• Sidebars - Used for short pieces of text leading the viewer to fuller explanations via an embedded link.  Samples on the right side at: http://www.stpaulneat.org/home.html
  
  
• Images - Used to upload pictures (jpg, tif, gif, etc.).  Kind of unwieldy without using HTML (placement, size restrictions).  Samples are posted at http://www.stpaulneat.org/Cultural.html 
  Under Attachments on the left click on Image.
  Click on Add New.
  Click on Browse... and find/select an image in the .jpg or .gif format.
  Click on Open.
  Then click on Upload.
  If you want, add a Caption to the image (optional).
  Click on Apply.
  Click on Apply.
  Click on Save.
  Refresh the page in your View browser window to review changes.
  If needed, the look of the page can be improved by moving paragraphs down, changing where a sentence breaks or changing the size of the image. If these don't work, use HTML for more control.
  
  
• Documents - Used to upload pdf's and MS Word documents.  These instructions apply to when you have a document on your computer you want to upload to the server.  Once it's on the server, you "link" to it the same way you would a document on another site.  More detailed instructions on how to do this are provided below. Samples at: http://www.stpaulneat.org/Newsletters.html
  NOTE: There's a difference between uploading a document from your hard drive and linking to a document (generally a pdf) on another site.  In almost all cases it's preferable to link to the original source rather than upload.  See Setting Hyperlinks for instructions on how to do this if the Document you're working with is available online.
  
  
• Message Forum - NEAT tried using the Message Forum but it had no activity and was taken down.  Parent groups and site councils might want to create a password access section to support a Message Forum for internal communication.
  
  
• Video - This Attachment feature works well for uploading Power Point presentations.  We have some archived on the Web site but not live; not exactly sure where.  If you're interested in using this feature email info@stpaulneat.org and we'll try to wake up a sample.
  
  
• RSS Promotion - This feature has some technical requirements beyond beginner level, but we're using it at the News Archive to capture news items posted to Parents United Network.

The Attachments not mentioned here (Related Link, Audio, Snap Poll, Image Gallery, Promotion) are currently not being used and are not yet explained. 

Specific Steps for Adding Attachments

There's a slight difference between two classes of Attachments:  Sidebars, Images and Message Forums are added directly to the page.  Documents are added to the server and linked to the page.

Common Steps

The common steps to Attachments are:

• Click on the Attachment element
• Click on Add New
• Click on Browse, find the file, Open
• Click on Apply, Apply, Save.

At the same time, each Attachment is slightly unique (otherwise it wouldn't be offered as a different type of Attachment).

How to Add a Document

• In the Edit Mode, click on Document in the left sidebar.
  
  
• Click on Add New
  
  
• Click on Upload
  
  
• Use the Browse option to find the document on your hard drive
  
  
• Click on Open, Upload, Apply, Apply, Save
  
  
• View the page you've placed the document on in the View Mode.  The document address will appear at the bottom of the page.
  
  
• Right click on the address.  Copy shortcut.
  
  
• Return to edit mode and embed the address just like you would an external link.  (See Setting Hyperlinks)
  
  
• Save.
  
  
• Open again in edit mode.  Click on Document in the left sidebar.  Turn the document "off" by clicking on the green button to make it red.  This removes the document address from the bottom of the page.

CAUTION: It's helpful to separate the functions of adding text and adding attachments to a page.  Sometimes by clicking between Attachment stuff and Introduction (text) I've gotten lost and not remembered to fully Apply the Attachment.  What seems to work best for me is to add the Embedded Link TEXT to the page body.  Save.  Then reopen to add the Attachment.  Save.  Then reopen to embed the link and turn off the Attachment.  Text sample:

- flyer - (pdf)
- flyer - (MS Word)

I commonly link the Attachments right justified and virtually always provide both options.  Pdf's have the advantage of not reformatting to different printers.  MS Word documents have the advantage of allowing viewers to open, then cut and paste text for their own purposes.  (e.g., copy text into the body of a newsletter).

Making Changes

Urban Planet just added a new "Update" feature to Documents.  If you're at all like me, you'll upload the document before you see the typo!  To replace a document with a newer, modified version:

• Make the changes to the original document on your hard drive.  Save.
  
  
• Click on the Document you want to update in the left sidebar.  (Clicking on the Document Attachment element, then the Edit button for the document you want to update also works, just takes longer.)
  
  
• Click on Update
  
  
• Find the document on your hard drive and repeat the steps Open, Upload, Apply, Apply, Save.

Turning Off v. Deleting Documents

Turning off documents using the red/green button feature removes the document icon and link from the bottom of the page but does NOT remove the document from the Server.  Deleting documents removes them from the Server. 

Documents should be linked to and turned off using the steps described above. 

They should only be permanently Deleted when obsolete.

Oops, you put the document on the wrong page.

No matter.  Just put the Embedded Link in the page you want to link to the Document from and turn the Document off from the page where you put it.  This works until you want to permanently delete the document but you can't remember where you put it.  If you're worried about this, make a note to yourself/others by adding a "Web Volunteers" Item to the page where you put the link.  (Be sure to keep the Item turned off.) 

More information about using turned off Items to manage the site is posted at the bottom of Matters of Style.