Importing images and files

Almost every department has at least a few existing web pages or electronic documents to copy and paste into LCMS. Your first step in converting content to the new management system is importing and renaming any images (typically JPG or GIF images) and files (for example, PDF or DOC files that a user might download) from your existing web pages. First, download the files to a folder on your computer by clicking links on your current web page.

Find the appropriate folder (“images” or “Workgroup Shared Folder") in Site Studio and select the Import link to bring up the File Selection screen shown below:

Step 1: Importing files and images into the Content Management System

Clicking “Add Files” prepares your file to be imported. You can add multiple files or entire folders to the list. After clicking the “Next” button you have the opportunity to rename files. Naming is important because it allows other users to find files by searching. You might consider adding other information to file names to make updating the web page easier in the future. An ideal file name would include a functional description, a date, and the width of an image. For example, a photo of Joe Smith at Commencement 2004 could be named:

JoeSmithCommencement_2004_300.jpg

 This file name indicates a functional description, a year, and the width of the image in pixels. The image width lets you know whether an image will fit in various positions on your web page. Including this information in a file name will make it much easier to reposition or replace an image later.

Use this screen to change file names for easier identification

Image size

LCMS web pages have been designed to accommodate images within certain size limitations. Since page layouts are columnar, images that are too wide will cause distortion. For pages with a two column layout, an image cannot exceed 500 pixels wide. For pages with a three column layout, an image inserted in the middle column cannot exceed 340 pixels wide. An image inserted in the right hand column cannot exceed 140 pixels wide. Images for Faculty Bio pages should always come from University Communications to ensure consistent size and quality.

Width recommendations for images:

• thumbnail = 100 pixels wide

• medium = 300 pixels wide

• large = 400 pixels wide

Creating a Blank Page

Once your images and files have been imported you can begin piecing together a new web page. From within your Webview select “New Document”. After a few steps, you will have a blank template in which to paste content and insert images.

Choose a functional name for each of your web pages

Pick a functional file name and title for each new document. For example, if this web page will contain the March 2002 e-Parent Newsletter, name the file:

eParentNewsletter_032002

Functional, consistent file names and titles will allow other users to find pages more easily both via the LCMS search tool and by simply looking at a list of files. Please note that the title chosen here is not the page title used by search engines like Google, but a title for use only within the LCMS.

Selecting a Layout

The last step in creating a new document is Layout selection. Most Webviews will have three layouts. These represent the different levels of depth where your web pages reside. A convention has been established for the design and colors of each level across all campus web pages within LCMS. By adhering to this convention you will automatically create a professional look that is consistent with other campus web pages. For example, level one pages (usually just the index page) will use a 3-column layout. Level 2 pages (usually those linked from the Navigation) will use a 2-column level 2 layout. Level 3 pages (linked from level 2 pages) will use a 2-column level 3 layout.

Choose a layout based on the location of the page in your website hierarchy

Adding a page title

Page titles are a very important and often overlooked component of web page creation. Page titles are viewed at the top of any page you might browse. They are also used by search engines such as Google when formatting search results. Here is an example of a well constructed page title:

An example of a quality page title.

All page titles automatically include “Illinois Wesleyan:” at the beginning of your title. Simply add a clear, concise description of the page in order to adequately identify our web pages in search engine results. The LCMS editor has a text box in the upper left corner to enter a page title:

The title zone box can be easy to miss.

Pasting existing web content

In order to copy and paste your existing web content into LCMS you will need to create a new blank page. Navigate to the appropriate Webview or folder and select the New Document link. Open a second web browser window to select and copy existing content. You can also cut and paste content from other applications such as Word or Excel (as long as the content is plain text only – no images – with minimal formatting).

Highlight text from an existing document and select Copy

Paste as Plain Text

In certain cases, a copy and paste will bring along unwanted formatting artifacts from the source document. This means that there is some extra code behind the scenes that may cause your page to render incorrectly when viewed by users on the Internet. If this is the case, choosing Paste as Plain Text when copying text into a new web page will strip out the extra code, but will require you to go back and recreate formatting and links.

Switch  to the LCMS editor window and select Paste or Paste as Plain Text from the Edit menu.

Your content has been pasted and is ready for styles, images, and links.

Saving Your Document

Once you have done some work in a new LCMS document, it is a good idea to save it. You should use the gray "Save" button at the bottom or top of the LCMS editor window.

LCMS Editor Save Button

Once your file has been saved, LCMS will take you back to your current Webview or folder in Site Studio. You can click "Edit" to do begin formatting your document and to insert pictures and links.

If you need additional assistance, please call the Information Technology Services Help Desk at 309-556-3900, e-mail it@iwu.edu, or use the online support request form (on-campus or via campus proxy server only).