Download GUIDE TO UPDATING YOUR WEBSITE

www.websure-office.co.uk
Version 4
GUIDE TO UPDATING
YOUR WEBSITE
VERSION 4.0
© WebSure Office Ltd 2007
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Table of Contents
WELCOME ............................................................................................................................................................. 4
NEW INTRANET OPTION ............................................................................................................................. 5
COPYRIGHT ......................................................................................................................................................... 5
CONTACTING US............................................................................................................................................... 6
DESIGN CHANGES............................................................................................................................................ 6
INTRODUCTION ................................................................................................................................................ 6
GETTING STARTED.......................................................................................................................................... 7
QUICK SUMMARY ............................................................................................................................................... 7
GETTING READY ............................................................................................................................................... 9
SET YOUR WEB SITE AS THE DEFAULT BROWSER WINDOW .................................................................... 9
CREATE LOGINS FOR THOSE PEOPLE WHO WILL BE UPDATING THE SITE ........................................... 9
SOFTWARE YOU NEED ..................................................................................................................................... 11
Working with photos or graphic images ........................................................................................... 11
Uploading documents to your web site ............................................................................................. 13
USING THE CONTENT MANAGEMENT TOOL.................................................................................... 14
AUTOMATIC REMOVAL OF OLD ACTIVITY CALENDARS............................................................................ 14
AUTOMATIC UPDATE OF NATIONAL NEWSLETTERS ................................................................................ 14
YOUR POST CODE INFORMATION ................................................................................................................. 14
HOW TO AVOID SPAM (UN-SOLICITED MARKETING MAIL)................................................................ 14
CHANGES YOU CAN MAKE ............................................................................................................................... 15
Error Notices .................................................................................................................................................. 15
THE MENUS EXPLAINED .................................................................................................................................. 16
Add dates ...................................................................................................................................................... 16
Remove Dates ............................................................................................................................................. 16
Paragraph...................................................................................................................................................... 16
Area Usage ................................................................................................................................................... 16
Page Items ................................................................................................................................................... 17
Page Ordering.............................................................................................................................................. 17
Add Pages ..................................................................................................................................................... 17
Upload Files.................................................................................................................................................. 17
Logout ............................................................................................................................................................ 17
WORKING WITH VENUES & CATEGORIES....................................................................................... 18
Venues ........................................................................................................................................................... 18
Categories..................................................................................................................................................... 18
GETTING GOING! ........................................................................................................................................... 19
LOGGING IN....................................................................................................................................................... 19
VIEWING THE CHANGES AS YOU MAKE THEM ........................................................................................... 20
TIME SAVING TIPS ........................................................................................................................................... 20
TYPING INTO FORM BOXES ............................................................................................................................ 21
Formatting your typing............................................................................................................................ 21
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PASTING IN INFORMATION ALREADY WRITTEN ...................................................................................... 21
ADDING PHOTOGRAPHS ................................................................................................................................. 21
Getting Photos ready to go up on your web site ........................................................................... 23
Guide to using Microsoft PhotoEditor to re-size images............................................................. 23
ADDING DOCUMENTS TO YOUR WEB SITE ................................................................................................. 24
DISPLAYING DOCUMENTS AS GRAPHIC IMAGES ...................................................................................... 26
Guide to creating document images using MS Paint.................................................................... 27
CREATING LINKS TO OTHER AREAS OF YOUR WEB SITE ........................................................................ 28
CREATING LINKS TO EXTERNAL WEB SITES .............................................................................................. 29
ADDING NEW PAGES OR SECTIONS ................................................................................................... 30
CONNECTING TO A LINKED PAGE ........................................................................................................ 31
CREATING HYPERLINKS WITHIN A PAGE....................................................................................... 33
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Welcome
Welcome to using WebSure. Your site has been developed for you as a template you can
easily update with unique information about your centre and the local communities you
work with. You may choose to involve colleagues, other agency staff and even parents in
the work of updating your site.
Beyond providing information about your centre, your site contains additional information
designed to support, educate and entertain people, whether they be a parent, a
professional or even a member of staff.
With your support and that of your local educational partners, parents will be able to
develop their interest in using the Internet. Some centres collaborate with adult education to
provide learning courses modelled around using your site that introduce complete beginners
to computer basics & using the Internet
Following training, your web site will give many people the incentive to continue using their IT
skills and through repeated use and practise so develop long-term confidence.
Parents no longer need to rely on having a computer at home and their will be several local
opportunities in your area where parents can access equipment whether it be in the libraries,
at community schools or even within your centre facilities themselves. The Using Computers
section of your site allows people to locate local ICT venues run by LearnDirect and the
Peoples Network.
In addition to the following benefits WebSure has been carefully designed to give you the
opportunity to involve and support parents in new ways. If you would to discuss any of these
please don’t hesitate to contact us
Promote your local identity
Develop relationships at the local level
Engage the hard to reach and working parents
Market childcare provision
Support key targets such as family learning and improved economic well being
Achieve effective signposting
Reduce telephone enquiries
Save print costs
Easily keep partners up to date
Join the Government’s commitment to providing access to services on-line
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New Intranet option
In March ‘06 we developed an Intranet option, allowing staff to logon via the website in
order to access non public domain information. This is proving to be very useful where staff
are spread about across satellite locations and represent different agencies.
