Working with files: Difference between revisions

Latest revision as of 06:19, 24 April 2014

Moodle provides an easy way for a teacher to present materials to their students. These materials may take the form of files such as word-processed documents or slideshow presentations. The materials can be displayed on the page either as individual items or bundled together inside folders. One teacher might for instance wish to share a single research document in pdf format; another might have a folder of sample past examination papers for students to download.
Most types of files can be uploaded and accessed through Moodle but the student needs to have the correct software to be able to open them.

Adding files

To add files or folders, a teacher needs to have the editing turned on in their course and then select either File or Folder from the activity chooser (or "Add a resource" drop down menu).

Selecting a file or folder in the activity chooser

The "Add a resource" drop down menu

The screen for uploading and displaying a file (or folder of files) includes an "add" button. Clicking on this button takes you to the File picker which is the name given to the file storage and access area within Moodle. Find out more about the places you can upload or add files from in the File picker page.
There is also a block (with an arrow) into which you can drag and drop a file straight from your desktop into Moodle.(Note that this currently doesn't work with Internet Explorer.)

Area for dragging and dropping files into

Viewing uploaded files

Once uploaded, files appear as thumbnails in the file manager for easy recognition.
Files view can be easily toggled between icons view or a table view with sizes and dates, or a hierarchical list view.

File picker icon view

File picker table view

File picker hierarchical list view

Editing or updating uploaded files

Clicking on the name of an uploaded file opens up a pop up dialogue box which allows file details quickly to be altered.

File info popup dialogue

Creating an alias/shortcut

When an uploaded file (or a file from the file system or EQUELLA repositories) is re-used elsewhere on Moodle, the teacher has the option to make a copy (a new, unconnected version) or to create a shortcut or alias. (Note: Previously an alias could be made to a file stored in Box.net, however with Box.net API v2 this is no longer possible.)
If an alias is created, then when the original file is updated, it will change in all instances of the alias. So a teacher might add course notes to their private files for example, and then add them into a number of courses. When the teacher makes an alteration in the file in their private files, this alteration will be reflected in all instances of the course notes.
An alias can be recognised by its thumbnail. See the difference in the screenshot below between the original file (left) and the alias (right):

Creating an alias

Areas in which aliases cannot be made

An alias cannot be made in the following areas of Moodle:

an assignment submission
a forum post attachment
a workshop submission
a quiz essay
a database activity file field

This is to prevent cases such as a student uploading an item for assessment and then subsequently changing the original in their private files. When a student uses a file from their private files in one of these instances, they do not see the options to "copy" or "create an alias". Below is an example of a file added to an assignment:

