{"id":6936,"date":"2019-04-25T17:19:06","date_gmt":"2019-04-25T16:19:06","guid":{"rendered":"https:\/\/blogs.tees.ac.uk\/lteonline\/?p=6936"},"modified":"2019-04-26T10:01:54","modified_gmt":"2019-04-26T09:01:54","slug":"embedding-from-onedrive","status":"publish","type":"post","link":"https:\/\/blogs.tees.ac.uk\/lteonline\/2019\/04\/25\/embedding-from-onedrive\/","title":{"rendered":"Embedding files from OneDrive online"},"content":{"rendered":"<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-6980\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/onedrive1-thin-noresize.png\" alt=\"An image of the OneDrive logo\" width=\"1200\" height=\"400\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/onedrive1-thin-noresize.png 1200w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/onedrive1-thin-noresize-300x100.png 300w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/onedrive1-thin-noresize-768x256.png 768w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/onedrive1-thin-noresize-1024x341.png 1024w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><\/p>\n<p>Staff and students at Teesside University have access to <a href=\"https:\/\/onedrive.live.com\" target=\"_blank\" rel=\"noopener noreferrer\">Microsoft OneDrive<\/a>, a cloud storage service. As well as being able to store and share files, OneDrive allows users to edit Microsoft Office files in a web browser using Office Online and then embed them for use somewhere else online. Microsoft Office files stored on OneDrive can be embedded in a number of different online tools such as <a href=\"https:\/\/blogs.tees.ac.uk\" target=\"_blank\" rel=\"noopener noreferrer\">blogs.tees<\/a>, <a href=\"https:\/\/eat.tees.ac.uk\" target=\"_blank\" rel=\"noopener noreferrer\">Blackboard<\/a> or anywhere else that supports embedding using something called an <a href=\"https:\/\/www.w3schools.com\/html\/html_iframe.asp\" target=\"_blank\" rel=\"noopener noreferrer\">IFrame<\/a>.<\/p>\n<p>For example, you might currently use the same PowerPoint presentation in 3 different Blackboard modules. This means that you\u2019ll most probably upload a separate copy of it to each module on Blackboard, if you want to make a change to the presentation you need to edit it and then upload it back to the 3 modules on Blackboard.<\/p>\n<p>But what if you could make a change to the presentation and without you having to do anything else you could see those changes reflected across the 3 modules on Blackboard? With OneDrive and Office Online you can do that!<\/p>\n<h6>OneDrive<\/h6>\n<p>First of all, the file that you want to embed needs to be saved in OneDrive.<\/p>\n<ul>\n<li>Access OneDrive by going to <a href=\"https:\/\/onedrive.live.com\" target=\"_blank\" rel=\"noopener noreferrer\">https:\/\/onedrive.live.com<\/a><br \/>\n<strong>Staff and Students at Teesside University get 1TB (1000GB) of storage space on OneDrive.<\/strong><\/li>\n<li>Click <strong>Sign in<\/strong> in the top right corner of the page and enter your Teesside University email address. If you\u2019re on campus you\u2019ll be logged in automatically, if you\u2019re off campus continue to enter your password.<\/li>\n<li>You\u2019ll see your OneDrive storage space and you might see some files already listed.<\/li>\n<li>It\u2019s good practice to keep all of the files you want to share and embed in a separate folder, this way you know that all of the files you\u2019ve embedded somewhere are organised for you to manage in one place.<\/li>\n<li>Using the links at the top of the page choose <strong>New &gt; Folder<\/strong> and enter a name such as <strong>Shared Files<\/strong>.<\/li>\n<li>Once you\u2019ve create the folder you\u2019ll see it in your list of files, click on it to go inside the folder.<\/li>\n<li>You can upload files to OneDrive in two ways, you can either drag and drop them onto the browser window and they\u2019ll be uploaded into the folder you\u2019re in on OneDrive or you can choose <strong>Upload &gt; Files<\/strong> at the top of the page and select the file(s) you would like to upload.<\/li>\n<li>Once you\u2019ve uploaded at least one Microsoft Office file to your new <strong>Shared Files<\/strong> folder, you\u2019ll see something like this:\n<figure id=\"attachment_6947\" aria-describedby=\"caption-attachment-6947\" style=\"width: 847px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-6947\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-1-1.png\" alt=\"\" width=\"847\" height=\"264\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-1-1.png 847w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-1-1-300x94.png 300w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-1-1-768x239.png 768w\" sizes=\"(max-width: 847px) 100vw, 847px\" \/><figcaption id=\"caption-attachment-6947\" class=\"wp-caption-text\">You can manage your files by clicking on one or more of them. Download, Delete, Copy and Move options will then appear at the top of the page.<\/figcaption><\/figure><\/li>\n<\/ul>\n<h6>Managing Access<\/h6>\n<p><strong>Files stored on OneDrive are private by default and only you can access them.<\/strong> Because we\u2019re going to embed them on Blackboard, we need to tell OneDrive that we would like other people at Teesside University to be able to access them. We can even tell OneDrive what kind of access rights we would like to give, for example we can keep the files read only so that people can only view the information inside the file, or we can make the file writable, so that people can make changes to the file.<\/p>\n<p>In this example, we will change the access permissions on the whole <strong>Shared Files<\/strong> folder so that instead of it being private it\u2019s available to anyone at Teesside University, but read only, they won\u2019t be able to make any changes to it or the files inside it.