Newsletters / File Cabinet pages

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File Cabinet pages can be used to archive newsletters and other periodicals and documents. The online archive of the former district newsletter, The Bruin, is an example, and I set up a File Cabinet of parent newsletters for Madison when I created its website, with a listing of recent newsletters embedded on the Madison News webpage.

Naming the files so they will sort by issue date

If you are careful to name the files properly, they will sort nicely by date. So start all filenames with "201# ##" for the year and month. For example, a September 2015 newsletter file would be named "2016 09 Newsletter" while the October edition would be named "2016 10 Newsletter", and so forth. They will then automatically sort by date on the File Cabinet page. (They will always sort by upload date on any embedded lists.)

Creating a new File Cabinet page

  1. Page buttons
    Go to the webpage under which you want to create the new File Cabinet. For example, if you want to create a new File Cabinet for some site newsletters, you might want to go to your website's existing News Announcements page.
  2. On that "parent" webpage, click the +file button at the top right, which is located between the pencil and the gear buttons.
  3. In the Name your page: box type the title of the new page. For example, Parent Support Group. Google Sites will automatically create a matching URL. You can click change URL if you don't care for the URL Google creates.
  4. Change the Select a template to use from the default of Web Page to File Cabinet.
  5. Under Select a location: change the setting as needed. The default puts it right at the top level of your site where you homepage is located. Usually you'll want to change that to Put page under Pagename where Pagename is the parent page you selected earlier. In this example, that would be your site's news page. But you can put a page anywhere you like by selecting Choose a different location and navigating through the site structure to choose a parent page.
  6. Click the Create button.
  7. A blank File Cabinet page is created with the title you typed in earlier. You can just start adding files:
    • Click on the + Add file button to upload a file from your computer into the File Cabinet. This is a good choice, since it ensures the files you upload can be searched with your site's default Search this site feature.
    • Click on the + Add link button to add a file you're actually storing elsewhere online, such as in Dropbox or some other service, but the files you add will not be searchable.
    • Click on the Add from Drive button to add files you've already stored in Google Drive. This is handy if you like to keep all of your website files organized in Google Drive, BUT the files you put in the File Cabinet will not be searchable.

Organizing and editing a File Cabinet

There are several ways to organize and edit your File Cabinets.

Using folders

Creating a file cabinet folder
If you have a bunch of files you want to organize into folders, such as multiple years of a newsletter you want to store, use the Move to button:
  1. First click on the box beside each of the existing files you want to move into a new folder.
  2. Click on the Move to... button; a list of any existing folders will appear, along with New folder...
  3. Click the New folders... entry.
  4. A dialog box will appear; type in the name for the new folder, such as "2015-2016" or the like.
  5. Click the SAVE button.
  6. A new folder will be created and the files you selected will move into it. NOTE: I've seen a glitch where if you try to move a lot of files, sometimes, only the first ones will actually move. So I usually don't pick more than 10 files at a time to be moved.

Changing the appearance of a File Cabinet

If you like, you can also allow visitors to your site re-sort the file cabinet by file name, time, and so forth. You can also set whether folders start out open or closed.
  1. Open page settings
    On the File Cabinet page, click the gear icon at top right.
  2. Click Page settings on the menu.
  3. File cabinet page settings
    A couple of options specific to file folders are:
  • Collapse folders by default to keep folders closed until a visitor opens them, rather than having them all open at the start.
  • Show column headers not only puts the titles on the column headers in the file cabinet (File name, Description, Size, Revision, Time, and User) but also allows visitors to sort entries by each column.
       4.  Click to turn off and on each option as desired, then SAVE.

Creating a new embedded recent files listing

Sometimes you may want to display a list of recent files on a different webpage. For example, Madison's news page not only displays recent new items, but also show recent Parent Support Group newsletters which were uploaded into a separate File Cabinet page. To insert such a listing:
  1. While on the page where you want the listing, click the pencil icon at the top right to enter edit mode.
  2. From the Insert menu, select Recently updated files from the middle GADGETS column.
  3. Recent files properties
    In the 
    Insert Recent Files dialog box, change the Show files from:  setting to the appropriate File Cabinet page. You will see all File Cabinet pages already on your site.
  4. Pick a Number of files to show. The default is 5.
  5. Click to check on or off the border and title for the new recent files box. I typically leave the border on and change the title to something more specific than the default Recent Files, such as Recent Parent Support Group Newsletters.
  6. Click the SAVE button when you are done.
  7. Back on the Announcement page, you will see a blank Recently uploaded files  box has appeared. Click the Save button at the top right of the page to finish up.