AAU It Services

Moodle Instructions for employees


All courses in the spring and autumn semesters can be viewed as of 20 January and 15 August, respectively. 

Instructions for moodle

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    Allowing guest access

    If you want people who do not have an Aalborg University username to be able to access a course, you need to allow guest access in the course.

    Unfortunately, you cannot do this yourself, but click here: support@its.aau.dk, to send us an email.
    Remember to indicate

    • the course ID (you can find it in the browser address field, see picture below)
    • and whether the guests need a password and, if so, what the password should be
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    Arrange activities in a room

    To arrange the activities, you will first have to turn on editing.


    When editing is turned on, click the move-icon that appears next to the activities and resources.

    move activities

    When pressing and dragging the icon, you can arrange the activity as you like. When you are done, click “Turn editing off” button

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    Moodle provides a function that allows you to track the completion of course elements. This function can be used, for example, if a student has to write a specific number of posts in a forum, submit a task, or read a particular uploaded article. The tracking can be set up for the students themselves to mark when they have completed the activity, or for automatic tracking. The students will be able to see both their completed and uncompleted tasks. You, as a teacher, will also be able to see a status.

    The first thing you need to do is to turn on the tracking function on the course. Click on the gear symbol and select “Edit settings”.

    Scroll down and open the “Completion tracking” section. Choose “Yes” in the drop-down menu. Click “Save and display” at the bottom of the page.

    Click "Save and Display".

    Next, activate the status block on the course.

    Click “Turn editing on”

    Go to the block. Add block at the left bottom and select “Completion progress” in the popup window.

    The new block will say that completion tracking has not been activated for any activities or materials yet.

    This is the third thing you need to do: Turn on completion on the activities/materials that you wish to be tracked.

    Keep the course in editing-status. Then, select “Edit” next to the element you want to be tracked and click “Edit settings” in the drop-down menu. Here is an example:

    Open the ”Activity completion” section.

    In the Completion tracking field, you have to choose if you want the students themselves to mark their completion, or the completion to be marked automatically when the requirements are met.

    See the possible requirements in the fields below.

    Once you have set the requirements, click “Save and return to course”. Now, a checkbox will appear to the right of the element. Depending on the Completion tracking settings, the students will either mark the box themselves, or it will be marked automatically when the requirements are met.

    The status bar will look like this to you as a teacher.


    And like this to students.

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    When a course is created in Moodle, it is initially displayed in the format “Topics format” with 10 visible topics. 

    You can change this in the course settings. 

    Open the Course format section.

    When you open the drop-down menu in the “format” field, you can, for example, choose Grid format.

    Click ”Save”

    The Grid format displays the topics in a grid of small windows.

    By editing the course, you can, for example, insert pictures or icons on the windows and rename the sections.

    Here is an example:


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    How you change the course format to display only one topic at a time.

    When a course is created in Moodle, it is initially displayed in the format “Topics format” with 10 visible topics. If you add material to the course it will appear as a long list, for example:

    You can change the format in course settings. 


    Open the course format section.

    For example, you can choose ”Show one section per page” in the Course layout field.

    Scroll down and click ”Save and display”

    Your course will now be displayed as showed below, where only the title and the topics are visible.

    You can click on the course/topic entries to see the content. This can make a course front page with many Moodle elements seem more manageable.

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    Change the number of file uploads to a forum

    By default, it is only possible to upload one attachment to a forum, but you can edit this so that it is possible to upload more. When you are in the forum that you would like to edit, click on the gear symbol and choose “Edit setting” in the menu. Under “Attachments and word count”, change the “Maximum number of attachments” to the number you wish

    Max number of attachments

    When you are done, scroll to the bottom and click “Save and return to course” or “Save and display”.

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    Changing user role in a course

    1. Remember to delete the role the user no longer needs by clicking on the X next to the role (blue bar):Click on participants in the the course, where you want to change a user role.participants
    2. Click on the pencil in the ‘Roles’ column next to the user whose role you want to change.

    3. The new role is then found by typing in the text field or selecting role from the drop-down menu.

      Note that the role appears as a blue background bar above the text field. 
    4. Remember to delete the role the user no longer needs by clicking on the X next to the role (blue bar):
      delete old role
    5. Remember to save by clicking on the disk icon below the text box:
      save your changes
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    Copying Text from a Word document

    When you paste text from a Word document via the regular copy/paste feature, you risk that your course will no longer display correctly in Moodle.

    Therefore, we recommend that, instead of 'paste', you use Moodle’s 'Paste from Word' function. 

    paste from word

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    Enrolling users in Moodle

    1. When you are in your course, start by clicking Participants in the left column.
    2. Click on ‘Enrol users’. In the image below, the buttons are displayed on the right side.

    3. Type the name of the user you wish to add to the course in the ‘Select users’ field and select from the drop-down menu.
    4. Select a role for the the user.
    5. Finally, click on ‘Enrol selected users and cohorts’
      select user


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    Hide topics

    To hide topics or resources, you will first have to turn on editing. You do this by clicking the button “Turn editing on”, which you will find in the upper right corner of the course page.

