My Space - File storage - administration
- 1 File types (recommendations)
- 2 Make files and links available in the File Storage
- 3 Move files between folders and classes
- 4 Copy files or folders
File types (recommendations)
From January 2009 it is recommended that files are published in either htm/html, PDF 1.4 (or newer) or in ODF 1.0. (Read more about this at the government’s web-page). This recommendation might eventually become mandatory.
Here you will learn how to save files in the two recommended formats.
PDF 1.4 (or newer)
It is strongly recommended to use PDF version 1.4 (or newer) when you want to publish final documents (for instance syllabus, exam assignments, solutions, PowerPoint presentations from lectures etc.) All the PCs at the University of Bergen have a "PDFCreator" installed, which can convert files to PDF. Note: The file is not printed on a printer, but is converted to PDF format, which can then be saved. It does not cost anything to convert files to PDF using the printer driver at UiB. You have to use one of UiB’s computers to follow the description below.
Step by step – saving as PDF
- PDF version 1.4 is set as a standard version when using the PDFCreator on a UiB PC
- Open the file that you wish to convert to PDF. (The original file will not be affected)
- Select print (Ctrl+P)
- Select printer "PDFCreator"
- If the "PDFCreator" printer has not been installed – contact BRITA: https://bs.uib.no/
- Click "OK”"
- Click "Save"
- Select the folder you wish to save the PDF-file in
- Select a file name for the PDF-file
- Click "Save"
- The file has been saved and will open automatically
- Check that the formatting is OK and close the file
- The PDF-file is now ready to be uploaded in the file storage. See how to upload files below.
ODF (Open Document Format) is the recommended format when publishing documents that are meant to be edited further. Since ODF is not widely used yet and to ensure access to the published information it is recommended that these documents are parallel published in one or more file types.
Step by step – saving as ODF
An ODF-plug-in for Office 2003 is offered by the IT-department. When this plug-in is installed you can save office documents as ODF. A word-file can be saved as *.odt etc.
- Send a request for "ODF-plug-in for Office 2003" to BRITA (http://bs.uib.no/). Remember to state the name/number of your PC.
- Open your document in the usual programme (Word, Excel etc.)
- Select "File"
- Select "Save as"
- In the drop-down menu for file type select "ODF Text Document (*.odt)".
- Save the file on your chosen location.
- Select "File"
- Select "Export ODF Spreadsheet…"
- Save the file on your preferred location (The file will get *.ods as file extension)
- PowerPoint documents:
- Select "File"
- Select "Export ODF Presentation…"
- Save the file on your preferred location (The file will get *.odp as file extension)
Open Office – An alternative to ODF-plug-in and Microsoft Office
If you request it and as long as there is capacity on your computer the IT-department will install Open Office for you.
- Send a request for "ODF-plug-in for Office 2003" to BRITA (http://bs.uib.no/) Remember to state the name/number of your PC.
- Open Office will give you the following programs:
- Writer (Text editor - file extension *.odt)
- Impress (Making slide presentations - file extension *.odp)
- Calc (Spreadsheets - file extension *.ods)
- Math (Writing mathematichal formulas - file extension *.odf)
- Draw (For drawing - file extension *.odg)
- Base (Making databases)
- To learn more about Open Office go to http://www.openoffice.org/
Make files and links available in the File Storage
Go to File Storage. There, you can view the folders for the class or community. The folder names are standard, but they can be easily changed by selecting Edit Folder, or Delete Folder.
In the File Storage you can upload old exam assignments, solutions, PowerPoint presentations from lectures etc. In addition, it is possible to make URLs available. It is also possible to add or delete folders.
To add files, do the following:
- Click File Storage
- Choose or create a new folder to which the file is to be added
- Then click Add File
- Browse for- and select the file
- Enter a title and a description of the file (optional).
- Administrators can choose whether a description linked to a file in the File Storage will be shown to students.
- The description is automatically shown to students unless you actively select "No"
- If there are several versions of the file, it is always the description linked to the last version of the file that is shown.
- If you do not want the file to be visible for the students immediately, you can set a future publish date for the file.
- Click the small calendar icon next to "Future publish date" and select the publish time.
- All the administrators will be able to see the file when it is uploaded even if it has a future publish time.
- The students will only get access to the file when the publish time has occurred.
- If you do not set a future publish time for the file it wil be visible for the students immediatly.
- Note: To edit a future publish time you must upload e new version of the file and then edit the future publish time. See how to upload a revised version of a file
- Click OK
- The file has now been made available to all students who are members of the class or community, and it is accessible in the File Storage.
- A new file or folder in the class or community file storage is indicated with a red "New" text in the class/community file storage and in "My Files". The "New" indicator disappears after 7 days.
- The "Views" column to the right indicates how many times the file has been opened and by how many persons in total.
- To illustrate this the numbers "10 / 5" in the Views column tells us that the file has been opened by 5 different persons 10 times in total.
- The administrator can upload individual files of up to 100 MB. For students (others), the limit is 8 MB.
- Use file formats that can be opened using standard software.
- As a default setting, only those with administrator rights can add files (and URLs) in File Storage. In order to give students write access to a folder in File Storage, open the folder in question and select Change access for members - Only read / Both Read and Write.
- NOTE: Please note that when the students are given both read and write access to a folder, they can change and delete files in the folder, including files that others have made available. We therefore recommend that you always use the Assignment applet (see Assignment for more information) for the submission of student assignments etc. If you want students to see or comment on other students assignments then you should use Kark.
Edit the description of a file
You can edit or remove the description of a file in the file storage.
- Click on the file’s "properties"
- Click on "Edit description".
- Edit the text and click "Change" to save the changes.
Upload revised version of a file
It is possible to upload a new version of a file in the filestorage, without deleting former versions. The members will only be able to see the last uploaded version (as long as they do not have administrative rights to the folder).
- Select "Properties" for the file to revise in the column to the right
- Select "Upload Revision" and follow the procedure for uploading a file
- You may change the title
- The Description field can be used for revision comments. (Comments will be visible in the file storage only if "Show description" is selected)
- A future publish date can also be changed
- Click OK
- The last version is now at the top of the list and older versions can be deleted if preferred. (Remember that only the last version is shown to members).
- Select "Normal view" to go back to the file storage view.
Upload more than one file at a time
- You can upload more than one file at a time (Multiple Files) if the files are compressed in a ZIP file (this can be done in the file storage system on most PCs).
- Select "Upload Compressed Folder"
- Browse for the ZIP file
- The content will be extracted into a folder with the title you enter.
- You can add a ZIP-file to an existing folder:
- Select "Add file"
- Instead of entering the title, tick the box for "This is a ZIP file containing multiple files".
- Click OK and the file will automatically be unzipped in the selected folder.
- You can upload a ZIP-file without extracting the content:
- Select "Add file"
- Enter a title and/or a description (not mandatory)
- Click "OK"
- The ZIP-file is now saved in the file storage and the content is not extracted.
Move files between folders and classes
- You can move several files or folders between folders and classes. (Requires administrator rights)
- NOTE: There are built-in restrictions for deleting, moving and copying files in- and from Assignment (the Learning Folder, Assessment Folder and Master’s Thesis Folder). See the section on Assignment for more information.
- Tick the files or folders that you want to move.
- Select Move.
- Select the destination folder to which you wish to move the files.
- Select "Move it here"
- The selected files or folders is moved.
Copy files or folders
- You can copy files within a file storage of a class or community
- Tick the files or folders that you want to copy.
- Select the destination folder to which you wish to copy the files.
- The selected files or folders is then copied.