How to Add a YouTube or Offline Video to Word Documents

Ms Word

YouTube has become the standard for video-sharing. Not only is it a mighty marketing tool, it serves as an education platform. Not only can you embed YouTube videos on your websites, you can also insert a YouTube video in your Word document. This article gives you step-by-step guides to adding a YouTube or offline video to your Microsoft Word documents.

How to Insert a YouTube Video in Word Document

When you want to insert a YouTube video, click on the “Insert” tab in the upper-left corner, right after “File” and “Home.” Then click on the “Online Video Media” icon within the Insert ribbon.

Online Video Media

A new window will pop up asking you to enter the video’s HTTP address. Copy-paste the video’s address from your web browser into the box and click on the “Insert” button. Alternatively, you can click on YouTube’s “Share” button underneath the video and click on the copy when a new window pops up.

Share Copy

If you want the video to start at a specific time stamp, check the box “Start at … ” at the timestamp of your choice.

Next, paste the address into the prompt box on your Word document.

Insert A Video

After you’ve clicked on the “Insert” button, you will see the YouTube video embedded into your document. More precisely, you will see its thumbnail as an image, just as it appears on YouTube when it hasn’t started playing yet.

Insert Complete

That’s it as far as the insertion part of the video.

Format Your YouTube Video so It Is Properly Integrated

As you can see, leaving the video as is doesn’t look very nice. The first step to correcting this is to click on it and press Ctrl + E on your keyboard. This will center the video. Also, you can resize the video by selecting it, clicking on any of its border circles, then moving your mouse to resize the video’s thumbnail.

Resize Video

If you right-click on the video and then on “Style,” you will be able to select over a dozen styles.

Video Style Format

For a seamless, non-distracting, professional look, the “Drop Shadow Rectangle” style is always a good choice.

Drop Shadow

Lastly, provided the reader of the Word document has an Internet connection, they can play the video at any time by clicking on the center play icon. This will bring the document to the background and the video to the foreground. You will see it displayed much like you would on Twitter, Reddit, or a number of different forums.

Video Playing

How to Add Offline Video to Word Document

The downside to adding offline videos (or videos from your computer’s storage) to Word documents is that they will only play on your PC. Videos added from your computer won’t play if you send the document to someone else – this is why offline videos are not as encouraged as online videos. Use the guide below if you decide to add videos to your Word document anyway.

First, enable the Developer option in your Word document. To do this:

1. Open your Word document and go to “File.” (See the image below.)

online-offline-video-word-doc-file

2. Click “Options.”

online-offline-video-word-doc-options

3. Click “Customize Ribbon.”

online-offline-video-word-doc-customize-ribbon

4. Check the box in front of “Developer” and click “OK.”

online-offline-video-word-doc-developer

Once you’ve followed these steps, you should find a DEVELOPER tab on your Word document as shown below.

online-offline-video-word-doc-developer-tab

Now you are all set to put your video in your Word document. Click the “Developer tab,” go to Controls, and click on the icon labeled “Legacy Tools” as shown in the image below.

online-offline-video-word-doc-legacy-tools

Click on “Legacy Tools,” and then from the drop-down menu (under ActiveX Controls) click on an icon labeled “More Controls,” and a dialog box like the one below will appear. Scroll down to “Windows Media Player,” select it, and click the “OK” button.

online-offline-video-word-doc-Windows-Media-Player

You’ll see Windows Media Player displayed on your Word document (as shown below) once you click on the OK button. This stage is also the right time to set your Media Player’s height and width by dragging the margins of the player. It’s important that you make this adjustment now, as it will not be possible afterward.

online-offline-video-word-doc-wmplayer

Windows Media Player at this point won’t play any content. To put content in your Windows Media Player, follow the steps below.

Right-click on the Windows Media Player and select “Properties.” You should see a box to the far left of your screen like the one below. Click Categorized on the box showing on your screen to find content for Word-embedded Windows Media Player.

online-offline-video-word-doc-Windows-Media-Player-Properties-Categories

A dialog box (like the one below) will pop up, allowing you to use the “Browse” button to locate the video you want to add to your Word document when you click the “OK” button.

online-offline-video-word-doc-browse

At this point, your video is about ready to play – you just need to exit “Design Mode.” To get your video playing in your Word document, head to your “Developer Tab” and click on “Design Mode” – the video automatically starts playing.

online-offline-video-word-doc-design-mode

Now your video is ready to play. Enjoy!

online-offline-video-word-doc-video-playing-in-word-document

To remove this video, cick on “Design Mode” again and hit Back Space. It’s gone!

Wrapping Up

Now that you know how to add YouTube (and offline) videos to your Word document, you may also want to know how to add the degree symbol, checkmarks or square bullets to Word documents. You can also make use of add-ins to improve your Word’s productivity.

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Rahul Nambiampurath Rahul Nambiampurath

Rahul Nambiampurath started his career as an accountant but has now transitioned into working full-time in the tech space. He is an ardent fan of decentralized and open source technologies. When he's not writing, he's usually busy making wine, tinkering with his android device, or hiking some mountains.

One comment

  1. Hi
    Thanks for the info. It works great.

    Is it possible to convert the document (with the video) to a pdf file so the people you send it to can’t adjust or erase things in it?
    Or do you have other suggestions?
    I tried saving it as pdf, but the video doesn’t work in acrobat reader of microsoft edge.

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