Recently in Links Category

Up, Up and Away! How to upload a PDF in Collage!

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Recently many people have approached the Web Content Office about problems they’re having Uploading PDFs into Collage. The good news is you don’t have to be a superhero to upload a PDF or other document or image. Just follow these simple steps and you’ll be able to do it faster than a speeding locomotive.

We also have blog entries on how to upload documents in a task, how to upload images and how to replace one PDF with another.

Please note: Firefox does not work correctly with Collage when uploading documents, images and more.  It will let you go through all the steps but nothing will appear in your folder. Please use Internet Explorer for uploading in Collage.

1. The first step you should take in any Collage endeavor is to sign into Collage and create a new task. If you’re fuzzy on how to do this, then please follow the steps in this blog entry.

2.    Once you've created the task, go into your Collage Inbox by selecting Home and Inbox. Then select the task you've just created and click on the blue name of it to open the task -  listed under task name, under Current Tasks and Notifications.

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3.    Once inside the task click on Assets.
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4.    Then click Upload and a new window will open.

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4a. If upload is greyed out or unavailable to you, click on content and select the folder you wish to upload the file to. Then follow these other steps (for the most part they'll be the same - aside from having to select a folder which you've already done).
 
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5.    Select Add Files.

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6.    Another window will open – select Browse.

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7.    Browse to where the PDF you wish to upload is (an easy way is to just save it to your desktop). Once you’ve found the PDF, click on it and select Open.

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8.    Back in the Upload File window – click on OK.

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9.    Next you’ll need to select a Deploy Folder – the folder where you wish to upload the PDF too. Click on the little square with the red exclamation point next to it next to the Deploy Folder column.

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10.    Now you’ll need to navigate to your Department etc.’s folder. Start by clicking the plus sign next to uml.edu and then next to Main UML Website.

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11.    Scroll down to the appropriate place (in this example the School of Health & Environment (SHE) which is located within the college folder. Most of the time you’ll want to add the PDF (or similar documents) to a Documents folder which is often abbreviated as Docs. Click on that folder. If you don’t see one then upload it into your overall department folder and e-mail webcontent@uml.edu And ask for them to be moved or for a docs folder to be created.

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12.    You’ll notice the folder name and path will be added to the right of the Deploy Folder column and the red exclamation point has become a green check mark.

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13.    If you wish to add more files to be uploaded to that same folder then select add files and follow the steps above again. If you’re done adding files then click on Upload.

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14.    You’ll notice that the PDF will be added to the Asset list in your task. Next click on Overview to go back to that part of your task.

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15.    Remember now that you’ve uploaded the PDF you still need to link it somewhere so that others can find it. You’ll need to add the page you wish to link it on and create the link – both of which we have blog entries to help you with.


Remember PDFs and other similar documents should open in a NEW window.


16.    Once you’re done creating your link, make sure to preview it and check that it works correctly. Then mark your task done and send it along for approval. There are two ways to mark your part of the task done - see the images below:


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THE END.



Adding An E-mail Address to A Faculty or Staff Bio


e-mail.gifSo you're sitting down to edit (or create a brand new Faculty or Staff bio), you breeze through most of it with no problem and then you get to the dreaded e-mail address… It looks simple enough; you’ll just type it in and then ugh! The good news is its not that much harder to put it in; in fact if you can create a link you can do it in a couple of easy steps.

1.   Sign Into Collage
2.   Go to your Inbox
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3. Click on New to create a new task. Or click on a task you’ve already created and open it by clicking on the Blue task name under “Task name” (skip to #7 if this is the case).
 
 
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4. Create the task and add the faculty/staff bio you want to edit to it.

5. Finish creating the task – if you need help with this please e-mail webcontent@uml.edu

6. Go back to your Collage Inbox. Select the task you've just created and click on the blue name of it to open the task (listed under task name).

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7. Once inside the task, click on the file name you want to edit; these are blue and listed under File name.

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8. The editor will open with the Faculty/Staff bio template. These templates are notorious for taking forever to load, so please be patient. After the page has loaded, click on the space below Email:

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9. Then click on “Link” from the menu above (just like you’re creating a text link).

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10. A pop-up window will open. Click on External.
 
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11. Wait for the pop-up to load; once that’s done and the “New Link” button is visible click on “New Link”. If this doesn’t show up right away you can try going back and forth between Internal and External again and it may load.

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12. Another pop-up will open. You’ll need to write (or copy and paste) the e-mail into both the Name: space and the URL: space. Notice the red ! – this means you’ll not be able to advance without doing both these steps.

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13. Once you have the e-mail address typed in, click on the drop-down menu and select “mailto”.

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14. Then hit “OK”.

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15. This will load the e-mail address into the link box (your first pop-up window). Next click on the drop down menu in this pop-up window and select New window instead of Current window.

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15a. This means that the link (in this case the email) will open in a new window. For University guidelines on what should open in a New Window vs. the Current Window try these two links: http://blog.uml.edu/cms/2009/08/internal-vs-external-links-internal.html
and http://www.uml.edu/public_affairs/webservices/Style_Guide.html


16. Next type the text in the text box that you want to appear in the bio list. Most people either just paste the e-mail address here; or type the person’s name in this space. Notice there is a red ! here as well – meaning you can’t finish until you complete this step; once you do the red ! changes to a green check mark.

