Preparing to Teach

9 Canvas Setup

Jennifer Smith

The more material that you have ready to go before the start of the semester, the more fun you can have actually interacting with your students.  Preparation before the semester starts can also help your TAs be as effective as possible.  A clear semester plan with details about upcoming assignments will help students plan their own work loads (not every student will do this, but the ones who do will appreciate the assignment information).

Canvas Setup Timeline: 1 month before term - create copy, set-up and update content, 2 weeks before term - check settings and deadlines, 1 week before term - create groups and message students, 3 days before term - set notifications and publish courseSee more details about using Canvas in the Teaching and Learning with Technology part of this book.


Canvas Copy and Set Up | Update Canvas Content | Check All Settings and Deadlines | Canvas Profile | Create Groups | Message Students | Set Your Canvas Notifications | Publish the Course

1 Month Before Term (Or Earlier): Canvas Copy and Set Up

Refer to the Canvas Guide on how to copy a Canvas course.  You’ll need instructor or facilitator access to both the course you wish to copy from and the course you are copying to.  You can choose to copy all content or select specific elements (such as quizzes.)

Change the due dates by clicking the “Adjust events and due dates” checkbox. You’ll be prompted to identify the days of the week you would like for the new course deadlines. You will need to manually adjust dates to accommodate holidays.  Be sure to double check all deadlines. This can save many headaches for you and your students!

If your course has a lot of large files, it may take some time to copy.

NOTE:  This process will copy and update due dates, but calendar events will need to manually adjust holidays.

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1 Month Prior to Term or Earlier:  Update Canvas Content

Screen shots and steps for editing content can be found in the Canvas Guides:  How do I edit a page in a course? Be sure to keep Accessibility requirements in mind. What are accessibility requirements?

  • Use headings and subheadings to divide your Canvas or other document content.
  • Be sure that there is sufficient contrast between your text and background (watch out for gradients!)
  • Use “alternative text” to describe any images.

How do you do ensure Accessibility? Visit:

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2 Weeks Before Term: Check All Settings and Deadlines IMPORTANT!

Perhaps the most important thing you can do to save yourself time and reduce student frustration is to double and triple check ALL quiz, discussion and assignment deadlines and settings. If you have TA assistance, ask your TA to check these as well. Things to watch for:

  • Canvas Guides: How do I add or edit details in an assignment?
  • Make certain that the AM and PM deadline time is correct.
  • Discussions: Canvas only allows one deadline for the assignment, so in order to have a deadline for the initial post as well as the reply(s) you’ll need to add the second deadline as a calendar event.
    • Calendar events do not copy over automatically, so those need to be set up manually each term (you’ll have to delete the old calendar items.)
  • Remember to click the Publish button!
  • Make sure that all of your modules are published as well (otherwise your students won’t see anything!
  • Note: Assignments are set to No Submission by default. You must change that setting, or students won’t have a place to submit their assignment. (see below)
Canvas submission selection
Be sure to select the type of submission for each assignment.

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2 Weeks Before Term or Earlier: Canvas Profile

Help your students to connect with you by uploading a profile picture and adding a short bio. Encourage your TAs to do this as well.  Share the things about your field that you find exciting and interesting.  Chances are, your students will find them exciting too!

Canvas guides:  How do I edit my profile in my user account?

Giving Collaborators Access from Canvas

You can add TAs to your Canvas course through the Manage Users link in the left navigation.

  • Click the Add Users tab.
  • Type or copy/paste gatorlink usernames or UFIDs separated by commas.
  • Be sure to select the appropriate role from the drop down menu.
  • Click the Next button at the bottom.
  • On the next screen be sure to click the Add Users button at the bottom!

Giving Collaborators Access from

The “My Canvas Course Management” tool in can be used to:

  • Add TAs or observers
  • Remove any user for any reason
  • Create sub-sections to organize students into workgroup or other logical groupings

Access to this feature in is granted by two methods:

  • Being associated in the UF Directory as Faculty, Courtesy Faculty, Emeritus, UF Executive, or Clinical Faculty (as defined by role UF_HR_Faculty)
  • Requesting the role UF_SA_CANVAS_TEACHER_CRSE_MGMT via your Department Security Administrator in ARS

Confirm that you have the appropriate permission to add users to the Canvas course in

  • Log in to
  • From the Main Menu drop down window > My Account > My Roles

Add/Remove Canvas Users

Confirm that you have the appropriate permission to add users to the Canvas course in

  • Log in to
  • From the Main Menu drop down window > UF Campus Solutions > Online Learning > My Canvas Course Management.
  • You’ll see a list of courses for which you have been designated Teacher or Facilitator in Canvas.
    • Select the desired course from the list
  • To add users:
    • Click the plus sign to the right of the list of people who are currently enrolled in your course.
    • Enter the UF ID of the person you wish to add OR
      • Click the magnifying glass and do a search using name or gatorlink username.
    • Choose the desired Role from the drop down menu.
    • Choose the desired section.
      • You can add Teachers, TAs, Observers, Guest Lecturers, Auditors, Facilitator, and Designers to the INIT (Registrar) section.
      • Add students who are making up an incomplete to the MISC section.
    • Choose whether you wish to limit the new enrollment to that specific section.
    • Choose Add from the “Action” drop-down menu.
    • A confirmation box will appear.
      • Click the OK button. interface for adding people to a Canvas course.
Add people to your Canvas course site through

 Create a Sub-Section

Create a section lets you create logical groups to organize your course for group work or TA assignments.

