all tips in one document

Web Content Management System
Quick Reference Guide
LOGIN
SITE ACTIONS BUTTON
Scroll to the bottom of any page on the Grenfell Campus website.
Click the “Login” button in the bottom right corner.
Enter your Grenfell username and password
If you are not on campus you must enter swgc\ before your username.
The “Site Actions” button is the editing hub of the Sharepoint
Web Content Management System.
Depending on the level of permissions you have on the site,
your “Site Actions” will display different items. The view displayed
here is the top-level administration view
Once you have logged in you will see a navy blue bar with “Site Actions” on the left
and your name on the right.
Browse to the site you want to edit by entering the address in the address bar or by
navigating through the site.
ACCESSING THE SHAREPOINT CONTENT EDITOR
Click “Site Actions”
Click “Edit Page” or “Show Ribbon” NOTE: The “Ribbon” is the editing toolbar of
the system
The ribbon includes all of the standard text formatting tools.
It has four “tabs” by default. “Browse”, “Page”, “Format Text” and “Insert”. The
“Format Text” and “Insert” tabs are open.
“Format Text” is used to format any text that is typed on the page.
Switch to the “Insert” tab to insert tables, pictures, links and files.
Click anywhere in the area marked “Page Content” and start editing the text.
You can add images, tables, format text , add headers.
If you require scripts please contact the helpdesk.
You cannot edit the menu from here.
EDITING HTML
Edit Page: This button will open up the Content Editor for use.
Show Ribbon: The “Show Ribbon” button will display the editing
ribbon, but not open the page for editing.
Sync to Sharepoint Workspace: This button will create a copy
of the site on your computer. We do not use Sharepoint Workspaces.
New Page: creates a new page within the current site. Note:
your base site will be setup upon request. New pages and
navigational menu items can be requested as needed.
New Document Library: creates a new library within the site
so you can store images, documents, files and other items. On
initial setup libraries are created for Pages, Images and Documents.
Additional libraries can be created upon request.
New Site: creates a new sub-site of the current site. Only recommended
if absolutely required. If you require a new sub-site,
please submit a request to the Computing and Communications
Help Desk.
More Options: This will allow you to do all of the above.
Manage Content and Structure: opens the site base infrastructure.
Not to be used for general editing purposes.
View All Site Content: opens the content workspace. Can be
used for editing lists and uploading documents to the site.
Edit in Sharepoint Designer: not enabled.
Click “Site Actions”
Select “Edit Page”
From the Editing Ribbon:
Click “HTML”
Click “Edit HTML Source”
LEAVE THE WINDOW OPEN
Paste the HTML into an editing program
such as Expression Web.
Make the required edits.
Copy and Paste HTML Code into the window.
Site Permissions: only available to site administrators to grant,
edit and deny access to the site.
Site Settings: used to edit the navigational menu items and
other site features, such as layout template, site name, etc. It is
recommended to submit a help desk ticket to make changes to
navigational menu items or other features under this menu
option.
NOTE: The CMS HTML Content Editor is NOT
formatted.
Click “OK”
To edit HTML Content:
Copy the HTML Code
MORE QUICK STEPS
ON REVERSE

EDITING THE FACULTY and COURSE DESCRIPTION LISTS
The Courses and Faculty & Staff pages pull their displayed information from a preformatted
Sharepoint list. These lists are found in the work area of Sharepoint and can
be very simple to edit.
Lists do not need to be checked out or published to go live. Once the change is made,
it goes live immediately.
Follow the steps below to open and edit these lists:
To edit the Course Descriptions and the Faculty & Staff lists, click:
“Site Actions > View All Site Content”.
You will see the “Courses” and “Faculty and Staff” lists.
Click the list you want to edit.
To edit, select the item and click “Edit Item”.
This will open the item in a new window for editing.
When finished click “Save”.
To edit multiple items at once click “List” at the top of the toolbar ribbon.
Click the button labeled “Datasheet View”.
This will display all of the items in a view similar to a spreadsheet.
You can make multiple updates in one session without having to open and save
each one individually.
Changes are saved automatically and go live instantly.
CHECK‐IN and SAVE
On the Toolbar Ribbon you will see two buttons.
“Save & Close”
“Check in”
Under “Save & Close”…
“Edit” (disabled)
“Save & Close”—will save the content and close the editor.
“Save & Keep Editing”—will save your content and keep the editor open.
“Stop Editing”—will close the content editor and discard any changes.
Under “Check In”…
“Check Out” (disabled)
“Check In”—will save the content, close the content editor and make the content
available live on the website. NOTE: For other people to edit the content, it
must be checked in.
“Discard Check Out”—discards the check out and reverts back to the previous
version of the content.
“Override Check Out”—only available if content is checked out by someone
else for editing. This will check the content in AND discard any changes made by
the other person.
IMPORTANT NOTE:
Choosing “Check-In” will make the content available on the live website immediately.
This version of the Content Management System does not have an option to “Publish”.
UPLOADING DOCUMENTS
Click “Site Actions”
Click “View All Site Content”
Select “Documents” from the “Documents Libraries” list
Click “Upload Document”
Select either “Upload Document” to upload one file or “Upload Multiple
Documents” to upload multiple files.
TIP: Online documents should be accessible but “locked” from being edited.
Use Adobe PDF’s where possible.
Enter “Title” for the file (the “Name” will already be filled in).
Do not make any changes to the “Scheduling Start Date” and
“Scheduling End Date”.
Click “Check In” to check the file in so its available live.
Click “Save” to save the file but not check it in.
TIP: To update a file that already exists, make sure the file is:
Checked Out on the CMS.
The filenames match.
UPLOADING PICTURES
With the CMS Editor open:
Click the “Insert” tab
Click “Picture”
Choose the insert option “From Address:”, “From Computer” or “From Sharepoint”
If uploading from the “Images” library in Sharepoint click “From Sharepoint”.
With the browse files box open:
Use the left pane to browse the CMS Directory
Use the right pane to select and insert your image. Click “OK”
When you insert an image, a new tab opens on the ribbon called “Picture
Tools”
Use this tab to adjust the picture size, add spacing, create alt text, adjust position,
add borders… etc.
You can also upload images by:
Clicking “Site Actions”
Clicking “View All Site Content”
Clicking “Images” under the Documents Library
Clicking “Upload Document” and select either “Upload Document” or “Upload
Multiple Documents”
If you require a “new page” created or edits to the navigation
menu, please submit a ticket to the Computing and
Communications Help Desk ( helpdesk@grenfell.mun.ca)