Assignment submission with no option to create an alias

@@ Line 1: / Line 1: @@
-{{Working with files and folders}}
+{{Managing content}}
-<p class="note">'''Please refer to [[Talk:Working_with_files_and_folders|page comments]] before editing this page.'''</p>
+*Moodle provides an easy way for a teacher to present materials to their students. These materials may take the form of files such as word-processed documents or slideshow presentations. The materials can be displayed on the page either as individual items or bundled together inside folders. One teacher might for instance wish to share a single research document in pdf format; another might have a folder of sample past examination papers for students to download.
+*Most types of files can be uploaded and accessed through Moodle but the student needs to have the correct software to be able to open them.
-For the user who wants to add or find files, the file picker will be the tool they will use.  The file picker comes up within a context (any time you want to work with any kind of file).
+==Adding files==
+*To add files or folders, a teacher needs to have the editing turned on in their course and then select either [[File]] or [[Folder]] from the activity chooser (or "Add a resource" drop down menu).
-==Accessing the File Picker==
+{|
-From Moodle 2.0 onwards, access to the File Picker can be found in many places.  For example in the the Add A Resource menu most options will use it, the [[HTML editor]](add a picture or a link), or by updating any existing file.
+| [[File:filefolder23.png|thumb|Selecting a file or folder in the activity chooser]]
+| [[File:Workingwithfiles.png|thumb|The "Add a resource" drop down menu]]
+|}
-==Orientation within the File Picker==
+*The screen for uploading and displaying a file (or folder of files) includes an "add" button. Clicking on this button takes you to the [[File picker]] which is the name given to the file storage and access area within Moodle. Find out more about the places you can upload or add files from in the [[File picker]] page.
+*There is also a block (with an arrow) into which you can drag and drop a file straight from your desktop into Moodle.(Note that this  currently doesn't work with Internet Explorer.)
-On YouTube, an [http://www.youtube.com/watch?v=d3DeIrip8Co|short animated tour of the File Picker].
+{|
+| [[File:newdraganddrop.png|thumb|Area for dragging and dropping files into]]
+|}
-In the image below, we have selected the Server Files repository at demo.moodle.org and the English Moodle Features Demo course. Because we have logged in as the teacher, this displays the file structure for the context of the course.
+==Viewing uploaded files==
-[[File:File picker demo moodle server files.png|thumb|center|300px|Moodle Feature Demo's Server files]]
+* Once uploaded, files appear as thumbnails in the file manager for easy recognition.
-The major parts shown are:
+* Files view can be easily toggled between icons view or a table view with sizes and dates, or a hierarchical list view.
-# The repository column
-# The file picker column
-# Upload a file repository link - for this [[Context]]
-# [[Server files]] - those files you have permission to access
-#[[Working with files and folders#Folder structure and paths|Folders]] in System/English/Moodle Features Demo - these contain files
-# [[Repositories]] - for example, Dropbox, Google, Flickr, Wikimedia
-==Uploading a file==
+{|
+| [[File:truthumbnailsiconsview.png|thumb|File picker icon view]]
+| [[File:tableview.png|thumb|File picker table view]]
+| [[File:hierarchicallistview.png|thumb|File picker hierarchical list view]]
+|}
-The following instructions explain how to upload and display a single file in a section of your area's front page.
+==Editing or updating uploaded files==
-#Go to the course area where you want the file to be available and Turn Editing On.
+*Clicking on the  name of an uploaded file opens up a pop up dialogue box which allows file details quickly to be altered.
-#Go to the relevant section on the front page
-#Select the Add A Resource menu
-#Select File; this loads the Adding A New File To... screen
-#Give your file a brief, meaningful name (displays as the text of the link) and a brief description (displays in the index of resources)
-#Select the Add button; this loads the File Picker
-#From the left column, select Upload A File
-#Select the Browse Button; this loads your computer's file management system, allowing you to select the file you need.
-#Select the file you need; this returns you to the File Picker.
-#Change the remaining settings as appropriate:
-##If you want to change the name of the file, enter the new name in the Save As field
-##If you want to indicate the author of the file, enter their name in the Author field
-##If you want to apply different copyright licence, select it from the Choose License menu
-#Then click the Upload This File button; this returns you to the Adding A New File To... screen
-#We'll look at the other settings elsewhere; for now, scroll down and click Save And Return To Course
-#A link to your file should appear in place.
+{|
+| [[File:popupdialogue.png|thumb|File info popup dialogue]]
+|}
-''Tip:'' First it is useful to determine the context for uploading files. For example, in the File Picker window above, we can see that this course has a folder resource called "A directory (folder)".  If you look in the Resource section of Moodle Features Demo, you will see a link called "A directory".  There are also folders with "(file)" in their names and you can find those links in the course as well.  Each course context will create a folder subfolders within the server file structure.