  • Enter a name for your section and press the “Create Section” button.
  • Your section will appear in Canvas immediately.
  • Only students who are enrolled in the course can be assigned in your new section.
Exclude from Canvas within the myUFL interface

If you select the Exclude from Canvas option in the Canvas Course Request module in myUFL for a course that has already been requested for Canvas, it will remove any students who were enrolled in the section and prevent any future enrollments of students.

If you have a section that should have students, but currently doesn’t have anyone enrolled, please check in the request system to see if that options was selected. Once you un-select that option, students should be enrolled within 24 hours.

If you have any questions, please contact e-Learning Support at 352-392-4357 option 3.

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1 – 2 Weeks Before Term:  Create Groups

You can set up your groups at the start of class, but be sure to “add unassigned students to groups” throughout drop/add (see below.)

To Create Groups:

  • People > + Group Set > Group Title > Create enough groups to equal the desired number of students per group.
  • IMPORTANT! Check the groups during the first week of classes to click the “add unassigned students” to groups daily.

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1 Week Before Term: Message Students

It is a good idea to send enrolled stu­­dents an email before class begins and throughout drop/add to give them basic information. Sometimes, students are unaware that there are online materials available for their course and/or don’t know how to access them. This is also a good time to give them information about required textbooks so that they will be ready to begin working as soon as class begins.

­­­­Example of Welcome Email Message:

Hello Everyone!

I will be your instructor for [Course name]. The class will begin at 8:00 a.m. on [date and time], but I’d like to give you some information that will allow you to get a head start.  Please view my welcome message (use your gatorlink username/password to sign in.)  The syllabus and bibliography are attached.  Please go ahead and purchase the required texts as you will need them right away.

  • [textbook or other resource information here]

Follow the directions below to log into the course.

  1. Go to the e-Learning website
  2. Choose “Log in to e-Learning”
  3. Use your gatorlink username and password to log in.
  4. Click on “Courses” at the top of the page
  5. Choose this course: [course name and number] from the list
  6. View the materials and complete the syllabus quiz in the “Start Here” section of the Course Materials page.
  7. Don’t delay logging into the course as you have assignments due soon!

If you have trouble logging into the E-learning system, contact: or call (352) 392-4357.

I look forward to an interesting and engaging semester with you!

Sincerely, [Instructor Name]

This email should go out the two days before class begins and every day until the Drop/Add period ends.

See instructions for sending the email within Canvas below.  You can also request a listserv for your course (see below.)

Sending an Email to the Class Within Canvas

You can use the Canvas mail tool to send a message to your class.  The course does not need to be published to do this.

  • Click on the Inbox in the left navigation.
  • Select the Compose a new message icon from the top menu (it’s a feather).
  • Select the course you wish to message.
  • Click on the directory icon to the right of the To field to select message recipients.
  • Write your message.
  • Record audio/video and add attachments using the icons in the lower left corner.
  • Click Send in the lower right hand corner.
Canvas Inbox and compose message
Message one or all of the members of your class from Canvas.

Using the UF ListServ to Send Welcome Message

Another option is to send the email through a course listserv.

  • To do this log onto
  • Click on the Main Menu.
  • Choose My Self Service.
  • Choose Manage Class Rolls.
  • Click on the appropriate class.
  • Click on the envelope in the listserv column.

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2-3 Days Before TERM:  Set your Canvas Notifications

Make certain that you receive any messages that your students send you.  Your teaching assistants should use the same settings.  The settings below are suggested:

  • Click on Account (in the menu to the left) > Notifications
    • Announcement = ASAP
    • Why? So that you’ll receive any replies to the announcement quickly.
  • Announcement Created by You = ASAP
    • Why? So that you’ll receive any replies to the announcement quickly.
  • Late Grading = ASAP
  • Submission Comment = ASAP (Important!)
    • If you don’t set this, then you won’t know that students have left you a comment in response to an assignment submission.
  • Discussion Post = ASAP
    • You can just subscribe to the Course Questions or FAQ discussion forum if you prefer.

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2 – 3 Days Before Term: Publish the Course IMPORTANT!

The homepage of your course will show whether your course is unpublished or published. To publish the course, click the publish button in the top right corner of your window. You must publish the course so that students can log in to start class!

Note:  It can help to get your course off on the right foot if you can publish your course a bit early.  This will give students an opportunity to poke around before the start of classes.

Canvas publish button is on the upper left of the home page
Publish your Canvas course site from the home page.

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UF Instructor Guide by Jennifer Smith is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

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