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Schools Website Service user guide

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.

 

 

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