A variety of permission levels can be assigned to both staff and documents to control what
individuals can view and who can add or change specific content
Typical information categories can be:
Annual Report
Applications
Board - Legal documents, Annual Report, Membership, Structure
Change Management Updates
Diary dates
Flow Charts e.g. Referrals, care pathways
Forms - Room booking, Reporting, Monitoring, Funding applications
Meetings – Minutes, Agendas
Membership
Monitoring
News
Policies & procedures
Reporting
Staff Qs & As
Staff whereabouts
Structure
Team Briefing - News, Minutes
Team photos
If you would like more information on this Intranet option for your website contact
[email protected]
Copyright
Copyright notice
WebSure, the entire design/s, content/s and intellectual copyright/s including any part
thereof of the WebSure product/s &/or service/s are registered, copyrighted & owned solely
by WebSure Office Ltd and are covered by the UK Copyright, Designs and Patents Act 1988
and The EU Copyright Directive.
WebSure Office Ltd grant no permission or authority to anyone to any &/or part/s of these
product/s &/or services to pass, trade, replicate, duplicate, copy, store or publish by any
means whatsoever, whether conventionally, photographically, digitally, manually,
electronically or otherwise, any part/s of the WebSure services &/or WebSure site content/s,
design/s, idea/s, hosting/s, manufacture/s, display/s, logo/s, image/s, text/s, script/s,
language/s, format/s, font/s, library/ies, database/s, Code/s, documentation/s, literature/s or
manual/s or any other part thereof.
Copyright: General Note
As you will be publishing to the web, if you decide to copy any information you do not
personally own from another location or website, we recommend that you are aware of the
law relating to National & International copyright. For further information, please refer to the
UK Copyright, Designs and Patents Act 1988 and The EU Copyright Directive. See also the
government’s web site at http://www.patent.gov.uk
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Contacting Us
You can contact our support team any time by logging into the Content Management
System (CMS) and selecting the link called “For technical support click here” This link can be
found at the bottom of your screen and is available in all areas of the CMS.
Please use this form for submitting feedback, ideas as well as requests for support.
Alternatively if your query does not relate to a specific problem you are experiencing when
using the CMS software you may prefer to email us at [email protected]
Design Changes
WebSure’s developers can make changes to the design of your site. Please contact to
discuss your ideas either via the support link or by giving us a call.
Note: Further development of your site will incur a charge.
Introduction
Adding information to your site is fast and easy work and we recommend you update your
staff, and activity calendar details as soon as possible. You can click up your existing
activities documents in a matter of minutes as an alternative to using the on-line calendar
feature.
WebSure allows you to make instant updates to the content and we hope this will
encourage you to devote short but frequent sessions of time tweaking and refining those
areas that talk about you, the organisation.
Updating information on one item such as a member of staff or an activity takes only a few
minutes as the entire web formatting work is done for you. If you suffer from lack of time we
would strongly recommend you undertake to update a small part of the site every day,
rather than delay the work by attempting to do it all in one go.
Remember you can paste information into the web site you have written in another
application such as Word, which means you don’t have to re-type.
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Getting Started
Quick Summary
The best web sites are those where people have been able to devote some time to thinking
through the purpose of the site, what information it should hold, and how they will change
the way they work to allow for the site e.g. all callers at reception reminded of the site and
invited to look at it.
Here are some ideas which we feel will help make your site hugely successful.
One : Take a tour of your site and read this Guide NOW!
Tempting, as it might be to skip this part, reading the guide will give you a clear view of how
easy it is to update the site and give you the confidence to get going straight away!
The manual also shows you everything you could do on your site, which is a great source of
ideas, without which you may miss out on realising the sorts of things you can do!
Two : Discuss and understand what you plan the website to achieve for you
Your website can achieve far more than simply being an information repository for people to
browse. For example it can be used to save administration time, provide a reference point
for staff, engage parents in a new and contemporary way, support family learning and upskilling, gather an evidence base of feedback from families without them having to be face
to face and so on.
For further ideas about the purpose and value of your site please do not hesitate to contact
us.
Three : Update five key areas of your site now
The five key areas of your site we recommend you update in the first phase are:
•
•
•
•
•
•
Contact Us
Meet Your Team
What’s On - Activities Calendar and Courses
Childcare
Post Codes (if applicable)
Upload any key documents such as registration forms, Ofsted reports, policies and
newsletters.
Some Tips
Timeframes : Remember your site already holds a great deal of information. This gives you
time in which to bring in new information and we recommend you tackle the job straight
away but in small chunks of time, perhaps half an hour a day.
Search Results : When first launched your site will take several months to register with the
Internet Search engines. This means that unless people know your site address and type this
directly into the Address bar you site will not be found. You can use this time delay to
gradually get your content up to date.
