview of Video in Office 365

Office 365 Video at Illinois State University is a web portal where University members may post and view videos. Students, faculty and staff may choose to use the app to access, share, and add embed video recordings of classes, meetings, presentations, or training sessions, for example. Office 365 Video displays a thumbnail image of each video on the site. You can select a thumbnail to view a particular video.

NOTE: If you are a faculty member and would like to host an Office 365 Video Channel for one or more courses, you must make a request to do so on ITHelp.IllinoisState.Edu/Request. You will not be able to create or host a channel without first requesting for a channel to be created.

For more detailed information regarding the use of Video in Office 365, please visit Meet Office 365 Video on the Microsoft Support page.

Access a Video

To access a video in the Office 365 Video app:

  1. Go to Office365.IllinoisState.edu, log in, and select the [Video] tile to launch the Video application.

1a. For more information, refer to the following article: How to Launch Apps in Office 365.

  1. From the Video Home page, select [Channels] to see a list of available channels.
  2. Select a channel.
  3. To view a video, press on the video, and it will begin to play.

You have now viewed a video in the Office 365 Video app.

Share a Video

To share a video from the Office 365 Video app:

  1. Go to Office365.IllinoisState.edu, log in, and select the [Video] tile to launch the Video application.

1a. For more information, refer to the following article: How to Launch Apps in Office 365.

  1. From the Video Home page, select [Channels] to see a list of available channels.
  2. Select a channel.
  3. Select the video you wish to share.
  4. Underneath the video, right-click on [Email], and select [Copy link address].
  5. Paste the link into the application you are sharing in (email, chat, social media etc.).

You have now shared a video in the Office 365 Video app.

Embed a Video

To embed a video from the Office 365 Video app:

  1. Go to Office365.IllinoisState.edu, log in, and select the [Video] tile to launch the Video application.

1a. For more information, refer to the following article: How to Launch Apps in Office 365.

  1. From the Video Home page, select [Channels] to see a list of available channels.
  2. Select a channel.
  3. Select the video you wish to embed.
  4. Underneath the video, press on [Embed]. The Embed pane will display the embed code. Select the embed code, , then right-click and select [Copy].
  5. Navigate to the application into which you wish to insert the video, and past the embed code into the application.

 

Video Channel

 

  1. Clicking on the [Channels link] at the top of the screen will allow you to view all channels that are available to you.

 

  1. When a channel is clicked, the homepage of the channel will appear. There are three categories on this page: Trending, All Videos, and My Videos.

 

  • Trending – The Trending category is the default view that is displayed. Any video that is currently trending will be displayed here.

 

  • All Videos – Click on the [All videos link] to display all videos in this channel.

 

  • My Videos – Click on the [My Videos link] to display all videos that have been uploaded by you into this channel.

 

 

Upload a Video

 

  1. Click on the Channel in which you would like to upload a video. This will open the channel’s main page. Then, click the [Upload] video link displayed on this screen.

 

Alternatively, click the [Upload] link, which will open the Upload page. Use the [dropdown menu] in the center of the screen under the header, “Select a channel to upload your video” to select the channel into which the video will be uploaded.

 

  1. Under this section will open another section titled, “Select videos to upload or drag files here.”

 

  • Select videos to upload – Click the [Select videos to upload] statement or [icon] to open the Open window. Navigate through the folders until you locate the applicable video. Double click on [this video].
  • Drag files here – To use the “Drag files here” feature, open a My Computer window and open the [folder] that the video is located. Click on the applicable video, then drag and drop the file into the area in the channel labelled, “Select videos to upload or drag files here.”

 

  1. The "Upload complete!" window will open. On the left side of the screen will display the completion status of the video’s upload progress. The name of the file will be displayed at the top of the section, and the progress bar will be displayed below. Once the video is successfully uploaded, the status of “Completed” will appear, along with the completed, blue progress bar.

 

A link labelled, “Go to video” will be featured below the progress bar. Click this [link] to open a new window that will allow you to view the video’s processing time. This processing time is separate from the upload process; additional time needs to be taken to process the video so that it is available to be played.

 

Once the processing time is completed, a message will appear in the upper right of the corner stating that the video is ready to be viewed. Additionally, you will receive an email confirming that the video is ready to be viewed.

 

If you are still on the “Processing” page, simply click the [refresh button] to view the video. The video will automatically start playing.

