Some lists have a shared document web space where subscribers can download and upload documents: this space is available through the 'Shared documents' section.
To access the 'Shared documents' section of a list, do as follows:
The 'Shared documents' section can contain three types of resources: folders, files and bookmarks.
The functions of editing and creation of documents, when they are available to you, are accessible through the Expert mode. To switch to expert mode, click on the Expert mode button on top of page.
The list owner or the documents authors can choose to restrict the access rights to some files/folders. Both the reading and writing rights can be restricted:
Folders are sorted separately from files and bookmarks, and display before them. By default, documents are sorted ascendingly according to the 'Document' column.
Be careful: alphanumeric sort distinguishes uppercase from lowercase, thus all documents which have a name starting with an uppercase character display first, sorted in alphabetical order, and then, all documents which have a name starting with a lowercase character, sorted in alphabetical order. It is the same for folders.
You can sort documents and folders according to criteria other than the name of the document/folder: they can also be sorted according to their author, their size and their last update date. To sort documents according to the criterion of your choice, click on the name of the corresponding column.
To download a document from a list, do as follows:
Be careful: files available in formats likely to open in a web browser will. To download this type of files, you had rather make a right click on their names and choose 'Save target as...', 'Save link as...', etc., according to your browser. This can affect, among others, files of formats .HTM/HTML, .PDF, .PNG, .TXT, .SWF, etc. (this behavior varies according to your browser and settings).
To create a folder on a list, do as follows:
To upload a file on a list, do as follows:
Be careful: list owners may define quotas, that is to say a maximum size not to be exceeded for the shared document web space. If you try to upload or create a too large document with regard to the space left, you will get the following error message: "The document repository exceed disk quota".
In order to avoid any list overload, try and delete useless files as you go along. A good organization of the list will allow you to manage the shared document web space more easily. To save some space, you can also publish your files in compressed formats.
To publish a bookmark on a list, do as follows:
To create a file on a list, do as follows:
You are brought to the file creation page.
Enter or paste the text you want to put in your file in the 'Edit the file /nameofthefile' text area, and then click on the 'Publish' button.
Important: the only files that can be created online on the lists are plain text files. On the other hand, it is impossible to create office documents (.DOC, .XLS, .PPT, .RTF, .ODT, etc.), .PDF, images, etc.
You can also replace the file, describe it or rename it. To know more about these features, refer to the 'Editing or deleting documents in the shared document web space' section.
In addition to uploading and downloading documents, you can also act on files and folders that are already online:
You can change read and/or write access rights to folders and files. This has several advantages:
You are allowed to change access rights only to documents you uploaded or created yourself on the lists (one exception: list owners can change access rights to any document published on the lists; this does not concern moderators).
To change access rights for a document, click on the 'Access' text in front of the document's name, in the 'Access' column. You are brought to the access rights editing page.
Choose options from the drop-down lists 'Read access' and 'Edit access'.
You can also change the document's owner, for example to allow another person to edit it online, or to indicate the actual author of a document if it has been published by someone else.
To edit a document, click on the 'Edit' text in front of the document's name in the 'Edit' column.
According to the type of document you edit, you have different possibilities:
The description of a document is visible in the upper left corner when editing it. The description of folders is also visible there when browsing the folder.
Whatever the name of the new file, the file published on the list will keep its original name. If you want the file replacement to be followed by a change of name, you will also have to rename the file published on the list.
Any click on a button related to an input box only validates the changes specified in that box. To make several changes, you need to click on each button corresponding to your choices.
Some buttons immediately bring you back to the page of the folder containing the document, while others perform the update without bringing you to another page. To go back to the folder page without changing anything, click on the 'Up to higher level directory' button.
To delete any type of document, click on the 'Delete' text in front of the document's name in the 'Delete' column. A confirmation message displays in order to let you go back on your decision: once deleted, the document will not be retrievable anymore.
If there is no 'Delete' text in front of the document's name, you do not have write access rights to the document.
It is impossible to delete a folder which still contains documents: before deleting a folder, you need to empty it entirely first.
If you are one of the people likely to organize the list and create files and folders, be far-sighted: think that the list will maybe develop in a considerable manner and that it will maybe be used for several years.
Here are a few suggestions to prevent a list from developing in an anarchic manner:
Example: if the list is meant to collect student works, those students will attend the same lessons and make the same works from a year to another. Thus, it might be interesting to create a folder for each academic year at the root of the shared document web space: this will allow students to take a look at the previous year's works and lessons (provided that teachers restrict access to sensitive resources). This can be completed by subfolders for each lesson or each teacher within each year folder.
In order to avoid problems, choose carefully the names of files and folders you publish on lists: give them explicit yet short names and avoid spaces, accents, hyphens and special characters.