Faculty and Staff Procedures for Entering Academic

Faculty and Staff Procedures for Entering Academic
 Faculty and Staff
Procedures for Entering
Academic Departments’
Web Content
.
Table of Contents
Introduction
What is Terminal Four? ........................................................... 1
Optimizing your department’s online presence ....................... 1
Academic department site structure ........................................ 2
Getting Started
Login........................................................................................ 3
Site Manager home screen ..................................................... 4
Help button & where to get help .............................................. 6
Entering Data
Department responsibilities ..................................................... 7
Content editor toolbar .............................................................. 8
Enter new faculty member....................................................... 9
Enter news item..................................................................... 11
Enter an event ....................................................................... 13
Enter new alumni................................................................... 16
Editing Data
Edit faculty entry .................................................................... 18
Edit news entry ...................................................................... 19
Edit event entry ..................................................................... 20
Edit alumni entry.................................................................... 21
Media Library
Uploading documents ........................................................... 22
Uploading images.................................................................. 26
Uploading header images ..................................................... 29
Content Editor Common Functions
Inserting links to web pages .................................................. 33
Inserting links to an email address ....................................... 35
Inserting links to a document ................................................ 37
Inserting images ................................................................... 41
“Padding” images ................................................................. 45
Padding adds space between text & images entries
Resizing Original Version images......................................... 47
Notes .................................................................................... 49
1 Introduction
What is Terminal Four?
Beginning in November 2014, Terminal Four became the web content
management system used by all academic departments at Sewanee.
This system allows you to enter new content and edit existing content
that appears to online visitors to your departmental web site.
While Terminal Four has the all of the necessary security features our
IT department demands and the advanced workflow procedures our
Communications department requires, Terminal Four’s most
important feature is the fact that it is simple to use. For content
contributors such as yourself this means that managing online
content is quick and easy. If you can create a document in a word
processing program then you can easily learn to create engaging
content in Terminal Four.
To enter content you will simply login to the desired web site (see
instructions on page 3) in order to access Terminal Four’s user
interface, which is appropriately named Site Manager. This manual
will assist you along the way, but help is available should you need it.
See page 6 for information on where to get additional assistance if
needed.
Look for ✔ HelpfulHints and callout boxes throughout the manual for
additional information intended to enhance your T4 experience.
Optimizing Your Department’s Online Presence
Keeping your web pages updated and creating regular news and
event entries in your department’s site is a great way to advertise and
promote your discipline. Remember, prospective students want to
see a department that is active and lively. If someone visits your site
and sees no upcoming, or recent, events, and there have only been
sporadic news entries spread out over a long period of time, your
department will not be appealing.
Keep in mind that midterms, comps, lectures, student presentations,
deadlines, class trips, etc. can all be entered as events. News
articles can pertain to student or faculty work that is published,
conferences attended, awards won, etc. Several small entries are
better than none because they show activity outside the classroom.
2 Site Structure
Each academic department’s web site consists of the same sections:
1. Home page (main landing page where all other sections are accessible from)
2. About page
6. Resources page
3. Courses page
7. Alumni page
4. Faculty & staff page
8. Programs of study
5. News page
9. Events
The English Department home page is shown below for reference.
Your department may have a slightly different layout, but the sections
will remain the same.
Academics
Link
2 3 4 5 6 7 1 8 9 From the department home page:
• Clicking on any of the sections (1-7) will direct you to that page.
• Content titles with gold-colored text (sections 8 & 9 or news
entries) will direct you to the detailed entry.
• Clicking on the Sewanee logo will direct you to the university
home page.
• There are links to other major university areas in the green box.
✔ HelpfulHint: To quickly navigate between different academic
department sites, click on the Academics link in the green box.
3 Getting Started
Login
1. Open your web browser and type in this address:
https ://cms.sewanee.edu/terminalfour/SiteManager
T4 is compatible
with all browsers!
✔ HelpfulHint: Bookmark this page for quick access in the future. To quickly
bookmark a page in any web browser hold down the Control button and press
the letter D if you are working on a PC; hold down the Command button and
press the letter D if you are working on a Mac.
2. Type your username – (email address prefix without
@sewanee.edu).
3. Type your password – same password you use for Banner.
✔ HelpfulHint: This username and password combination is the one you use to
login and enter payroll in Banner as well as accessing campus wi-fi on your
mobile devices, and computer access in the library so it is important to remember.
4. Click the login button.
If you do not have an account in T4 or need
access to additional departments, contact:
Bill McIndoo at ext. 1278 or whmcindo@sewanee.edu
4 Site Manager Home Screen
Once you login, the Show Site Structure screen will open (as seen
below).
Increase the size of the text
displayed in Site Manger.
