Content365 Authoring: edit content

Introduction

After a catalog admin creates a course in Content365 Authoring, or after admins create a content package and add it to an existing Learn365 course, they can make further changes. For example, they might want to add, edit, format, or remove content, change the screen layout, and update the branding to align with that of your organization.

The editing and configuration tools vary across the screen types and the elements you choose to include.

In this article, we explore how course and catalog admins can edit Content365 Authoring content and settings.

Enable AI-powered features in Content365 Authoring

Required role: LMS admin or Microsoft 365 global admin

Before admins can generate or refine content using the AI assistant, you must enable these AI-enhanced features.

For information about how to enable AI-powered assistance features in Content365 Authoring, see this article.

Getting started

Required role: catalog admin or course admin.

1. To edit your content or settings, go to the Learn365 Admin Center > Training Management > select the relevant course > Edit with Content365 Authoring. The Edit with Content365 Authoring panel opens.

To edit a content package that you created and added directly to a Learn365 course, go to the Learn365 Admin Center > Training Management > select the relevant course > Manage Course Content > select the relevant content package > Edit with Content365 Authoring. The Edit with Content365 Authoring panel opens.

Whichever method you use, Edit with Content365 Authoring is grayed out if a catalog admin has converted the content package generated by Content365 Authoring to standalone SCORM. It's also grayed out if the course contains more than one content package because Learn365 can't determine which of the content packages you want to edit.

The content opens on the Start screen. The course title is displayed near the top of the panel.

2. Edit your content.

• Edit your Content365 Authoring content
• Navigation options
• Preview content
• Add narration
• Add translations
• Use the brand kit to create and apply themes

Any changes you make are saved automatically. Changes are applied to the course in Learn365 only when you choose to update the associated content package.

3. You can Undo () and Redo () your screen changes using the icons to the right of the course title near the top of the screen. However, these actions don't affect any changes you make to the theme.

4. Choose what you want to do with your changes: Update content package or Discard. For more information about updating the content package and discarding your changes, see this article.

5. To close Content365 Authoring and return to the Training Management page, select the X icon at the top of the panel or the back icon (the left-facing arrow).

Edit your Content365 Authoring content

Options available on the screen options toolbar

The tools available at the top of the screen vary across screen types and the cursor position. Additionally, the options available in these tools vary from screen to screen.

• Layout. Enables you to change the layout of your images. Here, you can move the image behind the text, or to the left or right of it. You can also remove the image.
• Enforce completion. On video screens, to force the viewer to watch the entire video before they can continue with the course, select the Enforce completion drop-down then set the Enforce completion toggle to On.
• Replace video. On video screens, select Replace video and choose an alternative, if required.
• Add slide. On slideshow screens, you can add a slide by selecting Add slide.
• Replace image. Select Upload in the Add image dialog to choose an image on your local device, or select an image from the Library, Unsplash, or Giphy tabs. Select X in the top right-hand corner. You can upload an image up to 2.5 GB in size.
• Edit image. Here, you can crop, rotate, and flip the image. You can also delete the image and add a different one up to 2.5 GB in size.
• Alt text. For screens that have an image, you can enter Alt text that assists learners who can't see images, Alt text is a written description of an image that helps learners understand its purpose and meaning.
• Display options. This option is available for screens that contain several items or slides, such as slideshow, accordion, process, and flashcard screens. The display options on the screen options toolbar are different to those available in the right-hand toolbar. Here, you can define which elements are displayed on each individual item or slide. This option is also available for quizzes, where you can choose to show or hide the start screen.
• Duplicate. This option is available for screens that contain several items or slides, such as slideshow, accordion, process, and flashcard screens. Here, you can duplicate the current item or slide and display it directly below the original.
• Delete. This option is available for screens that contain several items or slides, such as slideshow, accordion, process, and flashcard screens. Here, you can delete the current item or slide.
• Add background image. Add a background image to the Start and Finish screens. From the Add image dialog, choose an image on your local device, or select an image from the Library, Unsplash, or Giphy tabs. Select X in the top right-hand corner. You can upload an image up to 2.5 GB in size. When you add an image, the Replace image, Edit image, and Overlay opacity options replace Add background image.
• Overlay opacity. Use the slider to choose the transparency of the overlayed text. The lower the opacity, the more visible the image is.
• Icon style. You can change the symbol displayed on accordion items. The default is the plus symbol, but you can change this to an arrow, acronym, or a number.
• Refine. Highlight the text you want to refine then choose from the refine options. You can improve writing, change the tone, and make the text shorter or longer.
• Formatting tools. Where the cursor is in text or you've highlighted text, among the formatting tools, you can change the paragraph style, format text, add a hyperlink, align text, add bullet and numbered lists, images, and tables, and upload an audio file.
• Confetti. This option is available on the Finish screen. Here, you can choose whether you want to congratulate learners when they complete the course. To congratulate learners, select Display confetti from the drop-down then choose the effects: Fireworks, Cannons, or Snow.

Example of the screen options toolbar on the Start screen.

Example of the screen options toolbar when the cursor is active in a block of text.

Options available on the right-hand toolbar

The options available on the right-hand side of the screen apply to the current screen and vary across screen types.

Quiz scoring. On quiz screens, choose whether you want to score the quiz by selecting Quiz scoring () in the right-hand tools and complete the fields. For more information about quiz scoring, see Quiz scoring in this article.

Reorder items. Some screens (for example, accordion, process, and checklist) enable you to add multiple items. The number to the left of a slide shows its position in the course. The Start screen shows a pin icon and the Finish screen shows a flag icon instead of numbers. You can reorder them by selecting Reorder items () from the right-hand tools, then dragging the items to the correct order. Select Done. The items are displayed in the correct order. The

Display options. Screens offer you the chance to include various elements, such as the course title, description, buttons, and so on. You can choose which elements to show on a screen by selecting Display options (), then toggle the checkboxes to determine which elements you want to show. The screen updates according to your choices. You can then configure the displayed screen elements. The display options in the right-hand tools are different to those available on the screen options toolbar at the top of the screen. Here, any changes affect the entire screen.

