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Easy Step Instructions

• Editing A Page - Simple Text Changes
• Pasting Text From Word
  
• Linking To Other Pages On Our Web site
• Linking To External Web sites
• Linking To Documents
• Creating An Email Link
• Changing An Existing Link To Point To A New Location / Removing A Link
• Updating (replacing) Existing Documents eg PDFs or RTFs
• Uploading New Documents eg PDFs or RTFs
• Editing Tables
  • Adding A Row
  • Deleting A Row
  • Changing Cell Background Colours (Tables Showing 'Open' or 'Closed')

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Editing A Page - Simple Text Changes

1. Simply go to the page that you wish to edit in the usual way as though you were viewing the page.
   
   



2. Type /_edit after the address. For example if the address is 'http://www.research.mq.edu.au/researchers/ethics', type /_edit after it so that the address becomes 'http://www.research.mq.edu.au/researchers/ethics/_edit'. Then press 'Enter'.
   
   



3. Log in to enter the edit mode.
   
   



4. You will see a screen that looks very similar to the normal page but it has a purple frame around it. It also has dotted lines around the page content and two small table like looking icons in the top left hand corner of the dotted line area.
   
   



5. Click on the green table like icon which says 'Edit Contents' when you hover over it with your mouse.
   
   



6. You will now see the editing tools appear at the top of the editable area.
   
   



7. You can now proceed to edit the text on the page much like you would do using Microsoft Word. You can create new headers, paragraphs, bullet points and bold text using the editing tools available. When creating headings, you MUST use the 'Heading' drop down to select a heading size. NEVER bold text to create a header. The largest heading you can have is a 'Heading 3'. 'Heading 4' is used for a sub heading and 'Heading 5' for a sub, sub heading. These headings must be used in order. For instance, you can not have a 'Heading 5' after a 'Heading 3'. The correct heading to use after a 'Heading 3' is a 'Heading 4'.
   
   



8. When you have finished editing the page, you will need to log out. To log out of the editing mode, click on the log out icon in the top right hand corner of the screen. You must log out of the page you are currently editing in order to edit a different page. To edit a different page, follow steps 1 to 6 above.
   
   

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Pasting from Word

1. You can not paste text straight into the system from word. Word creates it's own styles that are not compatible with the internet. To use text from a Word document, copy the content and paste it into 'Notepad' instead. This will strip out any unwanted styles. You can then copy it straight out of Notepad and paste it straight into the editing screen shown in step 6 above. You can then format the text using the tools available. Notepad can be located by going to your Start menu, selecting Programs, Accessories and then Notepad.
   
   
   
   If you are using an Apple Macintosh computer, you can use 'TextEdit' instead. Go to Finder and type 'TextEdit' in the search.

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Linking To Other Pages On Our Web Site

1. In the editing screen, highlight the text that you wish to make a link. This must be descriptive of where you are linking to. For instance, the words 'biosafety committee' describe where the link will go to. Therefore, these words must be the link. Never make words such as 'click here' a link.
   
   Visually impaired users use special software that can flick through all the links and read them out one by one. When one of the links simply reads 'click here' the visually impaired user does not know where that link will take them.
   
   Once you have carefully highlighted the words that you wish to make a link, click on the 'Insert Link Icon'.
   
   



2. This will bring up the linking screen. Click on 'Change' next to 'Select Asset'.
   
   



3. You will then notice that the window to the left turns a light purple color. You can now expand the 'Research' web site shown in the list by clicking on the little blue icon to the left it. The 'Research' web site will expand to reveal the pages that appear in the top grey strap of of our web sites as well as the 'Researchers' and 'Research Students' web sites. You can expand each item to find the page you wish to link to. When you locate the page you wish to link to, click it once to highlight it, then right click it and select 'Use me'.
   
   




4. This will add the link details to the 'Link' box automatically. You must always use this method to link to pages on our web site. Never paste the link of one of our own pages manually into the 'Link' box. This will result in broken links when we re-organise our web site structure.
   
