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Schools Website Service user guide

SWS user guide

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The School Website Service user guide


Welcome and thank you for choosing to use the School Website Service to look after your website. This user guide is designed to help you develop your school website and keep it up-to-date.

All this can be done without the need for specialist web skills or installing any software, providing your computer meets the minimum specification.

The school website templates have been developed in association with schools and contain a default navigation that should be a suitable starting point for most school websites. This can be changed as required.

Each page in the default navigation contains ideas for content. You may wish to print this user guide before you start to use as a checklist.

This guide contains all the information you need to be able to develop your school website. However, if you need further information or if you have any comments about this guide, please use our online form.

If you would like to receive updates about the system via email please subscribe to our mailing list.



This user guide is a step-by-step introduction to:

Minimum computer specifications

To use the School Website Service you will need a PC with the following:

You can test if your computer meets these specifications - Please note, this checks to see if Java has been enabled but not the version installed on your computer system.

Internet Explorer 9, 10 and 11 are not compatible with the current SWS system that you use to maintain your school websites: the editor function will not work correctly. You may therefore need to downgrade you browser to a compatible version (IE 7 or 8) or use an alternative browser. The advised browser to use is Google Chrome

If you are using the Hosted Schools Service (HSS) you should already have a compatible Internet Explorer browser and Java installed to use SWS:

How Java works

run this time

Errors and bugs with Java

If your Java software is loaded properly or you have an incompatible version installed you may get the following error messages when trying to edit your pages:

"The Content Manager cannot execute the function you selected. Please restart the Content Manager and try again. "Error code - Applet not loaded"

or

"The text could not be loaded. It is possible it was not parsed correctly. Reason iu"

Users may also find that the Spelling checker doesn't work or the 'styles toolbar' disappears within the Text Wizard if an unsupported version of Java is installed.

Incompatible versions of Java can also corrupt the Text Wizard, with only the Editions / Versions panel showing. The main content can still be accessed, although you will have to go to View  and un-tick Editions/ Versions to see this. To resolve this issue your login profile will need to be reset by IT and a compatible version of Java will need to be installed.

Schools using the Hosted School Service may encounter problems with Java due to a conflict between the different versions of Java that these services use. A separate access function has therefore been created for HSS users.

How to check your Java version

At present SWS will work with any version of Java up to Version 6.20 so please do not download (or update plug-in) for the latest version of Java, if prompted. It is fine to use an earlier version than 6.20, but we do recommend that you check first to see what version you have installed. Please follow these instructions:

If you do have an incompatible Java version....

Java Troubleshooting

Further Support

If you have tested your computer and it appears to meet the specifications and you have downloaded the correct version of Java, but you still get an error message when trying to open the text wizard  then please report this via the online form

1 Making a start

Logging into the system

In Internet Explorer, browse to your website on any page, hold down the Alt key and press L. Release the Alt key and press Enter. In Firefox and Google Chrome hold down the Alt and Shift keys and press L.

For other browsers alternative Access Keys may be required.

.

WPS logon screen

You will be prompted to enter your username and password. Enter the username and password that you have been given and click on the Login button.

You will see the admin panel at the top of the page which tells you which userid you are logged in with

Hosted School Service Users

Please note that all HSS users will need to access their SWS site as follows:

  • Go to the Start Menu and select School Website Service.

  • This will open an internet browser and take you to the Hantsweb homepage where you can browse to your school's website to login as above.

 

Using the Admin Panel

Whenever you are logged in you will see the admin panel at the top of the page.

SWS admin panel

The admin panel tells you which userid you are logged in with, and gives you buttons to perform various options.

  • The buttons will change depending where in the site you are and what editing permissions you have.

  • There are two levels of access: author and editor. Editors can change site settings and can make pages live. Authors need to have their work approved by an editor before it can go live

 

Load the Text Wizard to change text on a page

Whilst logged in, browse to the page you want to change using the site navigation.

The site navigation shows more levels when you are logged in to allow you to more easily see pages below the first two levels.

Popup window showing wizard is runningText Wizard icon

Click on the icon just below the admin panel

First a small browser window will appear: do not close this window while you are using the text wizard.