Displays your
username.
Logout of Site
Manager here.
Click your
department name
to modify home
page content.
Click any
section to
modify content.
• The Site Structure screen is where you will access sections in
order to add, modify, or delete content.
• Sections are shown as folders just like those that you are most
likely familiar with from working in Windows Explorer on a PC,
or the Finder window on a Mac.
• Clicking on a folder will take you to a window that gives you
access to the individual entries in those sections.
5 The Site Structure Screen gives you two other options to access
sections in order to add, edit, or delete content.
(Option 1) Mousing your cursor over the gold dropdown menu buttons
located to the right of the folders will give you the options shown
below.
Dropdown
menu
In addition to the add, modify, and delete options, you can also click
“preview the section” which lets you see how your pages will appear
live.
✔ HelpfulHint: Banner images will not display in any preview window.
(Option 2) Mousing your cursor over the Content button will give you
the options shown below.
Content
button
In addition to the add, modify, and delete options, you can also click
the Site Structure button to quickly return to the Media Library screen
(covered on pages 22-29) where images and documents are stored.
✔ HelpfulHint: If you ever feel lost while navigating in Terminal Four, clicking the
Site Structure button will take you back to the Site Manager Home Screen.
6 Help Button & Where to Get Help
Mousing your cursor over the Help button will give you the options
shown below.
Help
button
Click...
• About Site Manager for general system information such as
what version of the software you are running.
• Community for T4 help.
The first time you access you must agree to terms of use.
There are training materials and videos you may find useful.
• Please DO NOT USE the Report an Error or Submit
Suggestion links as they will send any information entered
directly to T4. If you need to report an error, or have a
suggestion, contact Bill McIndoo at ext. 1278 or
whmcindo@sewanee.edu
For on campus help, please contact your assigned faculty support
person who can answer questions and assist you with entries.
•
•
•
•
•
Tim Garner – ext. 1487 or tegarner@sewanee.edu
Jean Ricketts – ext. 1488 or jrickett@sewanee.edu
Denise Davis – ext. 1940 or drdavis@sewanee.edu
Dorothy Gates – ext. 1909 or dcgates@sewanee.edu
Helen Stapleton – ext. 1468 or hfstaple@sewanee.edu
If you are not sure who your support person is, contact Tim Garner.
7 Entering Data
Department Responsibilities
It is a good idea to regularly review all of your online material to make
sure data is current. Since online visitors find outdated information
disorganized and irritating but see up-to-date information as
professional and engaging, it likely would be helpful for each area to
have a point-person designated to review content on a weekly basis.
There are four sections for departments to concentrate on for data
entry.
1. Faculty & staff page – Update changes at the beginning of each
semester so your site reflects current faculty.
✔ HelpfulHint: Establish a recurring date (such as the day after midterm grades
are due) at which faculty will be reminded to review and update their entries on. If
they mention in their bio that their book is due out in 2012 it will be obvious to
visitors that their information is outdated.
2. News page – Enter as many news items as you can to highlight
activity with students and faculty. Set a goal of a minimum of two
entries per month.
3. Events – Entries will automatically appear in the main Sewanee
calendar appearing on the University home page and be included
in the bi-weekly events email, so this is a great way to advertise to
the university community.
4. Alumni page – Showcase the accomplishments of previous
majors so that prospective students see the benefits of majoring
in your discipline.
This manual concentrates on these four sections, but the skills you
acquire can be applied to entries you make throughout Terminal Four.
Following the steps outlined in this manual will help you become
more proficient in your data entry. As you become more familiar with
Terminal Four you will find shortcuts faster than these steps that were
selected in order to expose you to the most commonly used features.
Templates have already been developed for each section so most of
your data entry will be similar to filling out fields in a form.
In each entry section you will also have access to a Main Body or
Content field where data is entered similar to creating a document in
a word processing program.
8 Content Editor Toolbar
The toolbar will give you similar options you are familiar using when
creating a document. Available buttons will be in color, and buttons
that are not available will be greyed out.
Toolbar
Bold
Italics
Formatting Style (eg
Paragraph, Heading 1,
Heading 2, etc...)
Abbreviation
Subscript/Superscript
Insert special
character
Enlarge Editor (Full
screen)
Cut
Copy
Insert Section Link
Paste
Insert Content Link
Paste from Plain Text
Insert Item from Media
Library
Select All
Insert Web Link (greyed
out until you highlight text
for linking)
Remove link (greyed out
until you highlight link text
for removing link)
Button
commands
Spell Check
Remove All Formatting
Insert New Table
Insert/edit anchors
Table row properties
Edit HTML Source
Table cell properties
Find
Find/Replace
Insert New Row
Before/After
Numbered Items/ Bulleted
Items
Decrease Indent/ Increase
Indent
Delete Row
Insert New Column
Before/After
Delete Column
Merge Cells/ Split
Cells
Undo/Redo
Horizontal rule
9 To Enter New Faculty-Member Data…
1. Go to the Site Structure screen as described on page 5.
2. Find the Faculty & Staff folder – look to the right side of the
screen.
