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File Downloads: Access Resources

Access Level

Access depends on where the link appears

Overview

Download files and media provided throughout the site. Files are stored in the library or attached to items such as news posts, assessments, and reports.

How to Access: Click a download link or media thumbnail wherever it appears throughout the system

Files can appear in many places:

  • News articles (news-attached documents)
  • Assessment feedback (evidence and media)
  • Library folders (managed files and folders)
  • Reports (export files)
  • Email notifications (linked resources)

How to Download a File

Single Click Download

  1. Locate the file you want to download
  2. Click the file name
  3. Your browser's download dialog appears
  4. Choose a save location or accept the default (usually Downloads folder)
  5. Click Save or Download
  6. Result: The file downloads to your computer

Browser Behavior

Different browsers handle downloads differently:

  • Chrome: Auto-downloads to Downloads folder by default
  • Firefox: Asks where to save or uses Downloads folder
  • Edge: Auto-downloads or asks, depending on settings
  • Safari: Opens download dialog or saves automatically

Tip: Check your browser's download settings to customise where files are saved.

Large File Downloads

For files over 10 MB:

  1. Ensure you have a stable internet connection
  2. Use Wi-Fi rather than mobile data if possible
  3. Allow extra time for the download to complete
  4. Do not close your browser until the download is finished

Common Download Sizes:

  • Documents (PDF, Word): 1-5 MB
  • Spreadsheets: 2-10 MB
  • Images and photos: 2-8 MB
  • Video files: 50 MB to 2+ GB
  • Compressed archives (ZIP): Variable

Common Download Scenarios

Download from News Articles

  1. Go to News
  2. Click Read more on an article
  3. Look for attachment links or a download section
  4. Click the file name or Download button
  5. Result: The file downloads

Download Assessment Evidence

  1. Go to Assessments
  2. Open an assessment or review
  3. Look for attached evidence or media files
  4. Click Download next to the file
  5. Result: The file downloads

Download from Library (Media or Folders)

  1. Go to Library → Folders or Media
  2. Navigate to the file you want
  3. Click the file name or Download button
  4. Result: The file downloads

For multiple files: Select files and click Download Selected to download as a ZIP archive (if enabled).

Download Reports or Exports

  1. Go to Reporting or an admin report page
  2. Click Export this data to CSV or similar button
  3. A CSV file downloads
  4. Open in Excel, Sheets, or a text editor
  5. Result: You can view, edit, and analyze the data

After Downloading

Open Downloaded Files

After downloading, find your file:

  1. Click the browser's Downloads button (⬇️)
  2. Or check your Downloads folder:
  3. Windows: C:\Users\YourName\Downloads
  4. Mac: ~/Downloads
  5. Chromebook: Files app
  6. Double-click the file to open it
  7. The file opens with your default application

File Types and Default Applications

  • PDF: PDF reader (Adobe, browser, or other)
  • Word (.docx): Microsoft Word or Google Docs
  • Excel (.xlsx): Microsoft Excel or Google Sheets
  • Images (.jpg, .png): Image viewer or browser
  • Video: Media player (VLC, Windows Media Player, etc.)
  • ZIP: Archive tool (Windows, Mac, or extraction software)

Verify Downloaded Files

Check that your file downloaded completely:

  1. In your Downloads folder, check the file size
  2. Compare to the size shown in MOS (if displayed)
  3. If sizes don't match, re-download the file
  4. Scan downloaded files with antivirus software if from untrusted sources

Troubleshooting

Download button doesn't work

Symptoms: Clicking download does nothing

How to Fix:

  1. Refresh the page and try again
  2. Try a different browser
  3. Check your browser's pop-up blocker (some block downloads)
  4. Disable browser extensions temporarily and try again
  5. Check your internet connection

Common Causes:

  • Browser compatibility issue
  • Browser security settings
  • Network interruption
  • File temporarily unavailable

Permission denied or file not accessible

Symptoms: Error message says you don't have permission or the file doesn't exist

How to Fix:

  1. Verify you have access to the item (news, assessment, folder, etc.)
  2. Check your group membership and permissions
  3. Contact your administrator if you believe you should have access
  4. Try logging out and back in

Common Causes:

  • You don't have access to the group or subgroup
  • Your role doesn't include access to this item
  • File was removed or deleted
  • Sharing link expired

File missing or deleted

Symptoms: The download link appears but the file is gone

How to Fix:

  1. Contact your administrator to confirm file location
  2. Ask if the file was archived or moved
  3. Request a new copy if it was recent
  4. Check if there's a backup version available

Common Causes:

  • File was deleted from library
  • File was moved to a different folder
  • Sharing link expired
  • File storage limit exceeded

Slow or incomplete download

Symptoms: Download takes very long or stops before completing

How to Fix:

  1. Check your internet connection speed
  2. Try downloading again
  3. Switch from mobile data to Wi-Fi
  4. Use a wired connection instead of wireless
  5. Close other applications using bandwidth
  6. Try downloading at a different time

Common Causes:

  • Slow internet connection
  • Network congestion
  • Large file size
  • Browser timeout

Browser warns about unsafe file

Symptoms: Browser shows "This file is unsafe" or similar warning

How to Fix:

  1. This is usually a false positive if the file came from MOS
  2. Click Keep or Download anyway to proceed
  3. Scan the file with antivirus software
  4. If you're concerned, ask your administrator about the file
  5. Never open unknown files from untrusted sources

Common Causes:

  • Executable files (.exe, .zip) may trigger warnings
  • Browser being overly cautious
  • File actually contains malware (rare from MOS)

Tips and Best Practices

  • ✅ Check file size before downloading on limited connections
  • ✅ Verify downloaded files are what you expected
  • ✅ Scan downloaded files with antivirus if concerned
  • ✅ Organize downloads into folders (Documents, Projects, etc.)
  • ✅ Keep important downloads backed up in another location
  • ❌ Don't open unexpected files from unknown sources
  • ❌ Don't ignore antivirus warnings
  • ❌ Don't download files if you don't recognise their source