Working with files

Embedding a file link

  1. Go to the page where you want to add a link to a file
  2. Click the Edit tab
  3. Place the cursor in a rich text field (e.g. the Body field) where you wish to add the link to the file
  4. Click the Embed File button file icon
  5. You can select an existing file that has been previously uploaded under the Library tab
  6. OR You can add a new file under the Upload New File tab
  7. Provide a name, and click Browse to upload your file from your local hard drive
  8. Click Save File, then click Next, then click Embed
  9. The link will now be embedded in your page using the name you specified:
    Embedded file link
  10. Save the change to the page by clicking Save


Editing an existing embedded file

  1. Edit the page with the existing embedded file
  2. Double-click, or right click on the embedded link and select Edit Embed File
  3. In the Embed media item dialog, you will see a link to the media item entity
    Selected entity
  4. Click on the link to the file, which will open the file entity in a new window
    OR Go to Content > Media in the toolbar. Here you can search and filter all media items
  5. Click the Edit tab or button to edit the file entity
  6. If you need to change the name, do so in the Name field
  7. If you need to replace the file itself, click Remove, and upload your new or updated file
  8. Save the change to the file entity by clicking Save
  9. You can now close your window and exit the editing interface.
    Your changes will automatically appear anywhere that this file entity is embedded.

    Note: In switching over to our new media management tools, any existing embedded media items will stay in place, but will not let you edit them by double or right clicking on them. You can edit the items by going to the Content > Media listing and searching for your item there, and clicking Edit, or simply delete and replace the embedded item.


Linking to a file in a block of text

  1. Follow the instructions above for either adding a new file and browsing for an exisiting file.
  2. When viewing the file entities that are in the library, you will see a small blue button labeled Link next to the file name
    File link
  3. Right-click on that button and copy the direct link to the file
  4. Go back to editing your page, select the text that you would like to link to the file, click the Link icon link icon and paste the URL that you copied into the URL field, append the file type (pdf, doc, xls, etc.) and file size (e.g. 2MB) to the Display Text field, then click OK. The link should look like this: Download the file (pdf - 1MB).

    It is very important to specify the file type and size after your link to meet the web accessibility requirements that Duke is obligated to follow. Without this information, persons using a screen reader will not know that the link is to a file download, resulting in a confusing experience. Providing this information also allows all users to avoid unnecessary downloads, which is eco-responsible (green) best practice.