1. WEBHARE Basic Webhare course - (version April 2012) Anne Heining (webteam UT) Strategy, Marketing and Communications http://www.utwente.nl/sc/en/

2. Table of Content 1)Login and personalise account 2)Basic Structure WebHare  website 3)Basic rules for folders/files/links 4)Files (Word/PDF/PPT etc.) 5)Links (intern, extern, content) 6)Structure of a page (folders, documents, links etc.) 7)Using images 8)How to be found on the internet? 9)General settings 10)Other buttons in WebHare 11)Hints and differences compared to previous versions of WebHare

3. 1) LOGIN AND PERSONALISE ACCOUNT  Where? - webhare.utwente.nl (exceptions are possible)  How? – with your m/s-number and corresponding password (same as mycampus / web applications)  Start = upper left corner to use WebHare, other open tabs appear next to it  Applications: Publisher for websites  Applications: Webpack (forms, polls, forum, guestbook)  Frames home screen, e.g. personal settings  Caution: ‘change password’ automatically changes s/m-number password  Setting your preferences  Other changes via webteam

4. 2) BASIC STRUCTURE WEBHARE  WEBSITE (1/4)  Publish in WebHare: where is it shown on the actual website? (will be further explained in chapter 6)

5.  Name  ABC  Shown in web- address HOME SCREEN WEBSITE  Title  (what people see at the site)  At the left in menu

6. SUBPAGE  Name  ABC  Shown in web- address  Title  (what people see at the site)

7. 2) BASIC STRUCTURE WEBHARE  WEBSITE (4/4) Optional: Activate submenu  At properties of the website  Additional level in the menustructure  Better overview for the visitors  Everything that is in the submenu, will not be shown in the main screen anymore.  Main item (in black): will go to the index  Sub item (lower ones): all files that are not the index

8. 3) GROUND RULES FOR FOLDERS/FILES/LINKS Name (appears in webaddress, e.g. www.utwente.nl/sc/hello.doc):  Do NOT use capital letters or space characters (instead use _ or –) Title (appears at the top of your text):  No specific rules for naming  No title = file not visible at website (but file is findable via search engine) Index-file (1 file per folder, small arrow prior to name)  Title index file = Title at the top of webpage (no title  title = ‘índex’)  Folder has no index file  Folder is not clickable at website (though documents within the folder are clickable)

9. Adding Word, pdf, ppt etc. f iles: Two options:  Add file: Uploads a new file from your computer via Upload  Replace file: Replaces the current file (neat, name etc. remains unchanged)  Given Name and Title, can be changed via  Word/HTML opens in your webpage (unless you choose the option ‘unknown file’).  Other files = external page, does not open within website Hint:  Use headings (heading 1, heading 2, heading 3) in Word, this will correctly format the text at the website) 4) FILES (WORD/PDF/PPT ETC.)

10. 5) LINKS (INTERN, EXTERN, CONTENT) Different kind of links:  Extern: links to a site outside your WebHare: e.g. www.utwente.nl/ictswww.utwente.nl/icts  Intern: links to a webpage within your WebHare (your own webpage)  Content: Internal link, opens WITHIN your website (in home screen) Create a link:   Choose the right kind of link (other choices are not relevant) Details to keep in mind:  Internal link changes when folder/file is moved (  use whenever possible!)  Content link opens in your home screen, the rest of the website remains unaltered (can be used when the same document has to be shown at two different places)

11. Title index file Content index file (most of times Word document) Files (and collapsed folders) Folders (expanded via index)

12. 6) STRUCTURE OF A PAGE – INDEX FILE (1/4) The index file of a folder (with arrow)  Content index file opens at the top of the page  Remaining files/folders: summarized below index file Two options index file  Standard index file containing only plain text (index.html), automatically in every folder (insert text via blue  fill out description text field)  Word document containing text, images, tables etc. (via, publication tab, indicate the file as the index file) Hint:  Index file deleted by accident?  Temporarily create a new folder and copy the included index file to your folder via right-click of mouse at folder, copy to  delete the temporarily created folder

13. 6) STRUCTURE OF A PAGE – OTHER FILES (2/4) Other files (every file except the index file)  Links, Word documents, pdf, ppt, etc …  Summary of files below the index file (when title is entered) INDEXBESTAND

14. 6) STRUCTURE OF A PAGE – FOLDERS (3/4) Two options for files/folders Extended/expanded folders (standard):  Shown at the bottom of the page, content included  Folder = black heading; content of map = blue links  Change order via right-click of mouse (change ordering) Non-extended/collapsed folders:  Are NOT shown at the bottom of the page, but appear in list of files just above it (see subfolder 3 on the next sheet)  Select which folders should be collapsed: Select index file, next click and check which files should be shown

15. Title index file Content index file (most of times Word document) Files (and collapsed folders) Folders (expanded via index)

