How To:
Working With The Website

Also see:
Website Cheat Sheet

Word - Turning Off Special Default Formatting
PRFF Text Standards


Our 'new' (as of 2014) website allows each Staff member to access and change various parts of the website. When you need ASSISTANCE, please contact the Webmaster (Charlie -- that's me!) via email, phone or in person.

The easiest way to get things rolling is via email. But it's especially HELPFUL if you do this correctly! Keep reading, please...

I'm entirely willing to help with any aspect of the website, time permitting. Let me know your questions, concerns or needs and I'll do my best to assist you. Like all of you, I have other responsibilities aside from website, so when things get behind, this is why...

Aside from making changes, it is IMPORTANT to contact me when you're going to make any changes on your own! It can be easy to work with, but also easy to mess up. So let's try and work together to keep things from needing fixing.

These are instructions for those WORKING on the website (the webmaster -- me! -- and everyone who assists with the site), plus those giving us updates. If the information seems advanced, it's probably not intended for you. (When in doubt, please ASK ME.)

Thank you in advance for your cooperation!


 1.  All website changes (additions or subtractions) -- ALL UPDATES -- must be emailed to the WEBSITE TEAM: 2019_Website. There are instructions that will help you here: This won't be exactly what you want. You need to find Staff in the dropdown (Global Address List), then select 2019_Website. That's actually a shortcut. If you want to add each person one by one, you MUST include the following:

TO:,,,, and


Don't forget any others that you feel need to be included (such as your supervisor).

IMPORTANT: All website-related email MUST (without exception) be cc:ed to Marilyn Clint. If you're not using the TEAM method, don't forget to include her!

This allows us to TRACK and vet the work you've done.

 2.  Your SUBJECT line MUST reflect the item (update and/or addition). Be sure to start by indicating that this is a website-related email, please.


Subject: Website Update - Sponsor Logos for GFP

Subject: Website Addition - NEW Copy for Junior Parade page

Subject: website

Subject: made website changes

 3.  It is often helpful if you indicate DETAILS about what you have changed on a page.


I changed:

Sponsor logos for GFP.
Copy in the third paragraph of the Junior Parade page.

 4.  Please include the URL/link of each page changed.

It's generally easier for us to track if you include ONE web page per email, which would mean ONE URL per email.

EXAMPLE: If your item impacts one webpage, list the one URL:

If you are including changes for SEVERAL web pages, don't forget to include the URLs for each page:

NOTE: The above 'link's are examples -- not actual links.

 5.  When sending US your Copy (the text) for a web page you need help with, PLEASE send it in the BODY of an email in TEXT-ONLY format.

Do not send Copy as an attachment (Word, text or PDF)
Do not send HTML Copy
Do not Cut and Paste text directly from Word

If you're using Word to create your Copy:
Save in Plain Text format -- then close the document and re-open it BEFORE you cut and paste. If you don't follow these steps, we won't end up with TEXT-ONLY Copy from you.

If you're sending Copy given to you by a Sponsor:
Don't gack it directly from the email sent to you, because it's probably NOT in TEXT-ONLY format! Copy and paste it into Word, following the steps covered directly above.

NOTE: I can INSTALL a software that makes it easy to work with text WITHOUT FORMATTING. This is NoteTab Pro. If you'd like to have it on your computer (and currently do not), please let me know.

 6.  Change your Word formatting SETTINGS (if necessary). Proper formatting is important -- and a big help!
See: Word - Turning Off Special Default Formatting

 7.  IMPORTANT REMINDER: For website purposes, please DON'T underline your text. In fact, remember that UNDERLINING always indicates a link -- even inside a PDF. Why? Because, yes, it's possible to have links inside documents!

 8.  If you have specific text that does need to be highlighted in some fashion (bolded, larger font, different color, etc.), feel free to EXPLAIN this in your email -- or phone us to explain. (Or even drop by our desks -- we'll be glad to see you!)

IMPORTANT NOTE: If you think your changes/additions need some explanation, it's always good to speak to us via phone or in person. Conversations are always a help to make things work the way we all want them to!

 9.  All images to be included need to be ATTACHED directly to the email. Please don't link images on the server, as some of this work is done outside the office.

Large images should be re-sized for website purposes. If you don't know how to re-size properly (to retain quality), please ask for a lesson on how this is done. Or see: Resizing Images Smaller

Check the online CHEAT SHEET for the proper dimensions of photos, please.

The only image formats that can be used are: .jpg | .gif | .png
If you have a different format (such as .eps), you'll need to get the image in one of the above-listed formats, please.

IMPORTANT NOTE: If you're unable to change an image -- or you're nervous about it -- contact me and discuss it. Many times I'm fine doing the changes personally, so you don't have to!

10.  Any PDFs that need to be uploaded/linked should be ATTACHED directly to the email. (Do not send documents in Word format, please!)

Please be sure you're sending a compressed PDF for uploading. If you don't know how to compress a PDF, you'll need to learn. Really large PDFs are hard to upload -- and are difficult for visitors to our site to download and read. (Sometimes a huge PDF is actually impossible to upload.)

11.  Any LINKS (URLs) that need to be included somewhere in the page should be SET OFF from the Copy -- with nothing else around it (no parenthesis or brackets, PLEASE). Be sure to include the FULL URL/link -- including http://.

Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Vestibulum venenatis. Pellentesque quis turpis sit amet lorem imperdiet iaculis. Nunc tempus metus eget velit. [*include link below here] Etiam ut nisi. Vestibulum vel urna.


12.  Be SURE (if you haven't done so before) to reference our TEXT STANDARDS:

If you have questions, feel free to ASK. (If you have a question about a specific guideline listed above, please reference the number.)

Thanks for YOUR cooperation and help!