Identifying and Deleting Unused Files and Folders
You may be surprised to learn that when you add or update files in your course each semester (e.g., a schedule or syllabus), UB Learns retains the previous versions of the files, which increases the overall storage size of the course.
On this page:
Accessing the Files Area
The Files area acts as a repository for all files that you upload to your course.
Course ID is the first item under Files.
- Go to Control Panel > Files.
- Click the course ID (first item in the list). Do not click All Courses Content.
The Course Content window opens and displays all of the files and folders that are saved in your course. You may notice duplicate files or files that you no longer need. These are the files you should delete from your course.
Determining Which Files Are not Being Used
Use both the Ally accessibility checker and 360° View to help determine which files can safely be deleted.
- Check for an accessibility gauge.
- A colored gauge (red, orange or green) in the Accessibility column indicates that the file is being used in the course and should not be deleted.
- The absence of a gauge indicates that the file is not being used. Use the 360° View (see step 2) to double check before deleting the file.
- In the screen shot at the end of this section, there are Assignment Directions files that are not being used in the course.
- While Ally is a great first step to determine if a file is being used in a course, you should always check the 360° View to make sure there are no links to the file before deleting it.
- Move your cursor over the name of the file you want to check.
- Click the chevron (v-shaped icon) next to the file name.
- Select 360° View from the pop-up menu.
- Scroll down to the Links section (screen shots at the end of this section).
- If there is nothing there, you can safely delete the file.
- If there are links displayed, you should not delete the file.
Note the gauge icon in the Accessibility column. This file is likely being used in the course and should not be deleted.
Note the lack of a gauge icon in the Accessibility column. This file is most likely not being used and can be deleted.
Links section of the 360° View indicating the file is being used in the course and should not be deleted.
Links section of the 360° View indicating the file is not being used in the course and can be deleted.
Deleting Unused Files
Once you have determined that a file is no longer needed, deleting the file is very easy.
Recycle button and Recycle Bin in Course Content window.
- Click the checkbox next to the file name in the Course Content window.
- Click Recycle.
- Click OK in the These items will be moved to the Recycle Bin. Continue? dialog box.
The Recycle Bin will hold removed items for a period of 30 days before the items are permanently deleted.
If you need a file that was accidentally removed, go to the Recycle Bin, select the file and click Restore.
Folders in the Files Area
In addition to a listing of files in the Course Content window, you may also see folders the contain unused files from previous semesters. You should open each folder (and any subfolders) and remove the unused files before deleting the folder.
You should never remove an entire folder from the Course Content area before verifying that there are no files in it that are being used in the course!
Folders in the Course Content window.