Files

You have access to files in your user profile, course files in various courses you are enrolled in and group files from the various groups you belong to.

General
Settings
Use Cases & Tips

How do I add a file to the course?

As a tip, it is advisable to name a file with a meaningful file name before uploading it, as this will be displayed to students when the file is downloaded. Proceed as follows to upload a file to the course:

1. Click on Files in the left side menu of the course and then on Upload at the top right.
2. Select a file that you would like to add. Alternatively, you can simply drag and drop the file into the Files window.

The file is now added to Files.

NOTE: A course has a storage of 500 MB. Please do not upload multimedia files such as videos or audios directly to Canvas WU, upload them via the Planet eStream media platform on a content page or in a module.

How do I add multiple files to the course at once? - Bulk upload

If you want to add several files to your course, you can upload these files all at once using a bulk upload. Proceed as follows to upload multiple files at once:

1. Click on Files in the left side menu of the course.
2. Select Upload.
3. Select the files you want to upload to the course.
  - To select a group of files, hold down the Shift key on your keyboard and click on the first and last file in the group.
  - To select multiple files, hold down the Ctrl (Windows) or Command (Mac) key on your keyboard and click on each file.
4. Start the upload process by clicking on Open.

NOTE: Canvas WU does not support file uploads larger than 5 GB.

How do I add files to a group workspace?

Proceed as follows to add files to a group workspace:

1. Click on People in the left side menu of the course.
2. Go to a group set and click on the three vertical dotsnext to a group.
3. Select Visit Group Homepage.
4. Navigate to Files in the left side menu of the group workspace.
5. Click on Upload and select one or more files that you would like to add.

Students can also upload files here, as long as they are members of the group.

NOTE: Each group workspace has a storage of 500 MB. The group quota does not count towards the course quota.

How do I add files to my account so that I can access them at any time?

You can create a personal file archive in Canvas WU and then use this content in all courses to which you have access. Proceed as follows to add a file to your account:

1. Click on Account in the left global navigation bar.
2. Click on Files.
3. Click + Folder at the top right to create a new folder under My files.
4. Select Upload to upload one or more files.

Uploaded files appear under Uploaded Media, from which you can drag and drop them into your own folders.

NOTE: The personal user quota is 250 MB.

Folders under My Files:

Submissions	Your own submissions in a student role to assignments, organized by course.
Conversation Attachments	Your own file embeds and attachments in all email messages in the Canvas WU Inbox.
Profile Pictures	Your profile picture, if you have uploaded one under Account and Profile.
Unfiled	Your file embeds and attachments in discussions on Canvas WU.
Uploaded Media	Any files you uploaded directly from Account and Files.

How do I add a video or audio file to a course?

Please do not upload video or audio files directly to Canvas WU, as Canvas only provides 500 MB of storage space per course. Use the WU media platform Planet eStream (see: Planet eStream WU Guide). Proceed as follows to add a video or audio to a page, for example:

1. Navigate to the location in Canvas WU where you want to add a video or audio. For example, a page.
2. Open the edit mode of the page by clicking on Edit.
3. Click on the Planet eStream icon in the menu bar of the editor.
4. If required, log in with your Microsoft account.
5. In the pop-up window that opens, click Upload in the menu bar at the top.
6. Click Upload video or audio file.
7. Select a video file or audio file.
8. Enter information about the video/audio.
9. Click on Confirm.
10. Select Start upload.
11. Exit the page by clicking Save.

A placeholder will be displayed on the page until the video/audio has been uploaded to Planet eStream and processed. You can access the video/audio in Planet eStream at any time and edit it if necessary.

How can students add files to the course that are visible to everyone?

To enable students to upload files in the course that are visible to everyone, you can either create a group with all students in the course, create a discussion or create a page that can be edited by students.

Option 1: Create a group for sharing files

Click on People in the left side menu.
Click on +Group set.
Enter a title for the group set, e.g. Course no. | 📚 File storage
Select Split students by number of groups.
Enter 1 in the field. A group leader is not required.
Confirm your entries with Save.

You have now created a group in which all students in the course are members. Under Files in the group workspace, students can upload their files to share with everyone.

Option 2: Use discussion to share files

Click on Discussions in the left side menu.
Then click +Discussion in the top right-hand corner.
Fill in the page and configure further setting options.
Click on Save.

Discussions are particularly useful if students need to give each other feedback on the uploaded files.

Option 3: Use a page to share files

Click on Pages in the left-hand side menu.
Click on View All Pages.
Select the button + Page at the top right.
Fill the page.
In the options, use the drop-down box to select that Teachers and students may edit the page.
Click on Save.

Pages are particularly suitable if the documents are to be embedded in a page with a predefined structure.

How do I create a folder to organize files?

You can use folders to organize files in your course, in a group workspace or your personal files. Proceed as follows to create a new folder:

Click on Files in the left side menu.
In the left-hand column, select the location where you want to add a new folder.
Now click on +Folder.
Enter a name for the folder.
Confirm the creation by clicking on the tick .

You have now created a new folder. You can drag and drop files that have already been uploaded into the new folder.

NOTE: If you import files into other courses or send them to people, the file structure is also automatically adopted (folder and any surrounding subfolders).

How do I delete a file or folder?

