Keywords: Text boxes; Adding content; Links; Images; Videos
📌 Tip for administrators: Use the Table of Contents on the right to quickly jump to the section you need.
Overview
Rich Text Boxes appear in many places throughout Better Impact and are used to format content, add images or videos, insert links and files, and create visually clear information for your volunteers and administrators.
From application forms and news posts to email templates and eLearning modules, Rich Text Boxes help you present information clearly, consistently, and accessibly.
This guide brings together everything you need to know about working with Rich Text Boxes, including:
What they are and where they appear
How to format text and structure content
How to insert images, videos, files, and links
Tips to avoid common formatting issues
How to preview your content with or without your theme
Accessibility checks and how to fix issues
Valid file types and mobile-friendly formatting
Troubleshooting messy or hidden formatting
Advanced options such as editing HTML source
Whether you're adding a simple announcement or building a complex form, this guide will help you make the most of the formatting tools available.
Rich Text Boxes are one of the core tools for creating and managing content in Better Impact. While they may look simple at first glance, they provide a powerful way to structure information, keep formatting consistent, and ensure your messages are clear across different areas of the software.
Because they appear in so many places and support such a wide range of formatting and media options, it’s helpful to understand how Rich Text Boxes work behind the scenes - what they do well, where their limitations are, and how to avoid common formatting issues that can arise when content is copied in from other programs.
Introduction
What Are Rich Text Boxes?
Rich Text Boxes are editable areas throughout Better Impact that allow you to create and format content using a built-in editor. They support a wide range of formatting tools - such as headings, font styles, colours, lists, tables, links, and embedded media - without requiring any knowledge of HTML.
Example of a Rich Text Box
They’re designed to help you present information clearly and consistently across the system. Whether you're writing an application form message, crafting a news update, designing an eLearning page, or formatting an email, Rich Text Boxes make it easy to structure content and enhance readability.
In addition to text, Rich Text Boxes also allow you to:
Insert images, files, and links
Embed videos (in all non-email Rich Text Boxes)
Adjust spacing and alignment
Preview your content with or without your theme
Run accessibility checks to identify and correct issues
Use HTML editing for advanced customization (optional)
Understanding how Rich Text Boxes work - and how to get the most out of their built-in tools - will help ensure your content displays cleanly and consistently for both volunteers and administrators, across all device sizes.
Where Rich Text Boxes Appear in Better Impact
Area of the Software | Where Rich Text Boxes Are Used |
Application Forms | - Policies - Messages shown during the form - Application completion messages |
Custom Fields & Qualifications | - Description fields - Header text |
Activities & General Interests | - Activity descriptions - General interest descriptions - Instructions or notes |
News & Messages | - News section content - Personal Message - Birthday and Anniversary Message |
Email Communication | - Email body - Email templates (text only for video embedding) |
eLearning | - Modules - Content sections |
Organizational Information | - Mission Statement |
Miscellaneous Fields | - Feedback fields - General descriptive text throughout admin pages |
Getting Started with Rich Text Boxes
Rich Text Boxes use a built-in editor that gives you a range of formatting tools similar to what you might see in word-processing software. While the editor is straightforward to use, understanding its basic layout and capabilities will help you create clear, consistent content right from the start.
When you click into any Rich Text Box, you’ll see a toolbar at the top of the field. This toolbar contains tools for formatting text, adjusting alignment, inserting links or media, controlling spacing, and switching into advanced modes like full-screen editing or HTML source view.
Most of what you create can be done directly within the editor - there is no need to prepare content elsewhere before pasting it in. In fact, working directly within the Rich Text Box helps prevent formatting issues that can occur when content is copied from programs like Microsoft Word or from websites that use invisible styling.
Throughout the next sections, we’ll walk through how the editor works, how to use the formatting tools effectively, and what to be aware of when preparing content for different audiences or device sizes.
Overview of the Editor
Overview of the Editor
Every Rich Text Box includes a consistent formatting toolbar that allows you to create structured, readable content without needing any technical expertise.
The tools available are the same across the software, with only one notable exception: videos can be embedded in any non-email Rich Text Box.
