How to Setup a File Resource v2

Overview

A file resource allows administrators to upload important documents and media with students in a structured and accessible way. Common file types include PDFs, Word documents, presentations, images, and videos. This resource type is ideal for providing lecture notes, reading materials, or supplementary content. Administrators can choose how the file is presented—whether it's downloaded, viewed in the browser, or displayed within the platform. Setting up file resources effectively supports student learning by ensuring materials are easy to find and access as part of the course content.

NOTE: You will need Teacher or Manager access before you can perform the actions below.

Step Tutorial

1. Open the course where you want to add a resource file and enable edit mode (upper-right corner).

2. Identify which section you want to add a file to, then click the 'Add an activity or resource' button.

3. A page will pop up allowing you to select an activity or resource. Use the search bar to look for “File”. Once located, click on it, and you will be directed to the settings page where you can configure your file.

Below are the settings you can configure for your file:

General

Define basic information for the file.

1. Name (required) – The title of the file resource as seen by students on the course page.
2. Description – Optional information to describe the file or provide usage instructions.
3. Display description on course page (checkbox) – If ticked, the description will appear directly on the course page under the file name.
4. Select Files – Upload and manage the actual file(s) for this activity.
   

Appearance

Control how the file opens or displays for students.

1. Display
   
1. Automatic – Moodle chooses the most appropriate display method based on file type and browser.
   
2. Embed – Shows the file directly inside the Moodle page (ideal for PDFs, images).
   
3. Force download – Prompts the user to download the file rather than open it.
   
4. Open – Opens the file in the browser or default viewer.
   
5. In pop-up – Opens the file in a new browser pop-up window.
   
2. Show size (checkbox) – Displays the file size (e.g. 2.3 MB) next to the file link.
   
3. Show type (checkbox) – Displays the file type (e.g. PDF, Word document).
   
4. Show upload/modified date (checkbox) – Displays the date the file was uploaded or last modified.
   

Common Module Settings

Configure visibility and group access.

1. Availability
1. Show on course page – File is visible and accessible to students.
2. Hide from students – Hidden from student view; only teachers can see it
   

Restrict Access

Set conditions for student access. Add restriction, choose one or more of the following:

1. Date – Restrict access before/after a specific time.
2. Grade – Require a grade in another activity.
3. User profile – Restrict access based on profile fields (e.g. email, location).
4. Activity completion – Require another activity to be completed first.
5. Restriction set – Nest multiple restrictions with AND/OR logic.
   

Completion Conditions

Track student engagement with the file

1. Completion tracking 
1. Do not indicate activity completion – No tracking.
2. Students can manually mark as completed – Students tick a box.
3. Show as complete when conditions are met – Automatically marked complete when conditions (like viewing) are fulfilled.
2. Expected completion date (optional) – Suggests a target date for completing this activity (for progress tracking).
   

Tags

Tags are simple keywords added to a file to help organise and locate resources across the site. They support easy searching, grouping of content used in multiple courses, and QA or compliance checks, without affecting student access, visibility, completion, grading, or permissions. Tags are mainly used by admins and trainers to keep resources consistent, reusable, and easy to manage, particularly in large or compliance-driven environments.

 4. Once done, click either Save and return to course or Save and display. Both options will save the file— the first will take you back to the course page, while the latter will take you directly to the file.

These are the steps to successfully set up a file resource.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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Frequently Asked Questions

I can't upload files to my course. I get the message that my 'filetype cannot be accepted'.

1. Ensure you are not attempting to upload files to the Course Summary Files area – Administration > Course administration > Edit settings.
2. This area is intended only for files that describe the course, and by default, only image files are permitted (so a screenshot can be displayed alongside the summary).
3. If you want to upload files to your course, make sure you are on the main course page, not within the course settings.
   

My students cannot open the file I uploaded for them.

Ensure that students have the appropriate software to open your file. While the system accepts various file types, it relies on the user having the relevant program to access them.

For example, if you've uploaded a Microsoft Word 2010 document, make sure your class has access to Office 2010, or provide alternatives such as links to OpenOffice, a document viewer, or a PDF version of your file.

If your teaching involves subject-specific proprietary software, you should also ensure that students have the means to access the necessary programs both at home and on campus.

Check the existing additional plugins  for opening PowerPoint and other MS Office files.

Check the Presentation additional plugin that displays multimedia HTML5 presentations and slide shows in users' web browsers.

Office docs and PDFs won't open on Android devices.

Try setting the display option to "Automatic" instead of "Force download". See this forum post about documents and Android mobiles.

Why is it possible to select multiple files in the file settings?

This is useful if you're uploading a set of HTML pages with additional resources. Set the index.html page as the main file, and you can reference the other resources from there.

How can I upload a lot of files in one go?

You can use the Folder resource to display multiple files. Place all your files into a folder, zip (compress) the folder, and upload it to the Folder resource. Click the icon to the right of the file name to unzip it, then save. All the files will then be displayed.

How can I change the top frame size when displaying a file in a frame?

1. Log in as an admin and navigate to Settings > Site administration > Plugins > Activity modules > File.
2. Adjust the 'Frame height' setting, then click 'Save changes'.
   

If I upload a file in one course, can I use it in another course as well?

Yes. From the file picker, select Server files, then navigate to the course where you originally uploaded the file and select it from there.

How can I make ppt files open within the system rather than downloading?

You’ll need to convert the PowerPoint (PPT) file to another format, such as PDF.

How can I show the size of a file on the course page?

Students who need to download files often appreciate seeing the file size, especially if they have a slow internet connection. Simply tick the 'Show size' checkbox in the file settings.

If students can link to uploaded files as aliases, how can I stop them changing their assignments?

Students aren’t allowed to link to files in their private files when submitting assignments, attaching files to forums, workshop submissions, or quiz essays. See Working with files.

I've uploaded a video file, but it's too small. How do I change the default video size?

The default size for video and Flash replay is 400×300 pixels. If you want to increase the default video size, add the following code to your config.php file.

Alternatively, you can add the same code to the bottom of theme/themename/config.php (where themename is the name of the theme you are using).

Make sure to set the numbers to your preferred pixel dimensions; common sizes include 800×600, 700×525, 600×450, or 500×375.

Is there a way to prevent students from downloading the course PDF files?

Not with the system's core, but you can try some third party plugins:

1. Secure PDF - Share your PDF with students without allowing them to download or save it.
2. PDF Protect - This module is designed to add an extra layer of security to PDF files, preventing users from downloading, printing, or copying the content. It’s ideal for protecting sensitive material and stopping unauthorized sharing of documents.

What does "Send content change notification" do in the File activity settings?

Send content change notification is an option that, when enabled, automatically notifies enrolled users whenever a file or resource is updated. This helps keep learners informed of the latest versions or changes without requiring them to check the course manually. It is useful for ensuring students always have access to current materials, particularly in compliance-driven or fast-changing courses.

NOTE: Notifications aren’t sent immediately when a file is updated; they are delivered shortly after, whenever the LMS processes updates in the background.

What is the file size upload limit?

The file size upload limit for a File resource isn’t a single fixed number — it’s controlled by multiple layers, and the lowest limit always wins.

1️⃣ Site-level limit (hard ceiling) - This is the absolute maximum for the whole LMS site.

Nothing anywhere can exceed this value

2️⃣ Course-level limit - This can only be equal to or lower than the site-level limit.

3️⃣ Activity-level limit (File resource) - This is the most common “final indicative setting” — even if the site allows large files, this setting can silently restrict uploads.

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