Merge pull request #1643 from edx/sylvia/DOC-3845

Update Files and Uploads page documentation

en_us/shared/course_assets/course_files.rst

@@ -4,178 +4,236 @@
 Adding Files to a Course
 ###########################
 
-To use images and other files in your course, you upload the files to your
-course by using Studio, and then you add links to the files in the course
-content. You can also use uploaded files in the bulk email messages that course
-team members can send from the LMS by selecting **Instructor** to access the
-instructor dashboard.
+Adding files, such as images, that you can use in your course has the following
+steps.
+
+.. image:: ../../../shared/images/AddFiles.png
+ :alt: A workflow diagram showing the steps to add and show a file in a course
+     or on the internet.
+
+#. The course team uploads a file on the **Files & Uploads** page in Studio.
+#. 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.
+
+#. 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.
+
+#. The file is visible in the course, email, or external web page.
+
+For more information, see the following topics.
 
 .. contents::
   :local:
   :depth: 1
 
+.. _The Files and Uploads Page:
+
+*************************
+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.
+* 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 :ref:`locked<Lock a File>`.
+
+.. note::
+  For textbooks or for course handouts that you want to make available in the
+  sidebar of the **Course** page, see :ref:`Adding Textbooks` or :ref:`Add
+  Course Handouts`.
+
 .. _File Size:
 
 *******************
 File Size
 *******************
 
-The maximum size for an uploaded file is 50 MB.
+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.
 
-We recommend that you use standard compression tools to reduce PDF and image
-file sizes before you add the files to your course. If you have to use files
-that are larger than 50 MB after compression, contact your edX partner manager.
+You can upload multiple files at a time.
 
-If you have video or audio files or large data sets to share with your
-students, use YouTube or another hosting service to host these files. Do not
-use the Files & Uploads page to add these files to your course. If you are an
-edX partner and you need to store large data sets, contact your edX partner
-manager.
+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.
 
 .. _Upload a File:
 
 *******************
-Upload a File
+Upload Files
 *******************
 
-You upload files on the **Files & Uploads** page in Studio.
-
 .. note::
- Ensure that you obtain copyright permissions for files and images you upload
- to your course, and that you cite sources appropriately.
+  Ensure that you obtain copyright permissions for files and images you upload
+  to your course, and that you cite sources appropriately.
 
-To upload a file, follow these steps.
+To upload one or more files, follow these steps.
 
-#. Create or locate the file on your computer.
+#. Create or locate the files on your computer.
 
    .. note::
-    When URLs are generated for uploaded files, 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 about the file contents that you do not
-    want to share, such as "Answerkey.pdf".
-
-#. From the **Content** menu, select **Files & Uploads**.
+     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".
 
-#. Select **Upload New File**.
+#. On the **Content** menu, select **Files & Uploads**.
 
-#. Select **Choose File**, and then select the file or files that you want to
-   upload.
+#. 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.
-
-#. To upload additional files, select **Load Another File** and repeat the
-   previous step.
+     If you upload a file that has the same name as an existing course file,
+     the original file is overwritten without warning.
 
-   When you are finished, select the **X** to close the window.
+The **Files & Uploads** page refreshes to show the uploaded file or files.
 
-The **Files & Uploads** page refreshes to show the uploaded file.
+To upload additional files, drag more files into the **Drag and Drop** area of
+the page.
 
 .. _File URLs:
 
-********************************************
-Use File URLs to Reference Uploaded Files
-********************************************
+*************************************************
+Use an Uploaded File Inside or Outside the Course
+*************************************************
 
-To use an uploaded file for your course, you add a reference to one of the URLs
-that is assigned to it. On the **Files & Uploads** page, the **URL** column
-lists a **Studio** URL and a **Web** URL for each file you upload.
+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.
 
-* To add a file or image to a component, a course update, or a course handout,
-  you use the **Studio** URL.
+.. 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 :ref:`Lock a
+  File`.
 
-  For more information, see :ref:`Add an Image to an HTML Component`.
+.. _Add a File or Image Inside the Course:
 
-* To provide a link to the file or image from outside the course, including in
-  the body of an email message that you send to course participants from the
-  LMS, you use the **Web** URL. Be sure that you do not use the ``/static/``
-  URL in an email message.
+=====================================
+Add a File or Image Inside the Course
+=====================================
 
-  For more information about sending email messages, see
-  :ref:`Send_Bulk_Email`.
+To add a file or image inside the course, such as to a component, a course
+update, or a course handout, follow these steps.
 