3. Mouse cursor over the gold dropdown menu button.
4. Click on Add Content to open the window below.
5. Name – Enter the faculty member’s last name, then first name
(e.g., Doe, Jane) for alphabetical sorting on the live page.
6. First & Last Name – Enter as they should appear on the live page.
7. Title – Enter Professor of, Associate Professor of, etc.
8. Group – Leave empty.
9. E-mail Address – Check the online directory if you are not sure.
10. Introduction – Enter as follows: Office location / phone ext.
11. Image – click the Choose File box and a finder window will open
that allows you to search your computer for the faculty image you
would like to add. Once you locate and click on the image you
want you can then click the Open or Save button in the bottom
10 right of the finder window to select your image and return to the
Add Content screen shown above.
✔ HelpfulHint: For consistency, crop headshots to 150 pixels wide by 225 pixels
tall before uploading to T4 in Photoshop or other photo editing software.
12. Content – begin the first line with a link to individual’s e-mail
address, hit enter, and then enter the biographical information.
Links to documents, web sites, and additional pictures can be
included.
✔ HelpfulHint: Have members look at other faculty entries for bio ideas.
Scroll down past content and you will see the remaining fields.
Add
Button
13. Degrees – Enter all on one line using this format:
B.A., University of [X]; M.A., University of [Y]; Ph.D., University of [Z]
14. Areas of Expertise – Optional field.
15. Faculty or Staff – Check the appropriate selection.
16. Graduation Year – Optional field.
17. Mouse cursor over the arrow in the Add button and move down to
click Add and Approve once you have entered all the necessary
information and are satisfied with the entry. If you are not done,
and need to finish later, click Save as Draft.
✔ HelpfulHint: Click on the preview button to see how the entry will appear on the
live web page. Your entry preview will open in a new browser window.
Your entry will appear on the live department page after IT carries out
the next update of submitted information; this happens twice daily at
7 a.m. and 7 p.m.
11 To Enter News Item…
1. Go to the Site Structure screen as described on page 5.
2. Find the News folder – look to the right side of the screen.
3. Mouse cursor over the gold dropdown menu button.
4. Click on Add Content to open the window below.
5. Name - This name for the news item will only be used for sorting
purposes in Site Manager and will not be seen on the live page.
You may choose to use the same text for Name and Title.
6. Title – This will be the visible title, or headline that visitors to your
page will see. Try to keep the title short and to the point, yet
catchy so that it will interest visitors.
Poor example: Professor Smith went to the meeting of English
faculty at Tech University to discuss new teaching styles
Good example: Professor Smith addresses faculty at Tech
12 7. Teaser – Short, 2-3 sentence lead-in to your news item. It will be
displayed on your department home page and is meant to entice
visitors to click on the full news link.
8. News Image – If available, select an image from the Media
Library (see page 26).
9. Release Date – This will automatically populate with current date.
10. Main Body – start by copying and pasting your teaser into the
main body section and hit enter. This will allow visitors who click
on the full news link to see the entire story, including the teaser.
Now you can enter the main part of your story. Links to
documents, web sites, and additional pictures can be included in
the main body.
11. Category – this will generally be academics, but if your entry is
discussing a performance of some kind (play, concert, etc.) you
might also choose arts & entertainment.
✔ HelpfulHint: More than one selection can be made so a news item could be
regarding academics as well as arts & entertainment.
12. Options tab – click this tab (A) at the top of the entry screen and
your window will appear like the screen shot below. Click inside
the Publish Date box (B) and from the calendar window that
opens, select Today (C)
✔ HelpfulHint: You could select a date in the future if you wanted the item to not
appear on your web page until the selected later date.
A
B
C
16. Mouse cursor over the arrow in the Add button and move
down to
click Add and Approve once you have entered all the necessary
information and are satisfied with the entry. If you are not done,
and need to finish later, click Save as Draft.
Your entry will appear on the live department page after IT carries out
the next update of submitted information; this happens twice daily at
7 a.m. and 7 p.m.
13 To Enter an Event…
1. Go to the Site Structure screen as described on page 5.
2. Find the Event folder – look to the right side of the screen.
3. Mouse cursor over the gold dropdown menu button.
4. Click on Add Content to open the window below.
5. Name – This name for the event item will only be used for sorting
purposes in Site Manager and will not be seen on the live page.
