All posts by Kelly Kothary

How to use Gmail

How to use Gmail

If you have a website with SpiralNet Design then you most likely have an email account set up through Gmail. 

1Visit the Gmail website, to login with the username and password we have given you.

 

2Click on Compose to create a new email.
use-gmail-02

 

3Your default email address will be used every time you start an email. 
use-gmail-03

 

4If you want to send using another an account (if you have more than one email address) then select the From field and click on the address.
use-gmail-04

 

Setting up Gmail

5To access the setup functions for adding signatures, out of offices and more, go to the cog icon and select Settings. This will take you to the General tab where most functions are. 

Take a look down the page to familiarise yourself with the setting options. Click Save Changes at the bottom of the page if you change anything.
use-gmail-05

 

6Click the Inbox to return to the inbox.
use-gmail-06

 

Online chat

7In the left-hand column below the folders is an option to chat with other Gmail accounts. The green dot means the user is online.
use-gmail-07

 

8Click on SpiralNet Design to open the chat box to ask me anything about Gmail or your website. I’m always happy to help.
use-gmail-08

 

Gmail for mobiles

9Install the mobile version of Gmail to see your emails anywhere. Download and use the login details we have given you.
use-gmail-09

 

10You will have all the same settings as the desktop version and the two synchronise so that they always up to date with each other.
use-gmail-10

 

GDPR for your business website

GDPR for your business website

gdpr-for-business-website

NOTE: I am not a lawyer, nor am I an expert on GDPR law. This is just my advice regarding the law and how I feel it may affect your business website. This isn’t to be taken as legal advice.

What is GDPR?

GDPR stands for General Data Protection Regulation. It’s a new law which comes into force on 25th May 2018. The new law gives consumers new rights which include the right to find out what data is being held on them and to delete that information.

What you need to do for GDPR

Looking after client data

You are responsible for knowing where all your data is kept on your clients. This data is anything you may have on a person, their name, phone number, address, email address etc.

If a client requests to see that information, you need to be able to give them everything you have.  The new law says you need to give this information to them within 1 month and it must be free of charge.

If you are ever investigated by the GDPR then you need to be organised with your client data enough to be able to show them everything you have on all your clients.

Make sure all your client data is secure. If you store it digitally then make sure it’s protected and it can’t be hacked or got to. Use anti-virus software. If you have paper copies of data make sure it’s locked away.

Clean up data

It’s really important not to keep hold of any data you don’t need. You must not keep hold of data if you don’t know what you will use it for.  Delete it fully or shred paper copies.

A client can ask for their data to be deleted at any time. You need to be able to make sure that every bit of data on that client can be deleted. Make a note on what you need to do if you should ever have to do this.

Who is responsible for GDPR on my website?

It is not clear if it’s the web designer or the clients’ job for making sure the website is GDPR compliant. SpiralNet Design will take the necessary steps to make sure that your website is GDPR ready by adding policies and ensuring any forms are compliant.

It is important that you understand these additions to your website and it’s your responsibility to take a look through these policies and notify us if you wish for anything to be changed.

The policies need to explain what information you are collecting from visitors (for example from online forms), why and what it will be used for.

While SpiralNet Design will take the appropriate measures to make your website GDPR friendly, any information that comes to you from your website is your responsibly. This could be information from contact forms, chats, or comments. Once you receive data from online forms through your website into your inbox, it is your responsibility to make sure it stays secure. 

What to do to make your website GDPR ready

Add a Cookie Notification

When you visit a website for the first time a cookie is downloaded onto your PC. This then sends data back to the website. Some cookies send personal data and are used for a website owner to know how long you spend on each page, what you clicked on and where you are located. 

It is important that on your website users have the option to opt-in to using cookies on your website. This is done by added a cookie pop-up as they visit your site for the first time. There should also be a link to the cookie policy which explains what cookies your site uses and why.

Add a Privacy Policy

Your website requires a privacy policy. This explains to the user how you collect and store information, why and what you do with it. It should outline how to access their data from you and explain how they can request their data to be deleted. 

If you receive payments on your site, the privacy policies of these payment gateways should be outlined here too or at least linked to.

Secure your site with SSL

It is recommended that your website is secured using SSL. You can tell if a site is secure by the green padlock in the address bar. This gives your website a heightened security and even if you don’t take payments on your website it gives security for using online forms. 

ssl-padlock

Some browsers notify the visitor if the site is not secure and the added bonus is that Google loves SSL sites.

Signing up for communication in the correct way

If you are collecting contact details from your website in order to send newsletters or other information the user has to actively tick a box to do that. It can not be pre-ticked. The user has to consent to receive your newsletters. Also, add a link to a page that gives more information on how their data is going to be used.

tick-box

Users should always be able to opt out at any time. It should be easy for them to do such as an unsubscribe button at the end of an email. If you send text messages, letters or call them, they need to be able to opt out just as easily.

Away from your website, if you collect information in person for a mailing list, they must sign something or tick a box that says they are happy for you to use their data to send them information.

Should I lose sleep over GDPR?

If you have taken the basic steps in ensuring that your website has a privacy policy, cookie policy, all your client data is kept secure and you are able to delete clients data fully at any time, then no, don’t lose sleep over this.

As a small business, it is hard to make out what is required of you with the new law. But if you are shown to be doing something about it and aware of the law then it would be unfair to receive the hefty fine of €20m.

An extract from BBC News article today:

With the advice from lawyers contradictory, and the guide on the information commissioner’s website pretty complex, you can understand why many small organisations are unsure what to do.

But there is comfort in what the information commissioner herself has said. Elizabeth Denham has stressed that any action against those who fall foul of the new regulations will be fair and proportionate – and that she is not planning to go after those who show a willingness to comply.

