WordPress – Site Administrator User Guide
Table of Contents
Forward - About Wordpress.............................................................................................................. 3
1. Getting Started ............................................................................................................................. 5
1.1) Log into your account ............................................................................................................... 5
1.2) About the Dashboard ................................................................................................................ 6
1.3) Internal vs. External Views ........................................................................................................ 7
1.4) Open the External View ............................................................................................................ 7
1.5) Internal View ........................................................................................................................... 8
1.6) Screen Options ........................................................................................................................ 9
1.7) External View ........................................................................................................................ 11
2. Posting to your Wordpress Site .................................................................................................. 12
2.1) Create a Post ........................................................................................................................ 14
2.2) Edit a Post ............................................................................................................................ 15
2.3) Delete a Post ........................................................................................................................ 16
2.4) Add Video with Video Category ................................................................................................ 17
2.5) Add Categories from Posts ...................................................................................................... 19
2.6) Add Categories from Categories Subpanel ................................................................................ 21
2.7) Manage Existing Categories .................................................................................................... 22
2.8) Delete a Category .................................................................................................................. 23
3. Creating Pages on your Site ........................................................................................................ 24
3.1) Create a Page ....................................................................................................................... 26
3.2) Create a Subpage .................................................................................................................. 28
3.3) Edit a Page or Subpage .......................................................................................................... 30
3.4) Delete a Page ........................................................................................................................ 31
3.5) Reorder Pages ....................................................................................................................... 32
4. Using Media on your Site ............................................................................................................ 33
4.1) Add an Image ....................................................................................................................... 34
4.2) Edit an Image ....................................................................................................................... 37
4.3) Delete an Image .................................................................................................................... 40
4.4) Add a Document .................................................................................................................... 41
4.5) Edit a Document .................................................................................................................... 43
4.6) Delete a Document ................................................................................................................ 45
4.7) Re-add a file after Deleting ..................................................................................................... 45
4.8) Delete Files Permanently ........................................................................................................ 46
4.9) Media Library - Manage all Files ............................................................................................... 47
4.10) Media Library - Add Media..................................................................................................... 47
4.11) Media Library - Edit Media ..................................................................................................... 48
4.12) Media Library - Edit a PDF ..................................................................................................... 50
4.13) Media Library - Delete Media Permanently .............................................................................. 51
5. Using Links on your Site ............................................................................................................. 52
5.1) Create Links for Website ......................................................................................................... 53
5.2) Edit Links for Website............................................................................................................. 55
5.3) Delete Links for Website ......................................................................................................... 56
5.4) Create Links in Posts or Pages ................................................................................................. 57
5.5) Edit Links in Posts or Pages ..................................................................................................... 58
5.6) Unlink (delete) a Link ............................................................................................................. 59
5.7) Create a Mail Link .................................................................................................................. 59
5.8) Edit a Mail Link ...................................................................................................................... 60
5.9) Unlink (delete) a Mail Link ...................................................................................................... 60
6. Comments .................................................................................................................................. 61
6.1) Allow Comments on a Page ..................................................................................................... 62
6.2) Moderate a Comment ............................................................................................................. 64
7. Managing Users .......................................................................................................................... 65
7.1) Add a User ............................................................................................................................. 67
7.2) Delete a User ........................................................................................................................ 68
7.3) Changing Your Password ......................................................................................................... 69
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WordPress – Site Administrator User Guide
Forward – About Wordpress
WordPress was born out of a desire for an elegant, well-architecture personal publishing system built
on PHP and MySQL and licensed under the GPL. WordPress is fresh software, but its roots and development go
back to 2001. It is a mature and stable product. We hope by focusing on user experience and web
standards we can create a tool different from anything else out there.
For a bit more about WordPress' history check out the WordPress Wikipedia page or this page on our own
Codex.
What is WordPress?
WordPress is a state-of-the-art publishing platform with a focus on aesthetics, web standards, and usability.
More simply, WordPress is what you use when you want to work with simple software.
What if I am stuck, what should I do?
There are various online resources you can use by simply Goggling your issue. Listed below are some of the
helpful sites we have used. You can always ask the webmaster for help. However, there may be times where
he/she is not available. There are thousands of users who contribute to the online support forum (link below).


http://wordpress.org/support/
http://wordpresstraining.com/
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Chapter 1
Getting Started
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1) Getting started
1.1) Logging into your account
Open a web browser (i.e. Mozilla Firefox, Explorer, etc.) and navigate to the administrative web address
distributed to you via email (Figure 1.0).

Note: when added as a site administrator, the address will be provided to you in an email as a link
with your password.
Example:
Figure 1.0
Type in your Username and Password (for security purposes, do not select the “Remember Me” checkbox (see
Figure 1.1)). You will be taken to the site Dashboard (Figure 1.2).
Figure 1.1
***School addresses are located at www.schools.hwdsb.on.ca/(school name)/wp-admin***
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1.2) About the Dashboard
The Dashboard (Figure 1.2) tells you about recent activity on your site and provides you with the tools
necessary to build, moderate, and manage your site.
The Dashboard Subpanel (Figure 1.2 #1) provides you with a number of links to start writing Posts (Figure 1.2
#2), Pages (Figure 1.2 #3), and a “Right Now” (Figure 1.2 #4) view of the most recent number of Posts,
Pages and Categories. A Recent Comments box shows the number of Comments awaiting moderation and a
list of the recent comments (Figure 1.2 #5).
Figure 1.2
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1.3) Internal vs. External Views
Before beginning, it is best to familiarize yourself with the internal (your administrative view) and external
(the public website itself) interfaces of your Wordpress site.
Always have both views (internal and external) open when working on your site.
1.4) Open the External View
Your website name is located on the top left corner of your Dashboard. Right click on the website name to
open a browser menu. Choose Open Link in a New Tab.
Figure 1.3

Note: if your browser does not have the “New Tab’ option, then choose “Open in New Window” – the
window will then be accessible from the toolbar at the top of your screen.
Two tabs (or windows) will now be open, the internal Dashboard view and external website view (Figure 1.4).
Figure 1.4
Click the tabs to alternate between the internal and external views. By having the two views open, you will be
able to see what you are doing to the external website as you work within the Dashboard of the site.