The menu bar includes:
Edit — Undo, redo, cut, copy, paste, and select all
Insert — Add images, links, media (non-email boxes), tables, special characters, and horizontal lines
View — Turn visual aids on or off, preview your content, or switch to full-screen mode
Format — Apply text styling such as bold, italics, alignment, line spacing, and headings
Table — Insert or modify tables, including rows, columns, and cell properties
Tools — Access the Accessibility Checker or open the HTML source code
The editor is designed so that nearly everything you need can be done directly from the toolbar. Only users familiar with HTML should use the source code editor, as incorrect changes may affect how content displays.
As you become familiar with the toolbar, you’ll find that Rich Text Boxes make it simple to produce polished, consistent content throughout Better Impact.
The Formatting Toolbar Explained
The Formatting Toolbar Explained
The Rich Text Box editor includes a row of menus that give you access to all formatting, layout, and editing tools. Each menu contains specific options designed to help you build clear, accessible content.
The menus available are:
Edit
Use these options to adjust or correct your text while working.
Undo / Redo — Reverse or reapply your last action.
Cut / Copy / Paste — Move or duplicate text or images.
Paste as text — Removes formatting from pasted content (recommended when copying from Word or websites).
Select all — Highlights all content in the Rich Text Box
Insert
Use this menu to add new content or structural elements.
Image… — Upload or choose an image from the File Manager.
Link… — Create a hyperlink to a website, file, or email address.
Media… — Embed videos (non-email Rich Text Boxes only).
Table — Insert a table and select its size.
Special characters… — Insert symbols such as accented letters or mathematical characters.
Horizontal line — Add a visual divider.
View
Tools that control how the editor itself appears.
Visual aids — Toggles guidelines that help identify layout boundaries.
Preview — Opens a preview window to see how your content will appear with:
Light background
Dark background
Your organization’s theme (if applied)
Fullscreen — Expands the editor to full screen for easier editing.
Format
Formatting tools for text appearance and structure.
Bold / Italic / Underline / Strikethrough
Superscript / Subscript
Blocks — Choose paragraph styles or headings.
Align — Set left, center, right, or justified alignment.
Line height — Adjust spacing between lines (e.g., single spacing with Shift + Enter).
Clear formatting — Remove all styling applied to selected text.
Table
Adjust table structure and formatting.
Table — Insert a new table.
Table properties — Edit width, height, borders, alignment, etc.
Delete table — Remove the entire table.
Cell / Row / Column — Add, delete, or modify specific parts of a table.
Tools
Advanced features and accessibility options.
Accessibility Checker — Identifies issues such as missing alt text or poor contrast.
Edit Source Code — Opens the HTML editor for advanced adjustments (recommended only for users familiar with HTML).
Previewing Your Content
Previewing Your Content
Before finalizing your content, you can preview how it will look to volunteers or administrators using the Preview tool. This is especially helpful if your organization has a custom theme applied, as colours, backgrounds, and spacing may appear differently once styling is added.
To preview your content:
Edit any non-email Rich Text Box
Select View > Preview from the toolbar.
Choose one of the available tabs:
Light Background — Shows how your content appears on a standard light interface.
Dark Background — Shows how your content appears on a dark interface.
Theme — Applies your organization’s branding (if enabled) so you can view colours, fonts, and spacing as your volunteers will see them.
You can switch between the tabs to compare how your formatting appears in different contexts. This helps ensure readability, colour contrast, and spacing remain consistent regardless of the viewer’s settings.
When you're finished previewing, click the X in the top right corner to return to editing.
Working With Content
Working directly inside the Rich Text Box is the best way to ensure your content is clean, readable, and free from hidden formatting. Although the editor offers many of the features you may recognize from programs like Microsoft Word, it functions differently behind the scenes. Understanding how formatting works - and how to avoid common pitfalls - will help you produce consistent, accessible content across the platform.
This section covers how to create and structure text, adjust spacing, manage formatting, and avoid issues that can arise when copying content from external sources.
Typing and Formatting Text
Working Directly in the Editor
Working Directly in the Editor
Whenever possible, type content directly into the Rich Text Box rather than preparing it in external programs like Microsoft Word. Programs like Word add hidden formatting codes that do not always translate properly into Rich Text Boxes.