You may choose to use the same text for Name and Title.
✔ HelpfulHint: Beginning the name with the date of the event in this format
(yyyy/mm/dd) will help you quickly locate the entry if a modification is needed.
6. Title – This will be the visible event title that visitors to your page
will see. Try to keep the title short and to the point, yet catchy so
that it will interest visitors.
7. Start & End Date – Both will be the actual date of the event.
8. Recurs Every – From the drop down list change the selection to
NEVER for single events. If this will be a recurring event, select
from the other available choices and select an end date.
✔ HelpfulHint: Recurring events will have the identical content for each one.
9.
Ad-hoc Recurrence – Do not use; this feature will not work.
14 10. Brief Description – Short, 2-3 sentences, description of your
event. It will be displayed on your department home page and is
meant to entice visitors to click on the full event link.
11. Description – Start by copying and pasting your brief description
into the description section and hit enter on keyboard. This will
allow visitors who click on the full event link to see all the event
information, including the brief description. Now you can enter
the main information regarding your event. Links to documents,
web sites, and additional pictures can be included in the
description.
Scroll down past description and you will see the remaining fields.
12. Event Image – If available, select an image from the Media
Library (see page 26).
13. Event Time – Enter start time (e.g., 4:30 p.m.).
14. Venue – Enter the location (e.g., Convocation Hall).
15. Organizer – Optional field.
16. Event Category – This will generally fall under the academics
category for lectures, but if your event is a performance of some
kind (play, concert, etc.) you might also choose arts &
entertainment.
✔ HelpfulHint: More than one selection can be made, so an event could be listed
under academics as well as arts & entertainment.
15 17. Options tab – click this tab (A) at the top of the entry screen and
your window will appear like the screen shot below. Click inside
the Publish Date box (B) and then select Today (C) from the
calendar window that opens.
✔ HelpfulHint: You could select a date in the future if you wanted the event to not
appear on your web page until the selected later date.
A
B C
18. Once you have entered all the necessary information and are
satisfied with the entry, mouse cursor over the arrow in the Add
button and move cursor down and click Add and Approve. If
you are not done and need to finish later, click Save as Draft.
Your entry will appear on the live department page after IT carries out
the next update of submitted information; this happens twice daily at
7 a.m. and 7 p.m.
16 To Enter New Alumni…
1. Go to the Site Structure screen as described on page 5.
2. Find the Alumni folder – look to the right side of the screen.
3. Mouse cursor over the gold dropdown menu button.
4. Click on Add Content to open the window below.
5. Name – Enter the alum’s last name then first name (e.g., Doe,
John) for alphabetical sorting on the live page.
6. First & Last Name – Enter as they should appear on the live page.
7. Image – select individual’s picture from the Media Library (see
page 26).
✔ HelpfulHint: For consistency, crop headshots to 150 pixels wide by 225 pixels
tall before uploading to T4 in Photoshop or other photo editing software.
8. Intro – Short, 2-3 sentence description of the alum’s
accomplishments since graduation. It will be displayed on your
department’s alumni page and is meant to entice visitors to click
on the full description link.
9.
17 Description – Enter their biography/accomplishment information.
Links to documents, web sites, and additional pictures can be
included.
10. Options tab – click this tab (A) at the top of the entry screen and
your window will change to the screen shot below. Click inside
the Publish Date box (B) and then select Today (C) from the
calendar window that opens.
A
B C
11. Mouse cursor over the arrow in the Add button and move
down to
click Add and Approve once you have entered all the necessary
information and are satisfied with the entry. If you are not done,
and need to finish later, click Save as Draft.
Your entry will appear on the live department page after IT carries out
the next update of submitted information; this happens twice daily at
7 a.m. and 7 p.m.
18 Editing Data
Edit a Faculty Entry
Faculty entries should be updated occasionally or deleted when
faculty members no longer teach in your department.
1. Go to the Site Structure screen as described on page 5.
2. Find the Faculty & Staff folder – look to the right side of the
screen.
3. Mouse cursor over the gold dropdown menu button.
4. Click on Modify Content to open the window below.
5. Click the entry (faculty name) you would like to edit.
6. The same screen will open that you previously made the entry in,
and now you can make the necessary changes.
7. From the Update button choose Update and Approve.
Delete an entry – mouse cursor over the gold dropdown menu
button to the right of the faculty member’s name. From the drop
down list click Delete.
The entry will remain in the list, but the status will change from
Approved to Inactive and the entry will no longer be visible on the live
listing of faculty.
19 Edit a News Entry
News entries might need to occasionally be updated.
