How do I submit a file?

Click the “Submit a File” button and follow the simple two-step instructions. In the first step you will select the file you would like to upload from your computer, in the second step you will give your file a title and assign categories. You can also (it’s not required) provide a short and long description of the file. This helps other parent group leaders decide if they’d like to download the file.

Why should I submit documents to the File Exchange?

The File Exchange was created to help share all the flyers, letters, and other docs parent group leaders use all year long. Why reinvent the wheel if another leader has already created the document you need? Instead of starting from scratch each time, you can simply customize and improve upon a document that already exists in the File Exchange.

The success of this tool depends on everyone sharing so please take a moment and upload a document (or many!) that your group uses. The more documents that are uploaded the more files and ideas there are for everyone. And don’t forget, if you download a document and make some changes be sure to re-upload the revised file!

What types of files can I upload?

There are a variety of file types that can be uploaded to the File Exchange, including images, documents and spreadsheets. Files with the following extensions are allowed; .jpg, .pdf, .txt, .doc, .gif, .xls, .rtf, .ppt, and .zip. Files without one of these extensions are not allowed.

Can I upload videos?

No, video files cannot be uploaded to the File Exchange.

Is there a naming convention to follow when submitting files?

There is no required naming convention, but the file must contain an allowable extension (.jpg, .pdf, .txt, .doc, .gif, .xls, .rtf, .ppt, and .zip.) in order for it to be uploaded. We suggest using a name that helps describe the file’s purpose (i.e. PTO_kickoff_mtg). We also recommend that the file name does not contain spaces.

Can I post my file in more than one category?

Yes. When selecting the category for your file you can select any category that is appropriate for your file. For example, an auction donation solicitation letter could appear under the categories: Auction and Donations & Grants.

Can I post a link to my PTO website?

No, website links cannot be posted at this time.

Why do you collect my email and name when I am submitting a file?

We collect your email in case there is a problem or we have any questions about your file. Submitting your name is optional; some folks like to include it.

Will PTO Today translate my flyer into Spanish?

No, we do not translate files. However, if you translate a file into Spanish we hope you’ll take a moment to upload and share the translated file with everyone!

Who is allowed to submit files?

Anyone is allowed to submit files to the File Exchange. We hope you’ll take a moment to upload and share the documents your group uses. The more documents we have in the File Exchange the more useful it is for everyone

I am a schoolteacher can I post a file?

Anyone is allowed to submit files to the File Exchange, but the content should be related to parent group activities.

Can I post my meeting minutes here to share with my group?

No, the File Exchange should not be used as an electronic bulletin board for your group. You may post a copy of your group’s meeting minutes as a template for others, but please remove all personal information (names, phone numbers, emails) before posting.

Is it ok for a file to contain personal information, like officer names/numbers?

You should be sure to remove any personal information like names, phone numbers and email addresses from any document you wish to post on the File Exchange site. The File Exchange site is a public internet site that has thousands of visitors each week.

Are the files monitored for content?

We do some monitor the files that are posted, but we don’t check every file before it goes live. If you see a file that you feel is inappropriate, please email us at This e-mail address is being protected from spambots, you need JavaScript enabled to view it Be sure to specify the name of the file and the category it is listed in.

Is there any type of content that is not allowed?

The content of files shared, as part of the File Exchange should be primarily related to parent group activities.

It’s important to follow copyright rules when uploading and sharing documents. When submitting a document, you agree that you own all copyrights to the material in the document or have express permission from all copyright owners to upload and share it.

Copyright isn’t something most folks have to worry about as they’re uploading documents they created and therefore own the copyright. If you’re uploading a document that someone else created you need to get his or her permission. If you think a file was uploaded without copyright permission, or if you have any questions about copyright please email This e-mail address is being protected from spambots, you need JavaScript enabled to view it

How do I edit (or make a change) to a file that is posted?

You cannot edit or make a change to a file that has been posted. You can email us at This e-mail address is being protected from spambots, you need JavaScript enabled to view it and we can remove the file. Once the file has been removed, you can re-post a new file with corrections.

How do delete or remove a file that I posted?

To delete or remove a file from the File Exchange send an email to This e-mail address is being protected from spambots, you need JavaScript enabled to view it and request that the file be removed. Note: you must be the original poster of the file in order to request a file be deleted.

I downloaded a file, but I can’t open it?

If you cannot open a file that downloaded successfully it is most likely that you do not have the appropriate application installed on your computer to open the file.

Is it safe to download files?

Absolutely, all files that are uploaded to the File Exchange have been checked for viruses and are stored on a secure, virus-free server.

How come I cannot access some files (+)?

Files are that marked with a + are PTO Today Plus member files and can only be accessed with a plus member code. Learn more about PTO Today Plus member benefits. (link to plus)

Can I check to see if anyone has downloaded my file?

Thousands of files are downloaded each week on the File Exchange. You can see how many times your file has been downloaded by looking at the “Number of Downloads” field just under the file name. If your file has been downloaded more than 500 times, it will be listed as one of our HOT files!

What makes a file HOT?

Any file that has been downloaded 500+ times is designated as a Hot file!

Is there a way to contact the author of a particular file?

We do not share contact information. However, the PTO Today Message Boards are a great place to get advice and information from other PTO leaders on a variety of topics.

How do I find a specific file?

If you know the name of the specific file, you can enter it into the Search box on the PTO Today site and the file should appear in the search results. We are working on improving the site’s search function so that it will be even easier to search for documents in the File Exchange.

Why is it important to rate files?

Many folks look at how a document is rated when they’re deciding which files to download. More importantly, as the number of files in the File Exchange grows this kind of qualitative rating system will help us ensure that the most helpful files are moved to the top of pages and get the most attention. We know that some files will be more helpful than others (that’s why we have this tool in the first place!), so your honest ratings will help us keep the File Exchange well organized and helpful for all. Please take two seconds to add a rating – it will really be a big help!