Getting Started with the OIT Info Display

Transcription

1 Getting Started with the OIT Info Display About the OIT Information Display: The OIT Information Display will serve as a method to post and to share business related information and announcements with the OIT Community. All OIT staff can request access to post content by contacting the OIT Service Desk. Locations: There are four information displays throughout OIT. 1) ATC 1 st Floor (outside of Gardens conference room) 2) ATC 2 nd Floor (in the hallway across from the elevator) 3) North Building 4) Telecom Building General Guidelines: All content must be work-related (e.g. Brown Bag Announcements, Training Opportunities, Project Updates, Employee Recognition, etc.). Each slide must be easy to read and adhere to OIT s Style Guide. The Info Display Style Guide is located online at: Be sure that you have copyright information for any images that you use. More information can be found on the Information Display Guidelines page of OIT s Style Guide OIT News & Information reserves the right to edit or remove any content if it does not meet the content or style guide requirements. Posting inappropriate content may result in corrective action. Consult with OIT News & Information if you have concerns prior to posting content. Step 1: Preparing your Content You may create a slide in your favorite presentation or graphics software tool (e.g. PowerPoint, Keynote, Photoshop, etc). The dimensions of the slides need to be 1900 X 72 dpi. 1. Setting your Slide Dimension Settings PowerPoint: Size 1) File > Page Setup. 2) Under Slides Sized For, select Custom. 3) Enter (w) (h) ) Click OK. Getting Started with the OIT Info Display Page 1

2 Resolution (PowerPoint Mac) 1) PowerPoint > Preferences (MAC) 2) Go to the Save Tab. 3) Under Advanced Resolution Settings, select dots per inch, and set dpi to 72. 4) Click OK. Keynote: 1) View > Show Inspector (if it s not available already). 2) Click on Document Inspector/Page Format Tab (first icon, top left). 3) Slide Size > Select Customer Slide Size from the pull-down menu. 4) Enter 1900 X ) Click OK. Photoshop or other graphic applications: Set your canvas size to 1900 X 72 dpi. To resize an existing image in Photoshop, go to Image > Image Size. 2. Create a Slide 1. File > New. 2. Be as creative as you like using graphics and text, but keep in mind that readability comes first. Remember to check the OIT Information Display Style Guide for design and readability recommendations. TIP: Verify that all information is accurate (date, time, location) and that everything is spelled properly. 3. Save & Export 1. Save an original copy of your slide locally, in its default format (e.g..ppt), in case you later find that you need to make changes. 2. Export or Save As a copy as a JPEG. In PowerPoint, File > Save As. Select a location for your file and name it. Select JPEG as the Format. Click Save. In Keynote, File > Export, Select Images (fourth icon from the left), Select All or From if you only want to export some of your slides. Select JPEG (variable quality) from the Format pull down, Set Quality to High. Click the Next button. Select a location for your file and name it. In Photoshop or other graphic applications, go to Save As and select JPG as the file format. TIPS: Save the exported JPEG file(s) to your desktop with a clear, easily identifiable file name. Getting Started with the OIT Info Display Page 2

3 Do not use any spaces in the name. You can replace spaces with a hyphen or underscore. Examples: LastName-NameOfYourSlide.jpg CommitteeName-NameOfYourSlide.jpg Step 2: Posting Your Slide to the CMS The OIT Content Management System (CMS) will serve as a central repository for the information display slides. 1. Login 1. Go to: (Recommended Browser: Firefox) 2. Login with your Duke NetID and password. Need Help? If you find that you do not have access, contact the OIT Service Desk. CMS Slide Templates Staff can use seven Info Display slide templates in the CMS. Each has useful features that may suit your needs. Name Announcement Slide Announcement Slide with Image Image Slide Image with Title Slide Text Slide Text with Image Slide WYSIWYG Slide Features Title & Subtitle only. Title & Subtitle with image. Image only slide. This slide is ideal for importing JPEGs that were created (e.g. PowerPoint or Keynote exports). Title at the top. Image below. Title & Subtitle with additional paragraph of text at the bottom of the slide. Title & Subtitle wrapped around an image with additional paragraph of text at the bottom of the slide. What You See Is What You Get. You can build the slides directly in the CMS. Make sure all slides are accurate! Getting Started with the OIT Info Display Page 3