1. Go to the Site Structure screen as described on page 5.
2. Find the News folder – look to the right side of the screen.
3. Mouse cursor over the gold dropdown menu button.
4. Click on Modify Content to open the window below.
5. Click the entry (news item) you would like to edit.
6. The same screen will open that you previously made the entry in,
and now you can make the necessary changes.
7. From the Update button choose Update and Approve.
Delete an entry – Mouse cursor over the gold dropdown menu
button to the right of the name of the news entry. From the drop
down list click Delete.
The entry will remain in the list, but the status will change from
Approved to Inactive and the entry will no longer be visible on the live
listing of news items.
20 Edit an Event Entry
Event entries might need to occasionally be updated.
1. Go to the Site Structure screen as described on page 5.
2. Find the Events folder – look to the right side of the screen.
3. Mouse cursor over the gold dropdown menu button.
4. Click on Modify Content to open the window below.
5. Click the entry (event) you would like to edit.
6. The same screen will open that you previously made the entry in,
and now you can make the necessary changes.
7. From the Update button choose Update and Approve.
Delete an entry – Mouse cursor over the gold dropdown menu
button to the right of the name of the news entry. From the drop
down list click Delete.
The entry will remain in the list, but the status will change from
Approved to Inactive and the entry will no longer be visible on the live
listing of news items.
21 Edit an Alumni Entry
Alumni entries might need to occasionally be updated.
1. Go to the Site Structure screen as described on page 5.
2. Find the Alumni folder – look to the right side of the screen.
3. Mouse cursor over the gold dropdown menu button.
4. Click on Modify Content to open the window below.
5. Click the entry (alum) you would like to edit.
6. The same screen will open that you previously made the entry in,
and now you can make the necessary changes.
7. From the Update button choose Update and Approve.
Delete an entry – Mouse cursor over the gold dropdown menu
button to the right of the name of the news entry. From the drop
down list click Delete.
The entry will remain in the list, but the status will change from
Approved to Inactive and the entry will no longer be visible on the live
listing of Alumni.
22 Media Library
Uploading Documents
Content editor gives you the ability to insert links to documents into
entries. These could be faculty CV’s, class syllabi, or any other
pertinent documents. Before they can be linked they must first be
uploaded to the Media Library.
1. Go to the Site Structure screen as described on page 5 and then
mouse cursor over the Content button. From the dropdown
menu that appears below click on Media Library.
Click
Here
The Media Library home screen will open and you will immediately
notice that there is way more information there than what you need.
Click
Here
23 2. Next to the Academics folder on the left, click the Small + Sign.
This will expand the folder to show a list of the academic
department folders shown in the next screen shot.
Dept.
Listings
Click
Dept.
Name
3. Scroll down to your academic department and click on the
name next to the folder, in this case English. This will narrow
your choices to the content pertaining to your department only
as seen below.
24 4. Click the Add Media button to open the window shown in the next
screen shot.
Click
Here
5. Name – the name you enter here for the document will be used for
sorting purposes in the Media Library AND it will also be displayed
on the live web page wherever you insert a link to this document.
✔ HelpfulHint: Give the document a name that will make sense in the context it is
being used on your web page. “English 101 Sample Syllabus” is simple and to
the point. It will be easier for a visitor to understand what the link is for as
opposed to the name“Syllabus Advent Semester 2014 ENG 101.
6. Description – (optional) enter a brief description to help you
distinguish the content of the file.
7. Keywords – (optional) if used can help you locate files quickly. If
you entered “syllabus” for all syllabi you add to the media library
you could later search for that keyword.
8. Syntax Type – leave blank.
9. Media – click the Choose File box and a finder window will open
that allows you to search your computer for the file you would like
to add. Once you locate and click on the file you want you can
then click the open or save button in the bottom right of the finder
window to select your document and return to the Add Media
screen shown above.
✔ HelpfulHint: The “no file selected’ text will now be replaced with your files
name allowing you to make sure you have the correct one.
25 10. You do not have to make any other selections as far as the
Syntax type, Hide syntax highlighting, Thumbnail, and Media
Language Dependence choices.
11. Click the Add button and your document will now appear in your
list of available media items.
Click
Here
12. By clicking the lines or the squares in the top right hand corner
(as seen below) you can choose to view items in your Media
Library either in a list view or a thumbnail view.
List or
Thumbnail
View
26 Uploading Images
Content editor gives you the ability to insert images in your entries.
Before an image can be inserted it must first be uploaded to the
Media Library.
1. Go to the Site Structure screen as described on page 5 and then
mouse cursor over the Content button. From the dropdown
menu that appears below click on Media Library.
Click
Here
The Media Library home screen will open and you will immediately
notice that there is way more information there than what you need.
Click
Here
27 2 Next to the Academics folder on the left, click the Small + Sign.