This can lead to:
Unexpected line spacing
Incorrect font sizes or colours
Text shifting or displaying inconsistently
Formatting that appears fine in edit mode but breaks once saved
If you do need to paste text from another source, use:
Edit > Paste as text
This strips out hidden formatting, allowing you to apply clean, consistent styling using the tools available within the Rich Text Box.
Applying Basic Formatting
Applying Basic Formatting
Use the options under Format to adjust the appearance of your text, including:
Bold, italic, underline, strikethrough
Font size and colour
Paragraph alignment (left, centre, right, justified)
Headings and block styles
Lists (bulleted or numbered)
Clear formatting to remove any unwanted styling
These tools ensure your content is readable and structured without adding unnecessary code.
Managing Line Spacing
Managing Line Spacing
Rich Text Boxes treat line breaks differently from Microsoft Word:
Shift + Enter → single line break
Enter → paragraph break (roughly 1.5 spacing)
To adjust spacing further, use:
Format > Line height
This allows you to fine-tune spacing between lines or paragraphs for clearer readability.
Avoiding Common Formatting Issues
To prevent content from becoming “messy” or difficult to edit:
Avoid using custom or unusual fonts in pasted text
Avoid pulling formatted content directly from websites
Don’t use spaces to align images or text—use Format > Align
If content behaves unpredictably, paste it into a plain-text tool (e.g., Notepad), then back into the Rich Text Box to reset the formatting
__________________________
Using Headings and Structure
Clear structure makes your content easier for volunteers and administrators to scan and understand. Rich Text Boxes include tools for creating headings, organizing information into sections, and ensuring your content follows a logical visual hierarchy.
Using consistent structure also improves accessibility, particularly for users navigating with screen readers.
Headings and Paragraph Styles
Headings and Paragraph Styles
Use Format > Blocks to apply the appropriate content style:
Paragraph — standard text
Heading 1 — main titles within your content
Heading 2 — section headings
Heading 3 — sub-sections
Additional heading levels (if available)
Headings should be used in order and not skipped (e.g., avoid jumping from Heading 1 to Heading 4), as this can disrupt readability and accessibility.
Building Clear Sections
Building Clear Sections
Use headings to break your content into logical parts. For example:
A main heading for the overall topic
Subheadings for steps, features, or instructions
Additional headings for notes, examples, or exceptions
This helps users quickly find the information they need, particularly in longer Rich Text Boxes such as policies, training pages, and application messages.
Lists and Indentation
Lists and Indentation
Lists help organize information that would otherwise be hard to follow in paragraph form. Use:
Bulleted lists for related items
Numbered lists for steps or sequences
Increase/Decrease Indent to create list sub-levels
Avoid manually typing bullet symbols or numbers - using the built-in tools keeps spacing and accessibility consistent.
Alignment and Layout Tools
Alignment and Layout Tools
Use Format > Align to position text:
Left (default)
Centre
Right
Justified
Avoid using spaces to create alignment or layout. Spaces behave inconsistently across browsers and devices and may cause text to shift unexpectedly.
Why Structure Matters
Using headings, lists, and alignment tools:
Helps readers scan long content
Improves readability across desktop and mobile
Ensures consistent formatting
Improves accessibility for assistive technologies
Prevents layout issues caused by improvised spacing
__________________________
Line Spacing and Layout
Spacing plays a key role in making your content easy to read. Rich Text Boxes give you control over line spacing, paragraph spacing, alignment, and simple layout elements so you can create clear visual separation without relying on workarounds or inconsistent spacing methods.
Line Breaks vs Paragraph Breaks
Line Breaks vs Paragraph Breaks
Rich Text Boxes distinguish between two types of breaks:
Shift + Enter → Single line break
Creates tight spacing between lines
Useful for short lists, signature lines, or compact formatting
Enter → Paragraph break
Adds more vertical spacing
Best for separating different ideas or sections
Understanding when to use each helps keep your content consistent and readable.
Adjusting Line Height
Adjusting Line Height
For additional control over spacing, use:
Format > Line height
Here you can choose preset line spacing values that apply to selected text or entire paragraphs. This is especially useful when:
Content appears too compressed or too spread out
You want consistent spacing across longer blocks of text
You are preparing content expected to display on both desktop and mobile
Horizontal Lines
Horizontal Lines
To visually separate sections of content, use:
Insert > Horizontal line
This creates a clean divider that displays consistently across browsers and devices.