<\/p>\n<p><strong>You\u2019ll also notice that some of the language used could make it sound like we\u2019re giving everyone at the University access to your files, we\u2019re not. Only the people you share the files with will be able to access them, so for example if you embed a file in a Blackboard module, only students at the University will be able to access it. No one will be able to list or view the files until you embed somewhere or share them with them via email.<\/strong><\/p>\n<ul>\n<li>In OneDrive navigate out of the <strong>Shared Files<\/strong> folder using the breadcrumb navigation at the top of the page, you\u2019ll see something like this:<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-6952\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-3.png\" alt=\"An image of OneDrive showing a list of files\" width=\"841\" height=\"345\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-3.png 841w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-3-300x123.png 300w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-3-768x315.png 768w\" sizes=\"(max-width: 841px) 100vw, 841px\" \/><\/li>\n<li>Find your <strong>Shared Files<\/strong> folder in the list, from the <strong>Sharing<\/strong> column click on the word <strong>Private<\/strong> and then select <strong>Grant Access<\/strong> from the panel that appears on the right of the page.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-6953 size-full\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-4-e1556191498843.png\" alt=\"An image showing the Manage Access panel of OneDrive\" width=\"340\" height=\"123\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-4-e1556191498843.png 340w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-4-e1556191498843-300x109.png 300w\" sizes=\"(max-width: 340px) 100vw, 340px\" \/><\/li>\n<li>When the <strong>Grant Access<\/strong> box appears you\u2019ll see a prompt to <strong>Enter a name or email address<\/strong>, enter the following: <strong>Everyone except external users<\/strong><\/li>\n<li>As you start to type <strong>Everyone except external users<\/strong> you\u2019ll notice that OneDrive will start to automatically suggest the group name. Confirm the suggestion by clicking on it.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-6954\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-5.png\" alt=\"An image of the Grant Access box in OneDrive\" width=\"342\" height=\"322\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-5.png 342w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-5-300x282.png 300w\" sizes=\"(max-width: 342px) 100vw, 342px\" \/><\/li>\n<li><span style=\"color: #ff0000;\"><strong>IMPORTANT:<\/strong><\/span> Change the <strong>Can Edit<\/strong> option to <strong>Can View<\/strong> and <strong>un-tick the Notify People check box<\/strong>.<\/li>\n<li>Select <strong>Grant Access<\/strong>.<\/li>\n<\/ul>\n<h6>Office Online<\/h6>\n<p>In this example we\u2019ll be embedding a PowerPoint file into a Blackboard module, but the same steps could be used to embed a Word document or an Excel file.<\/p>\n<ul>\n<li>In OneDrive, go into your <strong>Shared Files<\/strong> folder and click on the name of the file you want to embed in Blackboard. This should launch Office Online, if it doesn\u2019t, click on the file and choose <strong>Open &gt; Open in PowerPoint Online<\/strong>\u00a0from the top of the page.<\/li>\n<li>From the ribbon at the top of the page, choose <strong>File &gt; Share &gt; Embed<\/strong>.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-6956\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-2.png\" alt=\"An image showing the sharing and embedding options of Office Online\" width=\"747\" height=\"345\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-2.png 747w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-2-300x139.png 300w\" sizes=\"(max-width: 747px) 100vw, 747px\" \/><\/li>\n<li>An <strong>Embed<\/strong> window will appear, in the <strong>Dimensions<\/strong> settings choose <strong>962 x 565<\/strong> to set that dimensions that your embedded file will be displayed at.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-6957\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-6.png\" alt=\"An image showing the Embed options in Office Online\" width=\"674\" height=\"489\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-6.png 674w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-6-300x218.png 300w\" sizes=\"(max-width: 674px) 100vw, 674px\" \/><\/li>\n<li>Select and copy the text in the <strong>Embed Code<\/strong> section.<\/li>\n<\/ul>\n<h6>Blackboard<\/h6>\n<p>The final step is to create an item in Blackboard using the Embed Code you just copied, the file that you\u2019re embedding will appear in the module and allow students to also <strong>Download a copy<\/strong> for themselves or <strong>Print to PDF<\/strong>.<\/p>\n<ul>\n<li>Go to a <strong>Content Area<\/strong> within the module on Blackboard where you would like to embed the file, <strong>Learning Materials<\/strong> for example. It\u2019s good practice to organise content on Blackboard inside folders, you might already organise content by week or by subject.<\/li>\n<li>When you\u2019re inside the <strong>Content Area<\/strong> that you would like to embed the file in choose <strong>Build Content &gt; Item<\/strong>.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-6958\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-7.png\" alt=\"An image showing the Build Content options in Blackboard\" width=\"406\" height=\"431\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-7.png 406w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-7-283x300.png 283w\" sizes=\"(max-width: 406px) 100vw, 406px\" \/><\/li>\n<li>Enter a <strong>Name<\/strong> for your new Content Item and then click the <strong>HTML<\/strong> icon on the third row of the toolbar.