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Saving Time : Any previously written information can be copied into your website rather than
being typed again.
Your Newsletters : Add any existing newsletters you have produced to the site straight away.
this is a very quick way of being able to add a lot of information.
Writing Style: Ideally web sites should be written in light, friendly and inviting language. When
you are pushed for time and more used to writing information meant for accountable bodies
and partner agencies it can be easy to fall into the trap of using too many words, or
language that is unfamiliar to the public. Involving parents in your site can be helpful to you
in avoiding this.
Four : Plan how you will launch the site to staff, community and partners
The way you launch your site and continue to make people aware of it are key to its use and
success.
You cannot just simply update it, and by it being there expect that it will be widely used.
For ideas about how to launch your site and keep it in front of parents please do not hesitate
to contact us.
Five : Review the content and purpose of the remaining areas of your site
The remaining areas of your site have been given content by us, however you will doubtless
want to tweak how this has been written and continue to add new content. Examples:
The About Us section will doubtless need tweaking. Signposting staff and visitors to local
resources of value and use should be provided in the Useful Contacts section. Real questions
from parents can be added to “Common Questions”
For ideas about the purpose and value of your site please do not hesitate to contact us
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Getting Ready
You can update your site from any computer; all you need is a connection to the Internet
and a valid user name and password to the administration area of your web site.
Set your web site as the default browser window
Set your website as the default page your Internet Browser always loads when you first go
onto the Internet. You may also want to do this on staff machines as colleagues can often
forget you have a web site!
1. Load you internet browser software (go onto the Internet)
2. In the address bar type your website address, press enter
3. At the top of the screen choose the Tools menu (a drop down list appears)
4. Select Internet Options…(a dialogue box appears)
5. On the General tab sheet, in the Home page section at the top, click the “Use
Current” button
6. Select the OK button at the bottom
7. Close Internet Explorer and reopen a new Internet Explorer window, your new home
page is now set
Alternatively if you are not allowed to do this we recommend you at least store your website
address as a Favourite. This will allow you to quickly load the site without having to type the
address each time.
1. Load you internet browser software (go onto the Internet)
2. In the address bar type your website address, press enter
3. Choose the favourites menu button, followed by the add option
To use a favourite simply load the internet and choose the Favourites menu, all saved web
addresses will list for you to choose the site you want to go to.
Create logins for those people who will be updating the
site
As many people as you like can update the site, however you should make sure each
individual has their own login name and password.
For you to ensure access to making changes to the site is restricted to authorised people,
account details must be kept secure and confidential at all times and should not be shared
The security and content you publish on your site is your responsibility and WebSure Office Ltd
accepts no liability or responsibility for the access you grant to users or the content submitted
/ published to your site by yourself or others.
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You organisation will have been asked to nominate a person to whom we would have given
the master user name and password which when used allows you to create login details for
themselves as well as any other person required to make changes to the web site.
To create user ID’s
1. Select your Internet browser such as Internet Explorer, go to your website. Now
change the ending of your web site name by adding /pwdadmin e.g.
www.sitename/pwdadmin (www.abc.childrencentre.org/pwdadmin) and press the
Enter key. Note: spaces should not be used
2. Into the boxes provided type the user name and password we have given you. You
may find it useful to enter the password into something like Word and simply copy it in
from there. Be prepared to re-enter the details as the first login sometimes fails.
Important
When logging on at any time you may be presented with a message that invites you allow
Microsoft Windows to remember your password for you.
It is important that you ALWAYS reply NO to this message, preventing windows from
remembering your password and in turn preventing anyone else that may use your
computer from being able to obtain your WebSure account details. To prevent this option
being made again select the “ Don’t offer to remember any more passwords” check box
provided followed by the No button
1. Select the Go! Button to create a new user
2. Follow the notes shown on the screen and type the user name and password for the
account.
Remember this information is case sensitive so if you use the capital lock or shift key
for all or part of your entry, the same identical characters have to be typed when
using the account details to log on with
You cannot have spaces in your entry or use special keys such as;
(
\ ) Slash or ( / ) Slash
( ? ) Question Mark
( * ) Asterisk, star or wildcard ( & ) And symbol
3. Select the Go button to create the account
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Software you need
You will need to use some utility software to prepare photos, and some documents, before
adding them to your web site via the Upload files menu.
WORKING WITH PHOTOS OR GRAPHIC IMAGES
When working with photographs you will need to reduce the size of the image before
adding it to the site, otherwise the photograph will be absolutely huge when displayed. For
detailed guidance refer to the section “Inserting Photographs”
Photos or images of the document itself can also be used to create colourful links.
Links can be used to either display (download) a document or take the visitor off to another
specific section of your site or to view a different web site, which will be loaded
automatically in a new browser window.
For detailed guidance on how to create an image of a document refer to the section
“Creating images of documents”
Your computer should have been supplied with some software such as Microsoft PhotoEditor
or Microsoft Paint as these come free with Windows. Alternatively you may already use other
photo editing software.