   When linking to one of our own web pages, this may be a page anywhere within the grey strap across the top, the 'Researchers' or 'Research Students' web site, make sure that the 'New Window' option is set to 'No'.
   
   




5. You can now click on 'Ok' which will close the link screen. You can then press 'Commit' to save the page.

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Linking To External Web sites

1. In the editing screen, highlight the text that you wish to make a link. This must be descriptive of where you are linking to. For instance, the words 'National Health and Medical Research Council (NHMRC)' describes where the link will go to. Therefore, these words must be the link. Never make words such as 'click here' a link.
   
   Visually impaired users use special software that can flick through all the links and read them out one by one. When one of the links simply reads 'click here' the visually impaired user does not know where that link will take them.
   
   Once you have carefully highlighted the words that you wish to make a link, click on the 'Insert Link Icon'.
   
   




2. This will bring up the linking screen. Paste the URL into the 'Link' text box. Notice that the drop down option list to the left of this already has 'http://' selected so you must make sure that you do not have 'http://' in the text box too. When linking to pages on an external web site, make sure that the 'New Window' option is set to 'Yes'.
   
   




3. You can now click on 'Ok' which will close the link screen. You can then press 'Commit' to save the page.

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Linking To Documents (PDFs & RTFs etc)

1. You should always, where possible, include a link to both an RTF and PDF version of a document. This is because web users need to be given two choices. Users who may not have PDF software installed may have a chance to open the RTF and visa versa. RTF is used instead of DOC. One reason for this is that if a user does not have Microsoft Word, the RTF will still open.
   
   In the editing screen, create the text that will link to both the RTF and PDF as shown below. You must ensure that you include '(RTF)' or '(PDF)' after the name of the document. This informs the user of the type of document and that the link will launch additional software. The link must be descriptive of the content within the document. Never make words such as 'click here' a link.
   
   Visually impaired users use special software that can flick through all the links and read them out one by one. When one of the links simply reads 'click here' the visually impaired user does not know where that link will take them.
   
   Once you have carefully highlighted the words that you wish to make a link, click on the 'Insert Link Icon'.
   
   



2. This will bring up the linking screen. Click on 'Change' next to 'Select Asset'.
   
   




3. You will then notice that the window to the left turns a light purple color. You can now expand the 'Research' web site shown in the list by clicking on the little blue icon to the left it. The 'Research' web site will expand to reveal the pages that appear in the top grey strap of of our web sites as well as the 'Researchers' and 'Research Students' web sites.
   
   Each main section has beneath it a folder for documents. For instance, Under 'Animal Ethics' there is a folder called 'Animal Ethics - Documents'. Here you will find the documents that have been uploaded to the Animal Ethics Section. Each main area also has a documents folder. For instance, you will also find an 'Ethics General - Documents' folder under 'Ethics itself. You can expand each item to find the document you wish to link to. When you locate the document you wish to link to, click it once to highlight it, then right click it and select 'Use me'.
   
   



4. This will add the link details to the 'Link' box automatically.
   
   



5. You can now click on 'Ok' which will close the link screen. You can then press 'Commit' to save the page.

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Creating An Email Link

1. In the editing screen, type all the details of the person who's email you wish to make a link. The position, name and email address have to be included but only the actual email address is made into an email link. For instance - 'You can email the Research Ethics Officer Ms Kokila De Silva kdesilva@vc.mq.edu.au for more information'. This makes it clear to the user who they are emailing when they click on the email address. Never make just the name of a person an email link and not show the email address itself. The user may wish to make a note of the email address.
   
   Once you have carefully highlighted the email address click on the 'Insert Link Icon'.
   
   




2. This will bring up the linking screen. Select 'mailto:' from drop down option list to the left of the 'Link' text box. Then type the email address you wish this text to link to in the text box. You do not need to worry about the 'New Window' options for an email address. Just leave it set to 'No'. An email link launches email software in a new window anyway.
   