\n<figure id=\"attachment_6959\" aria-describedby=\"caption-attachment-6959\" style=\"width: 708px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6959 size-full\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-8.png\" alt=\"An image showing the Content Item tool in Blackboard\" width=\"708\" height=\"429\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-8.png 708w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-8-300x182.png 300w\" sizes=\"(max-width: 708px) 100vw, 708px\" \/><figcaption id=\"caption-attachment-6959\" class=\"wp-caption-text\">If you can\u2019t see the HTML icon, click the chevron arrow icon at the far right of the top row of icons.<\/figcaption><\/figure><\/li>\n<li>In the <strong>HTML Code View<\/strong> window that appears, paste the <strong>Embed Code<\/strong> that you copied earlier and click the <strong>Update<\/strong> button<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-6961\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-9.png\" alt=\"An image showing HTML code in Blackboard\" width=\"756\" height=\"215\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-9.png 756w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-9-300x85.png 300w\" sizes=\"(max-width: 756px) 100vw, 756px\" \/><\/li>\n<li>You\u2019ll then be returned to the Create Item page in Blackboard and a yellow placeholder box will appear in the text editor.<\/li>\n<li>Click <strong>Submit<\/strong>.<\/li>\n<li>You should now see an embedded version of the file displayed in the Blackboard module.\n<figure id=\"attachment_6963\" aria-describedby=\"caption-attachment-6963\" style=\"width: 1081px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6963 size-full\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-10.png\" alt=\"An embedded IFrame in Blackboard\" width=\"1081\" height=\"662\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-10.png 1081w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-10-300x184.png 300w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-10-768x470.png 768w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-10-1024x627.png 1024w\" sizes=\"(max-width: 1081px) 100vw, 1081px\" \/><figcaption id=\"caption-attachment-6963\" class=\"wp-caption-text\">Users can click on the slides to move between them. By clicking on the <strong>Menu<\/strong> icon in the bottom right of the embedded file users can also <strong>Download a copy<\/strong> of the original file or <strong>Print to PDF<\/strong>.<\/figcaption><\/figure><\/li>\n<\/ul>\n<p>That\u2019s it, you\u2019ve done it! You can use the embed code in as many modules as you want, and if you edit the file on OneDrive using the Office Online tools your changes will automatically be reflected in the modules you\u2019ve embedded the file in. No more uploading edited files to multiple modules and files stored in OneDrive don\u2019t count towards your Blackboard module quota!<\/p>\n<h6>Some important things to be aware of<\/h6>\n<ul>\n<li>Because we shared the files in OneDrive with <strong>Everyone except external users<\/strong>, when your students go to a Blackboard module with embedded files they will have to &#8220;Sign In&#8221;. This just lets the system know that they are a valid Teesside University user, they will only have to sign in once every 30 days.\n<figure id=\"attachment_6970\" aria-describedby=\"caption-attachment-6970\" style=\"width: 471px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6970 size-full\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-11.png\" alt=\"An image showing the SharePoint Online login box on Blackboard\" width=\"471\" height=\"317\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-11.png 471w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-11-300x202.png 300w\" sizes=\"(max-width: 471px) 100vw, 471px\" \/><figcaption id=\"caption-attachment-6970\" class=\"wp-caption-text\">Click <strong>Sign In<\/strong> and log in with your Teesside University email address and password.<\/figcaption><\/figure><\/li>\n<li>If you want to stop sharing either an individual file or the entire <strong>Shared Files<\/strong> folder you can go back to the <strong>Grant Access<\/strong> settings for a file or folder. In the <strong>Direct Access<\/strong> section of the panel, click the drop down arrow next to the <strong>Everyone except external users<\/strong> group and change the setting to <strong>Stop sharing<\/strong>. This will immediately stop users from accessing the files everywhere you have embedded them.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-6972\" src=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-12.png\" alt=\"An image showing the Direct Access panel of OneDrive\" width=\"340\" height=\"281\" srcset=\"https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-12.png 340w, https:\/\/blogs.tees.ac.uk\/lteonline\/files\/2019\/04\/od-12-300x248.png 300w\" sizes=\"(max-width: 340px) 100vw, 340px\" \/><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Microsoft OneDrive has some great features that can simplify how you manage content in your VLE. Embedding files can save you time and help your students access content more easily. You can manage all of your content from OneDrive and if you make any changes to the files, your students see the updates straight away in the VLE without you having to do anything else!<\/p>\n","protected":false},"author":44,"featured_media":6979,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"footnotes":"","_jetpack_memberships_contains_paid_content":false},"categories":[3],"tags":[39,461,316,460,457,456,447,458,406,459,407,147,253,446],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Embedding files from OneDrive online - LTE Online<\/title>\n<meta name=\"description\" content=\"Microsoft OneDrive has some great features that can simplify how you manage content in your VLE. 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