22 Apr 2016

WordPress Quick Start Guide

This is the Wordpress Quick Start Guide for our clients to go through once we’ve completed their website. It serves as an introduction to WordPress and its basic elements like the Media Library, covering uploading images and documents and moving onto Editing Pages/Posts with some additional topics on quick edit, bulk edit, managing comments, post statuses and custom post types.

Table of Contents

Introduction to WordPress

Wordpress LogoAlthough WordPress didn’t initially start off as a CMS but a blog platform, it has evolved over time into a very easy to use CMS system to build stunning websites. There are thousands of professional developers that spend hundreds of hours developing plugins and themes to add functionalities to the basic installation.

Let’s Get started.


WordPress Media Library

WordPress has a very easy to use Media Library. Images can be uploaded to the Media Library directly,  attached to posts as Featured Images and uploaded directly into the content area (see instructions below).

Wordpress Media Library Screenshot


Upload Images

Before uploading images, there are a few points to consider.

Handy Tips
  • RESIZE IMAGES: As recommended below, you should ideally resize the pixel dimensions of your image before you upload.
  • USE NICE FILENAMES:  rename your camera images to nice filenames that relate to the blog post or the page that you’re adding, e.g. Gallery Opening Entrance.jpg – WordPress converts the nice name to the image title and then makes the actual uploaded filename a lowercase-dashed version, e.g. gallery-opening-entrance.jpg which is perfect for keywords.
    NOTE: WordPress can’t rename images after upload (and not many plugins for it), as it could break links.
  • SET THE ALT TAG: In the steps below, you will see where to set the ALT tag, which can usually just be the same as the image title. This is also an ideal place to ensure you have keywords added.
Image Size & Re-size

Most digital or professional cameras take images between 8-20 MegaPixels per image. Websites can only display images up to a maximum of 1-2 Megapixels, some newer Mac displays and TVs capable of displaying 4K (8 Megapixels).

In the table below are some typical sizes you should use when you resize images.

1280 x 1024
  • Max 1920 x 1080
800 x 600
  • Max 1280 x 1024
Cameras are very high resolution, so always resize images smaller before uploading.
Upload Methods & Steps
There are a few ways to add media to your WordPress site.

  1. MEDIA MENU: Simply drag and drop media files directly into the media library browser window to start the upload.
    • Assigning images as Featured Image in the Featured Image metabox (right side)
    • Adding images or galleries to the Content area using the ADD MEDIA button above the post content area.
    • You can also drag images directly into the content area (optional)
    • Selecting existing or upload new images by dragging directly onto the media library pop-up window
    • Choosing the Create Gallery option (left side) in the media library pop-up window
    • Select images and then click Create a New Gallery button
    • Rearrange the order of the images with dragging, add/remove images and change gallery settings: images per row, random order and link.
    • Click Create Gallery to insert the gallery
Direct Media Library uploads are “un-attached” to any post as a parent. Therefore, it’s recommended to upload images on the edit screen, as they as assigned as “attached” to the post/page parent item. You can then filter using this “uploaded to this post” in a drop-down.


Media Details

After uploading, you can change the attachment details for each image in a pop-up dialog. You can change the:

  • TITLE: This is used by WordPress to identify the image, but some pop-up light boxes use the Title or Caption instead of the filename (which looks better).
  • CAPTION: This usually appears below an image as a caption, (unless also used by a pop-up light box)
  • ALT TEXT: This is HTML hidden text shown for screen readers (for blind people), however this is intended to describe the image to Google and other search bots, hence becomes really important information.
  • DESCRIPTION: This is typically only displayed on the Media Attachment page wordpress “creates” for each media item (not visible in the image tag). If you have deactivated media attachment pages, then this will never display.
Media Details Screenshot

Wordpress Media Details Screenshot


Upload Documents

Download MonitorYou can upload documents, although WordPress doesn’t have a built-in system to manage and download Documents like PDF, Powerpoint, Spreadsheets, etc. We recommend the DOWNLOAD MONITOR Plugin, which manages files like posts, and allows you to have versioning, download tracking and has many extensions.



