Best Practices for File Storage

Canvas provides 1GB of files storage space for each Canvas course site.  This limitation can make it easy to quickly reach your storage quota cap.  Alternative storage options are made available by Yale to supplement your course file storage needs.

If you find that you are running out of space on your Canvas site, review the following file storage alternatives.  

Audio/Video Media Files

Media Library (Panopto)

Media files are best kept in the Media Library tool. In this space, you can upload an unlimited amount of media content. This tool is hosted by Panopto, and integrated into Canvas. The media library tool is located in your course navigation:

Media Library in Course Navigation

TIP:  The Yale University Library can provide licensed access to several streaming resources for videos and films.  Contact reserves@yale.edu to see if your content is available via one of the Yale University Library's services.

Copyrighted Course Materials

Course Reserves

TIP:  Guest Instructors and Guest Students enrolled in your Canvas course site can access any materials stored in Course Reserves.

The Yale University Library has expanded its reserves service with a reserves management system that is fully integrated with Canvas. The Course Reserves tool should be used to store all copyrighted materials for your course.  Materials that are requested through Course Reserves will be collected by Yale University Library staff and licensing costs will be covered by the university for these materials.

Reserves lists should be initiated by clicking the "course reserves" tool in your Canvas course. For more detailed information on how to use Course Reserves, please follow this article.

TIP:  To organize your Course Reserves, you can use item tags.  One or more tags can be added to any item in your Course Reserves list to help identify the materials by date/section/week/topic/etc.  For example, an item could be tagged as Week 1, Industrial Revolution, and Exam 1 to help students understand and identify your course materials.  To add a tag, click on Edit [1] for the item in your course reserves list you wish to tag and type in the appropriate tags for that item in the Item Tags box (place commas between multiple tags).  Students can then click on the tags at the top of the reserves page [2] to filter the list.

Please contact reserves@yale.edu with any questions.

Faculty-Created Course Materials:  Documents / Presentations / Images / Etc..

Faculty-created materials can be stored outside of Canvas.  Using external storage can be useful for any materials, but particularly for large files.  External storage solutions typically have higher storage quotas and also allow you to avoid the process of copying these files to your new course site each semester.

Below are several options provided to Yale University Faculty for file storage:

OneDrive

OneDrive is an Office 365 based cloud service that connects you to all the files you work with in the platform. OneDrive allows you to store files you own in a secure environment, share them with others, and access them from anywhere on any device.  This makes OneDrive an ideal option to store your Word, Excel, PowerPoint, PDF, and other faculty-created course materials.  Once you have the files stored in OneDrive, you can get the direct link to the file/folder of files and post it in your Canvas course as a link (on a page, assignment, announcement, etc) or as an external URL item in a Module.

 OneDrive features include:

  • Personal file storage in the cloud
  • The ability to share files and manage security allowing you to securely share files within or outside the organization
  • Access and work with your OneDrive files easily via the Mobile App.
  • Versioning, “Backup” and the Recycle Bin allow you to revert a file back to one of the last 500 changes made in the past 90 days. Deleted files can also be recovered from the Recycle Bin within 90 days.
  • Co-Authoring or Office files allow multiple users to view and work on documents together.

 

For more information on how to get started with OneDrive, visit the ITS informational page.

EliApps / Google Drive

Google Apps for Education at Yale is called EliApps. EliApps promotes collaboration on a cloud-bases storage platform. Google Drive and Docs are the components of an integrated service that provides a single place to store, access, create, edit, and share documents, files, and folders of all types.

Once you have the files stored in EliApps/Google Drive, you can use the URL for your file/folder of files and post it in your Canvas course as a link (on a page, assignment, announcement, etc) or as an external URL item in a Module.

REMINDER:  Not all students and staff at Yale receive EliApps accounts.  If you have access to EliApps you can use it for storage, but be cautious about requiring others to use and collaborate on EliApps documents and tools.

Box @ Yale

Box @ Yale is a cloud-based file sharing and storage workspace that enables users to collaborate and share information. Box @ Yale provides you with up to 50 GB of storage and can be accessed with your Net ID and Net ID password.  

Once you have the files stored in Box @ Yale, you can use the URL for your file/folder of files and post it in your Canvas course as a link (on a page, assignment, announcement, etc) or as an external URL item in a Module.

Box @ Yale features include:

  • Slideshow view which is ideal for gallery-style image viewing
  • Ability to prevent file downloads
  • Ability to create folders where users can upload by sending their files as an attachment on an email
  • Ability to embed a Box folder on a page in Canvas

 

For more information on how to get started with Box @ Yale, visit the ITS informational page.

 

For more help, please contact canvas@yale.edu.