Note: click “Refresh”
(Firefox) /
(Explorer) to see changes.
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1.5) Internal View (Dashboard)
As mentioned, the internal view of the site is called the Dashboard (Figure 1.5). The tools found here directly
correspond with and affect the external view of the site. Primarily, you will be concerned with Posts (see
Figure 1.5 #2) and Pages (Figure 1.5 #3).
Figure 1.5
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1.6) Screen Options
Each section has a “Screen Options” menu located on the top right of your screen (Figure 1.6). These options
allow you to customize your screen. As an example, we
will change our Dashboard appearance. This can be done
for all screens such as Posts, Media and Pages etc.
Currently our Dashboard has two columns and many
subpanels that we don’t need. We want our Dashboard to
Figure 1.6
have only one column and only subpanels we need.
Step 1: Click on Screen Options on the top right corner (Figure 1.7).
Figure 1.7
Step 2: When the screen option menu appears, uncheck the following items: Incoming Links, Plugins,
Wordpress Development Blog and Other Wordpress News.
Figure 1.8
Step 3: In Screen Layout, select Number of Columns to be 1 (Figure 1.8 Step 3).
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Step 4: Click on Screen Options (Figure 1.8 Step 4) once again to close this menu.

Note: You can also drag subpanels up, down and sideways. Example, you can move Quick Press
above Right Now subpanel. This is optional step.
Your Dashboard is now set (Figure 1.9) and will always look like this when you login. We recommend setting
the screen options for each section for better efficiency.
Figure 1.9
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1.7) External View
Posts (Figure 1.10 #2) will appear externally on the home page of your site. Pages (Figure 1.10 # 3) exist
within the site itself and also appear at the top of the page as header links for accessibility.
Figure 1.10
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Chapter 2
Posting to your Wordpress Site
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2) Posting to your Wordpress Site
Figure 2.0
Posts are only used on the homepage to post recent news, events and important
information. When posting to your site, you will do so by category. Posting with
three categories is discussed below. New categories can be added when needed.
Categories
Posts are created for your site by category. When you first receive your site, the
following categories come premade and prepared.



News – Used to post news in the middle of the homepage
Video – Used to post a YouTube video on the right side of the homepage
Rightbar – Used to post important items on the right side of the homepage under the video (if one
exists).

Note: Your homepage template may not have three columns therefore you will not see the
Rightbar or Video category.
News (Category = “News”)
The News section comprises the central content of the site’s homepage. Visitors will first see this information
on your website. This is where you will post important news items and information that is relevant to student,
parents, and the community.
Figure 2.1
By default (and so as to not overwhelm the visitor), five News & Information stories appear on the home
page. More stories can be accessed by clicking the “Next Page” link at the bottom of the page (Figure 2.2) and
/ or by clicking the “News” category link to the left of the screen (Figure 2.1).
Figure 2.2
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2.1) Create a Post
News posts are posted to your site in “Blog-like” fashion. This means that the
most recent posts go on the top.
Figure 2.3
To post a new “News” item, go to your Dashboard and click the Add New
(Figure 2.3) link under the Posts subpanel. The Editor Window will open (Figure
2.4).
Figure 2.4
Step 1: Add the title.
Step 2: Type your message.
Pasting from Microsoft Word: If you are pasting your text from Microsoft Word, click this icon on the
formatting toolbar (Figure 2.5).
Paste your text from the Word document into the window that opens
and click “Insert”. This will remove
any formatting from Microsoft
Word that is not compatible with the internet coding.
Figure 2.5
Step 3: Format the text as desired (i.e. add bold, italics, lists, etc.).
Figure 2.6
Step 4: Be sure that the “News” category is checked.

Note: If you do not select a category, the News category will be selected by default.
Step 5: Click Publish.
Step 6: Click the tab to view the site externally.
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2.2) Edit a Post
Internal View
Figure 2.7
To edit a post, Click Posts on the Dashboard subpanel
located to the left of the screen.
Once clicked a list of posts will appear (Figure 2.7).
Locate the Post you wish to edit. Place your cursor
over the title of the post and a quick link bar will open,
click Edit (Figure 2.7).
Clicking Edit will open Editor Window like the one below (Figure 2.8).
Figure 2.8
Step 1: Edit the title (if necessary).
Step 2: Type your message.

Note: see page 14 Step 2 if inserting text from Microsoft Word.
Step 3: Format the text as desired (i.e. add bold, italics, lists, etc.).
Step 4: Be sure that the “News” category is checked.

Note: If you do not select a category, the News category will be selected by default.
Step 5: Click Update.
Step 6: Click the tab to view the site externally (Figure 2.9).
Figure 2.9
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2.3) Delete a Post
Deleting a post is very simple in Wordpress.
Step 1: Hover over the post you wish to delete under the Post subpanel and click on delete (Figure 2.10).
Figure 2.10
Step 2: Click on Trash and your post will be moved to the trash bin. You will now see an extra sub menu
near the top of the page with a Trash button indicated by a number stating how many posts are in the trash
bin.
Figure 2.11
Step 3: Click on the Trash Button (Figure 2.11).