You may then see this warning message:

Click ‘Yes’


If the text wizard doesn't load after a few seconds:

  • log out and log back in again

  • close and re-open the browser.

If you get an error message about the Java applet not loading please follow these instructions

Whatever changes you make you must click the ‘Save’ button to save your changes.  

Then you can close the Text Wizard window by clicking on the X in the top right corner.

 

Adding and Editing Text

Once the Text Wizard has loaded it should display in a seperate window and allow you to add and modify the page content. You can also copy and paste text into the Text Wizard from other sources such as Word documents or web pages.

Text Wizard

Please refer to the later chapters with regards to images, tables and links

Styles Toolbar and Text Formatting

The styles dropdown list (next to the Save icon) can be selected to display various content styles when the appropriate text is highlighted.

The 'Normal' style can be used for standard text.  If the text has 'No Style' attached to it,then the spaces and some formatting may not appear. This is likely to occur if text is pasted into the Text Wizard from another source. Therefore it is advised that an appropriate style is applied to the text.

There are four different styles of heading: H1, H2, H3 and H4, with H1 being the largest font and H4 being the smallest font.

Headings have a proper use - they should be used in size order to provide proper structure to your page. They also assist visually-impaired users who use screen readers, to get an overview of the structure of a page by having the <H1>s and <H2/H3/H4>s read aloud.

Icons are also availlable to apply bold or italic text, bulleted or numbered lists, as well as a Spelling Checker.

By default, a line space will be placed between each line break on 'Normal' text. If you wish to remove a line space press the 'Shift' and 'Enter' keys to create a new line and you should see a red box (as below) The text should then display without a line break on the web page.

Line Spaces

 

Logging out when you have finished working

When you have finished amending your site you should log out of the system by clicking the ‘Logout’ button in the Admin panel.

Logging out of the Admin Panel

If you don’t use the system for 30 minutes you will need to log in again to continue working.

The system logs you out automatically after 30 minutes of inactivity.

 

2 Text changes and states

Minor changes

If you are only making a minor change, such as correcting spelling or changing a telephone number, type the change into the text wizard and click the ‘Save’ button.

Once you have clicked the ‘Save’ button you can close the Text Wizard window (by clicking on the X in the top right corner).

 

Significant changes

If you are making bigger changes, such as a completely new version of the text,  click the ‘New Version’ button.

Create new version window

Click ‘OK’ in the popup box.

A copy of the text is made in a new version in the text wizard.





Now make your changes and click the ‘Save’ button when you have finished.

Once you have clicked the ‘Save’ button you can close the Text Wizard window (by clicking on the X in the top right corner).

By default the new version will be created in a state of ‘At Work’

 

Temporary changes (by date and / or time)

If you want to make a temporary change, such as advertising a school fête just  for a week, click the ‘New Version’ button.

Create new version window

Click ‘OK’ in the popup box.

A copy of the text is made in a new version in the text wizard.





To make this new version temporary set the ‘Valid from’ and ‘Valid to’ dates and / or times.

Click the ‘…’ button to the right of the ‘Valid from’ and ‘Valid to’ boxes.  

You can choose the date and set the time using a calendar interface.

Text Wizard calendar

Choose the date by clicking in the calendar.

Click ‘OK’ to enter this date in the ‘Valid to’

or ‘Valid from’ box. Now make your changes.  

Click the ‘Save’ button when you have finished.

Then you can close the Text Wizard window (by clicking on the X in the top right corner).

The new text will only show between the two dates and times you specified.


If you leave the start date blank it will default to today. If you leave the end date blank the new text will take effect from the start day and stay active until it is replaced by a new version in the future.

By default the new version will be created in a state of ‘At Work’.

If you later create a new version, this will override any previous version, including time-specific versions.

 

Undoing changes

You can undo the last action in the text wizard by choosing Edit, Undo from the text wizard menu,

or by holding down the ‘Ctrl’ key while pressing the Z key.

Undo changes in the Text Wizard

You cannot undo a save or restore command.

 

Restoring to the last saved version

If you have made several changes and want to return to the last saved version of the text click the ‘Restore’ button.

