Wordpress: Museum Voices Editing Basics

Museum Voices sites run on a content managment system/blogging platform called Wordpress. The videos on this page will show you how to do most basic editing functions on Wordpress from creating pages/posts to managing images or other media. 

Please see the WordPress: Customizing Your Museum Voices Site video page to learn how to change the appearance of your site, including: background colors, custom banners, menu items and widgets.

Videos on this page:

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TIP: Having a hard time seeing the details? We recommend turning on the highest video quality possible and making the video full screen. Both of these controls are visible at the bottom right corner of the player after the video has been started.


How to Log In

Learn how to log in to Wordpress. You will need to use the UF VPN client first if you are not plugged directly into the Museum's wired network (e.g. off-site or on a wireless connection).

Topics covered:
0:00 – intro
0:20 – begin on the page or section you want to edit to make sure you are logging in to the correct system
0:35 – the LOG IN link is in the lower-right corner of the site footer
0:45 – extra step is needed if you using wireless or are away from the museum
0:55 – begin instructions for wired connections at the museum
1:17 – begin instructions for wireless connections and off-site locations
1:30 – need to use the UF VPN service before logging in
1:35 – what is a VPN? (virtual private network)
1:50 – UF VPN allows you to access resources as if you were on campus
2:12 – begin UF VPN AnyConnect connection instructions
2:35 – be sure to add “/flmnh” to the end of your username, e.g. gatorlink@ufl.edu/flmnh
3:18 – VPN runs in background while you are connected
3:37 – now you can click on LOG IN link on the web site and get to Gatorlink login
3:52 – if you skip this step, you will be redirected to museum homepage instead of Gatorlink login page
4:15 – disconnecting from the VPN
4:25 – begin example with Windows VPN client (Cisco AnyConnect Secure Mobility Client)
4:55 - be sure to add “/flmnh” to the end of your username, e.g. gatorlink@ufl.edu/flmnh
5:25 – disconnecting from the VPN on Windows

Download step-by-step instructions (PDF)

Dashboard Overview

Take a short tour of the Dashboard, the “behind-the-scenes” administration area you will use to manage everything about your Wordpress site.

Topics covered:
0:00 – intro
0:20 – log in with your Gatorlink account (be sure click login link on your blog site)
0:43 – Dashboard opening screen
0:55 – log in/out menu in the upper right corner
1:00 – “My Sites” menu lets you jump between blogs if you have more than one
1:12 – current site menu – use “Visit Site” to leave Dashboard but stay logged in
1:40 – customizing the Dashboard main screen options
2:05 - Posts menu (posts, categories and tags)
2:55 – Events menu (manage calendar)
3:16 - Media menu (Library holds all of your site assets, WP-Cycle used to manage banners)
4:00 – Pages menu
4:46 – Comments (enabled at site level, approving comments is required)
5:33 – Galleries (organize images into galleries)
5:55 – Appearance menu (managing themes, customizations, widgets, menus)
6:38 – Profile menu (change admin color scheme)
7:28 – Tools menu (Press This bookmarklet)

Download a Dashboard cheat sheet (PDF)

Posts vs. Pages

Posts and pages may look similar, but they serve different functions in WordPress. Posts are best for news updates or subjects that change frequently, while pages are best for static content that doesn’t change often.

Topics covered:
0:00 – intro
0:50 – visit the site Dashboard
0:58 – separate menu items for Posts and Pages
1:10 – creating a new sample post
2:25 – new posts are added to a special page that lists posts in chronological order
3:00 – posts are best choice for news, updates or anything that changes frequently
3:05 – if you have comments enabled, visitors can comment on posts but not pages
3:23 – sidebar widgets include posts, exclude pages
3:40 – creating a new sample page
3:50 – pages are best choice for static content, such as contact or “about us” info
4:50 – pages are not added to blog loop, but they are added to the main site menu

Download a chart comparing Posts and Pages (PDF)

Create your first post

Learn how easy it is to create and publish your very first blog post.