Note: This step is optional and only done if you want to permanently delete the post from Wordpress.
The trash bin provides an added security in case a post was deleted by accident.
Step 4: The Trash bin will show you the post that you recently deleted along with others you may have.
Currently, we have one post (Figure 2.12) which can be restored to its previous state or deleted permanently.
Multiple posts can also be deleted by clicking on Empty Trash (Figure 2.12 #2).
Figure 2.12

Note: Clicking the Delete Permanently button will not ask for a prompt and will delete the post.
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2.4) Add Video with Video Category
Figure 2.13
You can add videos to the home page by using the
video category. This is a great way to showcase
news, programs, and other school or student related
items. Please note that this is an optional item.

Note: Videos cannot be added to the
homepage if the homepage template has
two columns.
To add the video, Click Add New under the Posts submenu located to the left of the screen (Figure 2.13).
Step 1: Choose an appropriate title for the video.
Step 2: Go to www.youtube.com and locate a video you wish to showcase on your homepage.
When the YouTube video plays, locate address bar in your browser (Figure 2.14) and find the code needed to
place this exact video on your site (Figure 2.15).
Figure 2.14
Select the code after the v= (Figure 2.15) and copy it (Ctrl + C),
Figure 2.15
Step 3: Go back to your WordPress Admin area and paste (Ctrl + V) – i.e. Z1R1tPFLGXo into your editor
section (Figure 2.16 Step 2)
Figure 2.16
Step 4: Select the “Video” Category”.
Step 5: Click Publish.
Step 6: Click the tab to view the site externally. View the video on your home page (Figure 2.17). If you wish
to change the video in the future, simply use the instructions on page 17 for YouTube instructions.
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Figure 2.17
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2.5) Adding Categories from Posts
Using Categories is the best way to organize posts and group them by topic!
If there is an item that is recurring in your office/department, you may wish to assign a category to it.
Categories are a way of grouping related posts together. A post can belong to multiple categories, and
categories can be organized into a hierarchy. Adding your own categories is easy. There are two ways of
doing this.
If you are adding or editing a post, you can add a category while adding/editing content.
Step 1: Add/Edit title (We are going to add a new post in this example).
Step 2: Add content.
Step 3: Under the “+ Add New Category” on the right side, type in a new category and click on Add New
Category button (Figure 2.20 Step 3).
Figure 2.20
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Step 4: After adding the category, you will see your newly created category. In our example, we created a
new category called “Events” (Figure 2.21 Step 4).

Note: When you create a category, it is automatically selected by default.
Figure 2.21
Step 5: Click on Publish.
You can view this in external view (Figure 2.22). You will see that the Events category was added to the
Categories menu on the left. You will also see the category name under the “Filed under” section below your
newly created post.
Figure 2.22
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2.6) Add Categories from Categories Subpanel
Figure 2.23
You can add/edit all your categories from the Categories dashboard page. Click on
the Posts > Categories menu (Figure 2.23).
Clicking on Categories will show you your current categories (Figure 2.24 #2)
and the ability to add new categories (Figure 2.24 #1).
Figure 2.24
You can add a new category by filling out the fields:
Step 1: Fill out the name of your category.
Step 2: A web friendly version of the category name is called a slug. Use lower case and call it the same as
your “Name”.

Note: If you want to create hierarchical categories then select the parent category under the Parent
dropdown, otherwise leave as “None”. EXAMPLE: You could have a general category called “Athletics
News”. Under that, you could have sub-categories, i.e. Soccer, Football, Basketball, etc.
Description: Describe what the category is for.
Step 3: Click Add New Category to add the new details to the list.
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2.7) Manage Existing Categories
The list of categories will show you the name, description, and number of posts belonging to each category.
Hover over a category name to display a quick menu which will allow you to edit, quick-edit, or delete that
category (Figure 2.25).
Figure 2.25
If you click on Quick Edit, the category will change into an edit box which will allow you to quickly edit its
properties (Figure 2.26).
Figure 2.26
If you click on Edit you will taken to a separate page where you can edit the name, slug, parent, and
description. This method is exactly the same as when adding a category on page 22.
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2.8) Delete a Category
Figure 2.27
Clicking on Delete will delete that category.
You will see a confirmation screen (Figure
2.27)
When a category is deleted, all posts that
were in that category will be assigned to the
default category (“News”). Posts belonging
to multiple categories will only have the
deleted category removed from it.
Note: You cannot delete the default
category.
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Chapter 3
Creating Pages on your
Wordpress Site
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3) Creating Pages on your Wordpress Site
Pages in a nutshell
The “Header Links” located across the top of the page below the banner are links to Pages within the website.
When a new webpage is created, a new link is automatically generated in this area.
Figure 3.0
What Pages Are:


Pages are for content that is less time-dependent than Posts.
Pages can be organized into pages and subpages.
What Pages Are Not:



Pages are not Posts, nor are they excerpted from larger works of fiction. They do not cycle through
your blog's main page.
Pages cannot be associated with Categories and cannot be assigned Tags. The organizational structure
for Pages comes only from their hierarchical interrelationships, and not from Categories.
Pages are not files. They are stored in your database just like Posts are.
Figure 3.1
When a button along the top is selected you will see the page button highlighted (Figure 3.1 #1).

