basic editing - Winona State University

BASIC EDITING
A Guide to Web Page Management for
Winona State University
WSU Teaching, Learning & Technology Services
Contents
System Requirements.............................................................................................................................................3
Logging into Open Text...........................................................................................................................................4
Project Selection .....................................................................................................................................................4
RedDot Administration Home ........................................................................................................................4
Spotting the Dot .....................................................................................................................................................5
Page ID, Headline and Filename .............................................................................................................................6
Search to Locate the Web Content to Edit .............................................................................................................7
Editing Web Pages in Open Text ............................................................................................................................9
Quick Links Area .................................................................................................................................................. 11
Using the Text Editor Window to Edit Content –Ephox Editor............................................................................ 13
Edit Photo Selections ........................................................................................................................................... 14
Uploading Images and Files **This process is for adding photos inside the content area only. ...................... 16
Fill in a short description of the photo. Used for search engine optimization. Can use the same name for
each. This menu will show up when inserting photos with the [Edit Photo] dot. ............................................. 17
Again fill in a short description on Alt Text field. ................................................................................................ 17
Use the Images folder.......................................................................................................................................... 18
Uploading and Linking to PDF Files – Prepare before uploading ........................................................................ 19
Creating Links in Open Text ................................................................................................................................. 20
Linking to a URL – (Internet Tab) ......................................................................................................................... 20
Linking to an existing WSU Open Text Page – (Page Tab) ................................................................................... 20
Linking to an Email Address – (Email Address Tab) ............................................................................................. 20
Linking to a File – (File Tab) ................................................................................................................................. 21
Linking to Book Mark – (Jump Mark Tab)............................................................................................................ 21
Creating a Table .................................................................................................................................................. 22
Releasing and Publishing Your Web Page ........................................................................................................... 24
Introduction to the Open Text Content Management System
Winona State University
Page 2 of 24
Content Management Systems
Web Content management is a software tool that allows for:
• Easy creation and modification of online content by non‐web experts;
• Automated maintenance tools for the Webmaster;
• Easy organization and retrieval of content using appropriate menus and search technology.
The advantages to content management systems include the:
• Ability for end users to enter and update information on the web without having any
knowledge of HTML coders;
• Ability to enforce a standardized appearance that remains consistent from one department to
another;
• Ability to provide end users with individual access rights and limit the information that may be
modified.
Open Text is Winona State University’s Content Management System.
System Requirements
Computer
Open Text can be used on a
Windows‐based PC or Macintosh computer.
Internet Browser
Internet Explorer is the preferred browser.
For Macs: Firefox is most consistent, Safari does not work
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Winona State University
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Logging into Open Text
Launch Internet Explorer
Set your URL to: https://cms.winona.edu
Note: If you are off campus, you will need to run VPN first. Then launch IE and enter the URL.
Enter your WSU user name
Enter your WSU password
(same as your network/email account)
Click Start
Project Selection
MainWeb – This will get you to your old Open Text site.
The other Projects listed are the sites that you have rights
to make edits to.
RedDot Administration Home
Home Page This will get you to the home page you have rights to. The Webmaster can change the default.
Extra Pages (Pages not linked to by any other page)
[Add Links]
Introduction to the Open Text Content Management System
Winona State University
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Spotting the Dot
Each of the areas that are circled above will have their own name and page ID associated with them.
In Open Text, the symbols below help guide you to the content you can edit.
Open
Clicking on this dot will allow you to open
a content area for editing
Standard
This dot is used for most content elements
to edit.
Close
Clicking on this dot will close a content
area and save it to draft.
List or Container
This dot allows addition of lists of
hyperlinks or content containers. Top
Content, Tab Controller and Custom
Breadcrumbs are examples on content
containers.
Locked
Content with this dot is locked by
another user.
Introduction to the Open Text Content Management System
Winona State University
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Page ID, Headline and Filename
Each page is given a unique Page ID number when it is created. You are also prompted to give the page a name,
which is the Headline. Page Headlines show up on the link bar. Filenames are the URL name of the page.
To find the Page ID of a page, open the page with the dot at the top of the page, the following menu will appear:
Headlines usually show up on the link list, or breadcrumb.
File name shows up in the URL of the page. The file name is
used by search engines. File names should not have spaces in
the name. If they do, they show up as %20 in the URL.
By default the file name is left blank. Do not leave it blank,
the url for the page will show the page ID number at the end
if you do so.
Change the file name to something that describes the page. If the file name needs to be more than one word,
use hyphens to separate the words. Do not use underscores between words and do not merge the words
together as one word.
Your main page should have the file name set to default.asp. This is done so that people can type in the name of
the site without having to also type in the name of the first page. i.e., www.winona.edu/admissions would take
me straight to the Admissions site. All other pages should change the file name to describe the page.
Introduction to the Open Text Content Management System
Winona State University
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Search to Locate the Web Content to Edit
You may use the search feature to find pages by Content, Headline, Page ID,
and Author (Created by). There are several other search options as well.