 

  1. This page also contains additional information regarding the video and actions that can be taken:

 

  • Title – The title of the video will be the first information displayed below the video. Click the [pencil icon] to the right of the title to change the title. This will open the title in a textbox. Make any changes or updates that need to be made. After making the necessary updates, click the [Save button] to save the changes made or click the [Cancel button] to cancel the changes made.

 

  • Channel – The channel that the video is housed in is listed below the title. Click the [name of the channel] to open the main channel page.

 

  • Uploaded by and date – Your name will be listed next to the phrase, “Uploaded by.” To the right of your name will be the date that the video was uploaded.

 

  • Click to add a description – Next is the phrase, “Click to add a description.” Click the [pencil icon] to the right of the phrase to open a textbox. Enter a description for the video, then click the [Save button]. Alternatively, click the [Cancel button] to discard any changes to the description and close the textbox.

 

  • Download icon – Click the [Download icon] to download the video. Depending on the browser that is being used, follow the appropriate downloading instructions to open and save the video to your computer.

 

  • Embed icon – Click the [Embed icon] to embed the video into another webpage. This will open the "Embed" window.

 

At the bottom of the window will be some options to customize your video. In the Size field, use the [dropdown menu] to select the size of the video – small, medium, or large.

 

Below the Size field are three checkboxes. Click the [checkbox] next to “Automatically start playing” to have the video automatically start playing when the page with the embedded video is opened.

 

Click the [checkbox] next to “Show video info” to show information about the video on the page, such as the title and time length.

 

Click the [checkbox] next to “Resize the player to fit the screen” to manually change the size of the embedded video once the code is copied into the new webpage.

 

  • Email icon – Click the [Email icon] to email a link to the video. This will open an email message with a link to the video, along with a link to the homepage of the user’s personal video channel.

 

Add the email address of the recipient and if needed, update the subject of the email from the default subject line provided.

 

Additionally, make updates to the body of the email as needed.

 

  • Statistics – Click the [Statistics link] to view statistics about this video. The Statistics menu will expand below the link, displaying two new sections: Viewer trends and Viewer engagement.

 

  • Viewer trends – The Viewer trends section will display the number of views and visitors the video has experienced. There are two graphs that can be viewed via the corresponding radio buttons: Daily (last 14 days) and Monthly (last 36 months).

 

    • Daily (last 14 days) – Click the [radio button] next to “Daily (last 14 days)” to view a graph that will display information about the number of times the video had been viewed the past fourteen days. Hover over each graph marker to view specific information – the date, the number of views, and the number of visitors.

 

    • Monthly (last 36 months) – Click the [radio button] next to “Monthly (last 36 months)” to view a graph that will display information about the number of times the video has been viewed the past thirty-six months. Hover over each graph marker to view specific information – the date, the number of views, and the number of visitors.

 

  • Viewer engagement – Below the Viewer trends section is the Viewer engagement section. This section will display a chart that splits the video into ten time ranges and shows the number of views for each range.

 

  • People related to this video – To the right of this screen is the “People related to this video” section. Your name will be listed here as the person who uploaded the video. Click the [blue icon of the person with a plus sign] to add another person who is related to the video.

 

This will open a video to the right of the screen. Use the textbox labelled “Add people” to add another person. Start typing this person’s name; a list of possible people will start appearing below. Select [the person]. Once completed, click the [Save button]. Click the [Cancel button] to cancel this process.

 

Once completed, the new person’s name will appear in the “People related to this video” section.

 

Users will be able to click on these names to display contact information for the person – email address, phone number, or open up a chat using Skype.

 

  1. At the top of the page, next to the "Upload" button, a dropdown menu labelled “Manage” will appear once the video has been uploaded. Click on this [dropdown menu] to display three choices: Thumbnail, Subtitles or captions, and Delete.

 

  • Thumbnail – Click the [Thumbnail link] to open a menu at the right of the screen labelled “Choose a thumbnail.” A list of possible thumbnails based on the first few seconds of the video will appear. Click on the [thumbnail] you would like to be displayed, then click the [X button] in the upper right corner to close the menu.

 

Alternatively, click the [Upload an image button] to upload your own thumbnail. The "Open" folder will appear. Select and double click the [applicable image]. The new image will now be displayed in the menu. Click on [the thumbnail] you would like to be displayed, then click the [X button] in the upper right corner to close the menu. Please note that it may take several minutes for people to see the new thumbnail.