To find out whether the above is available on your PC simply select the Start menu, followed
by the run option (located to the right of All Programs)
To start PhotoEditor simply type photoed.exe and choose ok or press enter
To start Microsoft Paint type mspaint.exe and choose ok or press enter
If you cannot locate this software you can either find the windows CD and install it or access
alternative software available on the Internet free of charge.
e.g. http://www.getpaint.net/index.html
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Example of a photo which has been added to the site :
Example of a link to a document download, created using a graphics image
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UPLOADING DOCUMENTS TO YOUR WEB SITE
You no longer need to convert all document types to PDF’s before adding them to your web
site. However if the document is very large converting it to a PDF will reduce the size.
Documents created in Publisher are typically very large, Word documents on the other hand
normally load without a problem.
You should be aware that a PDF document can not be changed by the person viewing it,
however a word document will allow them to make changes to it.
We therefore recommend important key documents such as Policies are first converted to
PDF’s before being added to your site.
If you have any queries please do not hesitate to contact our support service.
Free PDF software is available from the Internet and whilst we can not recommend which
you use we have found a product called PrimoPDF to be of good value.
To download your free copy go to http://www.primopdf.com/
Alternatively you can use a free on-line service to convert your documents for you!
If you only want to convert to PDF from time to time If so you don’t have to install Primo to
your desktop. PrimoOnline is a free online service that enables you to upload files for free,
instant conversion to PDF.
Simply browse to the file to be converted on your machine and upload it for immediate
conversion to PDF. Once converted, the resultant PDF file is made available via a convenient
web link or can be emailed back to you
You can check this service out at www.online.primopdf.com
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Using the Content Management Tool
Always have 2 browser windows open to your site so you can switch between looking at the
database window and then the front of the website the visitor views. Don’t use the BACK
button to move between these windows – you have to click on the buttons you will see at
the bottom of the screen.
When you have made some changes switch to viewing the front of your web site and press
F5 to update your screen with the changes you have just made.
Automatic removal of old activity calendars
You DO NOT need to manually delete old activity dates. The previous but one calendar will
automatically be removed for you. Example on April 1st the February calendar will be
removed from your site. The March calendar will still display until the month rolls into May.
Automatic update of National Newsletters
Newsletters made available on the central Sure Start unit’s web site will automatically be
added to your site for you, as and when they become available to us.
Your post code information
The postcodes covered by your area can be automatically imported into the postcode
search area of your site if required. Please contact us using the technical support form
provided on every page of the Content Management area of your site.
Alternatively you can manually add each individual postcode.
If you do not operate a postcode boundary you may want this facility removed from you
site. Please contact us.
How to avoid SPAM (un-solicited marketing mail)
We recommend you do not specify any contact e-mail addresses within the Contact Us
area. Doing so leaves you open to detection by internet software often deployed by
marketing departments to search the Internet for e-mail addresses, once found your
addresses could become registered and added to marketing databases.
With this in mind the e-mail information provided in the Meet Your Team area is not actually
displayed on the site, rather people are given a form to fill-in that is automatically forwarded
on to your email address.
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Changes you can make
You can change any aspect of your web site (even add new sections) with the exception of
X
the logo and branding which appears at the top of every page – we do this for you
X
the home page photo – please ensure you send us one of your own images
X
The colour scheme adopted by your template – we can do this for you
Please contact us if you would like to discuss your ideas.
All other types of changes you could want to make to your site are simple for you to achieve
using our on-line content tool.
You can add photographs to your site
You can add documents for visitors to download at the click of a button. These
documents can be linked to text or graphic icons
You can re-name an existing section or area
You can add new areas or hide existing ones while you develop them
You can brighten up your content by highlighting text with different font colours and
sizes.
You can create links to take the visitor out to other web sites or a specific area of your
own web site
The menus are simple to use, you do not need specialist web skills, simply fill in the boxes and
press Publish Now!
ERROR NOTICES
If when you select “Publish Now” to update the site should the upload fail for any reason a
message describing the problem is shown below the menu bar at the top of the screen. BUT
as it is in soft grey you may not notice it! So if your site, when refreshed, does not show the
change you think you have just made, go back to the database window and look for the
message. The only two reasons for an upload failing is either you have not put anything into
a mandatory box (marked with *) or the file such as a document or photo is two big.
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The menus explained
ADD DATES
Use this option to allocate dates to an event or activity, which you want displayed in your online calendar in the Activities Calendar section.
The system will not be able to generate a calendar or add an activity to an existing calendar
until you have assigned dates to the item.
REMOVE DATES
Use this option to remove a range of or all dates associated with an activity shown in your
calendar.
Note: You cannot remove dates from the previous month; this will be done for you once the
month has rolled. For example if the month is July and your calendar is displaying June items
these will not disappear from the page until 1st August.
PARAGRAPH
Use this option to change any of the introductory paragraphs shown at the beginning of
each section of the site. For example when you site was handed over to you the Common
Questions area contained the following information at the top of the page
“We hope these questions and answers will help explain who we are and what we do.