Click on the Search button on the Left Menu Bar.
The screen below will appear.
Content – Use this field to search for a word contained on the web page
Headline – Use this field to search for a word contained in the left vertical navigation
menu
Drop Down Menu – Search by Page ID, Created by and many other search criteria.
Next click the green dot with the plus symbol to display a field for the text you want to
type.

Search by Page ID:
Click
Type the page ID
number in
the value field
Click


All Home Pages are set to Page ID 8 for each project (website).
You can use the Page ID # to search for any part in the page.
Introduction to the Open Text Content Management System
Winona State University
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
Search Results
Find the page you want
and click the Headline.
Then Start in the lower
right corner.
SmartEdit goes to the start page. This is useful to use to quickly get back to your Home Page.
Main Menu goes to Project selection
If you get to this page, select Web Content Manger
to get back to the start page. There you will be able to
select Home Page.
Introduction to the Open Text Content Management System
Winona State University
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Editing Web Pages in Open Text
When you search to a page on your site, the page will either be in a Closed or Open State. The Closed
State means that it is not opened by anyone else and is available to be edited.
If you see the Red Dot-Arrow Down, the page is closed


Preview Page – Opens the page in a browser window
Edit Page – Opens the page for editing, now no one else can open the page
The open state has five options:

Save Main Page – Closes the page

Edit Meta Keywords – Edits the meta keywords used by search engines

Edit Meta Description – Describe what is on the page or purpose of the page

Add/Remove Top Content – Used when creating a new page only

Add/Remove Tab Controller – For use by Administrators only -- Do not use
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Winona State University
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Edit Interior Page Content
This page is not opened, but content area can still be edited.
Select Edit dot to edit content area.
Build Content with Manage Topics Area
If you already have a header for the page:

Go to the dots in the content area

Select dot next to the Header to change name. The default is Topic for the header.

Select dot under the Header to open the editor to change content. Select OK to save and close.
Note: You should not cut and copy text from a Word document or from the web. When you do this, it
brings along background code for formatting. If you want to copy text from another source, paste the
information into a Notepad document first and save it. Then copy that text and paste it into the Ephox
Editor. This will paste in nice clean text. You will probably need to do some formatting over again, but
the text will be there.
Introduction to the Open Text Content Management System
Winona State University
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Quick Links Area
The Quick Links area is located on the right side of the page. This is where you will put links that are
pertinent to just this page. These links will not show up on every page in the site like the List of Links in
the left nav bar.




Add a picture to the top of the Quick Links area
 Select [Edit Right Photo]
 Right photo size:
 290 width x any depth
 See section on adding photos
Add a Photo Alt Tag
Use to
create a
QuickLinks
area
Manage List of QuickLinks
 Select Create and Connect

Select QuickLinks

Enter the Headline – (This will be the name of the QuickLinks area and there will be a
Page ID associated with the area.)
To Enter Links in the QuickLinks Area



Select [Manage Links]
Choose Connect Existing Page to connect to pages within your Project
o Use Page Search menu
o The Headline of the page will be the link name
Choose URL to link to a page outside your Project
o Target drop down:
_blank (new window)
_parent (parent frame)
_self (same frame)
_top (top frame)
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Winona State University
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Choose Create and Connect Page
To create a new page (not covered here).

