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How to Embed Videos in a Public Microsoft Sway Newsletter

Nimra Malik Oct 7, 2026 870 views

Question details

The user needs to embed video and audio files into a public Microsoft Sway newsletter.

Product: Microsoft Sway
Device & OS: not provided
Scenario: Creating and sharing a public newsletter that requires embedded multimedia content without restricting access.
Observed behavior: Sway no longer supports direct video and audio uploads. Using private hosting like SharePoint or OneDrive requires viewers to have organizational permissions, breaking access for public viewers.

Before you start

Ensure you have created an account on a publicly accessible video hosting platform, such as YouTube or Vimeo, to store your media files before attempting to embed them into your public newsletter.

Solution 1Recommended

Host and Embed Videos Using a Public Platform

Use a public media hosting service to store your files and generate an embed code, ensuring unrestricted access for all your public Sway viewers.

Because Microsoft Sway no longer permits direct uploads and internal tools like SharePoint enforce strict permission checks, using a third-party public host is the only reliable method for public newsletters.

Upload your media

Upload your video or audio file to a public hosting platform like YouTube or Vimeo.

Copy the embed code

Once the upload is complete, locate the 'Share' button on the media page and select the 'Embed' option to copy the provided iframe code.

Insert an Embed card in Sway

Open your Microsoft Sway newsletter in Edit mode. Click the '+' icon to add a new card, navigate to the 'Media' tab, and select 'Embed'.

Paste the code

Paste the copied embed code into the Sway Embed card. Preview your Sway to ensure the video plays correctly for public viewers.

Host and Embed Videos Using a Public Platform

Public Availability: Make sure the privacy setting on your chosen hosting platform (e.g., YouTube) is set to 'Public' or 'Unlisted', otherwise viewers will still see an error.

Solution 2

Use OneDrive or SharePoint (For Internal Audiences Only)

If you decide to restrict your newsletter to your organization, you can bypass third-party platforms by using Microsoft's internal storage.

Free Microsoft Office alternative

Create Multimedia Presentations Easily with WPS Office

If Microsoft Sway's lack of direct media uploads and complex embedding workarounds are slowing down your workflow, consider using WPS Presentation. It allows you to directly insert local audio and video files into your slides and share them seamlessly without worrying about external public hosting.

1. Open WPS Presentation: Launch WPS Office and create a new Presentation or open an existing file.
2. Insert your media: Navigate to the 'Insert' tab on the top ribbon and click on the 'Video' or 'Audio' button.
3. Select the local file: Choose the media file from your computer's local storage to embed it directly into your presentation seamlessly.

Directly insert local video and audio files without needing external public hosting platformsHighly compatible with Microsoft PowerPoint (.pptx) formatsLightweight, fast, and free to useEasily export your presentations to PDF or share them via web links

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Frequently Asked Questions

Why can't I directly upload a video to Microsoft Sway anymore?

Microsoft removed the direct video and audio upload functionality in Sway to optimize platform performance and manage storage. Users must now rely on embed codes from external hosting platforms.

Can I share a SharePoint embedded video in a public Sway newsletter?

No. Videos hosted on organizational servers like SharePoint or OneDrive enforce strict authentication. Public viewers do not have the required permissions and will be prompted to request access.

What video platforms are supported for embedding in Sway?

Sway supports embedding from a variety of popular public hosting platforms, including YouTube, Vimeo, and Microsoft Stream (for internal use). You just need to generate an iframe embed code from the platform and paste it into a Sway Embed card.

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