Avoid using lines made of underscores or dashes, as they may render unevenly.
Using the spacing and layout tools provided - rather than adding extra spaces or blank lines - helps keep your content consistent across browsers and devices, especially when viewed on mobile.
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Avoiding Formatting Issues
Rich Text Boxes are designed to handle formatting cleanly, but problems can occur when content is pasted from external programs or websites. Invisible styling from other tools can cause text to appear inconsistent, spaced incorrectly, or difficult to edit once saved.
Issue | Cause | How to Avoid or Fix It |
Unexpected spacing, font changes, or inconsistent text | Hidden formatting from programs like Word or Google Docs | Use Edit > Paste as text, or paste into a plain-text editor before inserting into the Rich Text Box |
Content shifts or displays differently after saving | External formatting codes not supported by the Rich Text Box | Reapply formatting using only the tools within the editor |
Misaligned or oddly sized content after copying from a website | Copied web content includes width, margin, or other layout instructions | Paste into a plain-text editor to remove styling before inserting |
Formatting becomes difficult to correct |
Conflicting or invisible styles embedded in the copied content | Reset the content: copy what you want to keep → paste into plain text → clear the Rich Text Box → paste back in and reformat |
Hidden layout issues (content pushed off-screen, unexpected blank areas) | Imported styles include positioning rules from external sources | Remove all content, reinsert plain text only, and rebuild formatting cleanly |
Inserting Media and Files
Rich Text Boxes allow you to add images, videos, files, and links to enhance your content and provide additional resources to volunteers and administrators.
Media can help clarify instructions, display branding, provide downloadable documents, or embed training materials directly within your content.
This section outlines how to work with supported media types and the tools available in the editor to insert them.
Valid File Types
Valid File Types
The following file types are valid for upload to your Document Library, File Manager, or a Custom Field (“File” data type), or as attachments in email messages.
Each file in the Document Library and files uploaded to the File Manager can be a maximum of 10 megabytes (10 MB).
Individual email attachments can be up to 10 megabytes provided that the total size of all attachments plus the email message does not exceed 10MB.
Custom Field files, Profile Pictures, Banner Images, Badge Images and Pasted Images in Rich Text Boxes can have a maximum size of 4MB.
Documents
Microsoft Word (.doc, .docx, .xml, .dotx)
Microsoft Works (.wps)
WordPerfect (.wpd, .wp, .wp4, .wp5, .wp6, .wp7)
Quark XPress (.qxd)
Adobe Portable Document Format (.pdf)
Postscript (.ps)
Microsoft Publisher (.pub)
Text (.txt)
Rich Text (.rtf)
Open Document (.odt)
Spreadsheets
Microsoft Excel (.xls, .xlsx)
Microsoft Works (.wks, .xlr)
Generic Comma-Separated Values (.csv)
Presentations
Microsoft PowerPoint (.ppt, .pps, .ppsx)
Images
Microsoft Visio (.vsd)
Generic (.bmp, .jpg, .jpeg, .pjpeg, .gif, .png)
Audio Files
.wav
.mp3
Web pages
.html
Inserting Images
Inserting Images
Images can be uploaded directly from your computer or selected from the File Manager. When you insert an image:
Use Insert > Image to upload or choose an existing file
Add an alternative description for accessibility where appropriate
Ensure images display well on all devices by setting their dimensions to 100% height and width when needed
Keep image file sizes reasonable (the maximum is 10 MB, but smaller is recommended for faster loading)
Important
Anything inserted into a Text Box field is accessible to any admin who can use Text Box fields. Sensitive or confidential files should not be uploaded to the File Manager.
An image cannot be the only thing in a text box. You must also have at least one printable character. If you do not wish it to display, you can change the colour of the character to match the background.
Images can be the following file types: JPG, JPEG, GIF, PNG. The maximum file size allowed is 10MB. Care should be taken to upload only appropriately sized images. If a larger image is used and then scaled down this can severely impact the performance of any pages/emails that need to load them.
Do not use spaces to align images. Please use the Format > Align tool.
