Embedding A Google Calendar in WordPress

Go to Google Calendar on the web. On the left sidebar of Google Calendar there is a list of calendars, assuming you have set up and are using Google Calendars. Click on the calendar to be embedded and select “Calendar Settings”.

This will display a list of options for events. Choose Embed This Calendar. Select options on the left side to customize the calendar display. Copy the embed code at the top of the page.

Go to the WordPress site and click Post -> Add New to insert the calendar into a post or Page -> Add New to add it in a page. You can also insert the embed code into an already existing page if desired. Make sure the WordPress post editor is in “Text” mode rather than “Visual” mode before pasting the code. Paste the code into the page or post and save changes. The calendar will now display on the website and any changes made in Google will appear on the website in real time.

WordPress Editing: Visual or Text Editor

The Visual and Text Editors

When using WordPress, you will see two options for creating or editing a page or a post. You can either use the visual editor or the text editor.

Visual Editor

The WordPress Visual Editor is much like using word processing software, like Microsoft Word. There are icons available to help you change text size and color, format headers, add links, and more.

Text Editor

The WordPress Text Editor allows you to write posts using HTML. You have fewer icon options here, and they are replaced with quick tags. For example, if you want bold text, you would use the <strong></strong> HTML tag for strong emphasis of text.

Switching between the two

It is easy to switch between the visual and text editors. Simply click on the tab you wish to view in the dashboard.

However, one should be cautious switching back and forth. WordPress sometimes strips HTML code when going from the text editor to the visual editor. This can be frustrating if you just spent a lot of time hand-coding your page or post. If you are using a lot of HTML in your page or post, we recommend sticking to the text editor.

Embed Images in WordPress

You can embed videos in WordPress from a number of the most popular video sites by simply pasting the URL of the video page into your editor.

Simply place URL on its own line in your editor.


Results will look like this:

You can also control the size of the video by placing embed codes around the link as follows:


Please remember that you need to place embed codes while in Text mode and not Visual mode.

Learn how to upload videos longer than 15 minutes.

WordPress Log On Procedure

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Please note that your WordPress installation may still be using a single authentication model. This tutorial illustrates a dual authentication model, however, it should be of help for all log on issues.

In addition, your WordPress installation may not require the captcha (entering the randomly requested number in order to log on).

We are working toward upgrading all WordPress installations to include both the dual authentication as well as the captcha. These features help to prevent hackers and the potential for your site to be defaced by unauthorized users.

This document is intended to be used in conjunction with the Access Information Sheet that you received by email. Please refer to that sheet while reviewing this document.

WordPress Logon Procedure Without Dual Authentication
WordPress Logon Procedure With Dual Authentication

When To Update WordPress

Like Windows, and most software, WordPress requires updates.  Periodic patches are released for both WordPress, as well as installed plugins, that improve performance, security and usability.

In general, WordPress should be reviewed and patched by your webmaster or technician at least every six months.  If you are a PSAB client, this service is part of your contract  If you are a CourseVector client, we offer this service for a small yearly fee. During a patch review, we will back up your site for our archives, apply any and all WordPress patches, and remove, add or update any plugins that may have changed or require maintenance since our last review.

For more information about this service, simply Contact Us and we will be glad to answer any questions you may have.

To determine if your WordPress installation is in need of any patches, please review our article titled When To Update WordPress.

Cleaning The Media Library

Many times clients are surprised that their WordPress websites are unexpectedly large, in some cases, initiating additional storage charges. There are two main reasons why a WordPress directory would grow to an unexpectedly large size.

First, many casual webmasters simply transfer pictures directly from a digital camera, scan, or other source without first “tweaking” the image. Today’s digital cameras take high resolution pictures that far exceed what can be displayed on the internet. Websites automatically reduce the appearance of the pictures to fit the display but not the actual size of the stored file. The size of an average display at the time of this writing is about 1024 pixels across. A picture file of that size should be about 100 – 200KB in size. However, if a picture is simply transferred directly from a digital source, the size could be anywhere from 100KB to 25MB. Uploading just 10 25MB files from a digital camera will use 250MB of space. And, something most casual webmasters do not consider is that it takes twice that space to back up a WordPress site. Therefore, if the site is 500MB, it will take 1000MB of space to back up the site: 500MB for the site and 500MB for the backup file. Making things worse is the fact that many backup programs will simply fail if they run out of space and will not produce an error thereby leaving the user without a valid backup. These same size issues apply to pdf files and other types of media files. There are many different ways to create and tweak pictures, graphics and pdf files for publication on the web. If you are unsure of the best solution, consult a professional.

Second, most casual webmasters do not realize that simply removing a link from a WordPress page or post does not remove the media file. The file will remain in the media library, indefinitely, or until it is manually deleted. When a media file is removed from a page or post, it should be immediately removed from the media library as well. Failing that, the media library provides a method for finding media files that are no longer attached to either a page or a post file. The following document explains how to find unattached documents within the WordPress Media Library. Please note that a backup is strongly recommended before deleting any files from your media directory.

