FAQ A to Z
If you do not find the answer to your question in this FAQ, please submit a request with your question and the Web Team will respond to you as soon as possible.
Search the below FAQs…
What do I need to do to become a University web maintainer?
If you are a University staff member or student, or have visitor access to the University website, the Head of your area, or the current website maintainer, can to notify the Web Team by email that you require access to maintain the site, citing the site name and your LDAP userID.
Can I work on my website from outside the University
As the web development server is within the University network, it is also necessary to be working on a computer that is on the University network. If you need to access webdev from outside the University, you will need to use one of the external connection methods available through ITS.
Can I change the appearance of my University website?
University websites are created to meet the corporate visual identity. When using University of Adelaide templates, the text and headings will automatically be formatted according to the corporate styles. Please contact the Web Team before making style changes.
Can I copy text from a word document into my webpage?
Always paste as plain text, by clicking the paste icon with the "T", when transferring text content from word, other document types or existing webpages. Copying and pasting text from word or using the word option to "save a word file as .html" both cause invalid formatting to be transferred into the webpage.
How do I format text on my page to appear as a heading?
Heading formats are applied to a paragraph on webpages. Click in the paragraph that is to be a heading and select the appropriate heading from the Format drop-down box.
The heading styles are designed to be applied in hierarchical order. Heading1 should be used only for the main heading or title of the page. Sub-headings within the page should be set hierarchically from Heading2 down to Heading6.
How are page titles defined for University webpages?
The page title that appears in the topbar of the browser display for University webpages is a concatenation of the site's "site title" and the Heading1 of the current page.
How can I include a horizontal rule with back to top icon divider in my page?
To include horizontal rule with back to top icon, it is necessary to paste the following line of html into the code of page at the position where the divider is to appear:
<!--#include virtual="/global/html/divide.html" -->
or for the new template:
<!-- WFINC="virtual(/global/includes/ui/divide.html)" -->
How can I insert a mathematical equation into my website?
Please visit the mathURL website and follow their instructions to generate an image. Also refer to their help page for information on embedding generated images.It is also suggested that you give the image a description. E.g. cos squared x plus sin squared x is 1 would be the descriptive text used for this image: .
How should I format tables in my site?
Tables should be formatted using the standard tables style, "light". Individual cells can then formatted as headings and have alternate styling applied. View the options for these standard table styles in the cascading styles sheets page.
Explicit numeric widths and heights should be avoided for table or table elements as they can force the page width to display incorrectly. If necessary, percentage widths can be used for tables and cells.
To set percentage widths on a table column, edit the cell properties for the header cell of the column and set the percentage value for the width field to allow the width setting to be easily found and updated in the future.
Why doesn't my page print correctly on A4 paper?
University of Adelaide are formatted so that the page resizes appropriately for displaying for different screen, window and printer sizes. However, if the page contains an object, such as a table with an explicit numeric width or an overly long link, the page may be forced to display wider than the display type, such a printer, allows. Removing the explicit width on the element should fix the problem.
How can I view the styles and patterns available for my site?
For new template sites, visit the pattern library to view the styles and patterns available for use on University of Adelaide new template sites. For each of the patterns the view source option allows you to view and copy the source code to correctly use these in your site. Please note that these patterns should only be used with the new templates and are not compatible with older University of Adelaide templates. For assistance with older templates, or to find out about converting your site into the new templates, please contact the Web Team.
Links can be created to go to a specific point in a page. Do this by defining the anchor point ('target') then linking to th anchor. To do this, go to the point that is to be anchored, click on the anchor icon in the toolbox and enter a text name for the anchor. Then highlight the text to be linked and select the link icon in the toolbox. Enter a # symbol and the anchorname, e.g. for the anchor 'heading1', the link field should contain #heading1.
Email links open a compose email window with the sender pre-filled to a specified recipient. To create an email link, highlight the text that will be the link and in the link field enter mailto:emailaddress, for example, if the email address is email@example.com the link field should be mailto:firstname.lastname@example.org.
Can an email link send emails to multiple recipients?
Yes. If multiple email addresses are specified after the the mailto: with commas separating each email address, then the resulting email will be sent to all email addresses listed.
Should I open links to external sites in a new window?