Note: You will see the Edit button (Figure 3.1 #2) at the bottom. This only occurs when you are
logged into the system. This allows for quick editing of a page. Users who are not logged into the
system will not see this button.
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3.1) Create a Page
To create a new page, go to your Dashboard and click the Add New link under
the “Pages” subpanel (Figure 3.2).
Figure 3.2
The Editor window will open.
In this example, let’s create a page called “Programs”. In addition, we will
create subpages for organizing and separating various topics.
Step 1: Create a title for the page (Figure 3.3).

Note: this will appear under the banner as a “Header Link” – make the title clean and concise.
Step 2: Type your page content.
Figure 3.3

Note: If you are pasting your text from Microsoft Word, click this icon (Figure 3.4) on the formatting
toolbar. Paste your text from the Word document into the window that opens and click Insert. This
will remove any formatting from Microsoft Word that is not compatible with the internet coding.
Step 3: Format the text as desired (i.e. bold, italics, lists,
etc…).
Step 4: Be sure that Parent (no parent) is selected
under the attributes area.
Step 5: Click Publish.
Figure 3.4
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Step 6: Click on the external tab to view what the page looks like (Figure 3.5).
Figure 3.5
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3.2) Create a Subpage
Often, it will be necessary to break your sections into a variety of subpages. This will provide organization and
focus. It will also provide your user with a quick indication of where they can find the information they need.
In our example, we have created a Programs page. Now, let’s create some subpages for it.

Note: subpages are best considered as “children” to a parent (or main) page.
To create a new subpage, go to your Dashboard and click the Add New link under the Pages subpanel.
The Editor window will open. In this example, we will create a subpage called “French Immersion”.
Figure 3.6
Step 1: Create a title for the page

Note: this will appear as a link under the page menu. Make the title clean and concise. For this
example, “French Immersion” will be added as a subpage.
Step 2: Type your page content

Note: see page 14 Step 2 if inserting text from Microsoft Word / See page 35 if adding images / see
page 60 if adding an email link)
Step 3: Format the text as desired (i.e. add bold, italics, lists, etc.)
Step 4: Be sure that the Parent Page (in this case, Programs) is selected (VERY IMPORTANT – this will
ensure that your page is added under the main parent page) (Figure 3.6 Step 4).
Step 5: Click Publish (Figure 3.6 Step 5).
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Step 6: Click on the external tab to view what the page looks like (Figure 3.7). Notice when you click on
“Programs” there is a menu called programs on the left. This menu will contain all subpages (or children) that
belong to the page “Programs”.
Figure 3.7
Repeat the process to add more subpages.
The subpages will all populate (in alphabetical order) in the Menu bar located to the left of the screen. This
Menu bar will populate on every subsequent page created automatically. The use of subpages will allow you to
organize each page and section of your website and facilitate ease of use for your students, their teachers,
and the community.

Note: Subpages can also have their own subpages. To do this simply, select the subpage you wish to
put a subpage under. When creating subpages of a subpage, keep in mind not to go too deep as
users of your website will not be happy clicking too many items in a subpage menu.
HINT: When preparing your site, create all pages and subpages first without creating content. The content
can be created after the pages are set.
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3.3) Edit a Page or Subpage
Figure 3.8
Editing a page or subpage requires the
same process as editing a post. To edit a
page, go to your Dashboard and click the
Pages subpanel. Doing this will show you
your current pages. Hover over the page
you wish to edit and click on edit button
(Figure 3.8).
Step 1: Update your title (Figure 3.9 Step
1).
Step 2: Edit your content.
Step 3: Format the text as desired (i.e. add bold, italics, lists, etc.).
Step 4: In our example, we have chosen to edit a subpage. Under the Page Attributes subpanel, you can
leave this option as it is or place this subpage under another parent page by selecting it in the menu. We are
going to leave this option as it is.

Note: You can also change this page to be a main page (parent page). This will place this page on the
header menu as a main page.
Step 5: Click on Update once you are finished with your editing.
Figure 3.9
Step 6: Click on the external tab to view what the page looks like (Figure 3.10).
Figure 3.10
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3.4) Delete a Page
Deleting a page is very simple in Wordpress.
Figure 3.11
Step 1: Hover over the page you wish to delete under
the Pages subpanel and click on Trash (Figure 3.11).
Step 2: Click on Trash and your page will be moved
to the trash bin. You will now see an extra sub menu
near the top of the page with a Trash button indicated by a number stating how many pages are in the trash
bin (Figure 3.12).
Figure 3.12
Step 3: Click on the Trash Button (Figure 3.13 #1).

Note: This step is optional and only done if you want to permanently delete the file from Wordpress.
The trash bin provides an added security in case a page was deleted by accident.
Figure 3.13
Step 4: The Trash bin will show you the page that you recently deleted along with others you may have.
Currently, we have one file which can be restored to its previous state or can be permanently deleted.
Multiple pages can also be deleted by clicking on Empty Trash (Figure 3.13 #3).

Note: Clicking the Delete Permanently button will not ask for a prompt and will delete the page.
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3.5) Reorder Pages (Header Links)
Figure 3.14
Figure 3.15
If you do not like the order of your Header Links, do the following to reorder
them.
Step 1: Go to your Dashboard, select the pages subpanel and click My Page
Order (Figure 3.15).
The Editor window will open.
Step 2: Click and drag the page bars to the placement you prefer (Figure 3.16).
Figure 3.16
Figure 3.17
Step 3: Click
to accept and save the changes.
Step 4: Click the external tab to view your changes (Figure 3.18).
Figure 3.18
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Chapter 4
Using Media on your Site
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4) Using Media on your Site
There are many items you can add to your website and Wordpress provides multiple ways of adding items to
the system. One method is through the posts/pages and the other through the Media subpanel on the left.
Some supported file types include:
Images: jpg, jpeg, gif, bmp, png
Documents: pdf, doc, xls, pub
4.1) Add an Image
In this example, we will add an image by using the editor in a post or page. Posting pdfs, publisher and word
formats will be covered on page 42.
In the WordPress editor, position your cursor where you'd like to insert an image. Click the Add Media icon
above the editor toolbar (Figure 4.0).
Figure 4.0
Step 1: To add an image to your post, place the cursor where you would like the image to appear add click
the Starburst icon from the Add Media toolbar. You will see a new window overlay (Figure 4.1)
Step 2: Select the image from computer. Click Select Files, then locate your image and click Open.
Figure 4.1
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
Note: Media Library archives all images uploaded to the website. This tab will allow you to choose an
archived image uploaded earlier. See section titled Media Library for more information on page 48.
Once uploaded to your website, a thumbnail of your image will appear on the top left hand corner.