+==Creating an alias/shortcut==
-==Uploading several files at once (a zip file)==
+*When an uploaded file (or a file from the file system or EQUELLA repositories) is re-used elsewhere on Moodle, the teacher has the option to make a copy (a new, unconnected version) or to create a shortcut or ''alias''. (Note: Previously an alias could be made to a file stored in Box.net, however with [[Box.net APIv1 migration |Box.net API v2]]  this is no longer possible.)
+*If an alias is created, then when the original file is updated, it will change in all instances of the alias. So a teacher might add course notes to their private files for example, and then add them into a number of courses. When the teacher makes an alteration in the file in their private files, this alteration will be reflected in all instances of the course notes.
+*An alias can be recognised by its thumbnail. See the difference in the screenshot below between the original file (left) and the alias (right):
-Your organisation may offer alternative ways to upload several files at once, including WebDAV or FTP.
+{|
+| [[File:alias.png|thumb|Creating an alias]]
+| [[File:shortcut1.png|frame]]
+|}
-The following instructions explain how to upload a compressed (i.e. zipped or archived) folder of several files, and display it on your area's front page.
+===Areas in which aliases cannot be made===
-===First, on your computer, create your zip file as follows:===
+An alias cannot be made in the following areas of Moodle:
-#Open your file management software (e.g. My Computer or the Finder) and go to the place on your local or networked filespace where your files are stored
+* an assignment submission
-#Organise all these files into the folder structure you want to display when you upload. The only limit on the number of files is the filesize limit per upload set by the Administrator of your Moodle installation.
+* a forum post attachment
-#Ensure their file and folder names are meaningful and brief
+* a workshop submission
-#Select all the files you want to upload:
+* a quiz essay
-##on a PC running Windows, hold down the Ctrl key and click on each file
+* a database activity file field
-##on a Mac, hold down the Command (aka Apple) key and click on each file
-##on Linux
-##if all the files are contiguous, you can click on the top one, hold down the Shift key and click on the bottom one; all the intervening files will then be selected
-#Next, bundle them together to make learn.gold treat them as a single file, for the purposes of uploading.
-##on a PC, right-click on your selection and choose Send To > Compressed (zipped) folder, or similar
-##on a Mac, use Archive or see http://www.apple.com/pro/tips/zip.html
-##on Linux
-#Note the name of the new zipped folder.
-Next, upload your zip file to your Moodle area, unzip, and display, as follows:
+This is to prevent cases such as a student uploading an item for assessment and then subsequently changing the original in their private files. When a student uses a file from their private files in one of these instances, they do not see the options to "copy" or "create an alias". Below is an example of a file added to an assignment:
-#Nb your Moodle course area will have a limit on the size of files that can be uploaded. Check this in its Settings and ensure any file you upload does not exceed this (right click or apple-click on a file allows you to see its properties).
+{|
-#Go to the course area where you want the file to be available and Turn Editing On.
+| [[File:aliasassignment.png|thumb|Assignment submission with no option to create an alias]]
-#Go to the relevant section on the front page
+|}
-#Select the Add A Resource menu
-#Select Folder; this loads
-==Displaying existing files in a folder==
+==See also==
+*How to share a single file with students: [[File]]
+*How to share a folder of files with students: [[Folder]]
+*Questions about the file picker: [[File picker FAQ]]
+* [[Restoring file aliases]]
+*[http://www.youtube.com/watch?v=IrOKxYRJvGU How teachers upload files in Moodle 2 video]
-The following instructions explain how to gather together files already uploaded to various different contexts and display them together within a folder on your area's front page.
+[[de:Arbeiten mit Dateien und Verzeichnissen]]
+[[es:Trabajando con archivos]]
-==Folder structure and paths==
+[[fr:Utilisation de fichiers]]
-<includenly>Once a repository has been selected with a click, File picker will show a breadcrumb path with links at the top and any folders or files under it.
-In the example below, we were in Moodle Features Demo and as a teacher wanted to add a file resource.  We started in the [[Context]] of the course.  We then drilled down by clicking on the folders until we got to the folder that contained images we used in a [[Lesson]] context.
-[[File:File Picker demo moodle legacy files.png|thumb|400px|center|Using the Server files repository, we drilled down]]
-If we click on the "English" link in the breadcrumb path, we will see the folders for each course(context) in the English category (context) of courses (this is the first screenshot on this page). <includeonly>

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