4 2. Creating a Slide Directions for each of the 7 templates are listed below. Announcement Slide 3. In the menu bar at the top, go to New > OIT > Info Display > Announcement Slide. 4. Select Announcement Slide. 7. Type a Title and Subtitle. 8. Click Submit to save the slide. Announcement Slide with Image 3. In the menu bar at the top, go to New > OIT > Info Display > Announcement Slide with Image. 4. Select Announcement Slide with Image. 7. Type a Title and Subtitle. 8. Image: Click the orange slide icon to browse for an image. It will direct you to images already in the images folder. If you would like you upload your own image (e.g. your exported PowerPoint or Keynote JPG), click Upload, then navigate to your file and click upload and confirm. 9. Click Submit to save the slide. Image Slide 3. In the menu bar at the top, go to New > OIT > Info Display > Image Slide. 4. Select Image Slide. 7. Image: Click the orange slide icon to browse for an image. It will direct you to images already in the images folder. If you would like you upload your own image (e.g. your exported PowerPoint or Keynote JPG), click Upload, then navigate to your file and click upload and confirm. 8. Click Submit to save the slide. Getting Started with the OIT Info Display Page 4

5 Image with Title Slide 3. In the menu bar at the top, go to New > OIT > Info Display >Image with Title Slide 4. Select Image with Title Slide. 7. Type a Title. 8. Image: Click the orange slide icon to browse for an image. It will direct you to images already in the images folder. If you would like you upload your own image (e.g. your exported PowerPoint or Keynote JPG), click Upload, then navigate to your file and click upload and confirm. 9. Click Submit to save the slide. Text Slide 3. In the menu bar at the top, go to New > OIT > Info Display > Text Slide 4. Select Text Slide. 7. Type a Title and Subtitle. 8. Type your content into the Content Window. 9. Click Submit to save the slide. Text with Image Slide 3. In the menu bar at the top, go to New > OIT > Info Display > Text with Image Slide 4. Select Text with Image Slide. 7. Type a Title and Subtitle. 8. Image: Click the orange slide icon to browse for an image. It will direct you to images already in the images folder. If you would like you upload your own image (e.g. your exported PowerPoint or Keynote JPG), click Upload, then navigate to your file and click upload and confirm. Getting Started with the OIT Info Display Page 5

6 9. Type your content into the Content Window. 10. Click Submit to save the slide. WYSIWYG SLIDE 3. In the menu bar at the top, go to New > OIT > Info Display > WYSIWYG Slide. 4. Select WYSIWYG Slide. 5. Type your content into the Content Window. (Use the toolbar at the top of the Content Window to modify the formatting. Know HTML? Click on HTML to modify the HTML code of the page.) 6. Click Submit to save the slide. TIP for all Slides Using Images: You must have the Images folder (within the Info-Display folder) highlighted to upload an image. If the Info Displays > Images folder is not highlighted, you will not have the option to upload your image file. Getting Started with the OIT Info Display Page 6

7 3. Rename your slide By default, the slides will be named layout_one, layout_two, layout_three, etc. If multiple slides were created using template one, the slide would be named layout_one1, layout_one2, and so on. In order to make the slides easy to identify, everyone will be responsible for renaming their slides in a consistent way. 1. Click the Edit Tab and then press the System button and then enter the System Name. 2. As with the images that you upload into the system, choose a name that is identifiable to you and others in OIT who will be helping to populate the Information Display (best practice would be to use the same name as your image name without the three letter media type). 3. Press the Submit button to save your changes. Examples: LastName-NameOfYourSlide CommitteeName-NameOfYourSlide TIPS: Remember not to use any spaces in your file names. Your file name does not need an extension (e.g..jpg,.html) Step 3: Publishing & Unpublishing Content to the CMS Your slides will automatically publish within 2 hours of posting the slide. Your slides will display until the end date that you chose when you created them. Slides in the Info Display will display for 12 seconds before moving to the next slide. This end date can be edited by logging back into the CMS and changing the settings. There are two methods to unpublish a slide: 1. You can set the end date to the current time OR 2. Click the incorrect slide and corresponding image, click the Delete Tab. Unpublish Content must be selected to ensure that your slide doesn t accidentally get deleted from the CMS only and remain on the Info. Display. Click Submit. It is recommended that you use this method only if you are comfortable with the CMS. Getting Started with the OIT Info Display Page 7

8 Contact Cara Bonnett at if you need any assistance publishing or unpublishing your slides. Depending on the nature of the update and staff availability in OIT News & Information, this may take up to 24 hours. Updating your Slide While it is important to make sure your contact is accurate including no typos before you submit it into the system, it is recognized that there will be times you will need to make updates either due to mistakes or changes to your announcement (e.g. event location change). To make slide changes: 1. Locate the slide. 2. Click Edit. 3. Make the appropriate changes to the Title, SubTitle, Content, Image, etc. 4. Click Submit. Contact Cara Bonnett at if you need assistance updating a slide. Depending on the nature of the update and staff availability in OIT News & Information, this may take up to 24 hours. Getting Help For general training follow-up questions or to schedule a small group training session, contact Christine Vucinich at clv4@duke.edu. You cannot add or edit slides when the CMS is down. If you suspect that the CMS is down, visit the OIT home page to view the Alerts, or call the OIT Service Desk. Getting Started with the OIT Info Display Page 8