Restore to last saved version

 

States of text (in text wizard):

At Work - The page/text is in draft.

  • It is not visible on the live site.

  • It can only be seen when you are logged in.

To Approve - The page/text is waiting for approval by an editor.

  • It is not visible on the live site.

  • It can only be seen when you are logged in.

Rejected - The page/text has been reviewed by an editor and has not been made live.

  • It is not visible on the live site.

  • It can only be seen when you are logged in.

  • Speak to your website editor to find out why they have rejected the page/text.

Out-of-date - The page/text is marked as out of date.
  • It is not visible on the live site.

Active - The page/text is live on your website.
  • It can be viewed by anyone.

Changing states

Change the state using the State dropdown (left hand side in Text Wizard  click the Save button and close the Text Wizard.

New Versions

By default new versions of page/text are created in a state of ‘At Work’.

This will need to be set to ‘Active’ to be picked up by the system for the new version to appear on your website for visitors to see.

The system checks for new ‘Active’ pages every 2 hours between 6:15am and 7:00pm.

 

3 Pictures and images

Most common types of computer pictures - jpeg; gif; png, bmp; tiff; pcx; and eps

  • Internet browsers only generally understand three of them: jpg; gif; and png.

  • These are ideal for the Internet as they are compressed, which makes them smaller, so they download more quickly.

Choosing the correct type for the job

For photos - use jpg

There are different levels of compression when saving a jpg file.

  • Higher compression gives you a smaller file, but the picture loses quality.

  • Lower compression gives you better quality pictures, but at the expense of a larger file size.

In some image-editing software you can preview what the picture will look like at different compression settings before you save it.

  • If you have this facility, to get the best results with the smallest file sizes, increase the compression until just before the loss of quality in the picture becomes unacceptable.

For pictures with large areas of the same colour - use gif or png

For example, for pictures such as buttons, logos and cartoons you should use gif or png. The site logo must be a .gif file.

  • Gif files are limited to a maximum of 256 colours.

  • Both gif and png have the ability to set a colour to be transparent, but Internet Explorer 6 and earlier do not support alpha (32 bit) transparency in PNG files and will show a block of colour rather than a transparent background.

  • Refer to your image-editing software help for more details on how to use this facility.

In some image-editing software you can preview what the picture will look like with different numbers of colours before you save it.

  • If you have this facility, to get the best results with the smallest file sizes, decrease the number of colours until just before the loss of quality in the picture becomes unacceptable.

Please do not use .wmf files or .bmp files.

  • Wmf files (for example Windows clip art) or .bmp files may display in Internet Explorer but won’t display in other web browsers.

 

Resizing images

If you upload a large image to use on the website, but decide that you want to use a smaller version you should use the graphics wizard to resize it.

  • If you just use the original file but shrink it in the text wizard the web browser will still have to download the large image to display the small version of it.

  • If you resize the image in the graphics wizard the web browser only has to download a much smaller file and your website will be much quicker.

  • The maximum width image that you can upload is 600 pixels. This is to prevent the image from jumping to the bottom of the page on smaller screens and to reduce download times for large images.

Resizing tool

We have written an image resizing tool in response to common issues that users have had with uploading images of a suitable size to their websites. This should also help people struggling to add their school logos.

  • At the moment, it is only available internally to the HCC network at http://eddie.hants.gov.uk/sws/imageresizer/.

  • When you download the resized image, remember to rename it to something sensible – this will help you in the future if you need to reuse the same picture, or need to remove it for some reason.

Download times

To give you a rough idea of how slowly images download the following table shows approximate times for different size images being downloaded over a 56Kbps modem:

Image size                        Time to download on a 56Kbps modem

1KB                                  <1 second

5KB                                     1 second

10KB                                   3 seconds

50KB                                  13 seconds

100KB                                25 seconds

500KB                                   2 minutes

If you have 10 photos, at 50KB each (about average for a medium-sized image on a website), your page will take over 2 minutes to load for someone at home using a dial-up modem to access your site.

 

Upload limit

Please note - there is a 3mb file upload limit on SWS. The system will automatically block any images that are over 3mb. Therefore images that are over this limit will need to be reduced in size before they are uploaded.