If you have any suggestions for information that could be added here we would be very
pleased to here from you.”
To change information shown below these paragraphs use the Page Items menu (see below)
Remember!
You can easily add photos, documents for download, links, coloured text and graphics to
any Paragraph area. The more colourful you make your site and the fewer written words you
use the better it will look.
AREA USAGE
Use this option to hide or un-hide any section on your web site. For example you may want
to hide the Useful Contacts section until you have given this some content.
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PAGE ITEMS
This option allows you to change content displayed below the paragraphs area of each
section. For Example in Common Questions the list of formatted questions and answers are
added to, removed or changed via the page items menu option.
Remember!
You can easily add photos, documents for download, links, coloured text and graphics to
any Paragraph area. The more colourful you make your site and the fewer written words you
use the better it will look.
PAGE ORDERING
Use this option to change the order of the sections as they display in the menu panel on the
left hand side of your site
ADD PAGES
Use this option to add pages new sections to the menu panel on the left hand side of your
site
UPLOAD FILES
Use this option to store photos or documents you want to add to your site.
LOGOUT
When you have finished your session of work
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Working with Venues & Categories
VENUES
Before adding your activities to the database you need to first create your venues, i.e. the
location at which the event takes place.
Simply choose Page Items, drop down the list, pick Venues, choose Add and enter the
venue name e.g. St. Peters Church, or Ashington Centre.
CATEGORIES
Categories are used in several areas of your site to organise information into groups. For
example News and Downloads where categories are used to group information of the same
type e.g.
Categories display on the web site as hyperlinks taking the visitor straight to the location on
the page where the information they have chosen is placed.
Another example is the Team area where staff are grouped under a team category:
Whilst we have given you many categories to use you should expect to have to add some of
your own.
Typically you will realise you need a new category when in the middle of trying to upload to
this category. Rather than cancel your work, simply pick an existing category from the list
and publish the information. Then straight away create the missing category using the Page
Items menu and to end change the item to point it to the new category you have just
created.
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Getting going!
Logging in
1. Select your Internet browser such as Internet Explorer, go to your website. Now
change the ending of your web site name by adding /adminarea e.g.
www.sitename/adminarea (www.abc.childrencentre.org/adminarea) and press the
Enter key. Note: spaces should not be used
2. Into the boxes provided enter your user name and password. Press OK
Important
When logging on at any time you may be presented with a message that invites you allow
Microsoft Windows to remember your password for you.
It is important that you ALWAYS reply NO to this message, preventing windows from
remembering your password and in turn preventing anyone else who may use your
computer from being able to obtain your WebSure account details. To prevent this option
being made again select the “ Don’t offer to remember any more passwords” check box
provided, followed by the No button
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Viewing the changes as you make them
While getting used to working with the CMS it can be useful to view your changes as you
publish them. The alternative to this would be to either publish all changes and then view the
site by logging out of the CMS or publish individual changes, logging out each time to view
them.
To be able to see the site change as you update it
1. Go to your website and login to the CMS in the normal way
2. Open another Internet browser window and go to your website, but don’t login to it.
Use the buttons displayed at the bottom of your screen (in the Taskbar) to switch
between the CMS window and the front of the site the visitor sees.
3. Having made a change via the CMS, when you switch to view the site you will need
to use the Refresh button displayed at the top of your browser window to update
your monitor with the changes you have made.
Time saving tips
On average people spend just half an hour a month keeping their web site up to date,
Here are some time saving ideas – for more tips and advice please contact us
On-line Calendar
For WebSure to automatically generate an on-line calendar of your activities you need to
record information about each activity and then assign dates to it.
A much faster alternative would be to simply add the activities documents and flyers you
already produce. These can be added to your site within a couple of minutes and are just as
fast to update with the latest version.
Team Section
Rather than add an entry for every team member you could instead just write about the
overall team. In some cases such as admin and management you may want to feature the
individual, however taking the team approach avoids having to update information about
individuals staff should they leave the organisation
For example you could create a member called Health Visiting Team, writing about the
function of the overall team and choosing a category of “Health”.
Photos really make a difference so what about taking one of the whole Health Visiting team
and putting it up against this item?
Useful Contacts
If you can’t maintain the Useful Contacts area you could just add one item which links to the
A-Z directory of services on your local authority web site.
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Hide sections
Remember it is simple to hide sections, so if there is an area you don’t want to use or know
you can’t update for some time, just hide it.
Typing into form boxes
Simple form boxes are provided for you to type or paste your text into. Headers or Titles are
automatically formatted for you. For example, when adding a new member of staff to the
team area of the site, WebSure automatically publishes the staff members job title and name
in bold.
FORMATTING YOUR TYPING
A toolbar is provided where appropriate. The formatting buttons on this bar are shown
below
To find out what a button does, simply place your mouse over it without clicking and a
description will be displayed for you.
