Insert Images, Files and Links

IMPORTANT: Do not use spaces to align images. Please use the Format  >>  Align tool. 

Tip: You can switch to full screen mode in the Rich Text Box Field by clicking the Fullscreen icon button 

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.  

Drag and Drop 

You can copy and paste directly from a Word document. This will work for text as well as images. 

You can also drag and drop photos directly from your hard drive or other storage device into a Rich Text Box field. This will also upload that image to your File Manager for use in other Rich Text Box fields. 

Insert an Image 

IMPORTANT: Anything inserted into a Rich Text Box field is accessible to any admin who can use Rich Text Box fields. Sensitive or confidential files should not be uploaded to the File Manager. 

1. Edit any Rich Text Box Field 

2. From the “Insert” menu, select “Image” 

3. Click on the File Manager icon to the right of the Source field 

4. Check the box below the desired image or table and click “Insert” 

5. Optional: Enter an “Alternative description” 

6. Optional: Click the lock icon the to edit dimensions
   • To ensure image displays properly on smaller screens, like mobile phones, enter 100% (including the percentage symbol) in both the “Height” and “Width” fields. 
   • Click the lock icon again to set the new dimensions 

7. Click the [Save] button to insert the image into the Rich Text Box field 

Note: 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. 

Important: 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 color of the character to match the background. 

Insert a Link to a File 

1. Edit any Text Box field 

2. Optional: Highlight the text you wish to link to the file 

3. From the “Insert” menu, select “Link” 

4. Click on the File Manager icon to the right of the URL field 

5. Check the box to the left of the file you would like to use 

6. Click the [Insert] button 

7. Edit (or enter) the “Text to display” in the Text Box 

8. Title: enter text to display to volunteers when they mouse over the link 

9. Open link in: Select “Current window” or “New window” 

10. Class (non-email rich text option): Select “Normal Link” or “File Viewer” 

11. 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 

1. Edit any Rich Text Box field 

2. Optional: Highlight the text you wish to link to the file 

3. From the “Insert” menu, select “Link” 

4. Enter the URL for the website you wish to link to 

5. Edit (or enter) the “Text to display” in the Rich Text Box 

6. Title: enter text to display to volunteers when they mouse over the link 

7. Open link in: Select “Current window” or “New window” 

8. Click the [Save] button to insert the link into the Rich Text Box