Home LMS How to Add Documents, Audio and Video Files to Lessons

How to Add Documents, Audio and Video Files to Lessons

Last updated on May 29, 2026

This guide is for users who create or edit learning courses in Smart Way LMS. It explains how to add the following materials to a lesson:

  • documents as uploaded files;

  • documents as Google Docs, Google Sheets or Google Slides;

  • audio files;

  • video files.

No technical knowledge is required. All actions are completed through the system interface.

1. Quick Guide: Which Method to Choose

Before adding material, choose the right scenario.

What you need to add Recommended method
A PDF, Word, Excel, PowerPoint, TXT or CSV file, video file or audio file from your computer Upload the file to File Manager, copy the link to the uploaded file and simply paste that link into the lesson editor
Google Docs, Google Sheets or Google Slides Share the Google document with view access, copy the document link and simply paste that link into the lesson editor
A video file or audio file from Google Drive Share the file with view access, copy the file link and simply paste that link into the lesson editor
A YouTube video Copy the YouTube video link and paste it into the lesson
Material that should simply open from a link Add a regular file link in the lesson editor using Insert -> Link

2. Before Adding Files to a Lesson

  • If the course has already been activated, it will not be available for editing. In this case, deactivate the course first.

  • The company must have enough storage space to upload files.

  • If you are adding a Google document, it must be available for viewing by the users who will take the course.

3. File Types You Can Upload to File Manager

Documents

  • Word: .doc, .docx

  • PDF: .pdf

  • Excel: .xls, .xlsx

  • PowerPoint: .ppt, .pptx

  • Text files: .txt

  • CSV: .csv

Video

  • .mp4

  • .ogg

  • .webm

Audio

  • .mp3

  • .ogg

  • .wav

If the system shows the message File type is not supported, check the file format and, if needed, save or export the file in one of the supported formats.

4. How to Upload a File to File Manager

  1. Open File Manager.

  2. If needed, open the required folder or create a new folder using the +Folder button.

  3. Click +File.

  4. In the file selection window, find the required document, audio or video file on your computer.

  5. Select the file and confirm your choice.

  6. Wait until the upload is complete.

  7. After a successful upload, the file will appear in the Files list.

Important:

  • do not close the browser tab while the file is uploading;

  • large videos may take longer to upload;

  • if you need to continue working while the upload is in progress, open Smart Way in another browser tab.

5. How to Copy the Link to an Uploaded File

After uploading a file, add it to the lesson through a link.

  1. In File Manager, click the card for the required file.

  2. A side panel with file information will open.

  3. Find the URL field.

  4. Click Copy link (the icon next to the URL).

  5. Make sure the icon next to the link changes to a confirmation mark.

The copied link should look similar to this:

https://smartway.pro/files/123

Do not edit this link manually. It is the link that allows the system to display the file correctly in the learning lesson.

6. How to Open a Lesson for Editing

  1. Go to the courses section.

  2. Find the required course.

  3. On the course card, click the three-dot button.

  4. Select Edit.

  5. On the left, open the lesson where you want to add the material.

  6. If you need to create a new lesson, click Create lesson and select Standard lesson.

  7. Make sure you are on the Content tab.

The lesson editor will open in the centre of the page. This is where you add text, documents, audio, video and links.

7. How to Add a Document, Audio or Video Directly to the Lesson Body

Use this method when the material should be displayed inside the lesson.

  1. Open the required lesson in edit mode.

  2. Place the cursor where the file should appear in the lesson.

  3. Paste the link.

  4. Check that a file block appears in the editor.

  5. Click Save.

  6. After saving, open the lesson in view mode and check how the learner sees the file.

How this looks for different file types:

  • video is displayed as an embedded video player;

  • documents open in an embedded viewer;

  • audio files open or play using browser capabilities.

8. How to Add a File as a Regular Link

This method is useful if you do not want to insert a large file into the lesson body, or if you want to add the file as a phrase, for example Download the instructions.

  1. Open the lesson in edit mode.

  2. Write the text that should become the link.

    For example:

    Download the lesson presentation

  3. Select this text.

  4. Click the link tool on the editor toolbar, or open the Insert menu and then select Link.

  5. Paste the URL you copied from File Manager.

  6. Confirm adding the link.

  7. Click Save.

  8. Go to lesson view mode and check that the link opens.

This option is suitable for:

  • additional materials;

  • files that the learner should download;

  • materials that do not need to be shown directly in the middle of the lesson page.

9. How to Add a Google Document

Google documents do not need to be uploaded to File Manager. They are added through a link.

In this guide, Google documents means:

  • Google Docs;

  • Google Sheets;

  • Google Slides.