Close the QuickLink dot with the Up Arrow
Note: Dots are above the item
**How to make a QuickLink to a JumpMark on a different page.
Introduction to the Open Text Content Management System
Winona State University
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Using the Text Editor Window to Edit Content –Ephox Editor
Use standard word
processing
features to change, insert
or delete content.
1. Click the diskette icon
to Save and Close the
window.
2. File menu > Save
option to save and
continue working in
the text editor window.
3. File menu > Save and
Close option to save
your work and close the
text editor window.
To exit without saving: Choose File > Close or click the
window.
button in the upper right corner of the
NOTE: Saving your document does NOT publish it to the web.
Introduction to the Open Text Content Management System
Winona State University
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Edit Photo Selections
Depending on where the [Edit Photo] selection is, the size of the photo will be different. The width
dimension needs to be exactly what the template requires. If it is not, the photo will not be able to be
inserted, and will error out.
Edit Photo Dimensions
When you plan to insert a photo to your website, you first need to upload the image to the webserver. Before
you do this, there are 3 things that need to be done to the image:
1. Change the dimension to match the area that the photo will be inserted into
2. Change the file size of the photo to be under 100K
3. Change the file name of the photo. Add one of the prefixes listed below.
Photo Dots
Dimensions
Naming Scheme
759 x 23
BC-picname
759 x 325
Large-picname
519 x any
Med-picname
240 x any
Small-picname
Photo Naming
Use the prefix BC, Large, Med or Small in front of your picture names so that it will be easy to find the sizes by
doing an *search in your images folder.
Do not use underscores in file names, it is better to use dashes, i.e., small-front-desk.jpg
Introduction to the Open Text Content Management System
Winona State University
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Select the Edit Photo dot. This will open the bucket of photos in the Images folder for this Project. If you have
not uploaded the picture, choose Select asset from local file system at the top of the page.
Browse to your local file system for the photo.
Fill in brief
Description
of the photo.
Can be the same
text for each
field.
Introduction to the Open Text Content Management System
Winona State University
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Uploading Images and Files
**This process is for adding photos inside the content area only.
If you want to add a picture in the content area that is not a designated area with the template, it is
probably best to insert your image in a cell of a table.




Put your cursor in the cell and select Insert Image from the menu bar.
Click the Upload Image Tab if your photo has not been saved to the webserver yet.
Next click the Upload Image button
Click the Browse button to locate the image on your hard drive.
After selecting the image click the OK button
Next select the Images Folder from the list. These folders are only the folders for this particular
Project. (Note: Projects are what you are given rights to, and choose your Project when you first get
into Open Text).
Click OK
Introduction to the Open Text Content Management System
Winona State University
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Fill in a short description of the photo. Used for search engine optimization. Can use the same name
for each. This menu will show up when inserting photos with the [Edit Photo] dot.
Again fill in a short description on
Alt Text field.
Note: Image Alignment does not
work with our templates. Use a
table to insert pictures within the
content area.
Introduction to the Open Text Content Management System
Winona State University
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Use the Images folder
If you try to upload the same
picture or another picture
with the same name, you
will receive a message like
this:
Introduction to the Open Text Content Management System
Winona State University
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Uploading and Linking to PDF Files – Prepare before uploading

