Embed a Microsoft Office File into Your Course in Blackboard - Includes both Original and Ultra Instructions

Please note, it is not necessary to embed files in Blackboard. You can also link to files saved in the cloud. The following process is only for embedding Microsoft Office cloud-based files in your course in Blackboard. 

A common workflow in Blackboard is for faculty to share PowerPoint (or other) files with their students in their course. Some instructors prefer their students to download the files, while others prefer students staying in Blackboard to view the file.

While an instructor may prefer that students view files in Blackboard, it’s paramount to also allow students to download the file if they choose. Downloading the file allows students to change the text size or make other changes to the file on their local device to improve readability.

There is some initial setup that you will need to complete to allow you to embed files in your course in Blackboard. Rather than sharing files from Microsoft OneDrive, you’ll need to share the files through a different Microsoft product, SharePoint. To set up a SharePoint site, you’ll first need to create a Microsoft Team to host the site. You’ll then need to send a request to the IT HelpDesk to change your Team’s settings to allow you to share the link with anyone. The step-by-step process to share the files is outlined as follows:

1. Creating a Microsoft Team with your COD Microsoft account
2. Contacting the IT HelpDesk to adjust settings on your Microsoft Team
3. Creating a SharePoint site to house your files
4. Sharing your files with your students in Blackboard

Creating a Microsoft Team with your COD Microsoft account

Note: These instructions assume that you have not previously used Microsoft Teams. If you have previously logged into Teams with a personal account, you will need to sign out of your personal account to access your COD account. If you have previously logged in with your COD account, you may still be prompted to log in, but may be taken directly to a login page when navigating to teams.microsoft.com.

1. In a web browser (Google Chrome or Mozilla Firefox) navigate to teams.microsoft.com.
2. In the Sign in field, enter your College of DuPage email address.  
3. Click Next.
   
   
   
   
4. You’ll be taken to a COD branded page to enter your COD password (the same password you use to log in to your COD email or Blackboard).
5. Click Sign in.
   
   
   
   
6. Click Join or create team.
7. Click Create team.
   
   
   
   
8. Click Class.
   
   
   
   
9. If a template option appears, select Use this Template.
   
   
   
   
10. Enter a name for the team.
11. Click Create.
    
    
    
    
    
12. Click Skip. (If you are only using the Team to share files and are not using other functionality of Teams, there is no need to add users to the Team).
    
    

Contacting the IT HelpDesk to adjust settings on your Microsoft Team

To share files with your students from your SharePoint site, the IT HelpDesk will need to adjust your team settings to allow you to share the link with anyone. This will ensure that students are not prompted to log in when accessing the files through Blackboard, as logging into Microsoft may still not allow students to access the files. To request to change the Team settings:

1. From your COD email account, compose an email to helpdesk@cod.edu.
2. In the email, request that the sharing settings for the Team be updated to allow you to share links with anyone.
3. You can continue with the process of creating a SharePoint site while waiting for the settings to be updated, but you won’t be able to share the files with your students in Blackboard until the sharing settings are updated.

Creating a SharePoint site to share files

1. If you don't already have Teams open, navigate to Teams (teams.microsoft.com) in your browser and log in if not already logged in.
2. If you don't see your list of Teams, click Teams.
3. Navigate to the class team you created.
   
   
   
   
4. Click the plus sign to add a tab.
   
   
   
   
5. In the search field, type sharepoint.
6. Click SharePoint.
   
   
   
   
7. Ensure that the team you created is selected.
8. Select the Documents folder.
9. Click Save.
   
   

Sharing files with your students in Blackboard (Ultra Course Type)

1. In your class team in Teams, click the Documents tab.
2. Hover you cursor over the General folder. 
3. Click the three dots that appear. 
4. Select Open in SharePoint.
   
   
5. Hover your mouse pointer over the file name you want to share.
6. Click the three dots.
7. Select Open.
8. Select Open in Browser.
   
   
   
   
9. In the file you want to share, click File.
   
   
   
   
10. From the menu that appears, select Share.
11. From the Share menu, click Embed.
    
    
    
    
12. Click Copy to copy the embed code.
    
    
    
    
13. Open a new browser window or tab and navigate to Blackboard (bb.cod.edu).
14. Log into Blackboard and navigate to an Ultra course.
15. At the top of the page or between any content items click the circle with the plus sign in it on the purple line. Note: You can also embed a document inside of a Learning Module or Folder.
16. Select Create.
    
    
    
    
17. From the Create Item list, select Document.
    
    
    
    
18. Provide a name for the document at the top of the page.
19. Click Hidden from students and select Visible to students.
20. In the space to build your document click Add HTML.
    
    
    
    
21. In the text box that appears, paste the embed link you copied from the document you want to share.
22. Click Save.
23. Close the document using the large X in the upper left corner.
    
    

Sharing files with your students in Blackboard (Original Course Type)

1. Follow steps 1-13 from the Ultra process above.
2. Log into Blackboard and navigate to a Blackboard Original course.
3. Navigate to the content area in your course where you want students to access the file.
4. Click Build Content.
5. Select Item.
   
   
   
   
6. In the Name field, enter a name for the Item.
7. In the Text field, click the ellipsis (3 dots) to expand the textbox tools if not already expanded.
8. Click the source code (< >) button.
   
   
   
   
9. Paste the embed code you copied from your file.
10. Click Save.
    
    
    
    
11. Click Submit.