Managing the Files in your Wistia Account

All about managing your video files in your Wistia account.

Need help organizing your video files? Want to know how your account is structured? We’ve got you covered!


Videos (or other medias) in your Wistia accounts are organized into projects. Projects are the building blocks of organization in your Wistia account — they’re kind of like file folders on your computer. Videos uploaded to your Wistia account are uploaded to specific projects. A project could contain all the training videos for your organization, all the sales materials related to a specific product, or just a bunch of your upcoming content.

Watch the video below to learn best practices for organizing your Wistia account, or check out the projects and videos sections to read all about it.


Projects in Wistia are like folders to organize your content. When you first land on the main page of your Wistia account, you should see a list of projects you’ve created and/or are invited to. On a specific project page, you’ll see the option to Upload content. You’ll also see that you can access Privacy & Sharing, view your project’s Stats, move videos between projects with our Move & Copy feature, export the contents of the project into a .zip file, or delete the project (and all of its content) entirely. To add a New Section for granular organization, hover right under the project title for the option to appear.

Don’t see the full list above? You likely have limited permissions on the project. Check out our troubleshooting page for more, or contact your Account Owner.

Create a New Project

To create a new project, select New Project from under the ▸ Actions menu. A new project will be created (called “Untitled Project” until you rename it!), and you will immediately be taken in where you can upload content, invite contacts, and edit the project name.

create a new project

Copy an Existing Project

To copy a project, select Copy Project from under the ▸ Actions menu.

copy project menu

This will launch a dialogue box with a drop-down menu that contains all your projects. Choosing one from the drop-down will create a duplicate of the project.

If you’re a Manager or Account Owner on multiple Wistia accounts, you’ll be able to copy projects from other accounts you’re associated with.

The Project Title

The title of the project is how you will find it in your account. By default, the title is Untitled Project, but that’s not what you want!

project title

To edit the title, hover over it with your mouse, and click the Edit button. Edit the title text, and click the Save button at the bottom of the form to finish editing.

Changing the title of the project won’t affect embed codes or links, either.

Add a Description to your Project

Adding a description to your project helps to better organize your account.

To add a description to your project, hover over the project title and click the Edit button that appears. Add your description text to the second field in the form and click Save to publish your changes.

Adding a Description

You can type plain text into the description field or you can use (limited) Markdown to style the text or add links into your description. Clicking the link Formatting with Markdown will open a guide explaining more about Markdown.


Before you can do anything awesome with your videos, you have to upload them!

Check out the uploading page for more info on uploading.

Move & Copy

Moving and copying videos is a normal part of the organizational workflow for your content. It helps you reorganize your content, transfer videos between projects, and duplicate videos for testing.

Read on for all of the instructions for moving and copying your videos.

Fun fact! Moving videos between projects within your account won’t change their embed codes or URLs. Phew. 😅

Copying Videos

Copying is good for creating multiple instances of a video with different customizations, or for zero-ing out stats for a certain video (i.e. you make a copy and then re-embed).

To copy a video, select Move & Copy. This will open up the Move & Copy panel.

Heads up! You need to be an Account Owner, a Manager, or a project Admin to access the Move & Copy panel.

Move & Copy Panel

You can drag and drop the videos you wish to move in either direction (left to right, or right to left) to move them between projects. To Copy, hold the Ctrl (Windows) or (Apple) key while you arrange media, either from within the Move & Copy panel, or on the projects page. You can hold the Shift key to select multiple media.

Moving Videos

Need to move videos around in your account? Is reorganizing the videos in your projects important to you? Let’s do this!

Moving is good for keeping your account tidy. You might set up a project called “Active Videos” and another called “Archive.” Moving an old video to the “Archive” project means you can reference the stats for that video later, but it doesn’t clutter up the “Active Videos” project. Or maybe we’re just persnickety when it comes to organization. 🤓

To move videos between projects, select Move & Copy. This will open up the Move & Copy panel.

You must be an admin on the project to view and open the Move & Copy panel.

Move & Copy Panel

You can drag and drop the media you wish to move in either direction (left to right, or right to left) between projects. Hold the Shift key to select multiple media.

Moving Videos Between Accounts

If you are an Account Owner or Manager on multiple accounts, the Move & Copy panel will allow you to move videos to other accounts. This will also work if you’re a Collaborator who’s been given Admin permissions for a project.

If you’re moving videos that have stats, however, the stats will not transfer between accounts. If you move a video between accounts accidentally, and need the stats back, moving the video to its original account and project will automatically restore the stats. Phew.

You will not need to re-embed your videos if you move them from one account to another. They’ll maintain their hashed IDs (the ten character code that’s associated with your video — something like abcde12345), so there’s no need to update the embed codes.

New Section

Project sections allow you to organize media within a project. Medias can be put into project sections, and the sections can then be expanded or collapsed to provide a cleaner experience for projects with many medias. To create a section, hover over the space between your project’s title, and the first video in the project.