   




3. You can now click on 'Ok' which will close the link screen. You can then press 'Commit' to save the page.

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Changing An Existing Link To Point To A New Location / Removing A Link

1. In order to change a link so that it points to a different location, you must first remove the link that exists, then follow the appropriate steps for creating a new link above. To Remove a link, highlight the link in the 'Edit Screen', then click on the 'Remove Link' icon.
   
   

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Updating (replacing) Existing Documents eg PDFs or RTFs

1. Use this method to update an existing document on the web site. For instance, if the guidelines to a scheme or the details to a policy have changed, use this method to locate the document and update it by replacing it with the new version. Never upload an entirely new document if it already exists and you simply need to make changes to it.
   
   
2. First you need to know the file name of the document in order to locate it. You can get the file name in three ways.
   
   Hover your mouse over the document and the file name will appear in the bottom left hand corner of your browser. The actual file name you need is the name after the last / eg 'september2006.pdf'. Make a note of this name.
   
   



Or, if you are using a PC, you can hover over the link with your mouse, right click and select 'Properties'. This will pop up a small dialog box. The file name is shown in the 'Address'. You can highlight the name, right click and select copy.




Or, if you are using a Macintosh, simply click on the file to open it. The name will appear in the URL address box of your browser. The URL address box is the box in which you normally type in a web address.



3. Go to http://www.research.mq.edu.au/viewuploads and log in.
   
   The best way to locate a document is to enter the file name eg 'september2006.pdf' into the search. You can also enter just a part of the name such as 'september'. This will give you the list of documents with 'september' in the name. If you do not get a result from your search, try taking out the '.pdf' or 'rtf' part of the file name. For instance, try searching 'september2006' instead of 'september2006.pdf'.
   
   




4. Each entry in the results page will have a link at the top. This link is the 'Friendly' name that was given to the document when it was uploaded and is different to the actual 'File Name' which is shown on the second line. You can click this link to check that it is the correct file. Click on the link at the bottom of the entry that reads 'Edit details for...' to update the document.
   
   




5. When you click on the 'Edit details for...' link, you will be taken to the edit screen of that document.
   
   




6. Simply click on the 'Browse' button to locate the new version of the document from your computer or share drive etc.
   
   




7. This works in the same way as attaching a document to an email. Locate the document on your computer or share drive etc, then press 'Open'.
   
   




8. Notice that the route of the new version of the document now appears in the box to the left of the 'Browse' button. Now click 'Commit' to replace the document with the new version.
   
   




9. The document has now been replaced with the new version. Close the window by clicking on the 'X' in the top right hand corner of your browser.
   
   

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Uploading New Documents eg PDFs or RTFs

1. This method is used to upload an entirely new document to the web site and should only be used where a previous version does not exist on the web site already. If a document already exists on the web site such as guidelines for a funding scheme or a document detailing policy that requires updating, follow the steps in 'Updating Documents eg PDFs or RTFs' above instead.
   
   
2. When preparing a file to upload to the web site, you must:
   
   
   • Keep the file name as short as possible
   • Avoid using specific dates in the file name for documents that are likely to be updated in the future
   • Do not use dots in the name of the document
   • Make sure that you create the correct file type eg RTF or PDF
3. Go to http://www.research.mq.edu.au/upload and log in to upload a new document.
   
   




4. The Upload Screen allows you you to upload a document to a specific location within one of the main sections of the web site. The main sections are:
   
   
   • 'For Researchers' - Research Office Web site
   • 'For Research Students' - HDRU Web site
   • 'Top Level Grey Strap Sections
   Each drop down menu lists all the main areas within that section. For instance, if you are uploading a document to the 'Animal Ethics' part of the 'For Researchers - Research Office Web site', select 'Animal Ethics - Documents' from the drop down list under 'For Researchers - Research Office Web site'. If you are uploading a document to 'Policy', you need to select, 'Policy - Documents' from the menu under 'Top Level Grey Strap Sections'.
   
   




5. You then need to click on one of the file format options. For example, if you are uploading a 'PDF', click on 'PDF'. For 'RTF' and 'XLS' documents, you need to click on 'File'. You must make sure that you click the correct file type for the document you are uploading. You should upload an 'RTF' and 'PDF' of all documents. The 'MS Word Document' is for special circumstances only. See 'Linking To Documents (PDFs & RTFs etc)' above for more details.
   