This will expand the folder to show a list of the academic
department folders shown in the next screen shot.
Dept.
Listings
Click
Dept.
Name
3 Scroll down to your academic department and click on the
name next to the folder, in this case English. This will narrow
your choices to the content pertaining to your department only
as seen below.
Click
Add
Media
28 4. Click the Add Media button to open the window shown in the next
screen shot.
Choose
Image
Click
Here
5.
Name – the name you enter here for the image will be used for
sorting purposes in the Media Library.
6.
Description – (optional) enter a brief description to help you
distinguish the content of the image.
7.
Keywords – (optional) if used can help you locate images quickly.
If you entered “student” for all student pictures you add to the
media library you could later search for that keyword.
8.
Type – for all images click the Image media type.
9.
Media – click the Choose File box and a finder window will open
that allows you to search your computer for the image you would
like to add. Once you locate and click on the image you want you
can then click the open or save button in the bottom right of the
finder window to select your image and return to the Add Media
screen shown above.
10. You do not have to make any other selections as far as the
Syntax type, Hide syntax highlighting, Thumbnail, and Media
Language Dependence choices.
11. Click the Add button and your image will now appear in your list
of available media items.
29 Uploading Header Images
Header images display across the top of all department pages.
Special consideration needs to be given to these images due to their
size. Images should be cropped to 1500 pixels wide by 250 pixels tall
before uploading to T4 in Photoshop or other photo editing software.
1. Go to the Site Structure screen as described on page 5 and then
mouse cursor over the Content button. From the dropdown
menu that appears below click on Media Library.
Click
Here
The Media Library home screen will open and you will immediately
notice that there is way more information there than what you need.
Click
Here
2. Next to the Academics folder on the left, click the Small + Sign.
This will expand the folder to show a list of the academic
department folders shown in the next screen shot.
30 Dept.
Listings
Click
Dept.
Name
3. Scroll down to your academic department and click the Small +
Sign next to the folder, in this case English. This will expand
the folder to show additional selections as seen below. Click on
Headers.
Click +
Sign
Click
Headers
31 4. Click the Add Media button to open the window shown in the next
screen shot.
Choose
Media
Path
Click
Here
5.
Name – the name you enter here for the header will be used for
sorting purposes in the Media Library.
6.
Description – (optional) enter a brief description to help you
distinguish the content of the image.
7.
Keywords – (optional) if used can help you locate images quickly.
8.
Type – for all header images you must click the Media Path
media type.
✔ HelpfulHint: Media Path will only be used for header images.
9.
Media – click the Choose File box and a finder window will open
that allows you to search your computer for the header image
you would like to add. Once you locate and click on the image
you want you can then click the Open or Save button in the
bottom right of the finder window to select your image and return
to the Add Media screen shown above.
10. You do not have to make any other selections as far as the
Syntax type, Hide syntax highlighting, Thumbnail, and Media
Language Dependence choices.
11. Click the Add button and your header image will now appear in
your list of available headers.
Contact your faculty support person (see page 6) for assistance with
header images if you have any questions.
32 Content Editor Common Functions
In each section (as described on page 2) you will have access to a
Main Body or Content field where the content editor (seen below)
gives you the ability to manipulate text similar to creating a document
in a word processing program.
While you are most likely familiar with the majority of these functions
such as cut, copy, paste, etc., there are some helpful features
covered in the following pages that allow you to easily add flair and
advanced functionality to your entries.
See page 8 for a detailed list of toolbar functions available to you.
✔ HelpfulHint: Most fields limit you to simply entering text. Only where the field
contains the Content Editor (as seen below) will you have access to these
advanced functions.
Toolbar
Functions
33 To Insert a Link to a Web Page…
In the example below we are entering a news story and we want to
provide a link that a visitor can simply click on in order to obtain
additional information regarding the topic of the story; The Sewanee
Review.
1. In the Main Body or Content field enter your desired text.
2. Mouse cursor to the text you want to link and then click and hold
your mouse down while dragging the cursor across the text. The
text will now be highlighted and the Insert Web Link button will
now be available for use.
Insert
Web Link
Button
Highlight
Text
3. Click the Insert Web Link button and the window below will open.
Copy & Paste
Web Address
Here
Click Open
in New
Window
Click
Insert
34 4. In the Link URL field copy and paste the web address of the page
you want visitors to go to when the link is clicked on.
✔ HelpfulHint: Web addresses can be difficult to type accurately. Copying and
pasting the web address will make sure your link works properly.
5. In the Target field click on the small up and down arrows to the
right of the field and then click on Open in New Window.
✔ HelpfulHint: Having a link open in a new window will make it easier for a visitor
to remain on your web page even after they have visited the link you supplied.