-.. note::
-  You can lock a file if you do not want to allow access to that file from
-  outside your course. When you lock a file, the web URL only allows file
-  access to learners who are signed in and enrolled in your course. For more
-  information, see :ref:`Lock a File`.
+#. On the **Files & Uploads** page, select the **Studio** option in the
+   **Copy URLs** column.
+
+   The **Studio** option text briefly changes to **Copied**.
+
+#. In the component or other content, paste the Studio URL.
+
+For more information, see :ref:`Add an Image to an HTML Component`.
+
+.. _Add a File or Image Outside the Course:
 
-To copy a URL from the file list, select the URL in the **URL** column and copy
-it.
+======================================
+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.
+
+#. On the **Files & Uploads** page, select the **Web** option in the
+   **Copy URLs** column.
+
+   The **Web** option text briefly changes to **Copied**.
+
+#. 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
+  :ref:`Send_Bulk_Email`.
 
 .. _Sort Files:
 
 *********************
-Sort Uploaded Files
+Sort Files
 *********************
 
-On the **Files & Uploads** page, you can sort your files by any column that has
-a blue column header. For example, to sort the list by name, select the
-**Name** column header.
+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.
 
-Change the sort order by selecting a sortable column header. The direction of
-the arrow in the column header indicates whether the order is ascending or
-descending. Each time you select the column header, the sort order reverses.
+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.
 
-The current sort order is shown at the top of the file list, and the active
-sort column header is underlined.
+To change between ascending and descending order, select the column name again.
 
 .. _Filter Files:
 
 *********************
-Filter Listed Files
+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.
+
 .. list-table::
+   :header-rows: 1
    :widths: 10 20
 
-   * - **Type**
-     - **File Types Include**
-   * - Images
-     - .gif, .ico, .jpg, .jpeg, .png, .tif, or .tiff
+   * - 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,
-       or spreadsheets
+       spreadsheets
+   * - Images
+     - .gif, .ico, .jpg, .jpeg, .png, .tif, .tiff
    * - Other
-     - Files not included in the other types, such as .html, .js, or .sjson
+     - Files not included in the other types, such .sjson
 
 To filter the list of files by type, follow these steps.
 
-#. On the **Files & Uploads** page, select the **Type** column header.
+#. On the **Files & Uploads** page, locate **Filter by File Type**.
+#. In the list, select the checkboxes for the types of file that you want.
 
-#. In the drop-down list, select the type of file that you want to view.
+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.
 
-The list refreshes to show only the type of file you selected, and the column
-header changes to reflect the type of file that you have filtered by.
-
-To reset the list and view files of all types, select **Show All** in the
-**Type** drop-down list.
+To reset the list and view files of all types, clear all checkboxes.
 
 .. _Find Files:
 
 *******************
 Find a File
 *******************
 
-The **Files & Uploads** page lists up to 50 files.  If your course has more
-than 50 files, additional files are listed on other pages.
-
-The range of the files listed on the page, and the total number of files, are
-shown at the top of the page.
-
-You can navigate through the pages in these ways.
-
-* Select the **<** or **>** control to navigate to the previous or next page.
+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.
 
-* Specify the number of the page you want to view.
+You can navigate through the pages in the following ways.
 
-  .. image:: ../../../shared/images/file_pagination.png
-   :width: 250
-   :alt: Page navigation controls on the Files & Uploads page.
+* Select **Previous** or **Next** to navigate to the previous or next page.
+* Select the number of the page that you want to view.
 
 .. _Lock a File:
 
@@ -186,20 +244,20 @@ 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 edX to access the
-file.
+learners who are enrolled in your course and signed in to access the file.
 
-To lock a file, select the lock icon in the right column.
+To lock a file, select the lock icon in the row for the file.
 
 .. _Delete a File:
 
 *******************
 Delete a File
 *******************
 
-To delete a file, select the **X** in the row for file.  You are prompted to
-confirm the deletion.
+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, links to the file from course content will be
-  broken. You must update links to files that you need to delete.
+  After you delete a file, any links to the file from inside or outside the
+  course will be broken. You must update links to files that you need to
+  delete.