11.1. Adding Files to a Course

Adding files, such as images, that you can use in your course has the following steps.

A workflow diagram showing the steps to add and show a file in a course or on the internet.
  1. The course team uploads a file on the Files & Uploads page in Studio.
  2. Studio generates two URLs for the file.
    • The Studio URL is used to add the file inside the course, such as in a component or on a page.
    • The web URL is used to add the file outside the course, such as in an email message or external web page.
  3. The course team adds a link to the file inside or outside the course.
    • To add the file inside the course, the course team adds the Studio URL in the course content, such as in a component or on a page.
    • To add the file outside the course, the course team adds the web URL in an email message or external web page.
  4. The file is visible in the course, email, or external web page.

For more information, see the following topics.

11.1.1. The Files & Uploads Page

You manage most files for your course, including image files, on the Files & Uploads page. This page lists the files that you upload, along with the following information about the files.

  • The file name.

  • A preview of the file (if the file is an image) or an icon that represents the file.

    Note

    If you do not want to see a preview of your files, select the Hide File Preview checkbox in the left pane. To show a preview again, clear this checkbox.

  • The file type.

  • The date the file was added.

  • The URLs that you use to make your files visible in your course or on the internet.

  • An indication of whether the file is locked.

This page also includes a Search option to help you find specific files. For more information, see Find an Uploaded File.

Note

For textbooks or for course handouts that you want to make available in the sidebar of the Course page, see Textbooks or Add a Course Handout.

11.1.2. File Size

The maximum size for each file is 10 MB. We recommend that you use standard compression tools to reduce PDF and image file sizes before you add the files to your course.

You can upload multiple files at a time.

If you have very large audio files or large data sets to share with your students, do not use the Files & Uploads page to add these files to your course. Instead, use another hosting service to host these files.

11.1.3. Upload Files

Note

Ensure that you obtain copyright permissions for files and images you upload to your course, and that you cite sources appropriately.

To upload one or more files, follow these steps.

  1. Create or locate the files on your computer.

    Note

    When Studio generates URLs for an uploaded file, the file name becomes part of the URL and is visible to students when they access the file. Avoid using file names that contain information that you do not want to share about the file contents, such as “Answerkey.pdf”.

  2. On the Content menu, select Files & Uploads.

  3. On the Files & Uploads page, drag your file or files into the Drag and Drop area.

    Note

    If you upload a file that has the same name as an existing course file, the original file is overwritten without warning.

The Files & Uploads page refreshes to show the uploaded file or files.

To upload additional files, drag more files into the Drag and Drop area of the page.

11.1.4. Find an Uploaded File

The Files & Uploads page lists up to 50 files at one time. If your course has more than 50 files, additional files are listed on other pages.

To find a file on the Files & Uploads page, you can use the Search option, or you can view the page that lists the file.

  • To use the Search option, enter one of the following search terms in the Search field, and then select the magnifying glass icon.

    • The full file name.
    • The file name extension, or file type.
    • Part of the file name. You can also enter multiple parts of a file name.

    For example, if the file is named FirstCourseImage.jpg, you can enter any of the following search terms in the Search field.

    • FirstCourseImage.jpg
    • .jpg
    • First Image
    • First .jpg

  • To view the page that lists the file, select Previous or Next to view the previous or next page, or select the number of the page that you want to view.

You can also sort files by name, type, or date added, or filter files by type. For more information, see Sort Files or Filter Files.

11.1.5. Sort Files

On the Files & Uploads page, you can sort your files by name, type, or date added. To sort by one of these columns, select the name of the column. For example, to sort your files by type, select the Type column name.

The arrow or arrows to the right of the column name indicate the column sort order. Files are sorted by the column that has one arrow. The direction of the arrow indicates whether the order is ascending or descending.

To change between ascending and descending order, select the column name again.

11.1.6. Filter Files

You can filter the list of files by type so that only a selected type of file is visible. The list remains in the current sort order.

You can filter by the following file types.

Type Possible File Name Extensions
Audio .aac, .mpeg, .mp3, .ogg, .wav
Code .css, .html, .json, .php, .sql
Documents .pdf, .txt, Microsoft Office and Open Office documents, presentations, spreadsheets
Images .gif, .ico, .jpg, .jpeg, .png, .tif, .tiff
Other Files not included in the other types, such .sjson

To filter the list of files by type, follow these steps.

  1. On the Files & Uploads page, locate Filter by File Type.
  2. In the list, select the checkboxes for the types of file that you want.

The list refreshes to show only the type or types of file you selected. You can sort the resulting list by name, type, and date added.

To reset the list and view files of all types, clear all checkboxes.

11.1.7. Use an Uploaded File Inside or Outside the Course

When you upload a file, Studio assigns a Studio URL and a web URL to the file. The Copy URLs column on the Files & Uploads page lists these URLs. To use an uploaded file, you add a link to the Studio URL or the web URL in your content.

Note

If you do not want to allow access to a file from outside your course, you can lock the file so that only learners who are signed in and enrolled in your course can access the file. For more information, see Lock a File.

11.1.7.1. Add a File or Image Inside the Course

To add a file or image inside the course, such as to a component, a course update, or a course handout, follow these steps.

  1. On the Files & Uploads page, select the Studio option in the Copy URLs column.

    The Studio option text briefly changes to Copied.

  2. In the component or other content, paste the Studio URL.

For more information, see Add an Image to an HTML Component.

11.1.7.2. Add a File or Image Outside the Course

To add a file or image outside the course, such as to a bulk email message that you send from the LMS, follow these steps.

  1. On the Files & Uploads page, select the Web option in the Copy URLs column.

    The Web option text briefly changes to Copied.

  2. In the external content, paste the web URL.

Note

Be sure that you do not use the Studio URL in an email message. For more information about sending email messages, see Send an Email Message to Course Participants.

11.1.8. Lock a File

By default, anyone can access a file you upload if they know the web URL, even if they are not enrolled in your course. You can prevent outside access to a file by locking the file. When you lock a file, the web URL only allows learners who are enrolled in your course and signed in to access the file.

To lock a file, select the lock icon in the row for the file.

11.1.9. Delete a File

To delete a file, select the delete icon in the row for file, and then select Permanently delete in the confirmation dialog box.

Warning

After you delete a file, any links to the file from inside or outside the course are broken. You must update links to files that you delete.