Cleaning The Media Library

If you have additional questions concerning the size of your WordPress website and how it can affect your cost, backups, etc., please feel free to contact us.

Managing A Current News Section

One method of posting news items, it you have the space on your site, is to create a Category section in a column and post news items as actual posts/articles. The benefit to this method is that the headline for each news item is readily available to viewers from any page on your website.

Following is a link to instructions on how to maintain a “news section” on your WordPress website.

Managing A Current News Section

If you do not currently have a news section on your website, or you have one and would prefer it to be set up this way, please contact use and we will be glad to help!

SEO All In One WordPress Plugin

If you are interested in doing your own SEO optimization, we suggest the All In One SEO Plugin. Unless you understand SEO, we suggest that you do not modify the settings.

Should you choose to modify the settings, you can find them in your control panel, on the left, under Settings and All in One SEO. You will notice that there are some links and information on the configuration page and you are free to research those links.

Again, we suggest you do not make changes to these settings as altering keywords, etc. can have an adverse effect on your search engine positioning. We use various tools to obtain the proper keywords, and, if you requested our copyrighting service, your copy has been written to compliment the keywords to increase your recognition.

Please note that organic SEO takes time, 6-12 months to produce optimal results. Altering keywords starts the process over.

You can monitor the growth of your organic SEO program by periodically checking your site statistics.

We do not provide help or support for SEO, however, you are certainly free to modify the settings as you see fit.

Here is the All In One SEO home page.

Following are the main settings and descriptions and information on each.

All in one SEO Pack Configuration – site settings

From within your WordPress admin, go to the settings area, then select “All in one SEO”. With each new update, the developer has chosen to disable the plugin. Presumably, this forces you to review the settings each time, and hopefully avoid any surprises. You’ll need to enable it after you install and again after each update. Obviously, if you neglect to enable the plugin after an upgrade, you can expect some issues with your rankings.

Home Title
As its name implies, this is where you provide the page title for the “home” of your web site, leave this blank and word press defaults to the site name you defined in your WordPress configuration.

Home Description
This box provides the Content for the meta-description tag.

Home Keywords (comma separated)
Even though use of the meta-keywords tag has been degraded over the years, it is still an important part of an overall SEO plan. Add carefully selected keywords here. Leave this blank and WordPress does not add the meta-keywords tag to your page. For best results, place your primary keywords in the front of the list.

Canonical URLS
This newly added feature is enabled by default – leave it that way.

Rewrite Titles
If set, all page, post, category, search and archive page titles get rewritten. You can specify the format for most of them (as shown below). For example: The default templates puts the title tag of posts like this: “Blog Category >> Blog Name >> Post Title”. That would be considered anti-SEO. With the default settings, Rewrite Title rewrites: “Post Title | Blog Name”.

Post Title Format
Each of the six Title format boxes allow you to customize how the titles are displayed in the various parts of the site. You may be tempted to stuff your titles with keywords. Don’t, it will backfire on you.

Search Title Format
This relates to the results page of your local/site search.

Description Format
There are a four automated formats available for the setting. The default is the best one.

404 Title Format
The box sets the page title for your 404 (page not found) error pages.

Paged Format
Leave this one alone.

SEO for Custom Post Types
WordPress 3.0 introduced the ability to create your own custom post types. If you have created one (or more) and want AIOSEO to be enabled for them, check this box. If not, leave it unchecked.

Custom Post Types for SEO Column Support
You’ll use this box to list the types of posts you want to have AIOSEO information displayed for while viewing your listings By default it already includes “posts” and “pages”. If you’ve created a custom post type and want it to have access to the All In One SEO Pack features, be sure and list it here.

Use Categories for META Keywords
If you are hyper-careful and strategic about your category names, use this, Otherwise leave add your keywords manually for each post manually.

Use Tags for META Keywords
Checking this causes the tags you set for a given post to be used as the META keywords for that post. You can also manually add additional words as you normally would as well.

Dynamically Generate Keywords for Posts Page
If you have changed the default setting of WordPress and the listing of of your posts is somewhere other than your default/home page then this option determines if you want the keywords for that page set dynamically (based on all the posts listed) or if they should be manually entered.

Use Noindex For…
There are three of these boxes, ensure each one is selected. This tells the search engines to not index these areas of your site.

Autogenerate Descriptions
Enabling this feature will tell SEO pack to generate META descriptions for your posts using the first 150 characters of your article.

Capitalize Category Titles
Not useful.

Additional Headers
There are three of these boxes. Text entered here will be added to the header section of your pages.

Log Important Events
This is a troubleshooting tool from the developer.

When creating a new post you’ll want to scroll to the bottom of your post editing page to the All in one SEO Pack section. There you will see the following four options:

You can optionally enter a page title here, if left blank SEO Pack will use the post’s title.