Topics covered:
0:00 – intro
0:45 - delete (trash) default Hello World post
1:05 - start a new post
1:17 - enter a title
1:25 - permalink (URL) is created automatically
2:25 - content editing area
2:38 - hover mouse over toolbar buttons to see name of icons, Toolbar Toggle button shows more
3:24 - pasting text from Word (keeps most formatting)
3:55 - distraction free writing mode
5:00 - begin publishing options overview
5:09 - save as draft
5:28 - post preview
5:40 - post status (not used often)
5:57 - public visibility
6:08 - sticky posts (pin to top of post feed)
6:40 - private visibility (only viewable by other logged-in users of your blog)
7:15 - password-protecting posts (NOT approved for restricted data!)
8:24 - changing publish date/time
9:02 - publish post
9:10 - view post on site

Download step-by-step instructions (PDF)

Editor Toolbar Options

Learn about the different options available in the WordPress editing toolbar.

Topics covered:
0:00 – intro
0:16 – will use post as an example, but the page editor has the same toolbar
0:42 – bold, italics, strikethrough
0:55 – bulleted and numbered lists
1:20 – block/pull quotes
1:43 – horizontal line
1:50 – alignment (text and images)
2:00 – link and unlink (adding/removing internal and external links)
3:30 – insert “read more” tag
4:27 – most keyboard shortcuts (Ctl+Z/X/C/V, etc.) work the same way
4:39 – toolbar toggle (shows another row of options)
5:15 – formatting drop down box (make text a headline, paragraph, etc.)
6:29 – underline (do not use underline! Web users expect underlined words to be links!)
7:10 – justify text (use with caution, spacing may look odd on very large screens)
7:37 – change text color
7:47 – paste as text (drops formatting and pastes as plain text)
9:09 – clear formatting
9:22 – insert special characters
9:45 – text indenting
9:55 – undo and redo
10:07 – keyboard shortcut guide
10:20 – formats dropdown (custom styles)
10:58 – distraction-free writing mode

Categories and Tags

Categories and tags organize your posts and help visitors find information. Categories generally cover broad topics (think book chapter titles) and tags are much more specific (think book index words). If you do not set up your own categories, all of your posts will be filed under the “Uncategorized” category. Using tags is completely optional.

Topics covered:
0:00 – intro
0:15 – what are categories?
0:52 – where to find the Categories and Tags menus under the Posts section
1:04 – pages do not use categories or tags (only posts use them)
1:09 – difference between categories and tags
1:30 – add a new category example
2:00 – category name
2:10 – category slug (URL)
2:30 – categories can be nested in a hierarchy
2:40 – category description not necessary and not shown by the Museum theme
3:05 – more category entry examples
4:10 – assigning categories when editing a post
4:44 – assigning categories using the post Quick Edit menu
5:30 – categories widget will show updated list on site
5:35 – clicking on a category name in the widget menu will show all posts in that category
5:55 – what are tags?
6:05 – adding tags to a post
6:15 – separate tags with commas
6:50 – using tags is optional, using categories is recommended
7:20 – tag cloud widget is not active by default, tags will be listed at bottom of post
7:40 – adding the tag cloud widget to the sidebar

Download step-by-step instructions (PDF)

Adding Images

Learn the basics of adding images to your WordPress site. These instructions will work with both posts and pages. This technique should be used when you want to add a handful of images alongside some other text content. If you want to display lots of photos on the same page, it is recommended you create a gallery instead (see below).

Topics covered:
0:00 – intro
0:28 – about the Media Library
0:58 – begin post example (inserting image directly in post editor)
1:10 – using the Add Media button
1:30 – uploading a new image
1:54 – begin filling out the attachment details
2:00 – title (rename to something useful to make it easier to locate in the Media Library)
2:26 – caption is optional, you can add this later
2:39 – alt text (PLEASE fill this out so our site is accessible to the visually impaired)
3:55 – image alignment
4:04 – link to setting
4:27 – image size
6:00 – insert image into post
6:08 – setting image alignment after insertion
6:30 – edit image button
6:50 – margins will be added once a post is published
7:10 – adding a caption
7:35 – resizing a photo (recommend using corner handles to avoid skewing image)
8:05 – images size down fine, can get blurry if you make them bigger than original
8:35 – selecting different sizes using the Image Details (edit) screen
8:55 – editing the original (uploaded) source image
10:30 – update post and view changes
10:50 – properly sourcing your images: respecting copyright


Adding and Managing Image Galleries

The image alignment buttons built into the text editor are not designed to handle complex photo layouts. Using image galleries will allow you to create attractive photo layouts with automatic thumbnail generation, multiple layout options, captions, descriptions and a large-size lightbox feature.

A video for this section is not available at this time; please download the written tutorial below.

Download step-by-step instructions (PDF)