Upload a video and create captions

Sign in

Step 1: Signing into YouTube

YouTube.com

• Go to youtube.com/channel_switcher

Step 2: Log in to your DoE Google Account 

Log in

• Enter your DoE Google ID (For logging in to Google supported platforms (YouTube, Google Docs etc) with your DoE account, you will need to add @education.nsw.edu.au: 
  eg: "Joe.Bloggs1@education.nsw.gov.au").
• Select Next. 

Step 3: Sign in to your SSO DoE Account 

Single sign on

• Enter your SSO (Single Sign On) details.
• Select Log in.

Note: Use your SSO ID
eg. "Joe.Bloggs1@det.nsw.edu.au"

Step 4: Access your school's YouTube channel 

Channel selector

• Select your school's channel.

Step 5: Select Create Video 

Upload video

Create video

• Select Create a video or post (camera with plus icon).
• Select Upload video. 

Note: If you are viewing the page on Internet Explorer, select the icon with a horizontal line with an arrow pointing upwards. This will take you to the next step. 

Step 6: Access the Upload page 

Upload video

• Make sure the drop down at the bottom is set to Private.
• Click the Upload (Up arrow icon) in the centre or Drag and Drop a video to the icon to start uploading.

Note: You must set your video to private in order to prepare it with captions before you can publish it.

Step 7: Upload the video

Uploading video

• The UPLOADING bar shows the progress of the upload.
• Enter a Title for the video.
• Set the video to Private if you haven't already.
• Add a Description to the video.
• Add Tags to the video.
• You can add the video to a Playlist if you need to.
• Once you are finished editing. Select Done to save your edits and publish your video.
• Once the upload is completed you will see a screen that says "your video is now ready", then select YouTube Studio (beta). 
• Note: If you are viewing this page on Internet Explorer selecting 'YouTube Studio (beta)' will take you to the Creator Studio. The difference is listed in Step 8 of this Guide.

Adding captions 

(Chrome) Step 8: Select Transcriptions

• Once you have opened your YouTube Studio, select 'Transcriptions' on the left hand side of the page. 
• Select the video that you have uploaded.
• Where it says 'English (Automatic)' select 'Published'.
• YouTube will generate Automatic captions in English. The automatically generated captions are not sufficient for accessibility purposes, but they will aid you in creating acceptable captions.
• If you do not see this option to select it means that the video is still generating captions. Check on the dashboard after some time has passed and you should be able to select it. 

(Internet Explorer) Step 8: Select Transcriptions

• Select 'Video Manager' then select the video you would like to add the captions to. 
• Select 'Subtitles/CC'.
• Select 'English (Automatic)'.

Note: YouTube will generate Automatic captions in English. The automatically generated captions are not sufficient for accessibility purposes, but they will aid you in creating acceptable captions.

If you do not see this option, it means that the video is still generating captions. Check on the dashboard after some time has passed and you should be able to select it.

Step 9: Editing Captions

• Select the 'Edit' button above the video.
• Select the text on the left hand side to edit the existing captions.

Note: The text boxes on the left are displayed below the video representing their place on the video's timeline.

Step 10: Adding new captions

• Before you start typing your new captions, move the red vertical marker below the video by dragging either the marker itself, or the scroll wheel below to accurately place captions on the timeline. 
• Type your new captions into the box above the text on the left.
• Select the blue Plus button to add the new caption to the video's timeline. (New captions will appear on the timeline before the Red vertical marker.)

Step 11: Editing the duration of captions

• To adjust the amount of time you want the caption to appear on the screen, hover your mouse over the caption box below the video that you want to edit, then click and drag the blue banners on either side of the box to adjust the caption's length.
• If you drag the handles of one caption over another caption it will trim the caption underneath. 
• You cannot have two captions at the same time. This feature is handy to reduce gaps in captions so there are no blank flashes between captions.

Step 12: Removing or inserting captions

• To delete a caption. Select the 'X' in the circle in the top right hand corner of the caption.
• To insert a caption between the current and next caption. Select the '+' in the square in the bottom right hand corner of the caption.
• The captions on the left hand side will follow the timeline below the video as it plays. The current caption will be highlighted in Blue.

Step 13: Finish editing

• Once you are finished editing your captions select 'Save changes' to save and close this window.

Note: This will also Publish the captions but that won't be an issue for drafting if your video is set to Private.

if you publish the captions, the newly edited captions will be saved under 'English' instead of 'English (Automatic)'.

Step 14: Publish Captions 

• Select English.

Note: The English title no longer says Automatic

Optional: Unpublish captions

• Select Unpublish
• Only select 'Unpublish' if you feel that the transcription is in need of further editiing. 

Publish video

Step 15: Access Info and settings

• Select Info & Settings.
• Select 'Save Changes' at the bottom right of the page to save changes to the video and publish it online. 

Step 16: Prepare to publish Video 

• Select the drop down that says Private
  
• Select Unlisted for a video that can be viewed only by the link 
• Select Public to make the video searchable through YouTube and Google
  
  Note: If you have given the video a title, description, tags and captions, you can now publish the video.

Step 17: Save changes

• Select 'Publish' to save and publish the video. 

Step 18: Viewing your finished video 

• Copy the link in the Video URL field.
• Paste the link to a new tab. 
• Select 'Enter' on your keyboard to view the published video. 

Acquiring a transcript 

Step 19: Opening the transcript window 

• Select the three dots on your published video.
• Select Open transcript.

Step 20: Remove Timestamps

• Select the three dots on the top-right hand side.
• Select Toggle timestamps. (The timestamps on the left hand side will disappear. You can now copy all the text in this box to a document of your choosing to make your transcript).

Sign out

• Select the user icon from the top right hand corner of the page.
• Select Sign out. (Once you have completed your work in YouTube you need to sign out of your school's channel to avoid adding unwanted watch history to your schools channel make sure you always sign out).

Signed out

• Close the tab