First Class – Virtual Towns andSchools

Training Session

Created By Angela Carey

November 17, 2015

Training Session

Created By Angela Carey

November 17, 2015

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Table of Contents

Item Page #Logging in 3Formatting Text 4Future Assistance from VTS 5Help from those online 6VTS Website for Support 7-8Spaces within documents 9Have the webpage open 10Posting News and Announcements 11Uploading Minutes and Agendas 11Attaching Files 12

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Attaching Files 12A-Z of Creating a Free Form Document 13Formatting Text 14Creating your Hyperlinks 15-16Tid Bits of Information 17Adding Pages to the Index 18Archiving/Changing File Locations 19Adding Events to the Calendar 20Working with Pictures 21Changes to Home Pages 22-25

To Log In• Click on the First Class Icon

• Log in, using your user name and password

• The first time, you may need to make sure that the address “field” iscorrect, by clicking on Advanced, and making sure that the address field is"fc.ma.virtualtownhall.net".

• If you have to change this, make sure that you click save, so that it is savedfor future uses

• Click on the First Class Icon

• Log in, using your user name and password

• The first time, you may need to make sure that the address “field” iscorrect, by clicking on Advanced, and making sure that the address field is"fc.ma.virtualtownhall.net".

• If you have to change this, make sure that you click save, so that it is savedfor future uses

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Formatting Text

• Formatting text, which we will get into later, ismuch like Microsoft Office products.

• You will find the much of the First Class hasbeen designed to mirror Microsoft Word, so itis pretty easy to format, copy, paste, etc.

• Formatting text, which we will get into later, ismuch like Microsoft Office products.

• You will find the much of the First Class hasbeen designed to mirror Microsoft Word, so itis pretty easy to format, copy, paste, etc.

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Future Assistance through Virtual Town and Schools

• Virtual Town and Schools has someone available more often than not. Youcan contact this person by going in from the main screen via numerouslocations. You can either click on see who’s on line and send them amessage, or go into the VTS Support Website.

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Who’s OnLine• If you go to look for assistance this way, you will click on who’s online and

the following window will come up, you can then ask one of the personson line for assistance. If they can help you they will or they will ask you tosend a message via your Outlook email to support atsupport@virtualtownhall.net, in that email you would put in Franklin, NHin the Subject line.

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Go to VTS Website for Support

• If you click on the VTS Support Website, it willbring you to the website.

• You need to choose the first option

• If you click on the VTS Support Website, it willbring you to the website.

• You need to choose the first option

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VTS Website Support• You will need to log in.

• The User ID & password are both ________

• Once you get in there, you can do a search of the question that you have

• You will need to log in.

• The User ID & password are both ________

• Once you get in there, you can do a search of the question that you have

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First Class- Virtual Towns and Schools

• First and foremost– No spaces in your links,

page names, ordocument names thatare being posted on thewebsite.

– Save documents as, ie.CubScouts2013flyer.pdfand not Cub Scouts 2013Flyer.pdf

• How it looks withspaces:

– http://www.franklinnh.org/Pages/FranklinNH_Recreation/Programs/Cub%20Scouts%202013%20Flyer.pdf

• How it would lookwithout spaces:

– Franklinnh.org/Pages/FranklinNH_Recreation/Programs/CubScouts2013Flyer

• First and foremost– No spaces in your links,

page names, ordocument names thatare being posted on thewebsite.

– Save documents as, ie.CubScouts2013flyer.pdfand not Cub Scouts 2013Flyer.pdf

• How it looks withspaces:

– http://www.franklinnh.org/Pages/FranklinNH_Recreation/Programs/Cub%20Scouts%202013%20Flyer.pdf

• How it would lookwithout spaces:

– Franklinnh.org/Pages/FranklinNH_Recreation/Programs/CubScouts2013Flyer

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First Class – Virtual Towns and Schools

• Open your webpage that you are going to updateprior to making changes.

– This helps with quickly locating where the changes mustbe made

– Helps to ensure that your changes look the way you want,after you make changes hit refresh

• Open your webpage that you are going to updateprior to making changes.

– This helps with quickly locating where the changes mustbe made

– Helps to ensure that your changes look the way you want,after you make changes hit refresh

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First Class – Virtual Towns and SchoolsPosting News andAnnouncements

• This is like creating an email.• Uploading a document by itself.• Copy and paste information from

a document into the messagearea (must be in word format).

Uploading Minutes and Agendas

• Two parts– Upload the document by clicking on

File/Upload and then choose thedocument in its location.

– Then click on the Post Minutes emailicon so that you can send out tothose who receive the email blastthat the minutes were posted.

– Once you have the document in,highlight the name of the document,right mouse click and chooseproperties, change the name of thedocument. Make sure that there areno inadvertent spaces at this point.

• This is like creating an email.• Uploading a document by itself.• Copy and paste information from

a document into the messagearea (must be in word format).

• Two parts– Upload the document by clicking on

File/Upload and then choose thedocument in its location.

– Then click on the Post Minutes emailicon so that you can send out tothose who receive the email blastthat the minutes were posted.

– Once you have the document in,highlight the name of the document,right mouse click and chooseproperties, change the name of thedocument. Make sure that there areno inadvertent spaces at this point.

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Attaching FilesAttach a file to a Email type messageUnder the subject line, see the attach button. Click on this and follow the prompts toupload the document.

