File Management

There are various options available when adding files to a course. Any file can be added, provided its size does not exceed the limit. Entire folders can be added as well, provided that they have been zipped beforehand.

Add File Options


Server files

Server files are files that are currently on the course website that have been previously uploaded through another activity/module.

Note: This does not include files that have been uploaded through My private files.

  1. Select the activity/module in which to add a file.
  2. Find the area to attach a file. Click the Add... button.
  3. Click Server Files.
  4. Server
  5. Select the file to upload, select the name to save it as, and click Select this file.
  6. Note: Choose either View as icons or View as list to see the files accordingly.
  7. Click Save and Display (or the equivalent at the bottom of the page for saving and proceeding).
  8.  

Note: If a file is deleted from the course website, it will also disappear from Server files.



Recent files

Recent files is for adding files that been uploaded to the site lately.

Note: This option differs from the Server files option in that while Server files stores all files that have been uploaded via an activity, Recent files only holds onto files that have been uploaded most recently, and will disappear as newer files are added.

  1. Select the activity/module in which to add a file.
  2. Find the area to attach a file. Click the Add... button.
  3. Click Recent files.
  4. Server
  5. Select the file to upload, select the name to save it as, and click Select this file.
  6. Note: Choose either View as icons or View as list to see the files accordingly.
  7. Click Save and Display (or the equivalent at the bottom of the page for saving and proceeding).


Upload a file

Upload a file is used for adding local files (i.e., files that are on the computer currently in use).

  1. Select the activity/module in which to add a file.
  2. Find the area to attach a file. Click the Add... button.
  3. Click Upload a file.
  4. Upload
  5. Click the Browse... button and select the file to upload.
  6. Select the name to save it as, and click Upload this file.
  7. Click Save and Display (or the equivalent at the bottom of the page for saving and proceeding).

 


My private files

video icon view video

The My private files tool is used for storing course-related files onto the Moodle website for use when needed, or simply, as a repository of file storage for personal use. Both the instructor and students can utilize this tool, and files are not viewable by others within the My private files. The Instructor can upload a file within the My private files area within any course via the Add file button. Once the file has been placed within the course, it is viewable to the students.

light bulb icon

My private files drawback

The My private files content is available for one academic year (Fall - Summer), but when the new academic year begins the My private files space will start over blank. Example: content added to My private files in Spring 2012 will not be in the My private files space for Fall 2012. NOTE: courses can be copied from one quarter to another with the Import tool.

You can copy all your files from the old system into the new.


Uploading a file to My private files

  1. In the Navigation block, click My profile, and then My private files.
  2. Click the Manage my private files button.
  3. Click the Add... button.
  4. Note: Click the Create folder button to create a folder to add and store contents in. This is useful for organizing files (for example, separating files by course name, etc.).
    Note: Click on the list icon next to the file to reveal options to Download, Rename, Move, and Delete the file.
    Screen image of file options in My private files

  5. If a zipped folder has been added, unzipping it will automatically create a folder with all its contents.
    Screen image of unzipping zip file in My private files
  6. Click Save changes when finished.

Adding from My private files

  1. Select the activity/module in which to add a file.
  2. Find the area to attach a file. Click the Add... button.
  3. Click Private files.
  4. Private
  5. Select the file to upload, select the name to save it as, and click Select this file.
  6. Note: Choose either View as icons or View as list to see the files accordingly.
  7. Click Save and Display (or the equivalent at the bottom of the page for saving and proceeding).

 

Copying My private files into the Fall 2014 system

The My private files content is available for one academic year (Fall - Summer). When the new academic year begins the My private files space will start over blank. Example: content added to My private files in Spring 2014 will not be in the My private files space for Fall 2014.

From your Spring 2012 course, access your My private files (course block or My Profile > My private files)...

  1. From the My private files, click on the "Download all" button. It takes a long time, but a window will appear asking where to put the ZIP file.
  2. Save ZIP on Desktop as a ZIP.
  3. From the Academic Year 2012-2013 system (Fall 2012 course), go to My private files. Click on the Add button.
  4. Click on the Upload file > Choose file button. Find the ZIP file and Upload this file.
  5. Click on the box icon on the right of the file name, choose Unzip the file.

 


YouTube

YouTube videos can be embedded into a PolyLearn course via the Edit summary, Label or Page tool. The Edit summary and Label option will display the video on the main course page. The Page option will open a new web page with the video and/or other content the instructor adds.

  1. Select Turn editing on.
  2. Click on the Edit summary button OR...
    screen image of edit summary
    ...Add an activity or resource link.
    The page option highlighted within the add a resource pull-down menu.
  3. Choose the Page tool OR Label tool.
  4. Under the General section, type the Name (required) of the URL into the text box.
  5. Type the Description (required) into the text box.
  6. Click the Expand button,
    HTML editor screen image
    ...then the HTML button in the HTML editor for the content section.
    html editor screen image
    ...the HTML window will appear.
    HTML editor
  7. In another browser window open YouTube, Find the YouTube video....
  8. Click on the Share link, then the Embed link.
    YouTube screen image
    ...then Copy...
  9. Go back to PolyLearn's HTML source editor and Paste the all the HTML in the box. Click on the Update button.
    HTML widnow with embed code
  10. At the bottom of the page, choose either Save and return to course or Save and display.

Now your YouTube video will play within the page of PolyLearn. The advantage to embedding a YouTube video instead of simply posting a URL directly to the video within YouTube is that students won't get easily lost in YouTube, wandering around watching other videos outside of your course.


Google Docs

If the Instructor already has a Google Doc account, the instructor can browse the Google Doc files and upload them into their PolyLearn course.

  1. Select the activity/module in which to add a File.
    screen image of add file
  2. Find the area to attach a file. Click the Add... button.
  3. Click Google Docs.
  4. Screen image of Screen image of the upload a file option
  5. Click the Login button.
  6. Within the new Google Docs window type your Google login and password.
  7. Google will ask whether or not the instructor allows PolyLearn to access their Google accounts / Google Docs. Click on the Grant access button on the bottom left to access the files.
  8. The File picker will refresh to now display the documents in the instructor's Google Docs account. Click the documents that is going to be uploaded to PolyLearn.
  9. Click Select this file.
  10. Click Save and Display (or the equivalent at the bottom of the page for saving and proceeding).
  11. Note: When finished with Google Docs in PolyLearn, the instructor can Logout in the File Picker, top button.