Note: Clicking the Edit Image button (Figure 4.2) will give you advanced image editing options such
as crop, flip and scale. See section titled “Media Library – Edit Media” on page 49.
You are now able to edit the Title, Alternate Text, Caption, Description, Link URL, Alignment and Size.
You can also edit the image by clicking the Edit Image Button (Figure 4.2).
Step 3: Alter the title if wish.
Step 4: Alternate text area provides a different text when someone hovers over your image.
Step 5: Provide a description of the image.
Step 6: Align the image left, right, center or leave it as it is.
Step 7: You can set your image to be a thumbnail or choose from 3 other sizes (Figure 4.2 Step 7).
Figure 4.2
Step 8: Click Insert into Post once you are done editing your image information.
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Step 9: Click the tab to view the site externally (Figure 4.3).
Figure 4.3
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4.2) Edit an Image
Step 1: Go back to your editor in WordPress. You should still have this open when you published your post.
Step 2: In the editor, click on the image and two icons will hover over it. Clicking the Edit Image icon (Figure
4.4, #1) will take you to the image editor window. Click the Delete Image icon (Figure 4.4, #2) will remove
the image from your post.
Figure 4.4
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Step 3: If we select the Edit Image icon (Figure 4.4, #1), we get a screen where we can edit various
properties about the image. Scrolling over the “Size” property (Figure 4.5 #2) will give you a preview of how
the image will look in the paragraph. You can change this down to 60% of the size.
Advanced Settings tab (Figure 4.5 #4) is also located here however we will not cover it in this guide.
Figure 4.5
Step 4: The remaining settings are similar to “Add an
Image” on page 35. In this example, we will change the
Alignment to be on the right (Figure 4.5 #3).
Figure 4.6
Step 5: Once you have completed your edits, you can click
on Update (Figure 4.5 #5). This will take you to the editor
window screen where you will have to click on Update in the
Publish panel to update the post (Figure 4.6).
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Step 6: You can now check you external tab or window to see the change (Figure 4.7).
Figure 4.7
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4.3) Delete an Image
Step 1: Click on the post that has the image you want to delete.
Step 2: In the editor window, hover over the image that you want to delete and click on Delete Image Icon
(Figure 4.8 #1). This will remove the image from your post.
Figure 4.8

Note: This will not delete the image from the system. You can add the image again from the editor
window. See page 47 titled “Re-add a File after Deleting”.
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4.4) Add a Document
Step 1: In the editor window place you cursor where you wish to insert your file (Figure 4.9) and click on the
Add Media icon. In this example we will insert a PDF file.
Figure 4.9
Step 2: If the file is on your computer then select From Computer (Figure 4.10 #1). If you have previously
uploaded this file in this post, then select Media Library (Figure 4.0 #3). In this example we will insert a file
that is located on our computer. Click on Select Files (Figure 4.10#4) and browse for the file on your
computer.
Figure 4.10
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Step 3: We have selected a file called phone-instructions.pdf (Figure 4.11) with options to enter Title,
Caption, Description and Link URL. We generally do not need to change much on this screen. We recommend
changing the Title and adding a Description. Once you have completed your edits, click on Insert into Post
(Figure 4.11 #3).
Figure 4.11
Step 4: After inserting the PDF into the post, you will see a link (in blue) linking to the PDF document with the
title that was entered (Figure 4.12).
Figure 4.12
Step 5: Click on Update (if you are updating a post or publish if you are creating a new post).
Step 6: Click on the external tab to view what the post looks like. We recommend that you always open PDF
files in an external window (see page 58 – “Edit Links in Posts or Pages”).
Figure 4.13
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4.5) Edit a Document
Wordpress does not have the capabilities of editing content inside of
documents. You will have to do this in the application that the file was
created in. Wordpress does allow you to edit the link for file that was
created previously.
Step 1: Go back to your editor and click anywhere on the link (blue
phone instructions link (Figure 4.14).).
Figure 4.14
Step 2: Click on the unlink icon
to unlink the file from
word. You can now also delete the word (phone instructions) or title
(Figure 4.15).
Step 3: In the editor window, click on Add Media (Figure 4.15) and
go to the Media Library Tab (Figure 4.16). The Media Library will
have your archived documents that were uploaded earlier.
Figure 4.15
Figure 4.16
Step 4: Select the file you wish to edit by selecting Show. Complete the necessary edits and click on Insert
into Post (Figure 4.17).
Figure 4.17
Step 4: Click Update or Publish.
Figure 4.18
Step 5: Click on the external tab to view what the post
looks like (Figure 4.18).
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4.6) Delete a Document
Step 1: Go back to your editor and click anywhere on the link (blue phone instructions link.).
Figure 4.19
Step 2: Click on the unlink icon
to unlink the file from the
word. You can now also delete the word (phone documentation) or
title.

