WEBHARECourse 1 – Standard functions (version August 2010)

Anne Heining (webteam UT)Strategy, Marketing and Communications

http://www.utwente.nl/sc/en/

Table of Content

1) Login and personalise account

2) Basic Structure WebHare website

3) Files (Word/PDF/PPT etc.)

4) Links (intern, extern, content)

5) Ground rules for folders/files/links

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

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

2) BASIC STRUCTURE WEBHARE WEBSITE (1/3)

Publish in WebHare: where does it show on the actual website?

(will be further explained in chapter 6)

Name

ABC

Shown in

web-

address

HOME SCREENWEBSITE

Title

(what people

see at the site)

At the left in

menu

SUBPAGE

Name

ABC

Shown in

web-

address

Title

(what people see at the site)

Adding Word, pdf, ppt etc. files:

Two options:

Add file: Uploads a new file from your computer via Upload

Replace file: Replaces the current file (neat, name etc. remains

unchanged)

Give 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)

3) FILES (WORD/PDF/PPT ETC.)

4) LINKS (INTERN, EXTERN, CONTENT)

Different kind of links:

Extern: links to a site outside your WebHare: e.g. www.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)

5) 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)

Title index file

Content index file (most of times

Word document)

Files (and collapsed folders)

Folders (expanded via index)

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

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

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

Title index file

Content index file (most of times

Word document)

Files (and collapsed folders)

Folders (expanded via index)

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/webhare/en --> Pictures /Video

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

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!

9) ALGEMENE INSTELLINGEN (2/3)

fotoalbum

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

Etc...

More information at www.utwente.nl/webhare/en --> general settings

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

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)

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.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)

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

FURTHER…

More possibilities using WebHare (Advanced course)

Videos

Statistics

Forms, guestbooks, polls, forum

…..