Uploading new pictures

  • Position the cursor at the point in the text where you want to insert a picture.

  • Click on the ‘Insert picture’ button (to the right of the 'anchor' button on the text wizard toolbar to display the Picture popup box.

  • As you haven’t used the picture before, just click the ‘New’ button in the Picture popup..

Open file window

You will be prompted to browse to the picture file you want to use.

Use only image files with a file extension of jpg, jpeg, gif, or png.

Click on the ‘Open’ button and the image is uploaded to your website.

If you are on a dial-up connection this may take a couple of minutes depending on the size of the image.

Once the image is uploaded you are asked to fill in some properties:

Name – pre-filled with the filename of the image you uploaded.

  • This may need to be changed if an image with that name already exists in the database.

Alt text –brief textual description.

  • Willl be used for browsers that don’t display images.

  • This will be saved with the image and used again if the image is reused.

Group – leave as default setting nnnn-schoolname, where nnnn is the school’s DfES number

  • If you change the group you may not be able to use the image.

Subtype – leave as ‘Any’.

Click ‘OK’. The picture now appears in the text wizard.

 

Reusing pictures

Position the cursor at the point in the text where you want to insert a picture.

Click on the ‘Insert picture’ button (to the right of the 'anchor' button) on the text wizard toolbar.

Inserting an picture

Searching for an image

As you have already uploaded the picture,

enter the name of the image in the ‘Search text’ box

and click the ‘Search’ button.

A list of matches appears in the ‘Content’ box.

Click on the image you would like to use and click ‘OK’.

The picture now appears in the text wizard.

 

Best practice

Even though schools are free to create their websites in any manner they choose, there are established best-practice guidelines that will help your site load more quickly and be accessible

Relevant use of graphics:
  • The use of graphics should be kept to a minimum.

  • Avoid the use of pointless graphics that provide no relevance to the information.

  • Using graphics for page or section headings is bad practice and should be avoided.

  • Animated graphics can be distracting and can take a long time to download.

Alternative text
  • You must always use alternative text to briefly describe images, making it sensible and descriptive. This enables visitors with visual impairment visiting the web using a screen reader to make sense of the information.

  • Images as links should also be provided with a text alternative - images should never be the sole means of linking/navigation.

  • Graphs and charts can be produced in graphic format but this information should also be provided in text.

  • Avoid using an image to display text. Use of a graphic containing text may be appropriate where you're reproducing a logo - such as the school's official logo - but remember to spell the name out in the alternative text.

Size
  • Large graphics will cause pages to download very slowly. As a guideline try to keep the Total size of all graphics within a single web page to below 120KB. This does not include the logos that appear on all pages, as these will be cached by the browser.

  • If you have to use a large graphic (over 30KB) then ideally you should link to it from your web page using a reduced version known as a thumbnail.

Data protection
  • Under the Data Protection Act (which all schools must comply with, or risk significant fines to the school and individual members of staff) you will need to obtain explicit written consent from any (living) person who can be recognised in any photograph you use on the website. The school should retain a copy of the form. The consent normally only lasts two years.

  • Further details are available at http://www.hants.gov.uk/TC/cg/photoschools.html

 

 

 

 

 

 

4 Downloading files and Word imports

Adding a download file

This facility allows you to upload a file that you want other people to download to their computers (e.g. a PDF file of the school calendar).

Key reminders:

Please note that the maximum size for a download file is 3mb in SWS.

Word documents need to be uploaded in a '.doc' format, rather than as '.docx' as the latter format will not be recognised by the system.

1. Upload a file that can be used as a download:

  • Highlight the text that you want to become the link to the download.

  • Click on the ‘Download’ icon

    Insert Download icon

     in the text wizard toolbar

Insert Document or File window

As you haven’t uploaded the file before:

  • Click the ‘New’ button.













Open file window

You are now prompted to choose the file to upload.

  • Browse to the file and click the ‘Open’ button.

The file is now uploaded to your website.

If you are on a dial-up connection this may take

several minutes depending on the size of the file.





2. Fill in some properties:

Properties window

Name – this will be the filename on the website.

Pre-filled with the filename of the file you uploaded.