Note: This will not delete the file from the system. This only
removes the link to the file from you page or post. If you
wish to delete the file from the website, follow instructions
below titled “Delete the File permanently” on page 47.
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4.7) Re-add a File after Deleting
Step 1: In the editor window click on add media icons. If inserting an image go to the Gallery tab (Figure 4.20
#1). Gallery has all the images that were uploaded previously for this particular post. Go to Media Library tab
if a document needs to be inserted (Figure 4.20 #3).
Figure 4.20
Step 2: You will see the image or document you deleted earlier. Click on Show (Figure 4.20 #2) for the
image you want to insert. Do your necessary edits to the image and click on Insert into Post.
Figure 4.21
Step 3: Click on Update in the Publish panel (Figure 4.21).
Step 4: Click on the external tab to view what the post looks like.
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4.8) Delete Files Permanently
Files can be permanently deleted from within your post or page if they are no longer need on the website.
Step 1: In the editor window, click on Add Media and go to the Gallery tab (if you are deleting an image) or
Media Library (if you are deleting a document.) (Figure 4.22 #1).
Figure 4.22
Step 2: Select the image or document you want to delete. Click on Show (Figure 4.22 #2) and select Delete
near the bottom (Figure 4.23).
Figure 4.23
Step 3: You will now get a confirmation below the delete button. Select Continue to delete or Cancel to
leave the image or document on the system.
Figure 4.24
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4.9) Media Library - Manage All Files
The Media Library allows you to edit, view, and delete media previously
uploaded to your blog. Multiple media objects can be selected for deletion.
Search and filtering ability is also provided to allow you to find the desired
media.
Figure 4.25
4.10) Media Library - Add Media
The Media Library allows you to add images to the entire website to be used at a later time. This process is
similar to ones covered earlier. Click on Add New and follow instructions on page 35 or page 42. One notable
difference will be the button at the bottom. You will see Save Changes instead of Insert into Post. Adding
the media will then be saved in the Media Library to be used at a later time.
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4.11) Media Library - Edit Media
Media Library allows you to edit your uploaded files. You will get different options depending on the type of
file you choose to edit.
Example: Let’s edit an image.
Click on Media submenu on the left. A window with all files that belong to your website will be presented
here. Add new files by clicking on Add New (Figure 4.26 #1). Brief summary of the types of files your site
currently has (Figure 4.26 #2) are shown here. Hovering over the item will display a quick menu with options
to edit, delete and view the file (Figure 4.26 #3). The Media Library also displays which post or page this
media file is attached to (Figure 4.26 #4).
Step 1: Hover over the image you wish to edit and click Edit on the quick links menu.
Figure 4.26
Figure 4.27
Step 2: You will be presented with an edit screen where you can edit Title, Alternate Text and other options.
Click on Edit Image under the image thumbnail.
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Step 3: You will now be presented with various image editing options (Figure 4.28). This image can be
cropped (use this tool by selecting it and hovering of your image), rotated and flipped (Figure 4.28 #1). You
can also scale and crop the image using your own image (width, height) dimensions (Figure 4.28 #2). The
Thumbnail Settings (Figure 4.28 #3) can be cropped differently. For example, a thumbnail can be square or
contain only a portion of the original image to showcase it better. Alteration of the “Title” and “Alternate Title”
can be done here as well (Figure 4.28 # 4).
Figure 4.28
Step 4: Click on Update Media. This will update the image on post(s) or page(s) across the site.
Step 5: In external view, go to the post that has this image and view your changes.

Note: Editing an image such as cropping etc can also be done when you upload your image. You can
also edit the image when you are editing your post.
Example: Edit other documents:
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4.12) Edit a PDF
Let’s now edit a PDF file. This procedure will be the same for other document files.
Figure 4.29
Step 1: Hover over the file you wish to edit and click Edit on the quick links menu (Figure 4.29 #3).
Step 2: You will be presented with an edit screen where you can edit Title, Caption and Description (Figure
4.30).
Figure 4.30
Step 3: Update the necessary and click on Update Media. This will affect the file across the entire website.
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4.13) Media Library – Delete Media Permanently
Media Library can permanently delete files from you website. We recommend that you do a monthly
housekeeping of all media on the website. Delete files that you may not need or are not using in a post or
page.
Step 1: Hover of the file you wish to delete. Doing this will present a quick link menu (Figure 4.30).
Figure 4.30
Step 2: You will be presented with a confirmation screen (Figure 4.31).
Figure 4.31
Step 3: Click OK to delete the image or Cancel to leave the file on your website.

