How to Insert Videos in Microsoft Word

You can add a video to a Word document as an online video that readers play from its website, or—in some versions—as a video file embedded in the document. You’ll need Word, an internet connection for online videos, and permission to use the video; the available options depend on your Word version and platform.

What You’ll Need

A recent version of Word for Windows or Word for the web. Menus and features can differ in Word for Mac and older releases.
For an online video: its web address, or a supported embed code, and an internet connection.
For a local video: the video file and a Word version that supports inserting it as an object. Keep in mind that embedding can make the document much larger.
Access to the document in edit mode. If it is read-only, ask for editing permission or make an editable copy.

Step-by-Step

Open the document and choose where the video belongs. Click in the document at the insertion point. To keep the video with a particular paragraph, place the cursor near that text. Save the document before making changes.
Choose how to add the video. Use an online video when it is hosted on a supported website and viewers can access it there. Use an embedded file when you need the media stored inside the document and your Word version provides that option. A link is another choice if a playable preview is not essential.
Insert an online video using its address. In Word for Windows, open the Insert tab and look for Online Video. Paste the video’s web address into the dialog, then select Insert. The exact button location or wording may vary by version. If you do not see the command, check Word’s Help or use a hyperlink instead.
Use an embed code if Word offers that option. On the video-hosting page, use its sharing controls to copy the embed code, if available. In Word’s online-video dialog, choose the embed-code field and paste the code; then insert it. Only use code from a source you trust. Some Word versions accept a URL but not embed code, or restrict which services work.
Insert a video file when supported. In Word for Windows, check Insert > Object for an option such as Object or Create from File. Browse to the video, select it, and confirm. If the dialog offers Display as icon, selecting it places an icon that opens the file rather than a video preview. Word’s object support varies, and a video added this way may require a compatible media application to play.
Use a hyperlink if video insertion is unavailable. Type a short label such as “Watch the video,” select it, and press Ctrl+K on Windows or Command+K on Mac. Paste the video address into the link field and confirm. Readers can open the video in a browser, subject to the host’s access settings.
Adjust placement and size. For an inserted object or preview, select it and use the corner handles to resize proportionally. Open Layout Options, if shown, to choose how it sits beside text. If the video disrupts the page, set it in line with text or move it to its own paragraph.
Test the document the way a reader will use it. Save, close, and reopen the file. Try the video or link, then check it on another device or Word version if others will receive the document. For online videos, confirm that viewers have internet access and permission to view the source.

Common Mistakes

Assuming a video is included when it is only linked. An online video usually remains hosted on its website; the document points to it rather than storing the full video. If the source is removed or access is restricted, it may stop working.
Expecting every video website to work. Word supports only certain online-video sources and formats, and availability can change. A hyperlink is the dependable fallback when embedding is unavailable.
Sending a document without checking access. A recipient may see a sign-in request, a private-video message, or a blocked preview. Check sharing permissions with an account or device that does not already have access.
Making the file unexpectedly large. Embedding a local media file can substantially increase document size. Avoid embedding a large video if the file must be emailed or uploaded with a size limit.
Resizing from a side handle. This can stretch the preview or object. Drag a corner handle instead, and review the page layout afterward.

Tips

Add a short caption or descriptive link text so readers understand what the video covers, including people using assistive technology.
Include a brief text summary or key instructions in the document. Readers may not be able to play the video because of internet, device, or access restrictions.
Keep online-video addresses and sharing settings current. If you move or replace a video, update the link in the document.
Use a clear, descriptive filename when sharing a document with an embedded file. For online media, make sure the link points to the intended video rather than a general channel or search page.
Save in the modern Word format, such as .docx, unless the recipient specifically needs another format. Exporting to PDF or an older file type can change or remove interactive media behavior, so test the exported copy.

Troubleshooting

The Online Video command is missing: Check the Insert tab and Word’s built-in Help for your edition. The feature may not be offered on your platform or in an older version. Update Word if updates are available, or add a hyperlink instead.

Word rejects the address or embed code: Copy the video’s direct page address again, without extra text or punctuation. Try the host’s standard share link rather than a shortened link. If Word still rejects it, that source may not be supported; insert a clickable hyperlink.

The video appears but will not play: Online previews need an internet connection and may require the viewer to sign in or have permission. Open the address in a browser to check whether the video itself is available. If it plays there but not in Word, use the link as the primary way to access it.

The embedded file is not recognized or opens externally: Word may not support that file type for playback, or may treat it as an object. Confirm the file opens on your computer, then try a compatible media player or share it separately with a link. Do not rename the file extension as a substitute for converting it.

The video moves or overlaps text: Select it and change Layout Options to In Line with Text, if available. You can also place it in a separate paragraph and add a page break before it when needed.

Frequently Asked Questions

Can I insert a video into Word for the web?
Options vary. You can usually add a hyperlink to a video; online-video insertion or playback may not be available in every web version. Check the Insert tab for the commands offered.

Can I insert a YouTube video in Word?
If your version accepts the video’s URL or embed code, use the online-video option. If it does not, add a hyperlink to the video page. Viewers still need access to the video.

Will the video play when I send the document?
An online video needs an internet connection and suitable viewing permissions. An embedded object may depend on the recipient’s Word version and media software. Test the file before sharing it.

Can I insert a video in Word for Mac?
Available commands vary by Word version. Check the Insert tab for online media or object options. If the needed option is absent, insert a hyperlink that opens the video in a browser.

Why does the video show as an icon?
The file may have been inserted as an object with Display as icon selected. Select the icon to open it, or reinsert the file and clear that setting if you want a different display. An icon does not guarantee in-document playback.

General steps for current mainstream versions; menus can differ by device and version. See the disclaimer or report an error.

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