No, links should not spawn new windows. This practice was common in the past when opening links outside the University site, however it is no longer considered to be good practice. Reasons for avoiding links opening in new windows include:
- it can be confusing for people using screen readers to open multiple windows
- the back button cannot be used to return to the original page
- many browsers now have the option to use multiple tabs in one window rather than multiple windows
- people can configure their browsers not to spawn new windows and therefore won't be able to access the pages
- most users know to use right-click menus to open in a new window if they want to do this
- it is annoying to users.
Does it make any difference if I leave off the trailing "/" in a link URL?
For a link that ends in a folder name, for example, http://www.adelaide.edu.au/folder_name/, the link should be specified with the trailing "/". The link will work without the "/", the webserver will detect the presence of the directory and redirect to the same address with the trailing slash added. This is slower and less efficient so its better to add the slash explicitly.
What text should I use as links in my webpage?
It is good practice to use meaningful text as links in a webpage, so that your link text should reflect the site or the information that the link contains. Avoid using text such as "click here" for link text as this does not contain useful information for users who are using screen readers. It is also not recommended that URLs be used as the link text.
How should I name files in my site?
Filenames for all files within University websites, whether they are webpages, documents, pdfs or images, should be made up of only lowercase letters, numbers and hyphens. This means that uppercase letters, spaces and special characters should not be used in filenames on University websites.
Should I keep copies of old files and documents on my website?
No, old versions of files should be removed. Where possible use reusable filenames for files so that the names do not need to be changed when the document is updated. This minimises the manual work that needs to be done to remove old files and also the need change links when a file changes.
Should my filenames reflect the version of my documents?
Where possible, versions or other changeable information should not be used in filenames. If reusable filenames are used instead, links remain correct when the files are updated. This is particularly important when other sites may be linking to documents that are within your site, maximising the usefulness of the information contained in your site.
How can I minimise broken links from other site to my site?
If other sites contain links to pages in your site, the links will break if you change the filename, or move or delete the page. Therefore minimise changes by using generic reusable filenames that avoid dates and version numbers and keep site restructuring to a minimum.
Why isn't the document size appearing next to my pdf link?
When inserting a document link onto a webpage, you will no longer see the document type and size e.g. (pdf 17kb) displayed on the page after the link. To find out if your link is working, simply hover over the link, if a yellow title tag pops up with the name and file size of the pdf, you know that it is linked correctly. More information can be found in the step-by-step of editing guide.
Replace "xxxxxx" with the 6 digit course ID from peoplesoft. This will return information for the current year, or the following year from December 1.
Courses often have multiple offerings (e.g., multiple semesters, campuses, careers). For example, to only show onshore courses, add "&campus=ONSHORE" to the URL. For information on adding more specific search criteria contact the Web Team. If there is only 1 search result, the user will be directed straight to the detailed information for that course offering.
How can I edit pages and make changes to my TMS site?
If you are an authorised web maintainer or web author for the site, you can make changes to the development version of the TMS site using your browser using the webguide instructions for editing sites with TMS. When you have completed and checked your changes, you can upload them to the live site.
How can I set up a new TMS site?
New sites must be created by the Web Team. Please contact the Web Team to discuss your new site request.
How can I limit access to a folder in my TMS site?
You can secure sections of your website by setting access restrictions on a folder in your site.
Why don't my TMS access changes work?
Once access restrictions have been set on a TMS website, the folder containing the restrictions must be uploaded to he live website for the changes to be active.
What is the templates/ folder used for in my TMS site?
The templates/ folder in a TMS site is used for custom templates for the site. Putting other files in a templates/ folder may cause the site to function unpredictably.
How do I unlock a file that I have locked in TMS?
When you edit a file in TMS, the file is automatically locked on webdev so that no one else can change it at the same time. The file will stay locked until you either preview and save changes or cancel. If you exit from the page in another way, you can redisplay the page and click the unlock link.
If another user has left the file locked, please contact the Web Team to unlock the file.
How do I put an image on to my website?
The image must be uploaded to the development server and then it can be included in a page. The steps involved in putting an image on to a website are the same as for uploading other standard document types.
How do I put a document or file on to my website?