Note: If you delete the file, it is deleted permanently. You will need to upload it again to use it on a
post or page. When you delete the file from the Media Library, the link to the media file will still be
present on post or page it resided in. This is an issue in Wordpress. You will need to delete the media
file link from within the post or page it resided in (see page 45).
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Chapter 5
Using Links on your Site
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5) Using Links on you Site
The Wordpress Template can place universal links that display on the entire website. These are strategically
placed on the left side on every page to allow quick links to internal pages on your website or external links to
other websites. Posts and pages can also have their own links. We will cover how to create both universal
and individual links.
5.1) Create Links for Website
Figure 5.0
To get started, click on the Links subpanel (Figure 5.0).
Step 1: Click on Add New to create a link.
Step 2: Enter a title for your link (Figure 5.1 Step #3). This will show up on
the left side of your template.
Step 3: Enter the web address (Figure 5.1 Step #4) of the site or page you want to link to.
Step 4: This is optional step however you may enter a description which is used when someone hovers over
you link (Figure 5.1 Step #5).
Step 5: Target (Figure 5.1 Step #6) is an important option that determines how your link operates. By
default, Target is set to open in the current window. When linking to an external website, it is recommended
that you always set target to open in a new window or tab. This will prevent users from leaving your site when
they click on the link. If the link resides on your site then you can leave the link as it is.
Figure 5.1
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Step 6: Click on Add Link to insert your link in your website. You
will see a “Link added.” message when done (Figure 5.2).
Step 7: View the link in external window or tab and make sure it
works by clicking on it (Figure 5.3).
Figure 5.2
Figure 5.3
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5.2) Edit Links for Website
Click on the links subpanel to display all your links on the site.
Step 1: Hover over the link you wish to edit and click on Edit (Figure
5.4).
Figure 5.4
Figure 5.5
Step 2: Edit the title (Figure 5.6 Step 2).
Step 3: Edit the web address (Figure 5.6 Step 3).
Step 4: Edit the description (Figure 5.6 Step 4).
Step 5: Set the target (Figure 5.6 Step 5).
Step 6: Click on Update Link (Figure 5.6 Step #6).
Figure 5.6
Step 7: Click the external tab or window to view the changed link (Figure 5.6).
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5.3) Delete Links from Website
Links should be checked on a monthly basis to see if they still exist. If they do not, you may wish to delete the
broken link.
Figure 5.7
Step 1: Hover over the link you wish to delete and click Delete.
Figure 5.8
Step 2: You will receive a confirmation window (Figure 5.8) regarding the link
you are about to delete. Select OK to delete the link or Cancel to keep the link.
In this example, we will select OK.

Figure 5.9
Note: Links do not go the trash bin. It is important to know if you want
to delete this or not.
Step 3: View the website in the external window or tab to confirm that the link
is deleted (Figure 5.9).
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5.4) Create Links in Posts or Pages
Links can be created per post or page basis. They are useful to direct you user to another location on your
website or an external website. These are different from the links that reside on every page. These links only
reside on a single page or post that they are created in.
Select either a Post or Page subpanel. The example below can be used when you create or edit a new post or
page. Follow these instructions when doing both.
Figure 5.10
Step 1: In your editor window, highlight the word you wish to
link (Figure 5.10 Step 1).
Step 2: Click on the chain link icon (Figure 5.10 Step 2).
Step 3: Clicking the chain link opens an Insert/edit link
window (Figure 5.11). In the Link URL section, type or paste
the web address or URL (Figure 5.11 #1).
Step 4: In the Target dropdown, select Open link in a new
window (See Note below & Figure 5.11 #2). Once you are
done, hit enter.
Step 5: Click Insert once you are done. You will be taken to
the editor window (Figure 5.12).
Figure 5.11
Figure 5.12
Step 6: Click on Update or Publish to update the post.
Step 7: View the link in external view. The updated content should look similar to Figure 5.10.


Note: If you are linking to a site or page that is not part of your website, we recommend that you set
the Target (Figure 5.11 #2) to Open link in a new window. If you wish to link to a page that
resides on your website, we recommend that you leave the default setting (-- Not set --) or select
Open link in the same window.
File formats such as PDFs should also open in a new tab or window. Word, Excel, Publisher do not
require this option because they launch in an application on a desktop. Remember, if the file opens in
a browser then it is a good idea to have the file open in a new tab or window.
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5.5) Edit Links in Posts or Pages
Figure 5.13
Step 1: Place your cursor anywhere on the link you wish to edit (Figure 5.13 Step 1). Notice that the link
icons will be grayed out before doing this.
Step 2: Clicking on the link icon
After clicking on the link, the icon will now be active.
will bring up an editor (Figure 5.13 Step 2).
Step 3: In the Link URL section, type or paste your new
web address or URL (Figure 5.14 #1).
Figure 5.14
Step 4: If the web address is linking to another website,
make sure the Target is set to Open link in a new window
(Figure 5.14 #2).
Step 5: Click on Update. You will be taken to the editor
window (Figure 5.15).

Note: The link still looks the same in the editor even
though the Link URL was changed to
http://www.newsite.com (Figure 5.14). This is
because we changed the backend address for this
link and did not change the name of the link. If you
wish to change the linked word, simply place your
cursor on the link and type a new word on it.
You will know it is a link because it remains
blue and underlined.
Step 6: Click on external view to test your link.
Figure 5.15
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5.6) Unlink (delete) a Link
Step 1: Go back to your editor and click anywhere on the link (blue phone instructions link.).
Step 2: Click on the unlink icon
or title.
to unlink the file from the word. You can now also delete the word
Step 3: Click Update or Publish.
5.7) Create a Mail Link
To create a “clickable” or linked mail link so that an external email client such as First Class recognizes it,
simply follow these steps:
Figure 5.16
Follow Steps 1 & 2 on page 58 titled “Creating links
in Posts or Page”.
Step 3: Clicking the chain link opens an Insert/edit
link window (Figure 5.16). In the Link URL section,
type or past mailto: [email protected] (Figure
5.16).
Step 4: Click Insert once you are done. You will be
taken to the editor with your link.
Step 5: Click on Update or Publish to update the
post.
Step 6: View the link in the external view (Figure
5.17).
Figure 5.17
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5.8) Edit a Mail Link
Step 1: Click anywhere on the link you wish to edit. You do not need to highlight the link.