6. Click the Insert button on the bottom left and the Insert/Edit Link
window will close. Your linked text will now display in blue and be
underlined as seen below.
Text Is
Now
Linked
Add
Button
7. Mouse cursor over the arrow in the Add button and move down to
click Add and Approve once you have entered all the necessary
information and are satisfied with the entry.
Your entry will appear on the live department page after IT carries out
the next update of submitted information; this happens twice daily at
7 a.m. and 7 p.m.
On the live page when a visitor clicks on the linked text a new window
will open up displaying The Sewanee Reviews’ web page.
35 To Insert a Link to an Email Address…
In the example below we want to direct visitors to contact Professor
Jane Doe for any questions they might have regarding the topic of the
story; The Sewanee Review fall open house.
1. In the Main Body or Content field enter your desired text.
2. Mouse cursor to the text you want to link and then click and hold
your mouse down while dragging the cursor across the text. The
text will now be highlighted and the Insert Web Link button will
now be available for use.
Insert
Web Link
Button
Highlight
Text
3. Click the Insert Web Link button and the window below will open.
Ener Email
Address Here
Click
Insert
36 4. In the Link URL field enter the email address of the person you
want visitors to contact when the link is clicked.
5. Click the Insert button on the bottom left and a message will
appear that reads “The URL you entered seems to be an email
address. Do you want to add the required mailto: prefix?”
6. Click OK or Yes and the Insert/Edit Link window will close. Your
linked text will now display in blue and be underlined as seen
below.
Text Is
Now
Linked
Add
Button
7. Mouse cursor over the arrow in the Add button and move down to
click Add and Approve once you have entered all the necessary
information and are satisfied with the entry.
Your entry will appear on the live department page after IT carries out
the next update of submitted information; this happens twice daily at
7 a.m. and 7 p.m.
On the live page when a visitor clicks the linked text their email
program will open up a new email message that is already addressed
to the contact person.
37 To Insert a Link to a document…
In the example below we want to offer visitors an opportunity to view
a class syllabus for one of Professor Jane Doe’s classes.
1. In the Main Body or Content field enter your desired text.
2. Mouse cursor to the text you want to link and then click and hold
your mouse down while dragging the cursor across the text. The
text will now be highlighted.
Highlight
Text
Insert
Media
Button
3. Click the Insert Media button and the Media Library window as
seen below will open.
Dept.
Listings
Click
Dept.
Name
38 4. Next to the Academics folder on the left, click the Small + Sign.
This will expand the folder to show a list of the academic
department folders.
5. Scroll down to your academic department and click on the name
next to the folder, in this case English. This will narrow your
choices to the content pertaining to your department only as seen
below.
Add
Media
Button
Available
Media
Files
6. Scroll through the media files available to locate the file you want
to insert.
✔ HelpfulHint: If you have not already uploaded your file to the Media Library
click the Add Media button and follow the instructions on page 22 to do so now.
7. Click the Filename of the document you would like to link to and
the window below will open.
Click
Select
8.
39 Click Select and your linked text will now display in blue and be
underlined as seen in the next screen shot.
Text Is
Now
Linked
Notice that the text we highlighted in Step 2 has now been replaced
by both the link and the name of the file we just linked to. English 789
Advent 2014 Syllabus is probably too descriptive for our purposes,
but we can edit the link to match our text.
9.
Mouse cursor to the text that contains our new link and then click
and hold your mouse down while dragging the cursor across the
text. The text will now be highlighted.
10. Right-click your mouse while on the highlighted text and the Edit
Media Attributes box will open as seen in the screen shot below.
Edit
Media
Attributes
40 11. Click Edit Media Attributes and the window in the next screen
shot will open where we can edit the text to our linked document.
Type
New Link
Name
Click
Update
12. Type a new name for the link that will more closely match the
text you have entered in Content Editor. In this case we will
change the name to “Class Syllabus” as we originally had called
the link in step 2.
13. Click Update. Now our link is still active and the text displayed to
visitors will flow naturally when read.
Updated
Active
Link
Add
Button
14. Mouse cursor over the arrow in the Add button and move down
to click Add and Approve once you have entered all the
necessary information and are satisfied with the entry.
Your entry will appear on the live department page after IT carries out
the next update of submitted information; this happens twice daily at
7 a.m. and 7 p.m.
On the live page when a visitor clicks the linked text they will see a
copy of Professor Doe’s class syllabus.
41 To Insert an Image…
In the example below we want to add an image of William
Shakespeare to our text since the topic refers to his work.
✔ HelpfulHint: Images used online must not violate any copyright laws. A good
practice is to do an image search from Google.com and under Search Tools
select “Labeled for noncommercial reuse” for any images you use online.
