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OU Campus Workshop Training

Uploading Files

NOTE: Always rename a file and replace it. NEVER put a new file up with a different name that is used for the same information. Instead, replace the file with the same name. PDF/Word type documents should always be located in a separate directory such as "files".

  • This prevents broken links across the web
  • This prevents old PDF's from pulling up in the Search Engines
  • This keeps old PDF's from being stored on the server

Adding hyperlinks to PDF/Document files

Once you have the file that you wish to upload on your computer you are ready to start.

  1. In Edit Mode, highlight the words to be used as the hyperlink.
  2. Click on the "Insert/Edit Hyperlink" button in the toolbar.
  3. Click the "Browse" button.
  4. Navigate to the “files” directory so that you are uploading the file to this folder.
  5. Click "Upload" File.
  6. Browse to locate the document you want to upload.
  7. Click "Upload".
  8. Click "Select" File. You are now ready to add the file as a hyperlink to your text.

Replacing files

  1. Name your file the same on your computer as the file you wish to replace on your web page
  2. In OU Campus "content" view, open the folder your file is located in. Often it is "directoryname/files"
  3. Select "Upload"
  4. Select "Browse" to find the file on your computer you wish to replace on your web page. (Be sure your file is named the SAME as the file you are replacing)
  5. Select" Overwrite" (Be careful NOT to miss this step), then "Upload"
  6. On your website, check the link to make sure your new file uploaded (at times, you may need to clear your cache to see the latest update)


To DELETE files that are no longer used

  • Select "Content" at the top-left
  • Navigate to the folder the file is located in (i.e. the files folder)
  • Select "Production" on the top-right
  • Find the file you wish to delete, select the "Recycle" icon on the right side



Replacing files

To replace a file that is currently linked on your website

  1. Name your file the same on your computer as the file you wish to replace on your Web page
  2. In OU Campus "content" view, open the folder your file is located in. Often it is "directoryname/files"
  3. Select "Upload"
  4. Select "Browse" to find the file on your computer you wish to replace on your Web page. (Be sure your file is named the SAME as the file you are replacing)
  5. Select" Overwrite" (Be careful NOT to miss this step), then "Upload"
  6. On your website, check the link to make sure your new file uploaded (at times, you may need to clear your cache to see the latest update)

To upload several documents at one time:

 When in you select "content view", you will always be logged in to the staging server by default. (See Staging and Production Server.) 

upload

Typically, the "files" folder underneath your main directory to stores your PDF's, etc. You may not see this folder and the files underneath until switching to the production folder.

upload

It is from this view you can DELETE unused files, and DELETE files you are about to replace. This is a very important process as part of maintaining a department website.

upload

NOTE: Always rename a file and replace it. NEVER put a new file up with a different name that is used for the same information. Instead, replace the file with the same name.

Naming files or renaming files

Example of bad file use: In the year 2011, the file  "university_committies2011rev-0001.pdf" was uploaded, then in the year 2012 the file "university_committies2012revised.pdf" was uploaded. The link on the website was then changed to reflect the new file, leaving the old file on the server. This process over the years causes many unused files to become stored on the server.

REMEMBER: Delete all unused files from the production server by checkmarking all unused files on the left in "content" view, then selecting "delete"

NOTE: When uploading a NEW file, NAME the file with a GENERIC file name: "university_committee.pdf".

Best practices for UPLOADING and REPLACING files:

  1. Select "Content" at the top of your OU Campus editor
  2. Open the "files" folder or the name of the folder your documents are located
  3. If you wish to replace files, select the "overwrite" button when uploading
    1. (Be sure your file is renamed the SAME file name you are replacing)
  4. Select "Upload", select the file you are replacing, then upload
  5. Delete any unused PDF/WORD files

NOTES: The best file format to use for files for downloading is a PDF. The latest version of Microsoft Word converts documents to PDF. If you do not have the capabilities to create a pdf, these free PDF converters.www.primopdf.com    www.cutepdf.com/Products/CutePDF/writer.asp.

PDF files are preferred over Word files, Apple users cannot always open Word documents. Word files should be saved as DOC files and not DOCX. Many users can’t open a DOCX file because it requires a newer version of Microsoft Office.

For accessibility guidelines, PDF files must be built accessible. (building in word, then convert to PDF will usually build an accessible PDF.)

Also see:

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