PDF documents are preferred so that both Mac and PC’s can read them

Two step process
o Select File from Local File System to get file from your hard drive or network space
 Save to the server in the Media folder
o Select file from server
 Insert the image
Introduction to the Open Text Content Management System
Winona State University
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Creating Links in Open Text
Linking to a URL – (Internet Tab)
Example: Find out more information by visiting our web site: Winona State Home Page
Use this tab is you want to link to pages that are not in your Project.
Here's How:
Highlight the text that will be the link
Click the Insert Hyperlink button on the toolbar
Choose the Internet Tab Type (or copy-paste) the URL in the field (example: www.winona.edu)
Type a brief description (example: WSU Home)
Click the Insert button
Linking to an existing WSU Open Text Page – (Page Tab)
Example: View a listing of our Biology Faculty. Use the Page Tab to link to pages within your Project.
Here's How:
Highlight the text that will be the link
Click the Insert Hyperlink button on the toolbar
Choose the Page Tab
Search for the Open Text page ID or locate the page by using other search criteria.
Click on the name of the page
Click the Insert button
Linking to an Email Address – (Email Address Tab)
Example: For more information please email Peggy Welshons or TLT@winona.edu.
Here's How:
Highlight the text that will be the link
Click the Insert Hyperlink button on the toolbar
Choose the Email Address Tab
Type in the email address (example: PWelshons@winona.edu)
You MUST type a description (example: Peggy Welshons)
Click the Insert button
Introduction to the Open Text Content Management System
Winona State University
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Linking to a File – (File Tab)
Example: Click HERE to download the current 2007-2008 catalog. Usually you are linking to a PDF document
with the File Tab. It is best to convert your documents to PDF’s so that all users will be able to view them.
Here's How:
Highlight the text that will be the link
Click the Insert Hyperlink button on the toolbar
Choose the File Tab
You will be prompted to select a file that has been previously uploaded to or to upload one from your computer
(Local File System).
Linking to Book Mark – (Jump Mark Tab)
Example: Back to Top
Step 1:
Insert the BookMark
Place the cursor at the beginning of the line where you first want to create a Book Mark location.
From the Insert Menu Click BookMark
Type the Bookmark Name
Click OK
Step 2:
Highlight the text that will be the link to the Book Mark
Click the Insert Hyperlink button on the toolbar
Choose the Jump Mark Tab
Click the Select Jump Mark button
Choose the name of the Jump Mark that you want to go to from the list.
Introduction to the Open Text Content Management System
Winona State University
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Creating a Table
Open a web page in the Text Editor window and place your cursor where you want your table to be
inserted.
From the Table pull down menu > Insert Table….
Rows = 3
Columns = 2
Check Specify width and define table in pixels = 610
At this time we will leave Border size = 1
Click OK
A table grid similar to the one below will appear:
Merge the top two cells in row one:
First highlight the cells then merge by one of the following methods



Click the Merge button
From the Table menu click Merge Cells
Right Click on the highlighted cells and select Merge Cells
In the top cell, type the text “Learning Opportunities”
Increase the font size, center the text and change the font color to purple.
Learning Opportunities
Merge the next row of cells together and add a background color of gray.
Be sure your cursor is in the row you just merged
Table menu > Cell properties
Introduction to the Open Text Content Management System
Winona State University
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Select a light gray for the background color
Learning Opportunities
A New Look at Classroom Discussion
Introducing simple Online Forms and
Surveys
November 10
November 13
Remove Cell Padding, Cell Spacing and Remove Gridlines
Put the cursor anywhere in the table
Table menu > Table Properties
Border = 0
Cell Spacing = 0
Cell Padding = 0
Put the cursor in cell to change alignment (Vertical and Horizontal)
Table menu > Cell properties
Introduction to the Open Text Content Management System
Winona State University
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Releasing and Publishing Your Web Page
Publishing your web page may vary depending how your Open Text access has been setup. Here are some basic
guidelines:
Save your page (in the HTML editor, use the File Save option)
Go to the Action tab in the Page
Menu.
Select these from the Actions menu. You will need to go back into the Action tab for each one. You also
may not need to do the first two. You know your page is ready to publish if it is at the top of choices.



Submit to workflow
Release the Page
Publish
Select OK
Introduction to the Open Text Content Management System
Winona State University
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