Pasting in information already written
Making good use of the copy option to take information out of an existing document such as
a flyer or diary, saves time. However before you paste it into your web site you must make
sure you use the second paste button which has the job of stripping out any formatting there
may be present in the original. We recommend you always paste using this button, as you
may not be able to see the formatting held in the original text
Some people prefer to write the text in Word first and copy it over once they are happy with
it. Once pasted over they then deal with formatting the layout.
Adding photographs
Photos can be added into any of the Paragraph sections of your site.
This also applies to Page Item areas, however there are a couple of areas, which already
have designated locations for photos to be added, for example Meet Your Team, Useful
Contacts, Day Nurseries and Activities.
In these instances a browse button will be displayed and we suggest you first check the Page
Item option for the area you are working on to see if a browse button is displayed
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Adding photos into Paragraph sections or page items (where a browse button is not
supplied) involves 3 steps:
Note:
Before uploading you photos or graphic images to the web database you will need to
first reduce the dimensions of the image otherwise they will be enormous when
displayed
For guidance refer to the section below “Getting photos ready for your web site”
1. Edit your photo to make sure you have the right content (i.e. Crop out any unwanted
content) and re-size the photo to a size suitable for display on your web site.
Guidance on doing this can be found below
2. Use the Upload Files menu option to save your photo into your web database
3. Use the formatting toolbar to insert your photo where you want it
Image List field from the box displayed and locate your image.
. Select the
4. Now choose the Insert option
5. Use the alignment buttons in the displayed toolbar to position your photo on the
page, often the centre button is useful to use, and improves the visuals of your site
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GETTING PHOTOS READY TO GO UP ON YOUR WEB SITE
General Guidelines
When you create a photograph for your site it may be necessary to first make some changes
to the image before you publish it onto the Web. A variety of photo editing software
packages can be used to perform these changes.
Your computer should have been supplied with some software such as Microsoft PhotoEditor
or Microsoft Paint as these come free with Windows. Alternatively you may already use other
photo editing software.
To find out whether the above is available on your PC simply select the Start menu, followed
by the run option (located to the right of All Programs)
To start PhotoEditor simply type photoed.exe and choose ok or press enter
To start Microsoft Paint type mspaint.exe and choose ok or press enter
If you cannot locate this software you can either find the windows CD and install it or access
alternative software available on the Internet free of charge.
e.g. http://www.getpaint.net/index.html
What needs to be done
• Cropping
Often a photo contains elements you don’t need in the shot. Use the crop option to cut out
any unwanted content.
• Image dimensions
In order that the photograph can fit within the space allocated for it on the site the
dimensions of the image should be around 250 pixels high and 250 pixels wide or less.
• File size
The speed at which people will be able to move around your site is affected by the size of
graphic images stored on the site. The larger the size of these images the slower the site will
perform. Most digital cameras these days create very large files and you will need to make
the image smaller.
Your site will not be able to upload files larger than 15k, and it is recommend that they are no
larger than 5k.
GUIDE TO USING MICROSOFT PHOTOEDITOR TO RE-SIZE IMAGES
1. Open the original file – we recommend you save it now to a different name, in case
you want to revert back to the original.
2. Choose View menu, followed by Measurement Units. Make sure it is set to Pixels.
3. When looking at your image you may recognise that it needs to be cropped. For
example you may have other objects in the picture you don’t need, or simply want to
reduce the amount of background.
4. To crop a photo, mark out the area you want to keep using the Select Tool in the
toolbar (illustrated by a square box of dashed lines) Having selected the tool click the
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mouse at the start of the area you want and stretch it to the opposite corner of the
are you want to keep.
5. To carry out the Crop – choose the Image menu, followed by the Crop option and
then the OK button.
6. Now re-size the physical area of the displayed photo – Choose the Image menu
option, and choose re-size. Change the width to about 200 pixels. This will reduce
the file size. Check the photo looks right, otherwise play with changing the pixel
measurement again. Experience will show you want pixel size to try as you will want
team photos to be smaller than say building photos for the Day Nurseries section.
7. Save the file using the File menu, followed by Save As, before pressing OK to save
choose the More Button (see bottom left of Save box). You can play with changing
the quality to around 65 to 75% but this will depend on the underlying quality of each
individual photo.
8. Now put the photo up onto the website and check the quality of the image looks OK
by viewing the front of your website.
9. If the image looks blurred open the file again and change the quality – see step 7
Adding documents to your web site
Documents can be added into any of the Paragraph sections of your site.
This also applies to Page Item areas, however there is one existing area, which already has a
designated location for documents, namely News & Downloads.
In this area a browse button will be displayed:
Note: Documents no longer have to be converted to .PDF documents before being
uploaded. However if the file is very large you are advised to convert it to a PDF, as this will
have the added benefit of making the file smaller. Also if the document has been created
using uncommon software such as Publisher the visitor will not be able to open the
document unless they have Publisher installed on their PC. Converting the document first to
a .PDF would overcome this.
Refer to the earlier section “Getting Started” - “Software you need” for access to a free PDF
utility you can use to convert documents to PDF’s
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Adding documents into Paragraph sections or page items where a browse button is not
supplied
First decide how you want the document link to be displayed – refer to following section
“Creating images of documents” for more information and guidance.