Insert a Link to a File
Insert a Link to a File
Edit any Text Box field
Optional: Highlight the text you wish to link to the file
From the “Insert” menu, select “Link”
Click on the File Manager icon to the right of the URL field
Check the box to the left of the file you would like to use
Click the [Insert] button
Edit (or enter) the “Text to display” in the Text Box
Title: enter text to display to volunteers when they mouse over the link
Open link in: Select “Current window” or “New window”
Class (non-email rich text option): Select “Normal Link” or “File Viewer”
Click the [Save] button to insert the image into the Text Box
Important
Selecting the File Viewer in the Class dropdown of a non-email rich text box will enable the file to be viewed inline in a pop-up box. This feature will require the file to be saved in the File Manager, in one of the following file types, .pdf, .xfdf, .fdf, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .jpg, .jpeg, .png, .jfif.
If the file is not stored locally in the File Manager and/or is not in one of the file types listed above, you will receive an error message when saving, and the file will behave as a normal link.
Insert a Link to a Website / URL
Insert a Link to a Website / URL
Edit any Text Box field
Optional: Highlight the text you wish to link to the file
From the “Insert” menu, select “Link”
Enter the URL for the website you wish to link to
Edit (or enter) the “Text to display” in the Text Box
Title: enter text to display to volunteers when they mouse over the link
Open link in: Select “Current window” or “New window”
Click the [Save] button to insert the link into the Text Box
Note
If an invalid URL is entered into a Rich Text Box an error will appear. Please check your URL is correct and try again.
Insert a Video
Insert a Video
Videos may be inserted into any non-email text box throughout Better Impact; the link can only be typed into email text boxes. Videos must be hosted by a site such as YouTube, Vimeo, etc.
To embed a video, its permissions must be set to "public" on the platform where it’s hosted.
Option 1: Inserting a YouTube video
Option 1: Inserting a YouTube video
Edit any non-email Text Box
From the “Insert” menu, select “Media”
Click on the “General” tab
In the “Source” field, enter the URL for the video
Optional: Override the dimensions (height, width) in pixels for the video
Optional: In the “Advanced” tab:
Enter an alternative source (URL) to use if the source for the video is not available
Specify an image in the “Poster” field that will show up as the video is loading and before the user presses play
Click the [Save] button to insert the video into the Text Box field
Tip
To get an embed code from Youtube Shorts, right click on the video and select [Copy Embed Code]
Option 2: Inserting a non-YouTube video – Facebook
Option 2: Inserting a non-YouTube video – Facebook
Edit any non-email Text Box
From the “Insert” menu, select “Media”
Click on the “Embed” tab
Paste in the embed code (HTML). Be sure that the link is prefixed with “https” (i.e. a secure link). If the link to your video does not begin with https, you should not use it.
Click the [Save] button to insert the video into the Text Box field
Tips
To get the embed code from a Facebook video, click on the [. . .] button in the upper right corner of the Facebook post. If you have clicked on the video itself to open it, you’ll find it in the lower right corner of the video.
Select “Embed” from the list of choices and copy the code that is generated. (It will begin with “<iframe” and end with “</iframe>”).
You will only see the Embed link option if the video’s audience is set to Public.
Option 3: Inserting a non-YouTube video – Vimeo
Option 3: Inserting a non-YouTube video – Vimeo
Edit any non-email Text Box
From the “Insert” menu, select “Media”
Click on the “Embed” tab
Paste in the embed code (HTML). Be sure that the link is prefixed with “https” (i.e. a secure link). If the link to your video does not begin with https, you should not use it.
Click the [Save] button to insert the video into the Text Box field
Tip
To get the embed code from a Vimeo video, click on the [Share] button on the right side of the video. You’ll see options for “Link”, “Send email”, and “Embed”. In the “Embed” field, copy the code that is generated. (It will begin with “<iframe” and end with “</iframe>”).
Vimeo will permit password protected videos to be embedded.
Accessibility in Rich Text Boxes
Accessible content ensures that all volunteers and administrators - including those using assistive technologies - can read, understand, and interact with the information you provide.
Rich Text Boxes include a built-in Accessibility Checker to help you identify and correct issues before publishing your content.