Hover for New Section

A new section will be created, which you can name, and drag-and-drop medias into. To give the section a title, hover over the title text, select the Edit button, update the text, and then press Enter.

Privacy and Sharing

Projects can be in one of two states: unlocked and locked. By default, new projects are set to unlocked.

  • Unlocked projects can be accessed by anyone with the link. Your content is still not able to be found via search engines (like Google or Bing), but this setting makes it quick and painless to share your videos with someone else.
  • Locked projects can only be accessed when the viewer is invited by email.

To see or adjust your current project’s setting, open Privacy & Sharing.

Shortcut! You can access this screen by clicking the icon next to the project title.

If you want to share your project and all of the videos within it, you should set your project to unlocked, and then share the URL with viewers. That link would look something like:

Viewers who followed that URL would be able to access all media in the project.

If, however, you only shared the URL for a single video, the viewer would only have access to that video — not the entire project. Tricky, huh?

Sharing a project with a private login is covered in-depth on the private sharing page.

Delete Project

Deleted projects can’t be restored, so make sure you absolutely want to delete your project before proceeding.

To delete a project, select Delete Project.

Say sayonara to that project!


If you click into a video within a project, you’ll see a menu. Under this menu (depending on your permissions) you’ll be able to: Customize the video, view the Stats, set its customizations as the Project Default, Replace Video, Download it, or Delete it. You’ll see the option to Embed & Share as well.

Do you see a limited number of options here? Sounds like you have limited permission for the video. This page has more on the topic, or you can contact your Account Owner.

Update Video Title

The title of the video is how you will find it in your account, and will also help boost your video SEO.

By default, the title is the name of the media you uploaded, but that can be updated anytime (it doesn’t have to be set before uploading). Changing the title of the video won’t affect embed codes or links, either. To edit the title, hover over it with your cursor, and click the Edit button. Edit the title text, and press the Save button at the bottom of the form.

Update Video Title

Video Description

Like the title of your video, the video description is important for video SEO purposes — so make sure you add a description!

Adding or editing your video description is done in the same way that you edit the title. Hover your cursor over the video title and click the Edit button. Add a description in the second field of the form and click the Save button to submit your changes.

The video description can help set context to your video or link viewers to your homepage or another video. The description will also be passed through to services like Twitter (see more on social sharing).

You can type plain text into the description field or you can use Markdown to style the text and put images or links into your description. Clicking the link “Formatting with Markdown” will open a guide explaining more about Markdown.

Embedding elements via HTML in video descriptions is currently not recommended and can cause issues with the page displaying.

Download Video

There are two ways to download media within your Wistia account.

The most common way is found within the menu on a media’s page. You will see an option to download the video file. You can choose to download either the original media file that was uploaded or one of the video’s derivatives we created when we encoded your video.

Another option is to allow viewers to download via the Share button on the player. Check the Share buttons page for a walkthrough.

Export All Media

You can download the entire contents of a project on the projects landing page. Head to any project within Wistia and you’ll see an option to Export All Media. Clicking this will allow you to export all of the original media files within the project as a .zip file. There is a 4GB limit on the size of the .zip file.

Sometimes default archiving software does not handle these .zip files correctly (e.g. missing files, or unable to open). If that’s the case, we’d recommend using 7-Zip for Windows, and Keka for Mac.

Who Can Download?

Account Owners and Managers by default are the only users with access to download videos.

By default, contacts invited into Wistia are not permitted to download your media files, but they can be granted this permission. A contact’s ability to download files is controlled via permissions at the project level.

There is more on allowing download permissions on the private sharing page.

You can also allow any viewers to download your video via the Share buttons. More on that here.

Replace Media

If necessary, you can also replace a video within your Wistia account. This allows you to update a video without needing to change the embed code. Check out the replace video page for more.


Deleted medias can’t be restored, so make sure you absolutely want to delete your media before proceeding.

To delete a video, select Delete from under the Overview menu on the left.

Or, if you’re in a project, just click that cute lil' trashcan to the right of your media. It will appear when you hover over the video title on the project page.

Delete Video

Timecoded Comments

Timecoded comments allow the user to link a comment on a video to a particular time in the video. The timecode is captured and stored with the comment such that when another user views the comment, they can click on the time code, the video will skip directly to the point in the video where the comment was made.

Timecoded comment of Lenny

How to Create a Timecoded Comment

To make a timecoded comment, pause the video at the time to which you wish the comment to be linked. Then, simply check the box below the text field which says Link comment to current time in video.

Once the box is checked and the comment has been written, click the Post comment and your comment will be saved.

Creating a timecoded comment

Delete Comment

To delete comments, hover over the comment you’d like to delete, and click the Delete button to remove the comment permanently.

Delete a Comment

Disable Comments

Comments can be disabled for each video by heading ot Customize > Appearance.