This article explains how to update module text using Excel. Making text edits in Excel can be faster than updating each element individually. You will need both Edit content and Import updates from MS Excel permissions before you can use this feature.
What you can and cannot change via Excel
Excel should be used only for text edits. Structural or layout changes should always be completed in the Content editor.
Allowed vs not allowed
Can change via Excel | Cannot change via Excel |
Search and replace text | Delete or insert cells |
Edit text | Delete or insert rows |
Switch the order of cells, rows and columns | Delete or insert columns |
If you need to delete pages or sections, update images or videos, or change the order of content, use the Content editor. The Editing text article explains how to make these changes.
Exporting the Excel file
Find the module you want to update. You can follow the steps in the Finding a module article.
Open the module and select Export content on the right-hand side.
Choose Excel for customisation and translation from the dropdown and remove all HTML tags that appear under HTML tags to include in Excel for customisation and translation.
Select Export to download a copy of the content. Export a fresh Excel file every time you want to make additional changes.
You may hide columns A to F and column I. These columns should never be edited, and hiding them reduces the chance of accidental changes.
You may widen the columns to make the text easier to read while you work.
Making text changes
All edits must be made in column H, called New content. This column contains every piece of learner-facing text in your module, including assessment questions. The structure of columns G and H must always match.
Text containing formatting such as bold, italics or hyperlinks will appear across multiple rows. Keep this structure exactly as it is and do not remove or merge these rows.
If you want to replace a word or phrase across the module, select column H and use CTRL+F to search and update the term where necessary.
Save the Excel file once all updates are complete.
Importing your updated Excel file
Scroll down to the Import updates from MS Excel section at the bottom of the Export content screen. If this section is missing, you do not have the Import updates from MS Excel permission.
Select your updated Excel file and choose Import. A notification in your browser will confirm when the import has finished.
Checking the changes
Open View as learner to review your updates. You can learn more about this feature in the View as learner article.
Go through the full module to ensure all text changes display correctly and the module functions as expected.
If you have completed your updates, refer to the What do I do when I finish creating or editing my module? article for next steps.
Conclusion
If you need further assistance while updating modules through Excel, contact your Customer Success Manager by selecting Send us a message via the help icon on your portal, or by emailing [email protected].