   




6. Once you have selected a location, enter a 'Friendly Name' for the document.
   
   This should be a sensible, descriptive name for the document followed by the file type. It should also be kept as short as possible and not include a specific year so that it can be replaced the following year if necessary without changing the name to 2008. For example, the Research Strategic Plan for 2007 should NOT be given a friendly name of 'rsp07'. This is meaningless and may be difficult to identify. A suitable name for this would be 'Research Strategic Plan PDF'.
   
   When you have entered a 'Friendly Name', click 'Browse' to locate the document you wish to upload.
   
   




7. This works in the same way as attaching a document to an email. Locate the document on your computer or share drive etc, then press 'Open'.
   
   




8. Notice that the route of the document now appears in the box to the left of the 'Browse' button. Now click 'Commit' to upload the document to the chosen location.
   
   




9. You will now be able to link the document to a page by following the steps in 'Linking To Documents' above.

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Editing Tables

1. Simple text changes can be made to table contents by following the steps in 'Editing A Page - Simple Text Changes' above. The following steps will show you how to add or delete rows in a table as well as colour the background of the cells that show 'Open' or 'Closed'.
   
   
2. From the editing screen which can be accessed by following steps 1-6 in 'Editing A Page - Simple Text Changes' above, click anywhere within the table you wish to edit.





3. Then click the 'Table Properties' icon.
   
   
   
   
   
4. You will be taken to the 'Table Properties Screen'
   
   
   
   

Adding A Row

1. Follow steps 1-4 under 'Editing Tables' above to enter the 'Table Properties Screen'


2. First click on 'Row' under 'Selector' in the top right hand corner. This will enable you to then select a row.
   
   
   
   
   
3. Now select the row above the location that you wish to add your new row. Rows are always added beneath the row you select in this step.
   
   
   
   
   
4. Click on 'Add Row' next to 'Modify' in the right hand column.
   
   
   
   
   
5. Now click on 'Ok'. This will take you back to the editing screen where the new row will be available and text can be added.
   
   
   
   
   
6. Note: The first time you type into a new row in the editing screen, an extra space will appear before the text. You need to delete this extra space so that the text lines up correctly with the text in the rows above and/or below.
   
   
   
   

Deleting A Row

1. Follow steps 1-4 under 'Editing Tables' above to enter the 'Table Properties Screen'


2. First click on 'Row' under 'Selector' in the top right hand corner. This will enable you to then select a row.
   
   
   
   
   
3. Now select the row you wish to delete.
   
   
   
   
   
4. Click on 'Delete Row' next to 'Modify' in the right hand column.
   
   
   
   
   
5. Now click on 'Ok'. This will take you back to the editing screen.
   
   
   
   

Changing Cell Background Colours (Tables Showing 'Open' or 'Closed')

1. Follow steps 1-4 under 'Editing Tables' above to enter the 'Table Properties Screen'

Changing Cell Colour From Red To Green

1. First click on 'Cell' under 'Selector' in the top right hand corner. This will enable you to then select a cell.
   
   
2. Now select the red cell you wish to change to green.
   
   
3. Then click on the correct green colour. The correct green will show the number '336633' when you hover over it. It's location in the colour palette is shown in the image below at step 3.
   
   
4. Now click on 'Ok'. This will take you back to the editing screen where you must make sure that the word 'Closed' is also changed to 'Open'.
   
   
   
   

Changing Cell Colour From Green To Red

1. First click on 'Cell' under 'Selector' in the top right hand corner. This will enable you to then select a cell.
   
   
2. Now select the green cell you wish to change to red.
   
   
3. Then click on the correct red colour. The correct red will show the number '990000' when you hover over it. It's location in the colour palette is shown in the image below at step 3.
   
   
4. Now click on 'Ok'. This will take you back to the editing screen where you must make sure that the word 'Open' is also changed to 'Closed'.
   
   
   
   

 

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