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16a. Note: whatever you write here will show up in the corresponding Bio on the live website, in this case the actual email address as opposed to the person’s first and last name.

 
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17. Then click “o.k.” to save and add the e-mail link.
 
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18. Finish and edits, preview your completed pages and then mark the task done and send it along for approval.

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Internal Links Vs. External Links

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Part I -
Adding Internal Links

First of all what is an "Internal Link"?
Internal Links are any page that is within Collage.

Here's how to create an Internal Link:

1.      Enter the text that will become a link and highlight it (or select text that already exists on the page in Collage that you are editing.)

2.     Click the Link button.
 
The Link Window will appear.

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3. The internal link tab will open by default, expand the uml.edu folder and then expand the UML Main Website folder. A list of all the departments in Collage will prompt. This list will include only folders that you are allowed to edit. If you need to link to a page in a department that you do not have permission to edit, skip ahead to external links. 
 
4.      Find the department folder with the page or document you wish to link to in it and click on the folder. A list of all the assets under that folder will come up on the right panel.

5.      Select the asset you desire to link to. The asset name appears in the Name field.

 
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6. In the Target drop-down list, you will need to select Current Window or New Window (see circled area above). Generally all internal links should open in the current window and all external links in a new window.

7. Click OK.

8. The word or words you selected in Step #1 will be underlined and a different color (usually blue).

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9. Press Save to save your work.

10. Make sure to preview the page you just edited and click on the link to make sure it worked correctly. Do this by clicking on the Preview tab and then wait for Collage to load your preview. Note the change in the appearance of the highlighted word in which you created a link. If you do not like your Preview then click back on Edit and resume your edits.

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11. When you are finished close out of the window and mark your task as "done" and send it along for approval.


Part II - Adding New External Links
 
First of all what is an "External Link?"
External Links are any page that is outside the University's website or email addresses.


Here's how to create an External Link:

1. Enter the text that will become a link and highlight it (or select text that already exists on the page in Collage that you are editing.) You can also do this for a person’s name or e-mail that you want linked to their e-mail address.

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2.      Click the Link button. The Link window will appear.

3.      Once the window finishes loading select the external link tab.

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4.   Click the New Link button (circled above). Note: There are more than a thousand existing external links in the External Links Library. This takes forever to load and is nearly impossible to find an already existing External Link that you are looking for. It’s easier to create a New Link every time.
 
5.      In the dialog box that appears, type in the Name of the link you are creating.


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6.      Select a URL type from the drop down menu according to the type of link (circled above).


7.      Fill the URL field with the proper website address or email address.
 
Generally we try to type in the entire web address (URL) in the name and then you can just copy and paste everything from the www. to the .org or .com etc… and paste that into the URL: box. Note the URL: box already has a http:// selected and you will need to remove this from the web address you paste into the box along side it. For example you would paste http://www.labelsareforjars.org in both the Name: and URL: boxes and then remove the http:// from the URL: box so that it now just says www.labelsareforjars.org (and the http:// is in the drop down menu to the left).

7a. If it was an email you were linking to you’d do the same but hit the down arrow where it says "http://" and select "mail to:"

8. Click OK.
9. In the Target drop-down list, you will need to select Current Window or New Window. Generally all internal links should open in the current window and all external links in a new window.

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10.  Click OK.

11. The word or words you highlighted and selected in Step #1 will show up in BLUE.

12. Press Save to save your work.

13. Make sure to preview the page you just edited and click on the link to make sure it worked correctly. Do this by clicking on the Preview tab and then wait for Collage to load your preview. Note the change in the appearance of the highlighted word in which you created a link. If you do not like your Preview then click back on Edit and resume your edits.

14. When you are finished close out of the window and mark your task as "done" and send it along for approval. 

Pop Quiz –

In Collage, can you:

1)    Create a new page?

2)    Change the name in the existing navigation?

3)    Edit an existing link?

 

If you did not answer yes to all three questions, read on to find out what can and can’t be done.

 

You Can:

1)    Create a new page

new-doc.jpgTo create a new page, once you are within a task, navigate to the folder you want to add the asset (or file) to and simply click on the “new document” icon. You will be prompted to choose a name and description. Then the new document will open up and you can add your content. Don’t forget to give us a heads up in the task notes when you mark the task done.

 

2)    Change the name of an existing asset

 

metadata button.pngIf you want to change the name of a menu bar in the navigation (ie: from “Community Engagement” to “Community Partnerships”), open that asset/file and click on “metadata” in the toolbar. In the dialog box, the first field is “name.” This is what shows in the navigation.

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3)    Edit an existing link

Links change all the time. If you know a link is broken, has changed, or you realized you made a mistake, it can easily be fixed. Open the link by clicking on the “link” button in the toolbar after you put your cursor on the link in the text. In the dialog box, on the right side there is an “edit” button.