You can delete a file or folder in courses, group workspaces or in your personal files. Proceed as follows to delete a file or folder:

Click on Files in the left side menu.
Navigate to the file or folder you want to delete.
Click on the three dots and select Delete.
Confirm the deletion process by clicking Ok.

ATTENTION: If you delete files that have been added in other areas (e.g. modules or tasks), this may result in incorrect links and posts in a running course.

How can I enable students to download several files at once?

If you would like to make your materials available to students via files, you can upload your files in the course folder. You can also create additional subfolders there. This will allow students to download all course files via a ZIP folder. Please note the following:

Files in the left side menu of the course must be activated: A crossed-out eye next to Files in the left side menu would indicate that students cannot access files in the course. You can activate Files for students in the Navigation settings. To do this, drag the Files element to the top to the visible elements and then click on Save.
Create and publish folders: Create one or more folders in which you upload course documents for students. In Files, click on +Folder to create a new folder. Make sure that both the folder and the folder contents are published for students.

How do I change the availability of a file for students?

Proceed as follows to view and change the visibility settings of a file:

1. Select Files from the left side menu.
2. Navigate to a file.
3. Click on the following icon
4. Select the desired availability setting:
  - Publish: the file can be viewed by students if File has been activated in the left side menu of the course or the file has been added to a module.
  - Unpublish: the file cannot be viewed by students.
  - Only available with link: The file is only visible if students have received the link to the file. With this option, the file is only hidden from students in the course files. This does not apply outside of files. For example, if a file with this option is added to a module or assignment, the file can be viewed by students in the module or assignment.
  - Schedule availability: An availability period can be set for the file. Outside of the restricted date, the file will not be displayed in the course files. If the file has been linked to another area (e.g. modules or assignments), students can see the name of the file, but if they click on the file, a message is displayed stating that the file has been locked and will not be displayed until the specified date.
5. Confirm changes with Update.

NOTE: You can also adjust these availability settings for folders.

How do I grant students access to a file from a certain date?

Proceed as follows to make a file available to students from a specific date:

Select the file.
Click on the following symbol:
Select the setting Schedule availability and enter the desired date.
Confirm the change with Update.

The file is only displayed from the availability date under Course files. If the file has been linked to another area (e.g. modules or assignments), students can see the name of the file, but if they click on the file, a message is displayed stating that the file has been locked and will not be displayed until the specified date.

NOTE: You can also set a release date for folders.

How do I grant only certain students/groups access to a file?

Proceed as follows to share a file(s) only with certain students/groups:

1. Create a new assignment by clicking on +Assignment under Assignments.
2. In the text field, select the Documents iconin the editor menu bar and then select Upload document or Course documents to embed a file.
3. Enter the value 0 under Points
4. If you have created assignment groups, you can select a suitable assignment group.
5. Under Submission type, select No Submission from the drop-down box.
6. Select the individual students or groups (the Group assignment option must be ticked for this) under Assign to.
7. Click on Save & Publish.

Only the assigned students can see the assignment and thus access the files embedded in it.

NOTE: The default setting for files, which states that the visibility of the file is inherited from the course, applies via embedding in the assignment. This means that the embedded file is only available with a link and cannot, for example, be viewed directly by other students via the Files folder.

How do I change the name of a file?

You can change the name of files using the Rename option in the file settings menu. Proceed as follows to change the file name:

Click on Files in the left side menu.
Navigate to the file you want to rename.
Click on the three dots (appear when you move over the file) and select Rename.
Change the name of the file in the text field. Be careful not to remove the extension of the document type in the file name to avoid editing problems.
To save the name, click on the tick.

The file is now displayed with the new name. You can change the name of a folder in the same way.

For more detailed descriptions of use cases & tips, please visit the Portal - Online Learning Environment.

Where?	What?	What for?	How?
Files	Structuring learning materials with files	Clear presentation of course materials	You can also use files to make your course materials available to students. To do this, create folders according to topics, dates/units, etc. Make sure that Files is activated for students in the left side menu. If a crossed-out eye is displayed next to Files, you must activate the visibility of files in the settings under Navigation.
Files	Download option for learning materials	Students can download course materials as a ZIP file	To do this, create one or more folders under Files. Collect all course materials in this folder. Make sure that Files for students is activated in the left side menu. You can recognize this by the fact that there is no crossed-out eye next to Files. If a crossed-out eye appears, you can activate the visibility for files under Settings in Navigation. Students can then download the folder with all materials as a ZIP file or any folders below it.
Files	Schedule the release of learning materials	Students gradually access course materials	You can set a release date for the files in a folder. To do this, click on the publish icon and enter a desired date under Schedule availability. The files are gradually made visible. Make sure that the folder has been published and that files are visible in the left side menu. You can adjust the visibility of files under Settings in Navigation.
Files	Additional literature folder	Storage location of additional content that is made available to students	You can store additional reading material directly under Files in a folder. You can also add a course link from the start page to the optional "Additional literature". Make sure that files and the folder with the additional literature are accessible to students.
People	Expand storage capacity	To increase the storage capacity for the course	Create a new group set under People. This will give you an additional 500 MB that you can use. The group quota does not count towards the course quota. The group workspace can therefore be used as a storage location for additional files.
Account	Personal file archive	You can access these files from anywhere	You have a personal user quota of 250 MB. You can store files there and then (re-)embed them in a course. You can find your personal files under Account. You can access your personal user files from any course.

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