May need to be changed if a file with that name already exists.

Group – as default set to nnnn-schoolname, where nnnn is the school’s DfES number.

Leave unchaged otherwise you may not be able to use the image.

Subtype – leave as ‘Any’.

Click ‘OK’.

The text wizard now includes a link to the download.

 

Using downloads

This assumes a file has already been  uploaded into the system that can be used as a download (e.g. an MP3 Audio Clip).

  • Highlight the text that you want to become the link to the download.

  • Click on the ‘Download’ icon Insert Download icon  in the text wizard toolbar

Insert Document or File from Database

As you have already uploaded the document:

  • Enter the name of the document in the ‘Search text’ box

  • Click the ‘Search’ button.

A list of matches appears in the ‘Content’ box:

  • Click on the image you would like to use and click ‘OK’.

The text wizard now includes a link to the download.

Audio Downloads

When inserting audio clips to be downloaded, you need to ensure that this file is saved in MP3 Format and under the 3mb uploading limit

Users will be able to download the audio clip via the link provided

 

Removing a link to a download

  • Highlight or click on the linked text.

The ‘Insert link’ icon will appear depressed (not unhappy – pressed down!).

Removing a download

  • Click the ‘Insert link’ icon.

The link is now removed.

However the downloadable file remains in the database to be reused at a later date.

If you need to delete a document completely, contact the IT Help Desk and they will arrange for it to be deleted by the next working day.

 

Import from Word

This will only work for simple, text-only documents. This will not work if you have graphics, pictures, text-boxes, Word-art etc.

  • Open the Word document.

Save as Web Page window
  • Select File > Save as Web Page.




Save As window

Enter details in the Save As popup box:

Save in - location of file.

  • Choose a location to save the file to

File name - name of file

  • Choose a name to call the file

Save as type - type of file

  • Choose htm or .html.

  • Click the Save button.

  • In the text wizard of the website choose Content > Import.

  • Browse to the file you just saved – it will end with .htm or .html.

  • Click OK

The text from the file will be inserted into the text wizard.

 

Extract Word images in a Word file

Method 1:

  • Highlight the image in Word and copy it to the clipboard.

  • Open an image-editing tool (such as Photoshop, Paintshop Pro, Fireworks etc) and paste it as a new image.

  • You can then export the image as a jpg, gif or png file.

Method 2:

  • In Word choose File

  • Save as web page (or File, Save as, set type to HTML).

  • A directory will be created in the same location as the file you just saved which contains all the images from your document.

 

5 Links to external websites

Inserting a link to an external website page.

A link to an external website is a link to any page that is not part of your website in the School Website Service.

  • Highlight the text that you would like to turn into a link.

  • Click the 'Insert link' on the text wizard toolbar

Insert Link window

  • Type in the URL (excluding the http://)

  • Click on the ‘Search’ button.

This will ensure that no link to the page already exists.

  • Click on the ‘Create’ button.

You are now shown a New Link popup box for link properties.

Leave the group as the default setting (nnnn-schoolname, where nnnn is the school’s DfES number).

If you change the group you may not be able to use the link.

Create a new Link
  • Accept the defaults and click ‘Apply’.

The text wizard now shows the text with the link applied.

 

Using a link to an external website page that already exists

  • Highlight the text that you would like to turn into a link.

  • Click the ‘Insert link’ on the text wizard toolbar

Insert Link window
  • Type in the URL (excluding the http://)

  • Click on the ‘Search’ button.






Use existing link

The existing link to the page will be displayed.  

  • Choose it by clicking on it

  • Click ‘OK’.

The text wizard now shows the text with the link applied.

 

To remove an external link

  • Highlight the linked text.

  • The ‘Insert link’ icon will appear depressed (not unhappy – pressed down!).

Removing a download

  • Click the ‘Insert link’ icon.

The link is now removed.

However, the link remains in the database to be reused at a later date.

 

6 Links to internal pages

Inserting a link to an internal page on your website

  • A link to an internal page is a link to any page that is part of your website in the School Website Service.

  • Highlight the text that you would like to use to link to an existing page on your website.

  • Click the Insert linkon the text wizard toolbar .