This is the META-description for the post. Carefully craft these as search engines consider them in ranking and display them in results.

This is the META-keywords for the post. As mentioned above, use of the keywords tag has been degraded over the years, but it is still used by some engines.

Disable on this page/post
If for some reason you wish to NOT use the SEO pack on a page, check this box.

Title Attribute
Text you enter here will become the link title text for links to this page. Link titles appear when you hover over a link.

Menu Label
This sets the text used in your site menus for the page, left blank it will be the same as the WordPress page title.

Posts Not Showing

WordPress uses two different “types” of documents, one is called Pages and one is called Posts. Basically, a Page, when published, will create a link across the top of your website, assuming top links are enabled. In general, these links would be used for items that are most important to your visitors. Top links remain displayed regardless of the page that is being viewed, so they are always visible. Posts, on the other hand, are almost identical to Pages, however they get linked down the left or right side of your site depending on the design. Side links can be displayed in a multitude of ways and may or may not be visible at all times depending on how your site was designed. Posts have to be assigned to a Category and the Category Widget must be added to your navigation section. See the additional help documents on this page related to navigational links for further information.

WordPress has three different ways in which it links content to your site. First, if you do not specifically Publish the Page or Post you are working on, it will be saved as a Draft. A Draft does not show up anywhere on your visible website, but, instead is displayed within your editor’s control panel. A Draft is something you are working on, but is not yet ready to post. When your Draft is ready to “go live” you must Publish it. Pressing the Publish button will immediately make your draft visible to visitors, with one exception. A link in the upper left box of your editor’s control panel within the Publish box, called Publish immediately, controls the date that the content will become visible on your site. This is normally set to immediately, which will make your content visible as soon as you press the Publish button. However, if you have finished content, say a newsletter, that you do not want visible until a certain date, you can change the publish date to a date in the future. In this case, your content will not be visible until the date you requested, regardless of whether or not you Published the Draft.

User Roles

You have the ability to allow others to post, edit, or delete from your web site.  These additional users can be assigned different roles depending on what permissions you would like them to have.

Following is a list of different roles/permissions that can be used when authorizing additional users.

Subscriber Role

A subscriber role is the most basic and default role that is assigned to any user that registers on the site.

A subscriber can comment on your blog without having to enter their details and also modify your database by setting up their profiles.

Subscriber Role in WordPress:

  • Modify their Profiles
  • Comment on the blog (when logged in) without having to provide name and email, unless you change that in the settings.

As a general rule, unless instructed otherwise, we do not allow subscribers or comments on your web site.  If you wish to allow subscribers with the ability to post comments to certain pages, please contact us with your request.

Contributor Role

A Contributor to your site has a bigger role than a regular subscriber in the sense that they can compose articles unlike subscribers, however they cannot publish or schedule the articles.  Any article written by a contributor can be saved as draft or under pending review.

Contributor Role In WordPress:

  • All of the Subscribers privileges+
  • View comments in the administrator panel.
  • Add new posts to drafts or to pending review.
  • Edit their own posts.
  • View posts added by others in post listing section, however they cannot view drafts and scheduled post, but they can see the titles.

Author Role

An author can write articles, add it to pending reviews, save it under drafts, but more importantly, they can publish what they write.  Authors can publish articles to the site without having your consent.

Author Role in WordPress:

  • All of the Contributor privileges+
  • View posts added by others in post listing section, however they cannot view drafts and scheduled post, but they can see the titles.

Editor Role

The Editor role can do all of the above, and, in addition, they can edit other’s posts.  WordPress logs who edited which post and when (if you have post reviews on).

If you requested access to make changes to your web site, you were most likely assigned the role of Editor.

Administrator Role

An administrator account can do everything an Editor can do plus make changes to the actual configurations and programs that drive your content management web site.  For this reason, the role of Administrator is not used or assigned outside of the design team that set up and created your web site.

Summary of WordPress Roles:

  • A subscriber role should be used when you want people who comment on your blog to not enter their information over and over again.
  • A contributor role should be used when you want your subscribers to contribute to your site, but don’t want to directly publish articles to your site.
  • An author role should be used when you trust a contributor or someone you think will write the best, without you having to go through what they wrote.
  • An editor role should only be given to people who you trust to write, edit and publish not just their own articles but those of other’s too.
  • An administrator role should never be given to anyone other than tech support staff.

Table Creation

Easy Table Creator instruction document. This plug-in makes it very easy for a novice or professional to create basic tables within WordPress. If you do not have this update in your WordPress installation, we can install it at a very nominal fee. Please feel free to contact us for installation.

Instructions for manually creating or modifying a table.

Online Table Creator
This web site will create the HTML coding for a table based on your input. All you need to do is copy the code to your WordPress post page. Make sure you are in HTML mode when pasting the code into a WordPress post.