    When editing is turned on, click “Edit” next to the resource you want to hide, and choose “Hide” in the drop down menu.

    Hide activity

    The resource or topic will turn light gray and a blue box with the text "Hidden from student" will appear.  

    Click on the menu to make it visible again, by clicking on "Show"

    Hidden, show again


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    Importing course content

    To import content from one course to another course, first make sure you know the course ID of the old course.

    1. Go into the course you want to import from and note the course ID that you find in the browser address field. 
      move activities
    2. Go into the empty course space that was set up via KOSMO.
      PLEASE NOTE: If the space is not empty, the imported content will be added to the existing content.
    3. Select Import by clicking the gearwheel, which you will find in the upper right corner of the course page. Choose “Import".
    4. Enter the course ID of the old course in the Search field and click on Continue.
    5. Then select the course and click on Continue.
    6.  Select which settings and which course sessions to import.
    7. You can see how far you are in the process at the top of the page.
    8. When you are at Step 6, you have imported the course content.
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    Inset picture into course

    To inset a picture you need to enable editing.

    After that you need to chose where you want the picture and then click edit.

    Click edit

    Click the picture icon.

    Click in picture icon

    In this dialogue click on "Browse repositories".


    Chose "Upload a file"(1) then chose the file you want to upload (2). After that you need to click upload this file (3)

    Choose a file

    You can now see a preview of your picture. Give your picture a description or mark "Description not necessary" and then click "Save image".

    Image preview

    If you did not type anything in the desciption box or mark the "Description not necessarry" you will be met by the following error:

    Image properties error message

    The image is now inserted into moodle, click now on "Save changes".

    Inserted picture, click save


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    Login as a guest

    To log in as a guest in a Moodle course requires that the course administrator has enabled guest access.

    1. When this has been done, log in to Moodle as a guest by clicking on ‘Guest’ at the top of the menu bar.
      Click Guest
    2. Click on ‘Log in as guest’
      Log in as a guest

    3. Next, paste the link to the course in the browser address field.
      Paste course link

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    Sending an SMS message to course participants

    In Moodle, you have the option of sending an SMS text message to the students who have signed up for a specific course and have added their mobile phone number to their Moodle profile. 

    To send an SMS, do the following:

    1. Go into the course from which you want to send the SMS.
    2. Click ‘Turn editing on’ in the top right-hand corner.
    3. At the bottom of the left column the 'Add a block' block appears. Click on the small arrow to the right and scroll down to ‘SMS sender’.
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    Setting up group submission

    With the activity ‘Assignment’ you can specify whether students should submit individually or in groups.

    1. Turn on editing in the course where you want to set up an assignment.

    2. Click on ‘Add activity or resource’ at the bottom of the section where you want the assignment set up

    3. Select the ‘Assignment’ in the ACTIVITIES list.

    4. Fill in the sections that briefly include:

      • General: Description of the assignment

      • Availability: How must the students submit?

      • Submission Type: What is the submission type and how much must they submit?

      • Feedback Types: How will you give students feedback on the assignment?

      • Submission Settings: Is the student allowed to reopen a submitted assignment?

      • Group Submission Settings

        • If you choose to have students submit in groups, the section will be expanded with three options:

          • ‘Require group to make submission’: If you check this option, only students who are in a Moodle group may submit.  If a student who is not in a group opens the assignment, they will get this error:

          • ‘Require that all members of the Moodle group submit’: This option is only active if you checked ‘require that students click on the submission button’ in the Submission Settings section.

          • ‘Grouping of students’: If you have grouped the groups (combined your Moodle groups into one grouping), you can select this grouping here. Moodle will then use the grouping’s group information in connection with submission.

    5. Click on Save at the bottom of the course

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    Setting up registration for elective courses

    If your students need to register for an elective course, you may want to use the Moodle activity ‘Page’ to set up registration.

    • Start by opening two browser windows with Moodle. This is the easiest way of doing it, since you need to copy/paste from one Moodle page to another.


    • In one window:
      • Go into the course where you want to inform students about the elective courses.
      • Turn editing on
      • Select the activity ‘Page’
      • Type info about the electives – number, when and contents...

      • Then, list all the elective courses
        list elective courses

    • In the second window:
      • Click on one elective course at a time
      • ​Copy the link in the browserurl
    • Return to the first window:

      • Mark the name of the course and click the link icon
        create link

      • Paste the link from the second window and select ‘Open in new window’. Click ‘Insert link’
        insert link

    • Continue copying links to the elective courses in Window 1 and pasting them in Window 2.

    • When you are finished, save by clicking ‘Save and return to course’ in Window 1.

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    download files and folders

    If you need to upload several files to a Moodle course, you may want to create a folder for them. This will make the course room more manageable, and it also allows students to download all the files at once by downloading the folder.

    When you create a folder, make sure that the ‘Show download folder button’ is ticked off.

    show download folder button

    When course participants open the folder, they will be able to download the entire folder content instead of downloading the files individually.

    Download folder