The document must be put onto the development server and then it can be linked to in a page. Both the document and the page linking to it must be uploaded to the live webserver for the link to work. Full instructions for uploading a document can be found in the TMS editing guide.
- first make a link to the page you want to create and save the page with the link
- click on the link to go to the page to be created and
- click the create link in the toolbox to create the new page.
- edit the page you want to copy from
- copy the content and then click cancel to exit from editing
- create a new page
- paste the content into the new page then preview and save.
How do I update the copyright date to the current year?
Each year the copyright date in the footer file, footer.html, for each TMS site is updated automatically on the development server. In order for this copyright date to be updated on the live website it is necessary to upload the footer file to the live site. This can be done by explicitly uploading /includes/footer.html to the live site or by doing a full site upload.
Is it possible to have a subsite or section of my TMS site that does not use the TMS templates?
Yes it is possible to have a subsite or section of a TMS site that does not have the templates. A raw template can be set up for a folder to notify TMS that the templates should not wrap the content in that folder. Please contact the Web Team for assistance in setting up raw content.
Why are only the files & debug options showing in the edit toolbox when I log in to TMS?
The default options that are shown to any University staff member when they log into the development server webdev are files and debug. If these are the only options displayed when you are viewing a site on webdev, then you do not have access privileges to edit that site. As the permissions are controlled by the web servers and these may take some time to take effect, please retry logging in after one hour and if the problem persists, please contact the Web Team.
The edit box is stretching behind a widget and I cannot fully edit my page in TMS. How do I fix this?
If you have recently had a template upgrade and you are having trouble editing your website because the edit box is stretching out behind a widget, we advise you upgrade to Firefox , or Version 7 of IE .
The reason for this change, is that we have altered the newer style templates so that the content zone, and the widget zone will remain at their correct width, no matter how large the elements within them are. We have had many issues with the previous templates as users would put in elements that were too large for the template's content zone and it would push the widget out and 'break' the template.
- Start Firefox
- Click on Tools in the menu bar, then select Options from the menu
- Untick the "Move or resize existing windows" option
- Click OK twice.
Why aren't changes to my pages visible on the website?
Changes are made to pages on the development web server, webdev, and can be viewed there. Before the pages will appear on the live website they need to be uploaded to the live webserver. Individual pages can be uploaded by clicking on the upload button in the tool box at the bottom of the page in webdev, or WebAccess can be used to upload page or all site changes.
How do I upload my navigation changes to the live website?
The nav.html file can be uploaded using the upload link in the navigation toolbox at the bottom each page in the webdev site, or by going to the WebAccess Site Files page and uploading the file from the list of files awaiting upload.
Can I include a hit counter on my website?
Hit counters must not be included in pages using University of Adelaide web templates. This is because: they not only look unprofessional, they are unreliable, they can cause problems with the page display, may mean that accessing the page uses students' quota and use of a third party counter that links to an external, commercial website may be a compliance issue for the the University. Instead of using a hit counter, statistics can be collected for a site. These provide numerous means of analysing use of the site. Please contact the Web Team for information on collecting site statistics.
How can I determine who has been visiting my website?
The University currently uses Google Analytics to analyse website statistics. If you would like an analytics report setup for your website, please contact the Web Team and advise us of what statistics you require and how frequently you'd like the reports. We can then figure out a suitable report(s) to send you.
Can I use Google Analytics on my website?
Yes, google analytics can be included on University websites. Please contact Web Team for information on using Google Analytics on University websites.
- select Tools from the toolbar, then Internet Options from the drop down menu
- In the Temporary Internet Files section of the page, click the Settings... button
- For Check for newer versions of stored pages, tick the box for Every visit to the page.
- Click OK and OK.
Why is my browser showing an old page despite my cache settings?
Ensure your browser is configured to always check for newer versions versions of stored pages. If older versions of pages are still being displayed, you may need to clear out temporary internet files from your hard drive and then redisplay the page.
- Internet Explorer:
- select Tools from the toolbar, then Internet Options from the drop down menu
- In the Temporary Internet Files section of the page, click the Delete files button
- Tick the box for Delete all offline content and click OK and OK
- Redisplay the page.
- Internet Explorer:
- Mozilla Firefox
- select Tools from the toolbar, then Clear Private Data... or Clear Recent History from the drop down menu (depending on your version of Firefox)
- Tick the box for Cache and click Clear Now
- Redisplay the page.