Search
Tools
1. In the Main Body or Content field enter your desired text.
2. Mouse cursor to the beginning of the first row of text and click
before the first letter. You should see a flashing cursor symbol.
Now click the Insert Media button and the Media Library window
as seen below will open.
Dept.
Listings
Click
Dept.
Name
3. Next to the Academics folder on the left, click the Small + Sign.
This will expand the folder to show a list of the academic
department folders.
42 4. Scroll down to your academic department and click on the name
next to the folder, in this case English. This will narrow your
choices to the content pertaining to your department only as seen
below.
Add
Media
Button
Available
Media
Files
5. Scroll through the media files available to locate the image you
want to insert.
✔ HelpfulHint: If you have not already uploaded your image to the Media Library
click the Add Media button and follow the instructions on page 26 to do so now.
7. Click the Filename of the image you would like to insert and the
window below will open.
8. Choose either Original Version or News Image (resized) by
clicking the small circle corresponding to your choice.
✔ HelpfulHint: The Original Version of your image could be larger than you
would like so selecting News Image is usually a safe choice. Note: If you select
the Original Version option you can resize the image once it is inserted in
Content Editor. If you choose the News Image option you cannot adjust the size.
43 9. Click Select and your image will now be displayed along with your
text as seen in the screen shot below.
10. The image is positioned at the beginning of our text, but we would
like for the text to “wrap” around the image much like you would
see in a newspaper or magazine. Mouse cursor over any part of
the image and Right Click. The popup box shown in the screen
shot below will appear.
Right Click
Image for
Popup Box
44 11. Mouse cursor to the popup box and click Edit Media Attributes.
Click
Here
12. After clicking Edit Media Attributes the following popup box will
open.
Type Left
or Right for
Image
Display
Click
Update
13. The Border, Margin, and Display fields can all be left blank.
14. In the Float field type the word Left or Right, depending on which
side of the text you want your image to display.
15. Click Update.
If we took no further steps our image would appear on the left side of
our text as seen in the next screen shot. This is looking better, but
notice that there is no space between the text and our image. This
makes reading lines of text difficult so we need to add some space
using the Padding field which is covered next.
45 “Padding” Images
Padding adds space between text and images in entries. As you can
see in the screen shot below without space between our text and our
image the lines of text are difficult to read.
No
Space
Between
1. Mouse cursor over any part of the image and Right Click. The
popup box shown in the screen shot below will appear.
Click
Here
2. Mouse cursor to the popup box and click Edit Media Attributes.
3. After clicking Edit Media Attributes the Set Media Attributes
popup box that we previously worked in to align our image to the
left will open.
✔ HelpfulHint: You can align your image and add space using the Padding field
in one step to save time.
46 Padding
Entry of 4
Numbers
Click
Update
4. To add space between text and images you must enter four
numbers as seen in the Padding field above.
✔ HelpfulHint: You must enter four numbers – use a 0 (zero) where no space is
needed. You must also enter px (for pixels) next to number values greater than 0.
Reading from left to right, what do these four numbers do?
1st number places space at the Top of the image.
2nd number places space to the Right of the image.
3rd number places space at the Bottom of the image.
4th number places space to the Left of the image.
Our Padding entry above 0 10px 5px 0 would translate to:
1st number = 0 – no space at the top.
2nd number = 10 pixels of space to the right of the image.
3rd number = 5 pixels of space at the bottom of the image.
4th number = 0 – no space to the left.
✔ HelpfulHint: 10 and 5 pixels are a good “average” to use, but you can use
different values if you like. Also, remember to change your values if you would
like your image to display on the right side of the text.
4. Click Update.
In the next screen shot you can see how “Padding” the image has
provided the necessary space to make our text both easier to read
and given us a more professional looking web entry.
47 Resizing Original Version Images
If you selected the Original Version of your image from the Media
Library (see page 42) you may find it necessary to adjust the image
to a larger or a smaller size. This can easily be accomplished in
Content Editor.
1. Mouse cursor over image and click anywhere inside the image.
Drag This
Box to Adjust
Image Size
2. Notice the image is now highlighted and there are small boxes
around the perimeter of the image.
3. Mouse cursor over the lowest corner box closest to the text and
you will notice that your cursor turns into an arrow.
4. While holding your mouse down in the click position drag the box
to adjust the size of the image to a larger or smaller size.
5. Click Update.
48 Notice in the screen shot below how different the web entry appears
with the larger Original Version image as opposed to the top screen
shot on page 47 that uses the News Image choice when the image
was originally selected.
In the web entry above the image is so large that it distracts from the
text. You may wish to experiment with using Original Version
images and resizing them, but selecting the News Image choice
when inserting images is usually the safest choice.
49 Notes:
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