Create Internal link window
  • Type in the page name, or part of the page title

  • Click the ‘Search’ button.

After a few seconds a list of matches will appear:





Internal link search results

  • Choose the page from the list

  • Click on the ‘OK’ button.

The text wizard now shows the text with the link applied.

 

Removing an internal link

  • Highlight the linked text.

  • The ‘Insert link’ icon will appear depressed (not unhappy – pressed down!).

Removing a download

  • Click the ‘Insert link’ icon.

The link is now removed.

 

Creating and linking to an anchor (bookmark)

Anchors are used to create an easy way of linking to page partway through. Usually used to create a table of contents at the top of a long document, enabling the visitor to jump to a given topic without scrolling.

To make sure that pages download quickly it is usually best to split very long documents (such as the school prospectus) into separate pages for each chapter or section.

Create an anchor

  • Place the cursor in the location where you would like the anchor.

  • Click the ‘Insert anchor’ icon in the text wizard toolbar.

The New Anchor box appears:

Create Anchor window

Choose ‘Create new anchor’.

(This will be the only available option

if you have no other anchors on the page).

Supply an anchor name (no spaces)

in the ‘Reference’ box and click ‘OK’.






A small anchor icon in the text shows the location of the anchor.

Now you can link to the anchor

 

To link to an anchor on the current page.

First create an anchor

  • Highlight the text that you would like to use as the link.to jump to the anchor

  • Use the ‘Insert anchor’ icon (not the ‘Insert link’ icon).

Create a link to an anchor window
  • Choose the ‘Create link to anchor’ option.

  • Choose the anchor from the dropdown list

  • Click ‘OK’

The text wizard now shows both the anchor and the link to it.








Text wizard showing both link and anchor

.

 

7 Tables

Inserting a table

There are two ways of creating tables in the School Website Service.

Method 1 – basic tables (recommended)

  • Place the cursor at the location where you would like to insert the table. Click on the ‘Insert table’ icon in the text wizard toolbar. Insert Table icon

The Insert Table properties box appears:

Insert table window
  • Set the number of rows and columns

  • Choose a table style.

The table styles can be previewed in the preview window.

  • Click ‘OK’ to create the table.

If you do not choose a table style a default table style will be applied with no borders.

The table is created and appears in the text wizard.

You can type in the table cells in the same way as the rest of the text wizard.

Table showing in Text Wizard

 

Inserting a table

We recommend using method 1 basic tables

Method 2 – inserting more complex tables

  • Place the cursor at the location where you would like to insert the table.

  • Click on the ‘Insert data object’ icon  Insert Table icon  in the text wizard toolbar.

The following Table box will appear:

Search for existing table window
  • Click on the ‘New’ button.

The data object Properties box will appear:














Create new table window

Name - pre-fills with the current page name followed by ‘-data’.

  • You can change this if you wish, but usually you can accept the default name.

Group - defaults to (nnnn-schoolname, where nnnn is the school’s DfES number).

  • Leave as the default setting If you change the group you may not be able to use the data table.

  • Click ‘OK’.






An ‘empty table’ button will appear in the text wizard. Empty table button

  • Double-click this button to load the table wizard.

Table Wizard

The table wizard acts like a simple spreadsheet. The icons at the top of the table wizard allow you to insert and delete rows and columns and change the size of the data table.

An in-depth explanation of the table wizard is beyond the scope of this quick-start guide.However the methods for saving, restoring, and versions are the same as for the text wizard.

 

Applying a style to a table

Numerous table styles exist that can be applied to most tables.

Original table styles available:

Shaded Header able style

Simple Table style

Header Only table style

 

Applying a style to a table

Numerous table styles exist that can be applied to most tables.

Newer table styles available:

Horizontal Only table style

Simple Grid table style

No Grid table style

 

Box Outs

This style allows you to take a quote or other piece of content and bring out of the page for greater emphasis.

This has been applied  as an example to the Horizontal Only (new) style.

You can put images, headings, bullets etc into the box.

These can be a great way to provide links to other content or to pull out the salient points of a page/section.

To create this style:

  • Insert a 1 column by 1 row inline table.

  • Set its style to either 'boxleft' or 'boxright'.

