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WordPress Advanced Role

How is the Advanced role different from Basic?

The Author is a basic role that allows for one person to contribute to their site via Posts. The author cannot create or edit Pages unless granted permission by an Administrator (Web Services).

The Editor is an advanced role that is granted additional capabilities such as the ability to add media, photos, and PDFs. In addition, the editor can modify any existing Pages and grant an Author the ability to edit a Page.

Each office and department should have one designated Editor. Please request WordPress training to designate an Editor for your office or department and set up training.

Why does the Avanced role get the ability to add media?

There are several issues that can come about from improperly managing media on a website. It is not as simple as uploading and publishing a new file. In fact, this can lead to several problems:

  • Very slow page load times

  • Difficulty in finding particular files in the WordPress media gallery

  • Search engine inability to find and index the uploaded files

The Editor has the additional responsibility of making sure the media is managed effectively within their website and there are some conventions and rules set in place in order to guide Editors.

Below are some tips, tools, and guidelines for Editors to maintain a high-quality media library.

Optimizing Images

Optimization is the primary step for Editors to take before uploading image files such as JPGs and PNGs to their website. Without proper optimization, the images could load slowly, fall off the page, or look stretched and blurry.

Images uploaded to the website must be:

  • No larger than 500 pixels (px) wide

  • No larger than 120 kilobytes (Kb) in file size

  • A high quality and professional photo

At SMCM, we use Adobe Photoshop in order to optimize our images for the web. Photoshop makes it very simple and fast to get your photos ready to be put online.

Optimize an Image for Web in Adobe Photoshop

When uploading image files, it is important to first make sure they are optimized for the web. Optimization will allow the file to look better and load faster.

To begin, open the image in Photoshop by dragging the file into the window. Alternatively, click File > Open and browse to the image.

Next, select File > Save for Web.

Save for Web will bring up a window with a few options for your image. First, there is the option to decide what file type to save the image as. JPEG is the go-to for photography. A graphic or logo would best be saved as a PNG.

The Image Size is the next important step. Be sure that the image is no wider than 500px, otherwise the image may look distorted and may not fit on the page correctly.

Last, make sure that the image is about 120Kb or under. To do this, use the Quality drop-down to select a number between 1 (worst) and 100 (highest) quality. Find a good balance between a clear image and one that has an acceptable file size.

  1. Click File > Save for Web

  2. Adjust image size to 500 pixels wide or less

  3. Select JPEG for photos, PNG for logos

  4. Adjust image Quality to 120Kb or less

  5. Click Save

Uploading Media

There are several allowed file types that can be uploaded to

  • PDF


  • PNG

Note: DOC and DOCX are not allowed. If a form is needed, use Adobe Acrobat, Google Forms, or Gravity Forms.

Before Uploading: How to Name Media Files

Naming conventions are rules that determine the way a filename is written out. These rules ensure that all media uploaded to the website are sortable and searchable by all authors, editors, and administrators.

When naming a PDF, for example, use a name that is unique and contains keywords. Only add a date to the file name if necessary.

Improper Naming Convention:

Original filename: May_2006 final schedule

How it looks on a web link:

How it looks in a directory: May_2006 final schedule.pdf

Proper Naming Convention:

Updated filename: 06-05-final-exam-schedule

How it looks on a web link:

How it looks in a directory: 06-05-final-exam-schedule.pdf

  • No spaces, use hyphens

  • No capital letters

  • Use keywords

Getting Media Uploaded to WordPress

The Media Library is a tool that can help to manage and organize all files that an Editor or Administrator has uploaded to the website. Uploading a media file is simple:

First, in the WordPress dashboard, select Media in the left-side navigation.

From here, simply drag and drop your file onto the media library and it will upload automatically. Alternatively, use the sub-menu labeled Add New under Media and an alternate uploader will be offered.

If there is a large amount of media files, use the search box located at the top right to search by filename. This is where labeling media with keywords comes in handy.

Labeling Media Files

In order to make your images and media accessible to those with screen readers and for search engine indexing, an Alt Text and Title must be assigned when a new file is uploaded.


The Title describes the theme or subject of the image.

Alt Text

Alt Text contains a one-sentence description that goes over specific details of the image.

Note: Leave Caption and Description empty.

Attaching Media to a Post or Page

Once some media has been added to the Media Library, it will be kept there as long as needed and is available to be attached into a Post or Page.

Click Add Media, and a window will pop up with a peek into the Media Library.

Click on a media file to select it.

In the bottom right:

  • Alignment: None

  • Link to: None

  • Size: Full Size

Finally, click Insert into Post at the bottom right in order to embed it to the Post or Page. Once the media is on the page, it can be moved around if desired.

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  • 30-Aug-2016