Working with Photo, Video, Files

The website uses specific image dimensions for optimal display:

Hero/Banner Images:

• Dimensions: 1800px × 800px
• Use: Landing pages and subsite homepages
• Format: JPEG or PNG
• File size: Keep under 500KB for fast loading

Person Portraits:

• Dimensions: 300px × 300px (square crop)
• Use: Person content type profile images
• Format: JPEG preferred
• Guidelines: Professional headshots work best

News Images:

• Dimensions: 1200px × 900px
• Use: News article featured images
• Format: JPEG or PNG
• Guidelines: High-quality, relevant to article content

Feature Box Images:

• Dimensions: 1000px × 640px
• Use: Listing content and featured content blocks
• Format: JPEG or PNG

Text with Image:

• Dimensions: 850px × 600px
• Use: Page builder text with image elements
• Format: JPEG or PNG

Book Covers:

• Dimensions: 380px × 480px
• Use: Publication references on person pages
• Format: JPEG or PNG

Child Site Logos:

• Height: 160px (width adjusts automatically)
• Use: Subsite branding
• Format: PNG with transparent background preferred

General Guidelines:

• Use descriptive file names without spaces (use underscores or hyphens)
• Optimise images for web before uploading
• Always add meaningful alt text for accessibility
• Consider file size impact on page loading speed

Upload and manage documents for download on your pages:

Uploading New Documents:

• In the text editor, position cursor where you want the download link
• Click "Insert Media" 
• 
• Select the "Document" tab in the popup

• Drag and drop your file or click "Select files"
• Once uploaded, click "Save and select"
• Click "Insert selected" to add the download link

Using Existing Documents:

• Click "Insert Media" in the text editor
• Go to the "Document" tab
• Scroll down to see available files
• Use the "Name" filter to search for specific files
• Tick the checkbox next to your desired file
• Click "Insert selected"

Supported File Types:

• PDF documents
• Microsoft Word (.docx, .doc)
• Microsoft Excel (.xlsx, .xls)
• Microsoft PowerPoint (.pptx, .ppt)
• Plain text files (.txt)
• Rich text format (.rtf)

File Naming Best Practices:

• Use descriptive names: annual_report_2024.pdf
• Avoid spaces (use underscores or hyphens)
• Include version numbers if relevant
• Keep names concise but clear
• Use lowercase for consistency

TIP: Organise documents logically in the media library to make them easier to find and reuse across multiple pages.

Add videos to your content using the video page builder element:

Supported Video Sources:

• YouTube videos
• Vimeo videos
• Direct video file uploads (MP4, WebM)

Adding a Video Element:

1. In the Page Builder section, click "Add element"
2. Select "Video" from the available elements
3. Enter the video URL or upload a video file
4. Add a title for the video (optional but recommended)
5. Provide a description if needed
6. Save the element

YouTube Videos:

1. Go to the YouTube video page
2. Click "Share" below the video
3. Copy the share URL (e.g., https://youtu.be/abc123)
4. Paste this URL into the video element

Vimeo Videos:

1. Go to the Vimeo video page
2. Copy the URL from your browser address bar
3. Paste this URL into the video element

Video Accessibility:

• Always provide a descriptive title
• Include captions or transcripts when possible
• Add a brief description of the video content
• Consider providing alternative formats for important content

TIP: Test video links before publishing to ensure they work correctly and are publicly accessible.

Organise and maintain your uploaded media files:

Accessing the Media Library:

• Go to Content > Media in the management menu
• Or click "Insert from Media Library" in any text editor

Media Types:

• Images: Photos, graphics, logos
• Documents: PDFs, Word docs, spreadsheets
• Videos: Uploaded video files

Managing Media:

• Search: Use the search box to find specific files
• Filter: Filter by media type or upload date
• Edit: Click on any media item to edit its details

Media Details:

• Name: Descriptive title for the media
• Alt text: For images, describe the content for accessibility
• Tags: Keywords to help categorise and find media
• Usage: See where the media is currently used on the site

Best Practices:

• Regularly review and remove unused media
• Use consistent naming conventions
• Add appropriate tags for easy searching
• Keep file sizes optimised for web use
• Maintain organised folder structure where possible

TIP: Before deleting media, check the "Usage" section to ensure it's not being used on any published pages.

Deleting media files from the website involves several steps which need to be followed in order. If you require a file to be immediately removed you will need help from a website administrator. For this contact communications@law.ox.ac.uk.

If you want to delete a file or media use the following steps. 

1. Remove the file or media link from any existing webpages on the website 

2. Delete the Media under the Media Library 

3. Delete the File under Files 

4. Ask a website Administrator to Run Cron if it needs to be deleted immediately. Or the approximate waiting time in 6 hours 

5. Test the file link in a private/incognito browser window to confirm it is no longer working.