  • Add content as normal.

The box will float at the point it is entered in the page, so check it looks as intended.

Box-outs example

 

8 Pages

Relationships between pages

Within the School Website Service the relationship between pages is expressed using the family terms ‘parent’, ‘child’ and ‘sibling’.

Site structure tree diagram

Parent

  • The parent of the ‘Contact us’ page is the ‘About us’ page.

  • The parent of the ‘About us’ page is the ‘Home’ page.

  • The ‘Home’ page is the only page without a parent.

  • A page always only has one parent (except the home page).

Child

  • The ‘Home’ page has three children: ‘About us’, ‘Infants’, and ‘Juniors’.

  • The ‘Infants’ page also has three children: ‘Class 1’, ‘Class 2’, and ‘Class R’.

  • The ‘Ofsted Report’ page has no children.

  • A page can have none or more children.



Sibling

  • The ‘About us’ page has two siblings: ‘Infants’ and ‘Juniors’.

  • The ‘Class 4’ page also has two siblings: ‘Class 3’ and ‘Class 5’.

  • The ‘Home’ page has no siblings.

  • A page can have none or more siblings.

 

New pages

  • The initial state of any new page is "At Work". A  newly created page won't show when you are logged out until its state is set to "Active". It will only show up when you are in editing mode

  • When you click on a new page to edit it, the following message will be displayed: 'WARNING: This page is not active and cannot be seen on the website. To make it active, use the "Change page state...." button ...'

  • When you make a page active it will not appear on your live website immediately

  • All your pages will begin with the school’s DfES number.

Create a new page

  • Click on the ‘Create a new page’ button in the admin panel to enter the following information about the new page:

Creating a new page

  • 'Create a new page called (enter a short, meaningful name)' - will show up in search engines and user’s browser

  • 'As a (enter child, parent or sibling) of the current page)' - location for the page in relation to the current page

  • 'Link text (optional - will be set to page name if not entered)' - appears in the navigation bar as a link to the page

  • 'URL (optional - based on page name if not entered)' - allows you to override the automatically-generated page address

  • 'Description....(enter a brief summary of the content of the page)' - used by search engines

  • 'Keywords (enter wordsyou think people are likely to be searching for if they want to find that page)' - used by search engines

  • 'Duplicate current page content' (optional tick box) - to duplicate the content of a page you have created

  • 'New page is a web form' (optional tick box) - to publish page as a web form

  • Click the Create button to create the new, blank page and receive a confirmation message.

 

Move a page (and all its children)

  • Browse to the page you want to move

  • Click on the Move page button in the admin panel.

You will be asked where you would like to move the current page to.

‘Before’ and ‘After’ - refer to the order of the items in the navigation bar

‘Below’ - means as a child (or sub-page).

More help on the relative position of pages is available..

Moving a page

Once you have chosen a location:

  • Click on the Move button to move the page.

The following confirmation message will be displayed:

'The page and all its children have been successfully moved to their new location'.

 

Delete a page

  • Browse to the page you want to delete -you cannot delete a page if it has children, you must delete all the children first.

  • Click on the Delete button in the admin panel.

As deletion cannot be undone you are given a warning:

Delete a page

  • Click on the bottom Delete button.if you are sure that you want to delete the page

The following confirmation message will be displayed:

'The page has been successfully deleted'

  • Click on another page in the navigation to continue'.

 

Change the state of a page

  • Browse to the page.

  • Click on the Change page state button in the admin panel.

You are now shown the current page state and given the option to choose the new page state.

Change page state

  • Choose the new page state and click on the Change button.

The following confirmation message will be displayed:

'The state of the page has been successfully changed to "At Work"'.

You may see different options depending on the current state  of the page and your editing rights. .

 

Change the settings of a page

  • Browse to the page.

  • Click on the Change page settings button.

The following screen shows the page settings that you can change:

Change page settings

Both description and keywords are Used by search engines to index your site.

  • For description enter a brief summary of the content of the page.

  • For keywords enter words you think people are likely to be searching for if they want to find that page.

  • Click the Change button once you have entered your changes

 

9 Site settings

Changing site settings

You can only perform these actions when you are logged in as an editor and on the home page.