WordPress Editing Pages and Posts

In WordPress, you can easily edit pages or posts and the interface looks basically the same, so we will cover POSTS below.

  • POST TITLE: This is the Page or Post title that is displayed in the HTML title tag
  • SLUG: This is the URL that WordPress will use for the permalink (auto-generated from title)
  • CONTENT: This is where you add text, add media, add galleries.
  • PUBLISH SECTION: This contains the status, published date (for scheduled posts) and revision history.
  • CATEGORIES: This is the primary category you wish your post to appear in (unused on pages).
  • TAGS: This is the secondary tags you can add to a post to sub-categorise it further (unused on pages).
  • FEATURED IMAGE: Here you can setup the featured image (e.g. displayed in lists or in the theme header).
  • AUTHOR: You can also change the author, it normally defaults to the current logged in user.
We recommend using the -MORE-  tag to split the excerpt from the main body content. The excerpt is shown in post lists.
Wordpress Post Edit Screenshot & Video

Post Edit Screen

We’ve also created a short video to explain WordPress Post and Page Editing.


Quick Edit / Bulk Edit

In the post listing view, you can click the QUICK EDIT link to edit the title, slug, date, author, password, categories and tags and also the post status easily and quickly, without having to load the complete EDIT screen.

Wordpress Quick Edit Screenshot

Wordpress Quick Edit

Once you are comfortable you can also quick edit multiple items by first selecting all the post checkboxes and then going to the top menu and choosing EDIT from the BULK ACTIONS drop down. In this window you will only be able to edit certain items that you can override, so only things like post status, categories, tags, etc.


Normally on pages, posts and other custom post types, you can access revisions using the link in the publish meta box section. However if you wish to see a more detailed list of revisions, you can enable the revisions metabox using the SCREEN OPTIONS slide down panel at the top of the edit screen. Ensure REVISIONS is checked. Both these links will take you to the a screen where you can view past revisions using a sliders and restore a specific version.

Wordpress Revisions Screenshots
Wordpress Revisions Enable
Wordpress Revisions

Managing Post Comments

Typically on posts, users can add comments in WordPress. You can manage your comments in the special comments area. There you will find the comments as a list and you can interact with them by clicking on the correct link function that appears when you hover over the comment, e.g.

  • UN/APPROVE: approve the comment so it’s shown on the website, if you have setup comment moderation
  • REPLY:  directly reply to the user’s comment
  • SPAM:  flag the comment as spam
  • TRASH:  delete the comment
Wordpress Comment Management Screenshot

Wordpress Comments

Trash Bin

Once you have deleted a post, it is simply moved to the TRASH folder, e.g. the post status changes. You can also restore deleted posts from the trash folder to recover accidental deletions.

A post will be permanently deleted when a user clicks on the DELETE PERMANENTLY link in the trash folder, or the post has been in the trash bin for longer than 30 days. A permanently deleted post cannot be recovered.

Post Status

If you are working on a new post, it will be DRAFT status, if you want to make it pending for another person to review (like a colleague) you can change the status to PENDING review. You can also make a post  PRIVATE, which only visible to logged in users and PASSWORD PROTECTED, which will require the password you have to enter in the subsequent field below that. Also, you can make a post SCHEDULED  for the future so it only becomes published at a certain date.

Reserved for blog posts only, there is an additional status to make a post STICKY so it appears at the top of the list of posts, therefore useful for announcements or specials.

To make it more visible, we also created the Post State Tags plugin installed and use it on all our websites (see screenshot). This allows you to easily spot the various post statuses, with coloured backgrounds and tags + mini-icons.

Post State Tags Plugin

Post State Tags - Feature

In every installation of WordPress, we also install the very useful Archived Post Status plugin, for cases when you want to keep a post or page layout for future reference, but not delete it yet, by flagging it with the ARCHIVED status.




Some additional plugins might install custom post types which can manage specific post types like portfolio items, events, download files, or contact forms. Most of these work very similar to posts, so the same or very similar screens  will appear for editing and saving.


Thank You. We hope this web guide will assist you in a basic understanding of the WordPress CMS, MEDIA LIBRARY and PAGE/POST editing functions.

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