Security Certificate Warning
When browsing to a secure part of the University web site, you may be interrupted by a dialogue box informing you of an invalid security certificate, or one which though valid does not match the name of the site in question. This would occur when using Internet Explorer on sites served by a virtual host, e.g. any site that has the address https://www.*.adelaide.edu.au, such as faculty web sites. If this happens you can try removing the "www." from the site name (the www part should not be required). Links to secure pages on the main web cluster must not have more than one word before the ".adelaide.edu.au". Please inform site maintainers of malformed links. If this doesn't help, please contact the Web Team.
Where did my www go?
If you have a subdomain, that is if your site URL is of the form site.adelaide.edu.au, then we cannot provide secure connections if you are using a leading www in front of the hostname. Therefore to avoid this problem, all occurrences of www.site.adelaide.edu.au will be automatically transformed to site.adelaide.edu.au . If this is a problem for your site, please contact the Web Team.
How can I maximise my website's searchability?
Search engines interpret what a site is about from the page content, document properties of linked documents and the page source code of your pages. Therefore to maximise the chances of your page being found, use keywords in your headings, links and page content and also add metadata to the source code of your pages. Please contact the Web Team for assistance with setting up metadata for your site, or if you are an experienced user, you can refer to the metadata section of the advanced guide.
How do I edit meta data on my website?
Meta data is information stored in the header section of a webpage that is used to enhance its searchability. As this information is not stored in the visible part of the page, it is necessary to edit the code of the page to edit the meta data. In TMS/TinyMCE, click the 'files' link on the homepage and go into the includes/ folder and edit the meta.html file for your website.Click on the HTML icon to edit the code. More information on website metadata.
Do I have to wait for Google to index my pages?
To speed up Google indexing of your site, do a submit URL at Open Directory: www.dmoz.org
with the Category: References | Education
Can I make documents in my website easier to find?
Extra information, known as metadata, can be added to Word documents and PDF files. Please contact the Web Team for assistance with setting up document metadata, or if you are an experienced user, you can refer to the document metadata section of the advanced guide.
Can I put copies of my published journal articles on my website?
You must have permission from the journal publisher before reproducing published journal articles on your site. In some instances, the journal articles may be available online and it may be possible to link to them on the journal site.
Can I show new research findings on my website?
Any information shown on a website is considered to be published and therefore my not be considered for future publication in a journal articles. Before listing any information on a website, consider whether publishing online may have negative implications or preclude future publication in a recognised journal.
Can I copy relevant information from another website onto my site ?
Before publishing any information on a website, it is necessary to ensure that you are not infringing copyright. Where information listed on another website may be relevant to your audience, it is preferable to link to the information in its current location.
Can I use relevant photographs of people, such as staff members, clients or patients on my website?
It is an infringement of privacy to publish identifying images of people on a website without their permission. Before publishing photos of people, obtain a signed talent release form from them.
Can I use any photo I find on the internet/Google images on my website?
No. You need to use photos that belong to the University or have been sourced from a stock image site and you have the correct permissions to use that image. For more details see the copyright page. A few free image sites you may like to use are as follows:
- freeimages.com (ensure that 'standard restrictions apply' and if it says to 'notify the image owner' or 'ask for permission' you must do so).
- morguefile.com (all free images)
- flickr.com/search/advanced/ (use the advanced search and ensure that you tick all of the boxes under 'creative commons' section.
Can I prevent users from copying my content?
In general, no you can't stop this. Attempting to prevent copying almost inevitably leads to accessibility and user experience problems, because you are publishing the content after all and technology cannot reliably distinguish between legitimate and illegitimate uses. Australian copyright law and international treaties provide protection so that there is recourse in case someone illegally re-uses your content. Google search may help you to find cases of such copyright infringement.
It is best to think about this in a different way. If for some reason copyright law is insufficient, produce a version of your content that is a subset of the whole, low resolution, carries a watermark or explicit copyright notice. Note that if the content is not yours, the license which allows you to use it must also allow such treatment.
How can I obtain permission to use content (including images and video) featuring a person?
Before using photos, images, video or audio of people, obtain a signed photo release form from them. This can be the copyright agreement & release form used by the Marketing & Communications Office or you can contact the Web Team for further information.