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When you click this you will get a dialog box similar to when you create a new link. Edit the link as necessary and click ok twice.

 

You Can’t

1)    Delete assets

If you need assets deleted (files, pictures or links), you can indicate what needs to be deleted in your task notes. Or you can send a list to webcontent@uml.edu.

 

2)    Make changes to the navigational structure

Moving menu items around, adding or removing items can also be indicated within task notes. Or you can send a message outlining the changes to webcontent@uml.edu. Make sure to be clear where you want the new item added within the existing structure (ie: between Prospective Students and In the Community).

 

3)    Resize pictures

Technically, you can change the size of a picture in Collage by changing the dimensions in the image dialog box. This isn’t really the best way to do it. Ideally, pictures should be sized to 200 pixels wide or less, 72 dpi and optimized (or compressed) for the web. We use Photoshop Elements. There are other products that are similar. If you do not have access to these products, you can send the images through in a task and let us know that they need to be resized and optimized in your task notes.

 

Is there something else you are wondering if you can or can’t do in Collage? Let us know in the comments below and we’ll answer your question.

Many Collage users are frustrated with the links library, and rightly so. The links library is where users go to create or access an external link to include in their document. The links library in Collage stores some 15K links and is growing everyday, so given the sheer volume of links it can take up to five minutes to load the entire library.

To save unneeded aggravation, here’s a much faster way to create external links and avoid the links library entirely. For the record, an external link is a hyperlink to any web page that does not live within your folder in Collage.

Create External Links Outside the Links Library

1)  Create a task in Collage, open the task and open the page you want to work on
2)  Open a separate web browser and pull up the website or web page you want to link to
3)  Place your cursor in the browser’s address bar
4)  Use the keystroke “Ctrl + A” to select the entire URL, then hit “Ctrl + C” to copy the URL
5)  Go back to the page you're working on in Collage
6)  Place your cursor on the page where you want to place the link
7)  Use keystroke “Ctrl + V” to paste the copied URL
8)  Hit “Enter” to activate the link (the URL will now be blue and underlined)
9)  Save your work
10)  Switch to the “Preview” tab and double check your work; click on the new link to make sure it works correctly

Congratulations. You’ve created an external link without having to access the links library.

If you’d like to make that link an embedded text link (for example, changing http://www.uml.edu to UMass Lowell), follow these instructions.

Create an Embedded Text Link

1)  Highlight the new link with your cursor (to highlight: click and hold on the URL and drag the length of the URL and release)
2)  Type the word or phrase you want embedded (like UMass Lowell from the example above)
NOTE: If the text you're adding is more than one word, DO NOT add spaces between words. This will break the embedded text link. Instead, type the phrase as one word. When you're done, go back, insert your cursor where you want spaces and hit the space bar to separate the words.
3)  Save your work
4)  Switch to the “Preview” tab and check your work

For some users, creating links using the above steps may seem more advanced, but with continued practice you should be able to master this shortcut and improve your efficiency in Collage.


 

Collage Tips & Tricks

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Collage can be quirky so here are a few tips and tricks to make things a little easier.

 

Toolbar Disappears

If your toolbar disappears or becomes grayed out, click outside the body text box and then click back in. That should make the toolbar reappear.

Creating Links

1) If the same link is needed more than once (either on the same page or on a seperate page), copy and paste the link and the link remains active. It's not necessary to re-type and re-link.

2) When linking items in a list, Collage may mistakenly group individual items into one big link. For these link grouping problems, try keeping items double-spaced before linking. Then, single space the items (NOTE: to single space items, hit the "SHIFT, ENTER," keys) after the items are linked.

3) Collage gives users the ability to type within a linked word or phrase. Therefore, to change a URL to a linked word or phrase (eg. to change http://www.uml.edu to UMass Lowell), it's not necesarry to delete the URL and type the phase and then link it. Simply type URL and hit the space bar (hitting the space bar automatically links the URL). Then type the word or phrase anywhere within the URL (eg. http://www.uml.edu), delete the surrounding URL text, and the word or phrase remains actively linked.

Formatting

All text should be in Verdana font. If not, select all (control/a) and click "Clear Formatting," on the lower right corner of the screen. If this doesn't work cut and paste the text into Notepad or save a Microsoft Word file as a  "text document." This will reformat the text. Then re-save the Collage document (be sure to do this, as it clears any ghost formatting that may linger) and paste in the re-formatted text.

Ordered, Unordered Lists

To remove bullets or numbers in lists, use the "outdent" button on the upper toolbar.

Styles

Using the various styles in the "style" icon can have advantages and disadvantages. The advantage is it can be used to give text variety, dimension or "pop." The disadvantage is it can often wreak havoc on surrounding text.

One issue is having the style formatting for a headline holding through the document. To fix this, try deleting the funky new copy and saving the page. Then, try re-typing in the style-affected area. The old style should have vanished. Often, saving or re-saving a page will eliminate style issues. 

About this Archive

This page is an archive of recent entries in the Links category.

Formatting is the previous category.

Navigation is the next category.

Find recent content on the main index or look in the archives to find all content.

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