Managing Documents or Images

​​​​​​​​​Prepping Images for Upload

Large images can significantly slow down the loading speed of your pages. Before yo​u upload any images you will need to resize them.

You can use Adobe Photoshop, Adobe Express (opens in a new tab), or MS Paint to resize photos.

The dimensions can be whatever you need as long as the file size is small; less than 75KB if possible. Large banner images can be up to 175kb.

Upload the File

If you'd like to add a new image or document to your site it is important to first start on the page that you want to add that file to.

Generally, your documents and images should be stored in the same area as the page it was or will be added to. This helps to make sure you're able to easily find your documents later.

For example, if you have a meeting agenda that you want to add to your Board Meetings page, you would want to first navigate to that Board Meetings page before you start to upload the new document.

Steps

1. Starting from the page that you want to add the file to, click on the Site Actions gear in the top right and choose 'Site contents'.

   

   The Site Contents page is contect-specific, meaning it will show you the folders and files that are uploaded in the area that you were viewing when you clicked the link. If you access Site Contents from another area you may not see the files you were expecting. This is why we recommend first starting on the page that you want to add the file to.

   You can review the Folders article for an in-depth explanation about site structure.

2. You will be taken to another page that lists all of this area's folders.
   Click the name of the folder that you want to add the documents to.
3. The new page will list any files currently uploaded to this folder. There are 3 ways you can upload files: using the New button, the Upload button, or Drag and Drop.

   • New button

     1. Click the New button located right below the title of the folder.
     2. A new window appears. Click the Choose Files button.
     3. Navigate to and select the file that you want to upload. Click the Open button.
     4. The file location will be added to the 'Choose a file' field. Click the OK button.
     5. Your file will begin uploading to the folder. Depending on the file size, you may see a blue progress bar. Once done, you will see your file displayed in the files list.

   • Upload button

     1. Click the Upload button located right below the title of the folder.
     2. You can browse to a file on your computer and upload it. The steps are the same as the New button instructions above.

   • Drag and Drop

     If you have your document's location open in your computer's File Explorer window, you can drag and drop the file into your browser window.

     1. Either place your browser window and File Explorer side by side or place the File Explorer in front of the browser window.
     2. In your computer's File Explorer window, click and hold on the file you wish to upload.
     3. Drag the file over to the browser window and position it below the New and Upload buttons. You will see a blue border around the area.
     4. Release the button and drop your document into this area.
     5. If there is already a document with that file name in this folder, you will be asked if you want to replace it.
     6. Your file will begin uploading to the folder. Depending on the file size, you may see a blue progress bar. Once done, you will see your file displayed in the files list.

     If you have multiple documents to upload, you can upload up to 25 files at once with this method.

     You can't drag and drop folders into the site. You will need to open the folder and drag the files in.

4. Now that the files are uploaded, you can start adding them to your pages.

   Linking to pages or documents
   Images

File Guidelines

• Each folder on your site has roughly a 5000 item limit, assuming each item is around 2MB. If you go over this limit, the files in the folder will stop working.
• Any images should be resized in a photo editor before being uploaded to your site. Keep images a small file size so your pages load quickly. See the Prepping Images for Upload ​section above for details.
• Try to upload PDF versions of your documents whenever possible; they are the most widely compatible format. If you need to upload a Word, Excel, or other Microsoft document, try to save it as the 97 - 2003 format. This format will not have the 'x' at the end of the file type; it will be .doc instead of .docx, .xls instead of .xlsx, etc. This older format will allow anyone without the latest Office applications to open the file.
• Do not upload video or audio files for use on your site. Please utilize a service to host these files and then embed them on the page you need. See the Video and Audio page for details.

Deleting Files

If you no longer need a document, you can delete it from the folder.

Hover over the file and click the check mark on the left to select the item. With the file selected, go to the FILES tab in the Ribbon and click the Delete Document button.

When you click Delete, you will get a prompt asking you to confirm the deletion. Click ​OK.

The file that you deleted will be sent to a recycle bin where it will remain for a few weeks before being deleted.