Note: If you wish to change the linked word,
simply place your cursor on the link and type a
new word for it. You will know it is a link
because it remains blue and underlined.
Example: We changed the word from
“Webmaster” to “Contact the Webmaster”
(Figure 5.19).
Step 2: Click on the chain link icon (Figure 5.13 Step
2).
Step 3: Clicking the chain link opens an Insert/edit
link window (Figure 5.18). In the Link URL section,
edit or paste mailto: [email protected].
Figure 5.18
Step 4: Click on Update.
Step 5: Click on Update or Publish to update
your post.
Step 6: View the link in external view (Figure
5.19).
Figure 5.19
5.9) Unlink (delete) a Mail Link
Step 1: Go back to your editor and click anywhere on the name link (blue webmaster link.).
Step 2: Click on the unlink icon
name.
to unlink the file to the word. You can now also delete the word or
Step 3: Click Update or Publish.
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Chapter 6
Comments
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6) Comments
One of the greatest things about Wordpress is the immediate
feedback that readers provide. Unfortunately, too much of a good
thing can be challenging and problematic. Fortunately, WordPress
has a great comment management system.
You can manage comments made on your site similar to the way
you manage Posts and other content.

Note: Comments are not enabled site wide and need to be
activated as you add/edit your posts or pages.
Figure 6.0
6.1) Allow Comments on Post or Page
We will now allow comments on a post we created earlier. Same steps are required when you create a new
post or page. Comments should mostly be used when posting to the homepage however you can also allow
comments on a page. Go to a post you wish to edit. If help is needed with editing a post see page 15.
Step 1: Go to the bottom of the post you are editing and check Allow Comments (Figure 6.1 Step 1) so that
it is checked.
Step 2: Click on Update to now allow comments on your page (Figure 6.1 Step 2).
Figure 6.1
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Step 3: View the post being edited in the external window or tab (Figure 6.2). When comments are not
enabled on a post you will see a message that states “Comments are closed” (Figure 6.0). This is simply
means that comments are not enabled on this post or page.
Figure 6.2

Note: When logged into the Dashboard, the website will only show a comment text area (Figure 6.2).
When visitors visit the site, Name, Email, Website and Comments will display (Figure 6.3).
Figure 6.3
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6.2) Moderate a Comment
When a user submits a comment on a post or page, they see a message stating “Your comment is awaiting
moderation” (Figure 6.4).
Figure 6.4
A yellow highlight comment will be displayed in the comments section when an administrator logins to the
Dashboard. This indicates that there is a comment that has been submitted and requires attention (Figure 6.5
#2). The Comments subpanel will also indicate that there is a comment by displaying a number beside it. The
number indicates the number of comments that require moderation (Figure 6.5 #1).
Figure 6.5
Step 1: Hover over the comment you wish to
moderate. A quick menu will display with
Approve, Reply, Edit, Spam and Trash
(Figure 6.6).
Figure 6.6
Approve the comment if it is appropriate for
your website. Click on Trash if you feel that
you do not wish it to be on the website. Click Spam, if you feel that this is a spam comment posted by
someone. Click Edit to change what was written by the user. Click on Reply if you wish to reply to the user.
Step 2: Approve the comment by clicking on Approve.
Step 3: View your post in the external window or tab. The post is now live for all your readers to see. The
message “Your comment is awaiting moderation” is also removed when approved (Figure 6.7).
Figure 6.7
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Chapter 7
Managing Users
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7) Managing Users
If you’d like your website to feature posts and pages from multiple authors, you
can add as many accounts to your website as you wish.
Figure 7.0
In Wordpress, there are five user levels which have different abilities on your
website. To view your existing users click on the Users subpanel on the left (Figure
7.0). This screen lists all the existing users for your site (Figure 7.1). We currently
have only one user.
Each user has one of five defined roles as set by the site admin: Site Administrator,
Editor, Author, Contributor, or Subscriber. Users with roles other than
Administrator will see fewer options when they are logged in, based on their role.

Administrator - Somebody who has access to all the administration features

Editor - Somebody who can publish and manage posts and pages as well as manage other users'
posts, etc.

Author - Somebody who can publish and manage their own posts

Contributor - Somebody who can write and manage their posts but not publish them

Subscriber - Somebody who can only manage their profile
Figure 7.1
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7.1) Add a User
Click on the Users subpanel (Figure 7.0) to insert a user.
Step 1: Click the Add New button (Figure 7.2)
Figure 7.2
Step 2: Fill in the username, email, first and last name, and password. Choose a
role from the Role drop-down menu. Do not uncheck the “Send this password to
the new user by email” button (Figure 7.3).

Note: You can add more information to the user profile such as biography, website etc however we
recommend that you let the user do this instead.
Figure 7.3
Step 3: Click on Add User to complete the user registration (Figure 7.3).
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7.2) Delete a User
Click the Users subpanel (Figure 7.7). This will present all users currently on your
website.
Figure 7.7
Step 1: Hover over the user you wish to delete and click on Delete under the
username (Figure 7.8).
Step 2: A confirmation screen asking what
needs to be done with Posts will be
displayed. Select the option to delete the
posts if you wish to delete his/her posts.
Select “Attribute all posts and links to” and
select a user from the dropdown menu if you
wish keep the users posts. This assigns the
users post to another user on the website.
Figure 7.8
Step 3: Click on Confirm Deletion to
remove the user from the system.
Figure 7.9
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7.3) Changing Your Password
When viewing the Users subpanel (Figure 7.10), click the Your Profile tab.
Figure 7.10
Step 1. After selecting the Your Profile tab, you will be able to view all of your
profile settings. If you scroll to the bottom of the page, you will see the New
Password option (Figure 7.11).
Step 2. Fill out your new password in the New Password text box, and then retype the password again for
security reasons. By clicking on the update profile tab you will have successfully changed your WordPress
password.
Figure 7.11
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