How to

Guides & Tutorials

Mt. Rainier in the distance party covered in clouds

Our websites offer a simple editing and management experience. Look through our how-to guides for a quick refresher on editing the website.

This is unpublished


Creating & editing a basic page


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Adding news & grand rounds


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Managing people profiles


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Changing the site navigation


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Editing the homepage


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gift funds

Make a gift link generator

To get your fund URL, you will need to create a link, using the UW Medicine "Make a Gift" link generator. You will need to know the allocations associated with the gift fund(s) that you wish to include. You may include one or several funds.


Why images matter

  • Images + text increase comprehension by 400 percent
  • Articles with supporting images get 94 percent more views 
  • Dominant element on the page
  • You only have seconds to grab viewers
  • Elicits an emotional response
  • Power to inform perceptions of your department (including negative ones)

Avoid the following

  • Blurry or out of focus images
  • Images with poor lighting
  • Images that are too small for the intended space
  • Combining or collaging photos
  • Adding text

Alt text

Alternative text is associated with an image to succinctly describe the essential information contained in the image.

If the image is not available to the reader, perhaps because she has turned off images in the browser or she is using a screen reader due to visual impairment, the alt text ensures that the message of the image is still conveyed.

Why is alt text important?

All images uploaded to framework websites are required to include alt and title text. Not only do users with visual impairments rely on alt text to convey the meaning of images, but alt text also is used by search engines to better understand your images. Including it can improve your search ranking.

What should I include in my alt text?

Alt text for images such as photographs or logos should include brief descriptions. The goal is to provide access to the image's content without overburdening the user with superfluous details.

Remember, someone using a screen reader is hearing, not seeing, your web pages. Keep alt text short and relevant.

Image permissions

Most images on this list of image sources (below) are free for you to use. Otherwise, try the following:

  • Ask the copyright owners for permission
  • Look for images covered by fair use, Creative Commons or public domain policies
  • Use Google image search: Under "Search tools", choose "Image rights"

Obtaining consent from photo subjects

If using original photos, such as those taken by someone in your departmental unit, you should obtain consent from individuals before using their likenesses on your website or in print materials. Student consent is implied with enrollment at the university, but it is safest to obtain signed release forms.

You are not responsible for obtaining releases for photos from other sources, such as the UW Medicine Photo Library. Consent is handled by those photo providers.

image Sources

UW SmugMug

The University has an archive of beautiful images available for official UW use.

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UW Medicine 

UW Medicine keeps an image asset collection for official UW-related use.

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UW Photography

UW offers photography services from their creative department.

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Writing for the web

The following guidelines are meant to help you write for the web, but the basic principles apply to all forms of communication. 

Be concise

On average, web users read only 20 percent of the words on a page. Think "scanner" not "reader".

  • Use short paragraphs with one or two ideas 
  • Do not copy/paste from print items to put on a website, edit the material 

Try cutting a long page of text in half. Then try it again. 


Here is an example of editing your word count from 24 to 8:

  • Volunteers at University Faculty Housing Service render a useful service to new and visiting university faculty and staff requiring short or long-term housing.   (24)
  • The University Faculty Housing Service helps new and visiting faculty and staff find housing.   (14)
  • We help new and visiting faculty and staff find housing.  (10)
  • New to Seattle? We’ll help you find housing.  (8)

Use headers and bullets


  • Break up blocks of text
  • Help readers find sections of the page that are most interesting to them
  • Make the page visually approachable


  • Make it easier for the user to scan
  • Create white space on the page
  • Make your copy shorter
  • Keep related items together 

Use images

  • Images + text increase comprehension by 400 percent
  • Articles with supporting images get 94 percent more views 

Put your most important information first

  • Put the most critical information in the first sentence
  • Add supporting information
  • Add background information

3-30-3 rule

Expect that your audience will:

  • Make a 3-second scan of the titles, teaser headlines, images
  • Take 30-seconds to read sub-headings, bullets, first sentences, call-out boxes
  • Spend no more than 3-minutes reading deeper into the content

Be clear and direct

  • Use common words and plain language
  • Avoid unnecessary description
  • Avoid jargon, metaphor, hyperbole
  • Avoid the passive voice, use active words  - e.g. Dr. X gave a gift (active) vs. A gift was given by Dr. X (passive)

Back it up

  • Show, don't tell
  • Use examples
  • Provide evidence to support your claims

Proper use of link text

Use links to send readers to other pages of your site to get more information.

When you add a link to your pages, always use the natural language of your text as the link, rather than inserting “click here” or the full URL. The link text should describe the link destination.

Among the reasons to write good link text, this makes it easy for users to scan pages for information, especially users employing screen readers.

Good version, using natural language:

We offer a variety of fellowship training opportunities in our 14 subspecialty divisions.

Bad version, using “click here”:

Click here for information about our fellowship training programs.

Worst version, using the full URL:

For information about our fellowship training programs, go to this page:

Trumba Calendar

UW Trumba is a calendaring system for all campus public events and departmental calendars. Calendar administrators can embed calendars into any websites and add event registration. An event created in one calendar can appear in multiple calendars.

How do I request a calendar for my division/unit?

Please contact Amy Fields,

How do I access my calendar?

If you are an authorized event editor, go to and you will be taken to your calendar. If you are not authorized as a calendar editor, you will see an error message.

How do I enter an event?

  1. The Title field is where you enter the event title. This field must be populated in order to post an event. You will want to keep the description short.
  2. Campus location: As you begin typing a building name, the form will auto-complete the name, which you can then select. All campus buildings are already embedded with maps. To add a map link or GPS coordinates to a location not in the auto-complete list, click Switch to location and enter a physical address. Then click Add Map Link (be sure to delete the actual coordinates – the map will still appear on the calendar)
  3. Event Types – this is a required field where you can enter all the event types that describe your event 
  4. The Description field is for the event description, anything that you want attendees to know about the event (title of presentation, speaker name/affiliation, etc.)

How do I add events to other calendars?

Click on the "also shows on" dropdown to add your event to other calendars. 

Please be mindful to only add events to the department calendar that you are sure others outside of your division or unit would be interested in attending.

Only show items on the UW Seattle Campus Events that would be of broader interest outside of the department.

How do I find my Calendar Web Name?

In order to add your Trumba calendar to your website, all we need is your Calendar Web Name, a short text identifier that should start with sea_. For example, the DOM Trumba calendar's web name is sea_medweb.

Locate your calendar's web name by logging in to Trumba and looking at the top right of your screen. You will see Published at followed by your web name.

How do I add editors to my calendar?

Go to and "my groups" and you should be able to add/remove calendar editors. If you do not have access to do this, please contact Amy Fields,