1. Use the Upload Files menu option to save your document into your web database
2. Use the formatting toolbar to insert your document onto the page
Documents can be linked to either some text, such that when the visitor clicks on the text the
document downloads and appears:
Alternatively you can link your documents to a photo or icon representing the document
3.
To link the text or photo to the document simply select the image or text, then press
the link button in the toolbar
Select the Image List field from the box displayed and locate your image (see below)
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4.
For the visually impaired people using your site it is important that you enter a
description of the document in the Title field e.g. Midwifery Poster
5.
Now choose the Update option
6.
Use the alignment buttons in the displayed toolbar to layout your photo on the page,
often the centre button is useful to use, and improves the visuals of your site
Displaying documents as graphic images
Creating a link to a document can be either done as a text link or a graphics link, either way
when the visitor clicks the link the associated document will be downloaded for them
A text link:
Here the document
has been linked to
text
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A more colourful graphics link
Here the document
has been linked to a
graphic image
For information on how to link the text or graphics image to a document refer to the section
“Inserting documents onto your web site”
To create the graphics icon for the document link you can use any image or photo, however
if you want the image to be that of the document itself, this is how you create it :
GUIDE TO CREATING DOCUMENT IMAGES USING MS PAINT
These guidelines have been written for MS Paint, however the principals are the same if using
alternative graphics software
1. Load the document in question
2. Reduce the % display of the document down to the size you would like the image to
be. Between 8 and 20% is a useful guide.
3. Take a copy of the screen by pressing the Print Screen key on your keyboard. It may
be labelled [PrtScn] The screen has now been copied to your clipboard.
4. Open an image-editing program, such as Microsoft Paint
5. Go to the Edit menu and choose Paste
6. Choose the select tool
7. Your mouse pointer will now display and cross, position the mouse in the top left
corner of the reduced document page, click and hold and draw around the
document before releasing the mouse button
8. Choose the Edit, Copy menu option to copy the selection into the clipboard
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9. Start a new File , you may be asked to save the first window which is optional (i.e.
only save it if you think you might use it again)
10. When you have the new file window in front of you, choose the Edit
paste back in the document area you selected.
Paste menu to
11. Go to the File Menu and choose Save As
12. Navigate to the folder where you want to save the image
13. Type a file name for the image
14. Select a file type, we recommend you save the file as a .jpg
15. Click the Save button
Creating Links to other areas of your web site
Go to a browser window, which is looking at the front of your web site. Choose the page you
want to link the visitor to and simply copy the full address shown at the top of the screen next
to the toolbar e.g.
http://thecherrytree.childrencentre.org/index.php?page_id=29
Highlight the text you have typed into the text box, which when clicked will take the visitor
straight to the above area of your web site
Then press the link button in the toolbar
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Paste the address you have copied into the Link URL field (see above)
Type a description of the link into the Title field (see above) and choose Insert
Remember you can create links using graphic or photo images, not just text words
Refer to above section for guidance
Creating links to external web sites
Some Page Item sections of your web site offer you a field for entering a link to another web
site. For example What’s On, Childcare, Games, For Dads, Useful Websites, News Letters,
News & Downloads.
Before creating a link of your own check the Page Items form for this section, to see if the
above fields have already been provided.
Where they have, simply copy the address of the web site into the field. If you want to give
the site a friendlier name you can add your own title into the Link Title field.
Example – to take a visitor to the La Leche League Breastfeeding web site open a new
browser and go to the La Leche web site, copy the address shown at the top of the screen
(including the http:// prefix) and paste it into the Link field (shown above).
The visitor will be invited to “Click here to view http://www.laleche.org.uk/ “, where as
entering a different name such as the “La Leche League web site” into the Link Title box
(shown above) will invite them to “Click here to view the La Leche League web site”
Note: you must include the http:// prefix in the web site name otherwise the link will fail.
Remember: If you want to take the visitor to a particular section of the a web site , simply
browse to that section yourself and copy this link out of the address bar shown at the top of
your screen.
For example if browse to the La Leche web site and then choose the breastfeeding section
the address changes to http://www.laleche.org.uk/pages/about/breastfeedinginfo.htm
Pasting this into your web site will take the visitor straight to the Breastfeeding section when
they select the link
Where link fields have not been provided you can easily create links anywhere on your site
by simply following the guidelines above in the section “Creating links to other areas of the
web site” . Instead of putting your own web address in simply copy the address of the
destination web site the link should take visitors to.
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Adding new pages or sections
Adding new pages (sections) to your web site it easy.
Some Centres have added a page called “Gallery” which displays a series of drawings done
by the children. Others have added a page to promote the rooms and facilities they have
available to hire or an on-site Café.
Login to the adminarea area of your web site in the normal way
Choose the Add Pages menu option
In Page Title enter the name you want to give the page (this will display in the left hand
menu pane, along with the other areas of your site)
Remember the menu is limited in its width, if you enter a name which is very long the system
will reduce the font size in order to fit it within the boundaries of the menu area. The Section
“News and Downloads” is about the longest string of letters which fit within this area without
the font being reduced.