 

  • Subtitles or captions – Click on the [Subtitles or captions link] to open a menu at the right of the screen labelled, “Subtitles or captions.” You can add subtitles or captions to your video in multiple languages.

 

Click the [Upload a new file button]. This will display a dropdown menu. Click on [this menu] and select [the language of the subtitles]. Then, click the [Upload button].

 

The "Open" menu will open. Navigate and open the appropriate [.vtt file]. A .vtt file, or Web Video Text Tracts file, is a format designed to provide subtitles or captions for video content. This is the only format that can be uploaded as a subtitle or caption.

 

  • Delete – Click the [Delete link] to delete the file. A window titled “Delete video” will appear, along with the phrase, “Are you sure you want to delete this video?” Click the [Delete button] to delete the video, and the [Cancel button] to cancel this action.

 

 

Recycle Bin

 

  1. At the top of the screen is the Recycle Bin link. Click [this icon] to open the recycle bin for this channel.

 

  1. The Recycle Bin page will open. This page will display all videos that have been deleted, organized into a chart. This chart will include the following information: Name of the file, Date deleted, Deleted by, Created by, and Original location.

 

  1. The Recycle Bin is displayed in list form by default. In the upper right corner of this chart is a dropdown menu labelled, “View options.” Click [this dropdown menu] to display the options in viewing the recycle bin: List or Tiles. Click the [Tiles icon] to view the items in the recycle bin by tiles instead of in a list format.

 

  1. To the left of this screen is the navigation pane. There are three links in this pane: Home, Recycle bin, and Edit.

 

  • Home – The Home link will return you to your Video homepage.

 

  • Recycle bin – The Recycle bin link is a link to your recycle bin.

 

  • Edit – Click the [Edit link] to either edit your Home link or add another link to this navigation pane.

 

    • Edit – After clicking the Edit link, the Home link will display three dots to the right. Click [these dots] to open a dropdown menu with the options of Edit or Remove. Click [Edit] to edit the Home link.

 

This will open a window titled “Edit a link.” This window will contain an “Address” textbox and a “Display name” textbox. If you would like the Home link to direct you to a different page, add the URL in the “Address” textbox. To change the “Home” link to a different name, click in the [Display name textbox] and edit the name.

 

    • After the applicable changes have been made, click the [OK button]. To discard the changes or keep the address and display name as is, click the [Cancel button].

 

    • Add – Hover over the area directly below the "Home" link. A blue bar with a plus sign will appear. Click [this plus sign] to add another link to your navigation pane. This will open a window titled “Add a link.” This window will contain an “Address” textbox and a “Display name” textbox. Add the URL of the link you would like to add in the “Address” textbox. Add the name of your new link in the "Display name" textbox.

 

Once completed, click the [OK button]. To discard the new link, click the [Cancel button].

 

After all edits have been made, click the [Save button]. Or, click the [Cancel button] if no changes have been made. This will restore your navigation pane.

 

  1. At the top right of the screen is a link labelled, “Not following” with a star to the left. This link indicates that you are not following this channel. Click [this link] to change the link to “Following.” This indicates that you are now following this channel.

 

  1. To the right of the “Not following” link is the Share link. Click [this link] to open the window of the channel you would like to share.

 

  • Invite people – The window will display the “Invite people” tab by default. In the textbox labelled “Enter names, email address, or ‘Everyone’,” enter the names or email addresses to whom you would like to invite to the channel. Enter Everyone to invite everybody in your organization.

 

Below this textbox is the “Include a personal message with this invitation (Optional)” textbox. If needed, enter a message that the invitee will see when the invitation is received.

 

  • Show options – Click the [Show option link] to display the options that can be taken next. The checkbox next to “Send an email invitation” is checked by default. Below is the field, “Select a permission level.” Use the dropdown menu in this field to select the type of permission level the invitee will attain. Once completed, click [Hide Options].

 

  • Shared with – The “Shared with” tab will show the names of the people who have access to this channel. The “Email Everyone” link will open the “Invite people” tab. Enter Everyone to invite everybody in your organization, along with an optional message, then click the [Share button]. Once completed, click the [Close button].

 

 

Additional Information

For more detailed information regarding the use of Video in Office 365, please visit Meet Office 365 Video on the Microsoft Support page.

How to Get Help

For technical assistance, you may contact the Technology Support Center at (309) 438-4357, or by email at SupportCenter@IllinoisState.edu.