Basic Page Editing

Use this guide to safely check out pages, make edits with the toolbar, create accessible links, organize content with Sections, and publish changes to the live site.

Editing Workflow

Before you can edit a page, you must check it out. Think of this like checking out a library book: while the page is checked out to you, no one else can edit it, preventing conflicting changes.

How to Check Out a Page

Navigate to the page you want to edit in the CMS (or sign into the CMS from the page you want to edit).
Click the Lightbulb icon in the top right corner.
Yellow Lightbulb = checked out to you; you can edit.
Lock symbol = someone else has the page checked out.
- Tip: Hover over the lock to see who has it. Contact them to request check‑in.
- Emergency: If you cannot reach them and you’re sure they are not working, email webupdate@apsu.edu to request an unlock.
  
  Note: The other user will lose any unsaved work.

Page Tabs (after check‑out)

Preview: Shows the page with your saved changes and hides edit controls.
Edit: Enables editing; you’ll see Green Edit Buttons over editable regions (usually “Main Content” and "sidebar Panel").
Properties: Displays the page’s log history.
Versions: Shows publish history; you can revert to a previous version.

Important: When finished, save your work and click the Lightbulb again to check the page back in (it will turn white). If you plan to Publish immediately, you don’t need to check in manually.

User Toolbar Overview

Click a green edit button (e.g. Main Content) to open the toolbar. Use these tools to format text, insert media, and manage layout.

Note: If you are unsure what a tool is called, simply let your mouse hover over the icon and a text box will appear with the name.

Essentials & Text Formatting (Top Row)

Save / Exit
- Save & Exit: Saves changes and closes the editor panel.
- Exit without Saving: Discards changes since your last save.
Cut / Copy / Paste
- Paste as Text (clipboard with “T”): Crucial for pasting from Word or other websites. It strips problematic formatting that can break pages.
Find & Replace: Search within the current edit region.
Spellcheck: Highlights misspellings.

Note: It only checks text present when you click it; toggle off/on to recheck newly added text.
Clear Formatting: Removes styling from highlighted text (use if pasted text looks “wrong”).
Text Formatting: Bold, Italic, Underline, Superscript/Subscript.
Lists: Bulleted and numbered lists.
Indentation: Increase or decrease indent.
Blockquote: Applies indented, serif styling; best for short quotations.
Alignment: Left, Center, Right, Justify.
Links:
- Insert/Edit Link: Add a hyperlink.
- Remove Link: Remove a link but keep the text.
- Mailto Link: Create an email link.
- Anchor: Create an on‑page bookmark target for linking.

Layout & Media (Second Row)

Styles
- Blocks dropdown: Changes the HTML tag (Paragraph, Heading 1, Heading 2). Use this to set correct structure and hierarchy.
- Formatting dropdown: Changes visual style without changing the underlying HTML tag.
Media
- Insert/Edit Image: Upload or edit images (size, alt text).
- Insert/Edit Media: For embedded media (primarily used by the Web Team).
Structure
- Horizontal Line: Inserts a thin divider.
- Line Break: Moves text to the next line without starting a new paragraph.
Advanced
- Special Character: Insert symbols (e.g., ©, ñ, é).
- Show Blocks: Displays dotted outlines for content blocks in edit view.
- Insert Snippet: Adds prebuilt layouts such as Sections.
- Insert Asset: Adds reusable content blocks.
- Maximize: Expands the editor to full screen.

Working with Links

Use the Insert/Edit Link tool (chainlink icon) to link to APSU pages, files, or external sites.

Linking to APSU Pages (Internal)

Highlight the text and click the Link icon.
Click the Browse icon (up arrow in a box) beside the URL field.
Navigate the file tree to find the page.

Tip: To link to a section’s main landing page, select the file named “index.”
Can’t find a section? If you need to link to a page you don’t have permission to edit, change the browse window’s top‑right dropdown from Staging to Production to view the entire website.

Note: Use the breadcrumb links in the top right of the window to navigate back the main are of the apsu.edu website by clicking on www.

Linking to External Sites

Paste the full URL directly into the URL field.
Warning: Only link to safe sites that comply with APSU contracts. For example, do not link to Amazon for textbooks; APSU has a contract with the Bookstore.

Link Behavior & Styling

Open in New Window vs Current Window?
- Webpages: Generally open in the current window.
- Documents (PDF/Word): Always open in a new window. Set this in the “Open link in…” dropdown.
Buttons: To style a link as a button, use the Class dropdown in the link window (e.g., “Red Button,” “Large Button”).
Link Text: Be descriptive and avoid “Click here.” Use meaningful text like “View the Academic Calendar.”

Using Sections (Snippet)

Sections help organize content into clear, scannable chunks that are easier for users, search engines, and screen readers to navigate.

Why Use Sections

Improve content structure and readability.
Help Google and AI understand page topics.
Enhance accessibility by creating logical navigation points.

When to Add Sections

Add a new Section for each major topic change—typically with every H2 heading.

How to Add a Section

Place your cursor where you want the Section.
Click the Insert Snippet icon (puzzle piece) and select “Section.”

Saving and Publishing

Saving (Draft Mode)

Click the Floppy Disk (toolbar) or the blue Save button (top right).
Saves your work in the CMS only; it does not update the live site.
Save as often as needed. Always save before closing the tab.

Publishing (Going Live)

Click the green Publish button.
System Check runs Spell Check and Link Check.
- Link Errors: Click the blue text to view the report. Look for red symbols in the Production column. If a link is broken, cancel the publish, fix it, and publish again.
  
  Note: Some social media links may show false errors; these can be ignored.
Version Description: Enter a brief summary of your changes (e.g., “Updated staff list”).
Click Publish again to complete.

Submit (When Approval Is Required)

If you see Submit instead of Publish, your page requires approval (e.g., main “index” pages require PR & Marketing approval).
Click Submit and enter a Subject and Message (use this as your Version Description).
Important: Requests without a message may be denied.