More information

How to add descriptions to images in Gmedia

How to add descriptions to images in Gmedia

Gmedia is a plugin for WordPress websites. If you have a Gmedia gallery setup and you want to add a description for your images follow these steps.

1Click on Gmedia Gallery in the sidebar.
Screen print

 

2Click on Albums.
Screen print

 

3Select the album you want to edit by click on the albums name.
Screen print

 

4Scroll down the page a bit until you get to the box with the images. Click the drop-down to the box that says Action and click Enter Edit Mode.
Screen print

 

5Here you can edit the title of all the images in the album by editing the Title box. It is recommended to have something here to explain the image.
Screen print

 

6For an additional description add text to the Description box. This is optional. The result below is what will be shown on the web page.
Screen print

 

How to delete images from Gmedia galleries

How to delete images from Gmedia galleries

Gmedia is  a plugin for WordPress websites. If you have a Gmedia gallery setup and you want to delete new images follow these steps.

1Click on Gmedia Gallery in the sidebar.
Screen print

 

2Click on Gmedia Library.
Screen print

 

3If you have many images, you want to filter them. In order to find images in a particular album click on the filter button.
Screen print

 

4Select Albums from the drop down.
Screen print

 

5Select which album you would like to see images for. Click Show Selected.
Screen print

 

6Scroll down until you’ve found the image you want to delete. Click Delete beside the image. You will be asked to confirm your action. Click OK if you are sure you want to delete.
Screen print

 

How to add images to galleries in Gmedia

How to add images to galleries in Gmedia

Gmedia is  a plugin for WordPress websites. If you have a Gmedia gallery setup and you want to add new images follow these steps.

1Click on Gmedia Gallery in the sidebar.
Screen print

 

2Click on Add/Import Files.
Screen print

 

3An upload box will then come up. Select which album the image is to go into under the Add to Album box.
Screen print

 

4Click on Add Files and navigate to the image on your computer that you want to add. If you want to add more than one file repeat this step. The button will now say 1 files queued click this to add more.
TIP: hold down the CTRL key on your keyboard to select more than one image.
Screen print

 

5When you’ve done selecting the images, click Start Upload. The images will automatically be added to the album and corresponding gallery.
Screen print

 

How to save a page as a draft in WordPress

How to save a page as a draft in WordPress

Sometimes you will start a post or page but it’s not ready for publishing. You will need to save this as a draft.

1In the Publish box of your new post/page, click the Save Draft button to save your work but not publish it.
Screen print

 

2When you are ready to publish the post/page click Publish.
Screen print

 

Removing a page temporarily

If you are working on a live page and you wish to remove it temporarily in order to edit it you need to change the status from published to draft.

1Click Edit in the Publish box.
Screen print

 

2Select Draft from the drop down box and click OK.
Screen print

 

3Click Update to save changes.
Screen print

If you make any further changes click Save Draft to keep it as a draft or click Publish to publish the post/page.

How to delete a post or page in WordPress

How to delete a post or page in WordPress

Have a page or post that needs deleting? Here’s how to do it.

1Select Posts or Pages in the sidebar.
Screen print

 

2On the list of post/pages find the one you wish to delete. Click on the Bin option.
delete-page02

 

3Alternatively, when you’re in edit mode of the post/page click Move to bin in the publish box.
delete-page03

 

Recovering a post or page which has been deleted

1Select Posts or Pages in the sidebar.
Screen print

 

2Click Bin at the top above your post/page listings.
delete-page02a

 

3Find the post or page you deleted and click on Restore.
delete-page03a

 The post/page will be restored from where you deleted it from.

How to edit a post or page in WordPress

How to edit a post or page in WordPress

It’s important to keep your website up to date to keep your visitors coming back. Here is an easy way to update your web page.

1Select Posts or Pages in the sidebar.
Screen print

 

2On the list of post/pages find the one you wish to edit. Click on the edit option.
Screen print

 

There are two styles of pages and the way that you edit them is different for both. If your page looks like the left, continue the steps. If your page looks like the right (with lots of boxes), jump to step 7.
Screen print Screen print

 

3Make sure the Visual tab is selected for easier editing.
Screen print

 

4Make any changes to the text.
Screen print

 

5If you wish to preview the changes before the page goes live, click the Preview Changes button. The page will open in another window for you to view.
Screen print

 

6Once you’re happy with the changes. Click the Update button. Your work will be saved and published to your website.
Screen print

 

7If your page is laid out into blocks, you need to edit the blocks separately. To edit a block hover your mouse over the block and when you see the word edit in the corner click it.
Screen print

 

8Make sure the Visual tab is selected for easier editing.
Screen print

 

9Make any changes to the text.
Screen print

 

10Click Done on the bottom right-hand corner.
Screen print

 

11Make any changes to the rest of the boxes in the same way. Once you’re happy with the changes click the Update button. Your work will be saved and published to your website.
Screen print

 

How to add a new page in WordPress

Add a new page in WordPress

It’s important to keep your website up to date and current, so you may want to add new content. Here is how to add a new page to your site.

1Click on Pages then Add New in the sidebar.

new-page1

2Add a title to your page, this will be part of your website address so keep this short. Then type your content of your page, don’t forget to format it correctly with headings.

NOTE: The font here will look different to your website, but don’t worry when you view the page on your site it will use the correct font settings.

new-page2

3 Click preview to see see the page before you publish it. When you are happy with what you have done click Publish.

new-page3

Add the page to a menu

4Go to Appearance in the sidebar and click Menus.

new-page4

5Select Pages . Tick the page(s) that you want to add then click Add to menu.

new-page5

6Move the page into the correct position on the menu. If you want the page to be part of a drop down in the menu then just slide it to the right to make it a sub item.

new-page6

7Click on Save Menu.

new-page7