Linking to Media Library documents from your web content

The name you give your document items in the Media Library is used as the default link text within your page content when you link to them, so you will need to name them appropriately to suit your content.

Locate your cursor where you want the link to appear within your content and click on the ‘Insert Media’ icon:

Add Media button from editing toolbar in HTMLArea 

A popup menu will appear allowing you to navigate the Media Library structure to where the media item is saved. Click on its name, then click Select:

Select the appropriate pdf document to insert in your content from the Media Library popup directory that displays when you click the Insert Media button


The name of the media item will then be displayed as the link text:

The pdf from the Media Library is now in the text with its media name as the link to download the file 

Editing a document’s link text

The Name you give your media item in the Media Library is the default link text when you insert a document into your content. If you change the Name of an existing media item in the Media Library, it will automatically change it in any content in which it has been inserted. So if you want to change the link text, this is one way of doing it, as long as it still makes sense wherever it has been used in content.

However, you may not always want the name of the media item as it appears in the Media Library to be your link text, especially if you link to it from more than one page and want to alter the link text to fit the text around it in a variety of different contexts.

So, for example, we might want to make the link text for this Dental School flyer say ‘Download the Dental School flyer’, rather than just ‘Dental School flyer’, which is its name in the Media Library. After you have inserted a document in your content, it is possible to edit the default link text.

Be aware that there are some important considerations when writing effective link text, so you should avoid editing your document text to say things like 'Click here' and 'Read more' - see our guide to effective link text.

Please note: The process below can sometimes be problematic in some versions of some browsers. If you have any issues please download Google Chrome as we have found this to be the most reliable browser for using T4.

Double-click on the link text or highlight your document link text and then right-click on it. This displays a menu as below. Select ‘Edit Media Attributes’ from the menu:

Double-clicking the link text for your document displays a menu from which you choose 'Edit media attributes' to edit the default link text.

This will open the ‘Set Media Attributes’ popup window:

The 'Set Media Attributes' window where you edit the document link text

Type your revised link text into the ‘name’ field in the popup window:

Edited text in the Set Media Attributes window

Click ‘Update’ and the amended link text will appear in your content:

The link text appears in your content using the media Name from the library item - 'Download the Dental School flyer'.

Adjust any text around the new link text as required to make sense:

Edit any text around your link text to make sense in the context in which it appears.


Please note: If you should want to remove the link from the link text for a document from the Media Library that has been inserted in your content this way, do not use the Unlink button. It will leave unnecessary code in your content that may affect how it works. Instead, you need to delete the text together with the link either by highlighting the whole link and pressing Delete or by right-clicking and choosing ‘Remove Media’ from the menu (see above image for Edit Media Attributes). Then you need to retype any missing text required into your content separately.