Yearly-Set-Up of Website (Annual Maintenance)

WordPress – Annual Maintenance

These activities require to be undertaken at the end/beginning of each academic year, so that old posts (blogs) are deleted or archived, old classes removed and the new class configuration set up.

Also there is a chance for general maintenance to remove “bad” incorrect data.

Deletion/General Tidy/Move

Access the WordPress Dashboard via:


From the dashboard you can access all the maintenance activities described.

Review Posts (Blogs)

If you plan to delete ALL class posts/blogs for the year the steps below can be skipped, go to DELETE Class Posts

Select “All Posts” from the left menu or use the link https://buckstoneprimary.wordpress.com/wp-admin/edit.php

All Posts flagged as ‘uncategorised’ (use the drop down menu ‘All Categories’ to find ‘uncategorised’ followed by the Filter button) to be:

  • Deleted if no other category – BE CAREFUL – there may be a few recent post/blogs which have recently been created awaiting to be allocated.
  • Or ‘uncategorised’ flag removed. (quickest option would appear to be the “Quick Edit” option – then amend the category.

All Posts flagged as ‘Draft’ (they have not been published) to be deleted. (Again be careful if there is a recent post/blog which is waiting to be published). The following link will find them.


Review Categories and check for any unusual postings – this helps clean up postings


OLD Process (unlikely to follow going forward). Historically rather than the posts/blogs being deleted they were Archived, by being moved to a new category, this was a long process and only of use when teachers wished to refer to previous homework).

Create new Category – Archive-15/16 and attach to parent z-Archive

Create new Tags in the format – 15/16-P?

Migrate last year’s class postings across to Archive-15/16 and add Tag. This takes a LONG TIME as need to go into each posting and edit this information – use “Quick Edit” from the Postings page.

It is useful to do a class at a time to help control the process

Delete all “Comments” (some may be spam)


DELETE Class Posts

To ensure you are being selective with the posts to delete, it is best to do the following in steps, deleting a Class set of posts at a time.

From the All Posts screen, select from the ‘All Category’ drop down the class-blog you wish to delete. Then use the ‘Filter’ button to display the records


You can select all the records displayed, by using the ‘tick-box’, the from the ‘Bulk Actions’ drop down select ‘Move to Trash’ , then select the ‘Apply’ button.

This will put the posts into ‘Trash’

Once all records have been moved to ‘Trash’, they can be permanently deleted.

All Trash records – https://buckstoneprimary.wordpress.com/wp-admin/edit.php?post_status=trash&post_type=post

DO NOT delete the Categories until you have amended the Menu structure (see below).

At last time to add new records – Class Structure

Create category for the new class – P?-Blog, (eg P2C-Blog, P4/5H-Blog)

Add the new Categories to the drop down menus which are displayed on the School Website. Use – Appearance/Menus/Categories – (Last years records help to show the structure to follow). and at the same time DELETE the old no longer required Categories on the Menu.


Note for a composite class you need to add it twice to each stage, eg P4/5, attached to both P4 & P5.

You should delete any old classes – remove from the menu structure, and then delete the category. (Naturally, check there are no postings still attached to the category).

Having removed all the Old Posts/blogs and set up the new Menu structure then the OLD Categories may be removed.

ONLY delete categories for Classes where the COUNT = 0 (and are last years classes).


NOTE – If you have a class with the same name in the next academic year you do not need to delete the category as you can use it going forward.

Stage Pages

Each stage has a Page, with links to the class posts/blogs, these need to be updated to reflect the new classes.

Look for the Pages on https://buckstoneprimary.wordpress.com/wp-admin/edit.php?post_type=page

and edit.


Delete all posts prior to Easter break and the assiciated media file (pdf of the homelink news)


Review the users – both Delete/Add users – https://buckstoneprimary.wordpress.com/wp-admin/users.php

Process described on post – https://buckstoneprimary.com/2016/09/02/set-up-new-user/


It is a good idea to remove any old media files (pictures/videos) which are no longer attached. Max capacity is 13Gb, need to delete if the system is getting FULL.


Select from the ‘All media items’ – the option, ‘Unattached’.

DO NOT delete all the displayed records – this shows media not attached to Posts/Blogs, they may however be used in other places on the website, eg on Pages, as Widgets for quick links on the right hand menu on every page.

You need to be CAREFUL and make an educated decision, if in doubt, leave it.

WELL DONE job complete for the year.


What have we learnt

BE CAREFUL – don’t rush the process, tackle it in a logical way:

  • remove old posts/blogs
  • amend menu structure – new categories created
  • delete categories no longer required
  • update Pages fro the class stages
  • update users
  • review media



Template to Create Picasa Slideshow

Open Picasa then select images.

Click on Create in the top screen menu.

Choose video or you can click the Create Video Presentation icon which looks like a film strip.

(You can edit

  • transition style between pictures
  • time pictures displayed
  • size of the pictures – default – 640×480, making it smaller 320 x 240 will help crate a smaller file and so decrease time to upload etc)

When you are happy with the content click Create Video.

To insert into your Post you need to start a New Post then click Add Media in the top screen menu.

Click Upload Files then Select Files and search for the slideshow.

The slideshow will be saved into your My Pictures folder.  You can locate it in this folder filed under Picasa then Videos.

Once uploaded it will be added to the Media Library and show a blue tick in the top right corner of the icon.  You can then select Insert into Post on the bottom right of the screen e.g.

This video doesn’t exist

640 x 480 Video display

Click Update (blue publishing button on right screen menu).

You can change the size of the displayed slideshow once you have loaded it without needing to create a new export from Picasa. Add ‘w=???’ eg w=320 before the ] bracket

Videos appear to automatically justify to the centre of the post.

This video doesn’t exist

320 x 240 Video display


Template to Insert an Audio Clip

To create an audio file use Audacity which is found under All Programs in the Start menu on your laptop/desktop.

Open the programme and record using the red circle to start, the yellow square to stop and the green triangle to play back.

When you are happy then click File in the top menu then Export.

Check the file type is MP3 and save your file.

Create a New Post.

Select Add Media from the top screen menu.

Click Upload Files and locate your MP3 file.

Then click Insert into Post on the bottom right of the screen e.g.



Click Update (blue publishing button on right screen menu).


Set Up New User

Historically we have found this to be a problem. By following this procedure all seems to work.

  • Sign on with Admin user account – admin@buckstone.edin.sch.uk, or a user with Admin functionality.
  • On the Dashboard find, Users/Invite New – add the new user (use email account) with Role = “Author” (email format – 1stname.2ndname@buckstone.edin.sch.uk)
  • This will send an email to the user inviting them to join.
  • DO NOT accept the invitation.
  • First follow the link in the email to create a wordpress login – username = “cec9876543” (cec pay no.) User names are “cec” for city edinburgh council followed by the pay number
  • This MAY send an email to confirm the user – which you agree to. This does not always occur but no worries, it seems to allow you to move to the next stage.
  • Return to the first email and Accept the Invitation (do not log out of wordpress)
  • This will then show up on the user list as user has accepted the invitation
  • Edit the User profile so “Public Display Name” is Staff..999, where 999 is the last 3 digits of the pay number.