Create or Edit any Rich Text Box field
Select the “Tools” menu
Click on Accessibility Checker
If a red error message appears, click the associated ‘?’ to for more information.
Use the arrow buttons to navigate through the list if more than one error has been found.
Select [Ignore], or if possible [Repair], for each error.
Click the [OK] button or ‘X’ to close the Accessibility Checker tool.
Common Issues the Checker May Identify
Common Issues the Checker May Identify
The Accessibility Checker can help detect:
Missing alternative text for images
Poor text contrast
Incorrect heading structure
Missing table headers
Non-descriptive link text (e.g., “click here”)
Elements that may not work well with screen readers
Addressing these issues improves usability and ensures compliance with accessibility expectations.
Creating Accessible Content
Creating Accessible Content
While the checker helps identify issues, accessibility also depends on thoughtful formatting choices. Consider:
Using clear, descriptive headings
Writing link text that describes the destination
Avoiding colour alone to convey meaning
Adding alt text to images where appropriate
Keeping paragraphs and sentences concise
These intentional choices help all users - especially those relying on assistive devices - navigate your content more easily.
Advanced Options: Editing HTML Source Code
Rich Text Boxes include an HTML source editor for administrators who need precise control over formatting. This tool is optional and should only be used by those familiar with HTML, as incorrect changes may affect how content displays.
When to Use HTML Editing
When to Use HTML Editing
Most formatting should be done using the standard toolbar.
However, source editing may be helpful when you need to:
Remove or adjust formatting that isn’t visible in the editor
Make precise layout changes not supported by the toolbar
Correct HTML brought in from external sources
Add simple, valid HTML elements not available through menu options
If you are unsure whether HTML editing is required, it is best to avoid this feature.
How to Access the HTML Source Editor
How to Access the HTML Source Editor
Open any Rich Text Box.
Select Tools > Edit Source Code.
A confirmation message will appear - proceed only if you are comfortable editing HTML.
Make your changes in the HTML window.
Click Save inside the HTML editor.
Then click Save again on the main page to ensure your changes are applied.
Both saves are required; if you only save the code window, your changes may not appear.
Important Considerations
The editor does not validate your HTML. Invalid tags or syntax may cause layout issues.
Large or complex HTML customizations may produce inconsistent results across browsers.
If a mistake is made, reopen Edit Source Code and undo your changes, or reset the formatting.
Troubleshooting Common Rich Text Box Issues
Issue | Likely Cause | Solution |
Formatting looks messy or inconsistent |
Hidden styling from Word, Google Docs, or websites | Reset the content: copy → paste into plain text → clear the box → paste clean text back in → reformat using editor tools |
Content appears on the saved page but not while editing | Imported styles push text off-screen or hide it | Perform a full reset using the plain-text method and rebuild formatting within the editor |
Invalid URL or link errors | URL is missing | Correct the URL and confirm the resource is reachable |
Images not displaying or showing incorrect size | File too large, unsupported format, or incorrect dimensions | Use supported formats (.jpg, .jpeg, .gif, .png), keep file sizes small, adjust width/height as needed |
Tables misaligned or difficult to edit | Table copied from an external program with embedded styles | Recreate the table using Insert > Table within the Rich Text Box |
Drag-and-drop upload not working | File too large or unstable connection | Upload using Insert > Image and ensure file is below size limits |
Persistent formatting issues after multiple attempts | Conflicting or deeply embedded hidden styles | Reset the content using the plain-text method; avoid copying formatted text from external sources |
Wraping Up
Rich Text Boxes are used throughout Better Impact to help you create clear, structured, and visually engaging content. By understanding how the editor works, using the built-in formatting tools, and following the best practices outlined in this guide, you can ensure your content displays consistently for volunteers and administrators across all devices.
Whenever you need to add images, embed videos, create instructions, build form messages, or format information for your community, the Rich Text Box tools are designed to support you. If you encounter unexpected formatting or layout issues, the troubleshooting steps and accessibility tools included in this guide will help you resolve them quickly.
As you continue working with Rich Text Boxes, feel free to explore previews, experiment with layout options, and use the HTML editor when advanced adjustments are required. With these tools, you can create content that is clear, accessible, and easy to navigate for all users.
If you have questions or need additional support, our team is here to help.