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A-Z of Creating a Free Form Document

• Create the folder– File/New/New folder (I always use Standard folder)

• Upload Documents to the folder– Make sure you are in the folder, click File/Upload

• Create the form– File/New/DocumentSpecial/(type) (I always use Freeform

Document)

• Add the language to the form– Either type it in or copy and paste it in

• Create your hyperlinks

• Create the folder– File/New/New folder (I always use Standard folder)

• Upload Documents to the folder– Make sure you are in the folder, click File/Upload

• Create the form– File/New/DocumentSpecial/(type) (I always use Freeform

Document)

• Add the language to the form– Either type it in or copy and paste it in

• Create your hyperlinks

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Formatting Text

• Now that you have created a document, youcan make changes to the font, much likeMicrosoft Word

1. Undo/Redo2. Text Styles3. Bold3. Italic3. Underline4. Quoted5. Indenting6. Bullets7. Format Selection8. Format Paragraph9. Hyperlink10. Reset to Default/Current

Style/Sample Style11. Insert Signature12. Check Spelling13. Font14. Size15. Color16. Alignment17. Insert18. Tab Ruler

• Now that you have created a document, youcan make changes to the font, much likeMicrosoft Word

1. Undo/Redo2. Text Styles3. Bold3. Italic3. Underline4. Quoted5. Indenting6. Bullets7. Format Selection8. Format Paragraph9. Hyperlink10. Reset to Default/Current

Style/Sample Style11. Insert Signature12. Check Spelling13. Font14. Size15. Color16. Alignment17. Insert18. Tab Ruler

1 2 3 4 5 6 7 8 9 10 11

12 13 14 15 16 17 18

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Creating your Hyperlinks

• Highlight your text and click

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Creating Hyperlinks• Once you highlight your text and click on the make link button, then a new window will come up, that you

can either enter your document (if you have uploaded it to the webpage) or you can enter in a url (ie.www.franklinnh.org).

• IMPORTANT: Please remember to choose to open in new window or open in same window at this point intime. That way when they click on the hyperlink it will open up the way you want it. If yo uthink they willneed to refer back to the main page, then leave it to open in a new window, but if not, then have it openin same window.

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Tid bits of Information• Do not post word documents or excel documents

• All forms and documents should be scanned or created as a PDFDocument

• You can also save documents as .txt (word), .rtf (word), .csv [commadelimited value (excel documents)]- but I would recommend using.pdf

• Not everyone has Microsoft Office programs, so by saving in theseformats, you will allow them to pick up a word document in theprogram they have or an excel document in whateverspreadsheet/database program that they utilize

• Do not post word documents or excel documents

• All forms and documents should be scanned or created as a PDFDocument

• You can also save documents as .txt (word), .rtf (word), .csv [commadelimited value (excel documents)]- but I would recommend using.pdf

• Not everyone has Microsoft Office programs, so by saving in theseformats, you will allow them to pick up a word document in theprogram they have or an excel document in whateverspreadsheet/database program that they utilize

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Adding your new page to the Index Page• After you have created your new form (page) and attached all your hyperlinks and

completed your formatting, now you have to actually put it on the website, aswhile you are working to create it, it is not actually on the site.

• The important thing is knowing how you saved it and where it is located.

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Change Location of Files – ie. ArchivingOld Minutes

• First Create a New folder (file/new/new folder/ standard folder, ie. Underthe Minutes folder, create a folder called 2010

• Then drag the minutes that you have into that folder, the same as movingdocuments from one folder to another in any other program

– Click on Documents, highlight them and drag them into the new location

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Adding Events to the Calendar• Click on Calendar• Double click on the date that you want to add the event into• You can copy and paste or type information into the message area

• Click on Calendar• Double click on the date that you want to add the event into• You can copy and paste or type information into the message area

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Working with Pictures

• Make sure you are using a program for pictures that you canchange, size or save images within.

• Always save your programs as .png or .jpg

• Size Matters: no one photo should be over 35K as it will takea ton of time to download. The smaller the better.

– No image should be larger than 600 pixels, and 300 pixelsis best.

• Make sure you are using a program for pictures that you canchange, size or save images within.

• Always save your programs as .png or .jpg

• Size Matters: no one photo should be over 35K as it will takea ton of time to download. The smaller the better.

– No image should be larger than 600 pixels, and 300 pixelsis best.

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Changes to Home Pages• Do not change the home pages fonts, colors or setup. This

was chosen by the City when the website was first designed.This creates uniformity across the board for all webpageswithin the website. This allows for easier access for thepublic. This set up disabled for your use and is the second tabwhen you go into the index.

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Changes to Home Pages• Items that can be changed on your home page

– Updates to contact information– Hours– Your home page picture– The message at the bottom of your home page– Your individual links and documents– Your Staff Table (of which there are 5 additional sections)

• Items that can be changed on your home page– Updates to contact information– Hours– Your home page picture– The message at the bottom of your home page– Your individual links and documents– Your Staff Table (of which there are 5 additional sections)

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Changes to Home Pages

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Changes to Home PageTo change the message on your home page

Click on the arrow, and pull up to open up that portion of the page. At this point, it is like a word document and you can type or copy and paste the information into this area.

Dragging up at this point to openthe area

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