Text alignment. Align your text to the left, right, or center of the screen by selecting Text alignment () and selecting left, right, or center.

Background color. To change the background color of your screen, select Background color () in the right-hand tools, then choose the required color or enter its hex code.

Narration settings. Once you've finalized your content and generated narration scripts, you can review the scripts before generating narration. To review the script for a screen, select Narration settings () in the right-hand tools. This option is available only if you've generated narration scripts. For more information about reviewing narration scripts, see this article.

Example of the right-hand toolbar on the Start screen.

Example of the right-hand toolbar on a quiz screen.

Edit the Start and Finish screens

Your content will always include a Start and Finish screen. You can't delete or reorder them. The Start screen must always be the first screen and the Finish screen must always be the last.

While the Start and Finish screens share many of the features available on other screens, they also have some unique features.

Additional features on the Start screen

The options available on the right-hand side of the Start screen have the following additional options:

• Time estimate. Shows how long the content typically takes learners to complete. Select the checkbox to show this element then enter the number of minutes.
• Button. Shows the Start course button. Select the checkbox to show the button, then select the button to configure the Button label and Button style.
• Pattern. Shows a pattern on the background of the screen if you don't add a background image. If you have a background image, this setting has no effect and the pattern isn't shown.

Additional features on the Finish screen

The options available on the right-hand side of the Finish screen have the following additional options:

• Feedback. Shows the feedback element, which enables learners to share their course experience by choosing an emoji. You can edit the default How was your course experience? text, or delete it if you don't want to include the feedback element.
• Button. Shows the Next button, which you can configure to redirect learners once they complete the course. Select the checkbox to show the button, then select the button to configure the Button label, the URL (Navigate to), your Open in new tab preference, and Button style.
• Pattern. Shows a pattern on the background of the screen if you don't add a background image. If you have a background image, this setting has no effect and the pattern isn't shown.

Navigation options

Show and hide the left navigation bar

You can close the navigation bar to maximize the working area.

• To show the left hand navigation bar when it's closed, select .
• To hide the left-hand navigation bar when it's open, select the left-facing arrow on the right-hand side of the navigation bar.

Navigate through the screens

How you navigate through screens depends on whether you have the left hand navigation bar open.

To navigate between screens:

• When the left navigation bar open, use the scroll bar to find and select the required screen.
• When the left navigation bar closed, select the next screen ()and previous screen () icons to navigate through the screens.

Add a screen

To add a screen:

• When the left navigation bar open, select Add screen near the bottom of the bar.
• When the left navigation bar closed, select .

The Screens side panel opens.

For more information about how to add and configure screens, see this article.

Change the order of your screens

You can reorder any screen except for the Start and Finish screens. The Start screen must always be the first screen in your content and the Finish screen must always be the last.

1. With the left navigation bar open, hover over the screen you want to move.

2. Drag the double vertical ellipsis (the six dots icon) to its new position.

The slides are reordered.

Duplicate a screen

Instead of manually creating screens that look similar, you can create a duplicate of a screen then edit it.

You can duplicate any screen except for the Start and Finish screens.

1. With the left navigation bar open, hover over the screen you want to duplicate.

2. Select the ellipsis > Duplicate.

The duplicate screen is added directly below the original one in the left navigation bar.

3. Edit the screens, as required.

Delete a screen

You can delete any screen except for the Start and Finish screens. When you delete a screen, any related translations are also deleted. This action can't be undone.

1. With the left navigation bar open, hover over the screen you want to delete.

2. Select the ellipsis > Delete. The Delete screen dialog opens.

3. Select Delete screen.

Preview content

There might be small differences between what you see when editing content content, and what learners see when they take a course. As you edit content, we strongly advise you preview its content and make any necessary changes.

To preview your content, set the Preview toggle in the top right-hand corner of the Edit with Content365 Authoring panel to On.

Here, you can navigate through the content and experience it in the same way learners will.

You can check how your content will look on various devices by switching between desktop, tablet, and mobile view icons near the top left-hand corner of the panel.

To return to edit mode, set the Preview toggle to Off.

Add narration

Narration enables you to add an engaging, spoken version of your Content365 Authoring course, enhancing accessibility and helping learners follow content more easily. Catalog admins generate a narration scripts for the course. After the scripts are reviewed and edited, they can generate the narrations based on these scripts.

For information about how to add course narration, see this article.

Add translations

Translations enable you to make your Content365 Authoring courses available in different languages.

A course translation is a child of the default (parent) course, and remains strongly linked to the default one. While you can customize certain elements for different languages, the core structure and progression of the course remain tied to the default one. This child-parent relationship ensures consistency and simplifies course management across languages.

For information about how to add course translations, see this article.

Use the brand kit to create and apply themes

The Content365 Authoring brand kit enables you to set up logos, color palettes, and fonts that can be applied to new and existing courses. It also enables you to save custom course themes, helping you to ensure consistent branding across multiple courses. This streamlines your course creation processes by removing the need to recreate design settings for every new course.

For information about how to create and manage themes, and apply a theme to your course, see this article.

Next steps

Any changes you make after initial creation are saved automatically, but only in Content365 Authoring. Changes are applied to the course in Learn365 only when you choose to update the associated content package.

For information about how to update your Learn365 course with changes you've made in Content365 Authoring, see this article.

Content365 Authoring data handling, AI usage, and compliance

For information about data storage, subcontractors, data flows, and AI usage in Content365 Authoring, see this article on the Trust Center.