What are widgets and how can I include them on my site?
In University website widgets are information boxes, or panels, that provide additional content and add interest to a site. They can be set to randomly load a difference widget each time the page is loaded. Current standard University templates contain widgets as a default feature.
A selection of widget files can then be created in the site's widget folder, based on the examples provided with the site templates. Widgets can be edited using the same methods as you use to edit other pages in your site.
How can I randomly include images or other content my site?
Including the following piece of code in a page of the site, will load a random file from that site folder each time the page is loaded:
(where sitename is replaced by the local home site folder, and random_f is the folder with the files to be randomly included).
how can I change the custom information on my site?
You can change the files in the includes/ folder of your site to customise the University templates to make them specific to your site. See the advanced information on the includes folder for more details.
- Go to the homepage of your website on webdev and log in to TMS.
- Select files from the TMS menu and click on the folder includes/.
- A list of files will appear. Select the the option edit next to the file contact.html.
- Make the changes, select Preview, then Save Changes.
- Click on the pageheader to get back to your website homepage and check that your contact details changes are correct (on the left hand of the screen, under the menu).
- To upload, again select files from the TMS menu, then the includes/ folder from the list of files and folders that appears and select the option upload adjacent to the file contact.html.
How should I create PDF files
Adobe Acrobat or the ITS PDF Relay service can be used to create PDF files. If you have a full version of Acrobat, you can convert word documents to PDF from within word by selecting File => Print and selecting Adobe PDF as the printer.
If you do not have a full version of Adobe Acrobat, ITS offers an automated PDF creation service. To convert an existing word document to PDF, go to the PDF Relay page and follow the instructions.
Avoid creating PDF files by scanning documents and converting the scanned images to a PDF. Although it is possible to create in this way, the text is embedded as an imagein the resulting PDF so the text features of the PDF are lost and search engines cannot identify the text in the document. The quality is also often reduced.
Can I reduce the size of documents for use on the web?
Large Word documents and PDF files can often be compressed to make them quicker to download. Often high resolution images are responsible for document size.
For Word documents, the easiest way to reduce their size is to open the document, select Save As and click the Tools option at the top right of the save window, select Compress Images then Options. Make sure both Compression options are ticked and select the Target output to be either Screen (150ppi) or E-mail (96ppi) depending on how bad the quality is reduced in the images. Then save the document to a new name.
For PDF files, if the PDF was created from a word document and the original is available, first compress the Word document as described above and use this compressed version to reproduce the PDF file.
The PDF file can also be compressed using Acrobat Standard/Pro (not Acrobat Reader). Open the file and select the Files then Save As and in the save as type dropdown, select Adobe PDF Files, Optimized then click Settings. Under the Images section, ensure your image compression settings are similar to this screenshot. You can change the settings to suit your needs. Then save the compressed version of the file to a new name.
How do I edit an automatically generated A to Z list on my website?
If you have an automatically generated A to Z list on your site, the page that the list displays on will not show up the list when you click 'edit', but will appear blank where the list should be. If you click the 'html' icon, and then check 'word wrap' at the top right hand side, you will see something along the lines of:
<!--#include virtual="../nav/atoz.nhtml" --> or <!--#include virtual="/sitename/nav/atozfunk.nhtml" -->
This will indicate where you need to go to edit the atoz list and the naming convention used for the file you need to edit.
To edit the A to Z list, you need to go to the folder that contains the above file similar to the example above.
First you would cancel out of edit mode. Then go to the Homepage of your website (in webdev) and click on the 'files' link. Then go into the '/nav/' folder and find the file associated with the atoz file link you just were looking at (e.g.: /sitename/nav/atozfunk.nhtml) NOTE: you need to edit the file with the same name but that has the extension .nav and NOT .nhtml. (e.g.: /sitename/nav/atozfunk.nav).
The A to Z list will compile in order, so all you need to do to add a new item is add a new line and ensure that it displays in a similar manner to the other list items.
link http://www.adelaide.edu.au/directory/ Staff Directory
So you need to either copy an existing list item, or to create a new one type in 'link' then press space, then put in the link you want the list item to link to, then put a few spaces (8 or so) and type in what you want the list item to be viewed as.