1.
In Page Content enter the paragraph information for this page (note you can leave
this blank and added at a later date)
2.
In the Page Status field the options of No, Yes or Link are explained below
3.
Choosing the Page Status
The status of YES
The new page will be added to the left hand menu bar of your live web site straight away
However before you can see the page displayed you will have to also give the page a
number to determine the order in which it appears in the menu. To do this use the Page
Ordering menu.
To start with the new page will be given a NULL value, simply decide the numeric order in
which you want the page to appear and enter this number in the box provided. If you give
more than one section the same number these sections will be displayed next to each other
in alphabetical order.
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If at any time you want to stop the page from displaying in the menu bar on your live web
site (whilst still being able to work on it using the CMs) simply use the Area Usage menu to flag
the page as Not Active.
The status of No
This option gives you a quick way to create the page such that you can work with in the CMs
without it appearing on the live web site. The page is automatically set to Not Active within
the Area Usage menu.
To display and order your page simply change the Area Usage setting from Not Active to
Active, then check the Page order using the Page Ordering menu.
The status of Link
You can create what are effectively sub-pages within an existing page by using the Link
Remember the Page Usage menu also allows you to change the status of an existing page
to Link if later required.
Linked pages do not have order numbers associated with them.
Example
The News & Downloads page displays a sub or linked page called Local Newsletters and
another called National Newsletters
Connecting to a linked page
1. Log into the adminarea CMs in the normal way
2. Select the Paragraph menu option
3. Choose the Page in which you want to connect the linked page up to
4. Write the text for the link e.g. “Quick Links Café Facilities”
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5. (where Café Facilities represents the name of the linked page)
6. Highlight the Words “Café Facilities”
7. In the toolbar select the Chain symbol (edit/insert link button)
8. In the box displayed drop down the “Link List” option
9. Roll down the list to the bottom, and you will find all the sub-pages listed (i.e. pages
you have created as link pages).
10. Select the one you wish to use.
11. Make sure the Target field is left set to “Open in this window / frame.
12. Type the name of the page in the Title box (this is so auto readers used by the visually
impaired can read the name of the page).
13. Then press the Insert button (bottom left of the box) to save the link.
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Creating hyperlinks within a page
When you add new pages or sections to your site, by default you can only add a series of
paragraphs onto the page. Whilst the usual content such as photos, links and documents
can also be added, the new page will not automatically be added to the Page Items menu.
In this example we are adding Page Items to a new Page called “Café”
Below the introductory paragraphs to this section we want a list of 3 hyperlinks to display
•
•
•
Café Facilities
Menus
Room Hire
When selected the hyperlink needs to take the visitor to the area of this page at which
information about the selected item has been laid out.
1.
Create the new page “Café” and give the page an order number (see above
guidelines)
2.
Choose the Paragraphs menu and select the Café page
3.
Type the paragraph text, and insert any relevant photos, documents or links you want
to appear within these paragraphs
4.
Below this leave a couple of spare paragraph breaks and then add the bullet items
along with the information relating to each point
Example type …….
•
•
•
Café Facilities
Menus
Room Hire
Café Facilities
Our Café provides both a restaurant and rest room as illustrated by the photos on this page
Menus
Click here to view our range of menu options
Room Hire
Our meeting room is available for hire on Thursdays and Fridays. Click here to view our
booking form and price list
5.
To create the first link select the FIRST word of the first section of text you wish to point
to. This can be the section heading, or the first word of the relevant
section/paragraph. Select one word only for example select the word “Our” shown
as the first word in the paragraph about the Café Facilities
6.
Click on the icon in the menu that shows an anchor symbol
entitled "Insert/Edit Anchor" will be displayed
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7.
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Type a name for this anchor point- it doesn't matter what it is, although you cannot
use spaces. If you want to use more than one word to describe the anchor point you
must joint the words up using the _ symbol (e.g. our_café_facilities)
In this example you could type “facilities”
8.
Now select the Insert button. An anchor symbol appears in the text.
9.
Now create anchors for the other items you wish to link to e.g. Menu item and Room
Hire
Note- if you make a mistake, or want to edit the anchor, click once on the anchor symbol
that appears in the text, then press the anchor icon in the menu section.
Once you have created all the anchors, you can now connect the bullet items to the
anchors you have just created
1.
Select the relevant line of text (or single word, as you prefer), for Example the word
Café shown in the bullet list. Click on the icon in the menu that shows a Chain
symbol
2.
A pop up box entitled "Insert/Edit Link" will be displayed
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3.
Select the down pointing arrow to the right of the "Anchors" field. The anchors you've
previously inserted will be listed.
4.
Select the anchor that's relevant to the link you're creating
5.
Now select the "Insert" button
6.
To complete the job, select the “Publish Now” button. And test the page by browsing
to the web site as a visitor would.
Tip:
To remove a link: highlight the link, then press the "Broken Chain"- icon in the toolbar
This will delete the link.
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