CMS Editor: The Basics

  • Whenever you add or edit Web content within the CMS (content management system), you will use the Ektron editing program. This web-based editing tool has many of the same features as traditional word-processing programs.

    Using the CMS editor, you can:

    • Add, edit, and delete text
    • Add images and/or links to your content
    • Add numbered or bulleted lists
    • And much more

    The editor works right through the web browser, and requires no installation. Just log in and go.

    Edit Content

    To edit content on a web page, be sure you are first logged in to the staging server.

    The best practice is to always start any editing directly from the staging web page. This ensures that what you are editing is actually on the website.

    After you are logged in, go to the page you want to edit, using either the A-Z page (linked from the Staging Login page) or by typing the URL (be sure that “staging.” appears before “www”, such as

    You will see a toolbar at the top of the browser window (below). Click on the “switch to edit” button.

    Switch to Edit button in top-of-page toolbar

    You will now see an orange box appear around each piece of content as you move your mouse over the page.

    Menu icon within content block To edit any of these items of content, place your mouse within that content’s box and click once on the menu icon at the top right (three horizontal lines). Choosing “Edit” will open the workarea editing window. (For quick edits to correct misspellings or punctuation, it is also possible to edit in context.) 

    The Edit button from within the workareaOptional: You could also choose to start editing within the workarea instead. You will first need to locate the content within the correct folder within the workarea. Then, click on the item once, and then click the Edit button (right).

    Options and Toolbar in the CMS Web Editor

    After opening existing content, or when making new content, the CMS editing window will open fully (you will not see the folders when editing).

    There are three buttons at the top that you can use (the other two buttons are not much use and should be avoided):

    • Check In: This saves your work and checks the content back in for later work by you or another of your site’s web maintainers.
    • Submit: This saves your work and submits it into workflow for publishing. Content submitted by 2:00 p.m. is guaranteed to be published and live by the next morning.
    • Undo Checkout: Did the page get totally messed up and you want to start over? Did you realize you’re working on the wrong piece of content? Using Undo Checkout will erase all of your edits and restore the content to the state it was in just before you opened it for editing.

    First view of the editing window

    To edit, click within the pale box under the Content tab. This is the content field.

    The formatting toolbar will appear (see below). The toolbar has three tabs: Format, Insert, and Review.

    The formatting toolbar has three tabs: Format, Insert, and Review

    Format tab

    On the left are buttons for bold, italic, superscript, and subscript.

    Next are two buttons: one for hyperlinks , and one for formatting abbreviations (not used).

    List optionsThe next buttons are for ordered and unordered lists . When one of these is selected, two more buttons appear (right). The left button indents sections of the ordered list to create a nested list. The right button undoes the indentation.

    Heading optionsThe four large buttons are the top row of a drop-down list of headings. Headings are for section titles, not for whole paragraphs. Please use them in consecutive order for subheadings, starting with Heading 2, followed by Heading 3, etc. Choosing headings for their function, not for their appearance, helps ensure your website meets accessibility requirements.

    Three of these buttons should not be used:

    • Heading 1 is only used once on a web page, and the page title automatically uses it. Always start with heading 2.
    • Span and Pre have no function, so please do not use them.

    To remove formatting on text: Highlight the text, then choose either “Paragraph” or “Remove Formatting” from the heading menu.

    The Format tab will display image-specific options when a photo is selected.

    Insert tab

    Options on the Insert tabOptions here include inserting a quicklink, a table, a hyperlink, a bookmark, and special characters.

    Review tab

    This tab has options for validating accessibility content, opening the Inspector, and viewing the code.

    Inspector icon in the formatting toolbarThe Inspector is opened by clicking the far-left icon on the Review tab of the formatting toolbar.

    (The Review option can be used to view the page’s html code, but it is advised to not use this option. The workarea functions will provide you with all necessary tools for editing the website following the IUP web style.)