Once you're done, press 'preview', then 'save changes'. You will also need to click on the select drop down under 'Submit a site request' on the page and choose 'generate navigation'. Once you receive confirmation via email that this has been completed, you need to upload the file you just edited. (e.g.: /sitename/nav/atozfunk.nav). You changes should now be live and your list will be updated.
What are promo images and how do I change them for my site?
Promo images are located above the menus on University websites using the older templates. It is preferable that you do not worry about updating this zone and you contact the Web Team to update your website to the newer template.
A promo image is an image from a predetermined set of images that is randomly loaded each time a page in the site is displayed.
These image sets are stored centrally and are maintained by the Web Team. The sets of images are made up of images provided by the site owners, images taken from the current promo image collection and stock images sourced by the Web Team using keywords supplied by the site owners.
Can I create an image gallery on my website?
A standard format for easily maintained image galleries is available for University websites. These galleries provide automatically generated thumbnails, captioning and the ability to move through a series of images. Please refer to the advanced information on how to create an image gallery on your website. You can contact the Web Team if you require additional help or more information.
What type of images I can display on a webpage?
Images in webpages must be either .jpg, .gif or .png. Images in other formats need to be converted to one of these formats before they can be displayed in a webpage.
What size of images I can display on a webpage?
Images are displayed at 72dpi (dots[pixels] per inch) on webpages, regardless of the resolution of the stored image. Therefore higher resolution images may display much larger than expected on a webpage. Images should be kept to under 600pixels wide to ensure that they will display without scrolling on most screens. Images should ideally be under 50k to keep download time to a minimum. If a larger image is required, use a smaller image within the main webpage and provide a link to the higher resolution image.
How do I resize an image for the web?
To resize an image for your website please follow the instructions within the webguide on how to resize an image. If you're in the new template, please refer to the pattern library for the specific dimensions you need to use for an image within a particular pattern.
What size do images need to be when they are in a widget?
Images that are used within a widget in the old template need to be 180px wide, or if they have a class of keyline the image needs to be 178px wide, this accounts for the 1px either side of the image that the keyline border gives it so that it will sit nicely within the widget's constraints. Images within the widget zone in the new template need to be 230px wide.
Are there restrictions on using images to make my website more attractive?
The promo images displayed above the menus provide visual interest and branding on University websites. Other images on University websites should enhance the information provided on the page rather than providing decoration only.
Are image descriptions needed for any images on a website?
Image descriptions, entered as "alternate text" or "alt tags" are required for all images entered on a University website. The alt tags should describe the image, providing the equivalent information in text that is presented in the image.
Can I create online forms for my website?
Yes, a simple online form system is available on University websites. Senior web authors using Dreamweaver can create simple online forms and have the results of the form sent to a specified email address. Please contact the Web Team for information on creating forms.
Can I create an online survey for my website?
There are a number of methods which can be used to create online surveys at the University, please see the information on surveys here.
Can I use extra features or third party applications on my website?
When extra features, such as multimedia and third party applications, add value and do not contravene University guidelines and policy, they may be able to be incorporated into a University website. Please contact Web Team for more information before incorporating extra features into your site.
How do I get a wiki for use in my course or department?
Information on setting up a wiki for your course or department is available from the University Wiki Farm main page.
How do I convert my current local staff page into my staff directory profile?
You only need to be able to view your current local staff page in a browser to do this.
Copy and paste the details from the page in your browser window into your Staff Directory profile. Converting current staff pages provides detailed instructions for moving your content into your Staff Directory profile.
Please note: once this is done, you should advise your local web maintainer(s) that you would like them to link to this profile rather than the pages on their local site.
How do I edit my Staff Directory/Phonebook details?
Please see our section on how to edit your profile.
How do I embed audio and video files in my webpages?
There are several methods of embedding audio and/or video files into your webpages. To discuss the alternatives and determine the most suitable option for your purposes, please contact the Web Team.
Can I use Frames or IFrames on my website?
The use of frames/iframes on University websites is discouraged. Please see the reasons why frames are bad.
How can I edit an ECMS news items ?
The ECMS faculty has a tailored method of presenting news items. Instructions for editing this news is available on the ECMS Faculty wiki.