School name, motto and mission statement:

To change your school name or add a motto or mission statement:

  • Click on the Change site settings button in the Admin panel

  • Use the option to Change the name and / or include a motto (or mission statement) for your school

Changing site colours

  • Preview the new settings using the Preview button to see the changes in the Heading.

  • If you are happy for these changes to take place press ‘Change’and then 'Continue' to finalise

  • If you are not happy with your changes press ‘Cancel’.

School Custom Banner:

To apply or change your own school's 'banner':

  • Select ‘yes’ on ‘Full-width school banner’

School banners

  • Press ‘Preview’ and ‘Change’ to finalise.

  • Edit the banner in the picture wizard in the same way you would edit an image.

Please note that if this is applied it will replace the School Name and Motto text in the Header.

Banner Size Specifications

It is recommended that banners are made 108 pixels in height and 974 pixels in width in order to fit on the SWS templates.

 

Hiding Pages in Navigation

You way wish to hide links to certain pages in the navigation toolbar, particularly if they are referenced within the content of other pages.

Moving a page

To change this select Toggle page visibility and select Hide page to complete.

If you wish to restore the page link back into navigation you can locate the page by clicking on the Sitemap link.

 

Change the site colour and site template

You can only perform these actions when you are logged in as an editor and on the home page.

You can modify the colour of the website and apply a new layout from selecting the available templates.

  • Click on the Change site settings button in the Admin panel

  • Use the option to choose a new colour and / or a new layout:

Changing site colours

  • Preview the new settings using the Preview button.

  • Save those settings once you have found a combination you like using the Change button.

This will cause the following confirmation and warning messages to appear:

'Colour changed to (your chosen colour displayed) and layout changed to (your chosen layout displayed) ...

NB.colour changing involves writing to the database and so it may take a while before you can see the change applied to the whole website'.

  • Click the ‘Continue’ button to see the changes you have made to the site. If the site doesn’t change, hold down the ‘Ctrl’ key while pressing the ‘F5’ key. This will refresh your browser’s cached version of the page.

The site will now reflect the new settings.

 

The site logo

For the site logo to work, the site logo file must be named in the format XXXX-schoollogo.gif:

XXXX is the school's DfES number, followed by ‘-schoollogo’ and it must be stored as a .gif file

We do not recommend that you edit the logo from within the ‘Picture Wizard’.

It is best to get the picture how you want it (using Microsoft Paint or Paint Shop Pro etc) before importing it into the website. If you create the logo using software that does not allow it to be saved as a .gif file, then copy it into another programme (such as Microsoft Paint or Paint Shop Pro which does allow it to be saved as a .gif file. Then import it into the website.

We recommend you use http://eddie.hants.gov.uk/sws/imageresizer/ to resize your logo.

Change the site logo

You can only perform these actions when you are logged in as an editor

  • Go to the top of any page and click on the ‘Picture Editor’ beside the logo to invoke the PictureWizard screen.

  • Click on the New Version button to create a new version of the logo.

  • Click on the ‘show picture object properties’ button. Picture object properties icon to invoke the Edit Picture Properties box.

Picture properties window
  • Click on the ‘Update’ button to invoke the standard windows ‘Open file’ box.























  • Browse to the file you want to use, select it, and click on the ‘Open’ button.

  • Click ‘OK’ to the Information box telling you that the file was uploaded successfully.

  • Click ‘Yes’ to the Question box that appears.

  • Check that the state of the page is set to ‘Active’ before clicking ‘Save’ and closing the picture wizard.

 

Change the email address for feedback

You can only perform these actions when you are logged in as an editor and on the home page

  • Click on the ‘Change Site Settings’ button in the Admin panel

  • Click on the ‘change email address’ link that appears, to display the following screen:

Changing email address

  • Click on the ‘Editor’ button next to the email link to load the text wizard.

Selecting Link Properties

  • Right click on the email link in the text wizard.

  • Choose ‘Link properties’ to display the 'Edit Link Properties' box:

Link Properties window

  • Change the email address in the URL box

  • Click ‘OK’ to save the changes before closing the text wizard.