Content365 Authoring: edit a course

Introduction

After a catalog admin creates a course in Content365 Authoring, catalog and course admins 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 your course. 

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

Getting started

Required role: course admin can edit and manage the course after it's created.

1. To edit your course 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.

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

2. Edit your course.

• Edit your Content365 Authoring course
• Navigation options
• Preview a course
• Edit Content365 Authoring course settings

Changes to your Content365 Authoring course 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 course theme. For information about how to undo changes you've made to the course theme, see Change the course 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 your Content365 Authoring course 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 course

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 to return to your course. 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 course and generated narration scripts, you can review the scripts before generating course 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 a course. 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

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

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 course 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. For information about how to change the color of the background pattern, see Colors.

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. For information about how to change the color of the background pattern, see Colors.

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 in your course

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 in your course.

Add a screen to your course

To add a screen to your course:

• 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 screens to a course and how to configure them, see this article.

Change the order of your screens

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

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 in your course 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 in your course 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 a course

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

To preview a course, 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 course content and experience it in the same way learners will.

You can check how your course 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.

Edit Content365 Authoring course settings

Required role: catalog admin. Course admin can edit and manage the course after it's created.

1. Go to the Learn365 Admin Center > Training Management > select the relevant course > Edit with Content365 Authoring. The Edit with Content365 Authoring panel opens.

2. Select the cog icon () near the top of the screen. The Course settings dialog opens.

3. Select the relevant option in the left-hand panel.

• Course theme. Change the look and feel of your course.
• Image library. View and manage images you've upload to Content365 Authoring.
• Narration. Add an engaging, spoken version of your Content365 Authoring course, enhancing accessibility and helping learners follow content more easily. For more information, see this article.
• Languages. Make your Content365 Authoring courses available in different languages. For more information, see this article.

Change the course theme

You can change the look and feel of your course using course themes. You can choose any of the predefined themes, or edit one to create a custom version. Here, you can change the fonts for course titles and headings, colors for various screen elements, and add a logo.

When you change the course theme depends on your personal preference. You can change the course theme during course creation or when editing an existing course. Your changes are automatically applied across your Content365 Authoring course. When you add a new screen to your course, it inherits your current course theme.

In the Course settings dialog, select Course theme. The Course theme section opens.

Preset

The look and feel of you course depends on the theme you choose. Select a predefined theme from the Preset drop-down or accept the Default one.

See the following sections to learn how to change the fonts and colors, and choose a logo to suit your course and your organization's branding.

When you've changed any of the settings in the following sections, select Save changes to apply the changes to your course. Alternatively, the X icon at the top of the panel to close course settings without saving. To revert the theme to its original settings, select Restore then Save changes. The predefined settings for the selected theme are applied to your course.

Fonts

With your preferred theme selected, you can change the font for the titles and headings only. All other text in your course is unaffected by this setting.

1. Expand the Fonts section.

2. Select the font you want to use for Titles and headings from the drop-down.

Colors

For all themes, the color settings for the Start and Finish screens are different to the Standard screens in your course. You can change the color for Buttons, Titles and headings, and Background.

1. Expand the Colors section.

2. For Start and Finish screens, you change the color of the background pattern you can apply on these screens.

3. To change a color, select the relevant color disc and choose an alternative, or enter a hex code.

Logo

You can add a logo that learners see when they take the course. The logo is displayed in the bottom left-hand corner of the screen when learners take the course.

1. Expand the Logo section.

2. Select Add logo.

3. Locate and select the logo to upload it.

The Display logo toggle switches On, meaning the logo will be displayed in the course but you can set the toggle to Off. Below the toggle, you see a preview of the logo.

4. Some logos might look better on a white background. To add a white background, set the Bounding box toggle to On to test it. Set the toggle to Off to remove the box.

5. To assist learners who can't see images, you can enter Alt text. Alt text is a written description of an image that helps learners understand its purpose and meaning.

The SCREEN PREVIEW shows your logo on a dummy course screen to give an indication of how it will look.

6. You should preview the course to see how the logo looks on all screens. For information about how to preview a course, see Preview a course.

Manage images in Content365 Authoring

The image library is a centralized media hub that enables you to upload images once, then add them to any of your Content365 Authoring courses. It also enables you to view and manage images, edit image titles, and add tags and alt text.

You can also upload images when you update course content. However, images uploaded when updating course content are available only to that course and can't be reused across all your courses.

1. In the Course settings dialog, select Image library. The Image library section opens.

All files that have been uploaded to Content365 Authoring are displayed. This includes images were uploaded here and images added directly to a screen in a course. They also include images that were uploaded but not yet added to a course.

2. To switch the display between icon view () and list view (), select the relevant icon near the top right-hand corner of the panel.

3. To upload images, select Upload files.

4. Locate and select the the relevant images to upload them.

The images are displayed in the list.

5. To edit image properties:

• In list view, select the ellipsis (the three dots icon) next to the relevant image and select Edit.
• In icon view, hover over the relevant image, select the ellipsis, and select Edit.

The Image details section opens.

6. Edit the image Title, and add search Tags and Alt text, if required.

7. Select Save changes to save and return to the Image library, or Cancel.

8. You can search for a specific image using all or part of the image title, tags, and alt text. Select and enter your search criteria. Any images that match your search criteria are displayed as you type.

You can delete unwanted images from your library. If you delete an image that has been added to a screen, the image will remain in the screen. However, you won't be able to add it to any screens in future.

9. To delete multiple images from the library:

• In list view, select the checkbox next to the relevant images.
• In icon view, hover over each image, then select the checkbox.

Select Delete, then confirm by selecting Delete again.

10. You can also delete individual images using the previous step, or:

• In list view, select the ellipsis (the three dots icon) next to the relevant image, then Delete.
• In icon view, hover over the relevant image, select the ellipsis, then Delete.

As you select images using either method, the number of images selected is displayed at the bottom of the panel, for example (3 selected).

Next steps

Any changes you make after initial course 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 to your Content365 Authoring course, 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.