16. 7) Use of pictures Ground rule: Never place pictures directly from the camera on the web (loading the website takes a long time and it is very unprofessional) How to resize (a few options):  E-mail the picture to yourself via Outlook: right-click at picture, send to, mail recipient; Question: resize -> Yes. Send it to yourself. Also possible with multiple pictures at the same time.  Picture resizer (small program, see at the right) Install at your PC.  Easy: Place file for WebHare site onto your Desktop to resize: no installation is needed. More information: http://www.utwente.nl/webgids/en --> Pictures /Videohttp://www.utwente.nl/webgids/en

17. 8) HOW TO BE FOUND ON THE INTERNET? What should you do:  Use a relevant Title/Name  Make sure other websites link to your website  Short web address (=short folder names and short file names)  Keep it short: unnecessary information creates ‘noise’ and overshadows the most important parts  Give keywords and a description via, (preferable the index file)  Keywords: Google does not take them into account, other search engines do  Description: Short descriptions, does not influence your ranking in Google (although influences other search engines), but the short description helps people determine your site’s relevancy

18. 9) GENERAL SETTINGS (1/4) News folders , next choose news folder (at existing folder: right-click at folder, Edit type, choose ‘news folder’)  In folder adding files (e.g. Word/pdf) and links as usual, plus:  of file, add a description (=introduction text)  Below optional placement of photo (including a title) Picture folders  next choose picture folder (at existing folder: right-click at folder, Edit type, choose ‘picture folder’  a.zip file (or folder containing your photos) upload ( ), for the.zip file: right-click on the.zip file and choose ‘extract’. All pictures will be placed in the picture folder; delete.zip file Pay attention: Only upload resized pictures (see 7); max 300kb per file!

19. 9) ALGEMENE INSTELLINGEN (2/3)

20. fotoalbum

21. 9) GENERAL SETTINGS (4/4) Folders in WebHare containing special functions  ‘contact’  automatically appears at upper right corner  ‘en’  button ‘English’ automatically appears at upper right corner at website written in Dutch  Create the website written in English in the ‘en’ folder  Or: at English site: create folder ‘nl’ for button ‘Nederlands’ General settings of website (examples)  Title at upper right of website  ‘<< Back to CTW’ button  Social Network Buttons ( ): activation through properties of a folder/file/site  Etc...  More information at www.utwente.nl/webhare/en --> general settingswww.utwente.nl/webhare/en

22. 10) OTHER BUTTONS IN WEBHARE (1/2)  Up: One level up  Upload: Upload files from your computer (Word, pdf etc.)  New file: Creates a new file (not from your computer) (link etc.)  New folder: Creates a new folder  Replace: Replaces an existing file  Download: Downloads files to your computer  Delete: Deletes the selected file/folder  Properties: Changes the properties of a file/folder

23. Menu like Windows  use the right button of your mouse  Open: View the file in preview window  Republish: Republish at the web  View in browser  Copy/Move to…: Copy/move 1 or more files  Delete: Delete 1 or more files  Change ordering: Change the online ordering of files/folders  Edit type: Change type of file/folder  Properties: properties of the file/folder (explained on next slide) 10) OTHER BUTTONS IN WEBHARE (2/2)

24. 11) GENERAL HINTS Quicklinks: Create smaller links using an internal link  Example: www.utwente.nl/ctw/smoelenboek is actually http://www.utwente.nl/ctw/organisatie/smoelenboek/index.htmlwww.utwente.nl/ctw/smoelenboek http://www.utwente.nl/ctw/organisatie/smoelenboek/index.html  Create folder, create internal link in this folder, make this link the index file Searching for dead links  Entire website (Menu: File  Report  Link) or part of the site (Properties index file  link check tab) Linking to a file without title  Search via to the exact link of a file (tab 1, at the bottom)

25. 11) HINTS – DIFFERENCES COMPARED TO PREVIOUS VERSIONS OF WEBHARE  Start button=, the site publisher can be found under Applications  Feels more like Windows (e.g. CTRL+a, dragging, etc.)  Changes are shown directly in your screen  Windows/pop-ups smaller/larger through dragging lower right corner  F5 (refresh) is not necessary anymore  Shortcut in start menu (Menu  Publisher  Add to Start Menu)  Multiple publisher screens next to each other by using tabs  Key combinations for menu options (see menu)  Upload multiple files at the same time (requires Flash on your PC)  Edit-Pencil is replaced by menu properties.  Replace button in top menu (previously yellow arrows)  Change ordering: via right mouse button  Rights cannot be altered by everybody

26. 11) Problem solving I’m not able to login: check whether you can login at www.utwente.nl/medewerkers at the webapplications, this is the same password. If you can’t  Contact ICTS Servicedesk www.utwente.nl/medewerkers Webhare crashes during uploading: Click during uploading on the link ‘having trouble with apuloading?’, to switch to a simple upload- method. Preview-screen doesn’t work: Use Firefox, or change the settings in Internet Explorer.

27. FURTHER… More possibilities using WebHare (Advanced course)  Videos  Statistics  Forms, guestbooks, polls, forum  RSS feeds  Twitter communication  …..