9.1 Set Access in Google

  1. Open the required document in Google.

  2. Click Share.

  3. In the access settings, choose the option that suits your learners.

  4. If the document should be available to all learners without an additional access request, choose view access by link.

  5. Make sure the permission is set to view, not edit.

  6. Copy the link.

Important:

  • if access is restricted to specific users, other learners may see a message saying they do not have access;

  • do not add a link with edit permission if learners should not change the document;

  • if the document contains confidential information, check the access permissions especially carefully.

9.2 Add a Google Document as Embedded Material

Use this option if you want the document to open inside the lesson.

  1. Open the course in edit mode.

  2. Open the required lesson.

  3. On the Content tab, place the cursor where the Google document should appear.

  4. Paste the link.

  5. Click Save.

  6. Check the lesson in view mode.

If the document is not displayed inside the lesson, the most common reason is restricted access in Google. In that case, check the sharing settings or add the document as a regular link.

9.3 Add a Google Document as a Link

  1. In the lesson editor, write the link text.

    For example:

    Open Google document

  2. Select this text.

  3. Click the link tool on the editor toolbar, or open the Insert menu and then select Link.

  4. Paste the Google document link.

  5. Confirm adding the link.

  6. Click Save.

  7. Open the lesson in view mode and check the link.

IMPORTANT! Users will be able to open Google documents outside Smart Way LMS. If a user opens the document outside the platform, the system will not be able to count the lesson viewing time spent viewing that document.

10. How to Add Video

10.1 Video from Your Computer

  1. Upload the video to File Manager.

  2. Open the card for the uploaded video file.

  3. Copy the URL using Copy link.

  4. Open the required lesson in edit mode.

  5. Place the cursor where the video should appear.

  6. Paste the copied link.

  7. Click Save.

  8. Check that the video opens as a player in view mode.

10.2 Video from an External Link

If the video is already hosted on an external service, you can add it through a link:

  1. Copy the video link.

  2. Open the lesson in edit mode.

  3. Place the cursor in the required location.

  4. Paste the copied link.

  5. Click Save.

  6. Check the display in view mode.

IMPORTANT! Users will be able to open these videos outside Smart Way LMS. If a user opens the video outside the platform, the system will not be able to count the video viewing time as lesson study time.

11. How to Add Audio

  1. Upload the audio file to File Manager.

  2. Open the card for the uploaded audio file.

  3. Copy the URL using Copy link.

  4. Open the required lesson in edit mode.

  5. Place the cursor where the audio should appear.

  6. Paste the copied URL.

  7. Click Save.

  8. Check the lesson in view mode.

12. How to Replace a File in an Existing Lesson

If you need to replace an old file with a new version, do not edit the old link manually.

  1. Upload the new file to File Manager.

  2. Open the card for the new file.

  3. Copy the new URL.

  4. Open the lesson in edit mode.

  5. Delete the old media block or old link.

  6. Paste the new link.

  7. Click Save.

  8. Check the lesson in view mode.

If the old file is no longer used anywhere, you can delete it from File Manager. Before deleting it, make sure it is not needed in other lessons or courses.

13. How to Remove a File from a Lesson

To remove a file only from the lesson:

  1. Open the lesson in edit mode.

  2. Find the media block, click it and delete it as you would delete regular text.

  3. Click Save.

  4. Check the lesson in view mode.

Important: removing a file from a lesson does not remove the file itself from storage. If the file must be removed from the system completely, delete it in File Manager.

14. What to Check Before Publishing the Course

Before activating the course or giving learners access, open the lesson in view mode and check that:

  • the document opens;

  • the video starts;

  • the audio plays or opens from the link;

  • the Google document is available without an additional permission request;

  • the links lead to the correct materials;

  • the learner does not have edit access to the Google document unless this is required;

  • the lesson is easy to read: large files do not cover the main text.

15. Common Problems and Solutions

The File Does Not Upload

Possible reasons:

  • the file format is not supported;

  • the company does not have enough storage space;

  • the internet connection is unstable;

  • the file is too large and the upload has not finished yet.

What to do:

  1. Check the file format.

  2. Try uploading the file again.

  3. For video, try the .mp4 format.

  4. If the system reports that there is not enough space, contact technical support.

The Message File deleted or unavailable Is Shown Instead of the File

This means the system cannot open the file from the inserted link.

Possible reasons:

  • the file was deleted from File Manager;

  • the link was edited manually.

What to do:

  1. Open File Manager.

  2. Check whether the required file exists.

  3. Copy the link again.

  4. Replace the old link in the lesson.

  5. Click Save.

A Google Document Does Not Open for a Learner

The most common reason is restricted access in Google.

What to do:

  1. Open the document in Google.

  2. Check the Share settings.

  3. Make sure learners have view permission.

  4. If the document should be available to everyone with the link, enable the appropriate access mode.

  5. Copy the link again and update it in the lesson.