Editrial Calendar User Guide
Table f Cntents Intrductin... 1 Permissins... 1 Navigatin & Views... 1 Navigatin Menu... 2 Mini Calendar... 2 Calendars in View... 3 Cntent Filtering... 4 Mnthly Calendar... 5 Adding/Editing/Deleting Calendar Items... 6 Adding Items... 6 Editing Items... 8 Deleting Items... 8 Adding Alerts... 8 The Hlidays Calendar... 8 Adding Calendars t Outlk... 9 Adding Reminders... 12
Intrductin The Editrial Calendar is ne f numerus external web cntent tls available in the Digital Team s SharePint site. Cllectively, these tls allw Crprate Cmmunicatins t efficiently and effectively manage the nline presence f TransCanada. In cnjunctin with the strategic cntent visin prvided by the External Web Editrial meetings crdinated by the Manager, Digital Cmmunicatins, Scial Media & Cntent, the Editrial Calendar als allws us t schedule the right message at the right time, including recurring cntent r unique campaigns. Permissins The Calendar inherits the same permissins as the site, fr which there are three permissin grups: Site Users peple with read-nly permissins; yu may view the site cntent, but cannt mdify it. Site Owners peple with edit permissins; yu may edit, add and delete items, but cannt change higher level site settings, e.g., permissins. Site Admins peple with full administrative permissins. Yu can see which permissin grup yu belng t by visiting the Digital Team site hmepage and lking at the permissin grup listing n the right side f the page. Navigatin & Views On the Digital Team hmepage, click the Editrial Calendar (unfiltered) link in the site navigatin: Yu will be taken t the calendar: 1
The navigatin menu appears at left; at right is the calendar itself, shwing the current mnth by default, and the current date indicated by a blue date number and blue line at the tp f the date cell: Navigatin Menu Mini Calendar The mini calendar allws yu t view the calendar by mnth: 2
Calendars in View Calendars in View reveals the cnstructin f the Editrial Calendar as a series f calendars verlaid n each ther: In the SharePint envirnment, calendars can be verlaid as well as clur-cded fr ease f navigatin, and because we have taken a Business Unit fcus as part f ur web cntent strategy, there are separate, dedicated calendars fr each BU, alng with hlidays and an infcus calendar. Having separate calendars als allws us t easily see hw balanced ur BU cntent is. It is imprtant t understand that because f this verlaid structure, Editrial Calendar (unfiltered) is actually empty; its sle purpse is t prvide a cnslidated view r windw int the respective calendars belw it, which actually hld calendar items. Furthermre, if yu attempt t add any items t this calendar, yu will see this message: Here are mre details abut each calendar: Editrial Calendar (unfiltered) (blue clur cde) as already mentined this is the main calendar, hwever it actually cntains n items, nr are any calendar items ever entered it. Again, all calendar items must be entered int the respective calendars belw it. 3
Crprate cntent (purple clur cde) Cntent/messaging with a crprate fcus: Natural Gas cntent (teal clur cde) Cntent/messaging with a natural gas fcus, e.g., ur varius natural pipelines in Canada, the U.S. r Mexic: Liquids cntent (light brwn clur cde) Cntent/messaging with a liquids fcus, e.g., ur varius liquids pipelines in Canada r the U.S.: Pwer cntent (dark brwn clur cde) Cntent/messaging with a pwer fcus, e.g., ur varius pwer assets in Canada r the U.S.: Hlidays (red clur cde) Canadian, American and Mexican hlidays t be aware f that culd impact cntent and scheduling, including statutry hlidays, ffice clsures, etc.: See the Hlidays Calendar sectin further n in this dcument fr mre infrmatin abut scheduling hlidays. Infcus (green clur cde) the infcus web master reviews external cntent cnsidered valuable fr the internal audience, and ntes in this calendar which pieces will be published. Overlays are cntrlled frm the Editrial Calendar (unfiltered) view by clicking the Calendar tab in the tp site navigatin, then the Calendar Overlay icn: Cntent Filtering In additin t ffering balanced BU cntent, we als want t ensure we re balancing ur reginal cntent. T this end, reginal filter views have been set up in the site navigatin t: 4
The filter labels are self-explanatry as t what they display, hwever see the Adding/Editing/Deleting Calendar Items sectin f this dcument t understand hw the filtering functin wrks n the back end. Mnthly Calendar As with the clur cded calendars appearing in the site navigatin, any items appearing in the Editrial Calendar (unfiltered) view will appear similarly clur cded. Hwever, when yu click int the respective BU calendars, the clur changes t the same blue as the Editrial Calendar (unfiltered) calendar, e.g.: That s because this blue clur is the default clur fr every individual calendar. It is nly thrugh the verlay view that the clur can be changed. 5
Adding/Editing/Deleting Calendar Items Adding Items G int any calendar ther than Editrial Calendar (unfiltered). Rll yur cursr ver the date (table cell) where yu want t add an item, and either dubleclick int empty white space r wait fr the Add+ label t appear and single click it: This launches the New Item frm: Title a titling cnventin must be fllwed s that the Editrial Calendar presents a granular view f specific publishing activities at all times. Generally the cnventin is 6
Channel Brief descriptin belw are examples f channels we cmmnly publish t, hwever refer t the Cntact Us page n TransCanada.cm fr a cmplete channel listing: i. Fr the Crprate calendar: TC.cm Brief descriptin TC Blg - Brief descriptin TC Facebk Brief descriptin TC LinkedIn Brief descriptin TC Twitter Brief descriptin TC 3BL Brief descriptin ii. Fr the Natural Gas calendar: CGL Twitter Brief descriptin MX Twitter Brief descriptin PRGT Twitter Brief descriptin iii. Fr the Liquids calendar: EE Twitter Eng Brief descriptin EE Twitter Fre Brief descriptin iv. Fr the Pwer calendar: (TBD) Start & End Time in mst cases, the Start and End date will be the same. All Day Event in mst cases yu will check this bx (which remves the time fields) unless the cntent must g ut at a specific time f day. Recurrence use fr recurring (e.g., drumbeat) cntent. Descriptin use this t elabrate n the psting, e.g., angle/hk. Nte: This field shuld nt be used t paste, say, the exact wrding f a Tweet; Digital keeps an archive f all publishing (text, images, dcuments etc.) within S:\Cmmunicatins_and_Gvernment_Relatins\, s surce files must be saved here. See Lcatins f surce file(s) belw fr details. Cuntry chse the cuntry(ies) that the cntent is applicable t. These selectins cntrl the Cntent Filters described previusly. Authr wh is authring the cntent? Apprver wh must apprve the cntent? Lcatins f surce file(s) Blg and scial media surce files (frmatted text, images, dcuments etc.) must be saved int the Blgs and Scial Media flder in the S drive as per the fllwing structure: 1 st flder level: Year (label: YYYY ) 2 nd flder level: Publicatin date and descriptin (label: YYYY-MM-DD Brief descriptin f cntent ) Within here a single Wrd dcument wuld be created (by whever was the first ne develping the cntent fr that particular day) cntaining all the psts fr that day, whether a blg, Facebk, LinkedIn, Twitter etc. Within this flder yu wuld stre ther surce files as required: images, dcuments etc. 7
Editing Items 1. G int the respective calendar cntaining the item, and click it in the date cell. 2. Fr ne-time items, click Edit Item in the tp navigatin; if this item is recurring, and yu want t edit all instances f it in the calendar, chse Edit Series: Nte: Even fr recurring items yu can custmize a specific instance by clicking Edit Item. Deleting Items 1. G int the respective calendar cntaining the item, and click it. 2. Click the Delete Item in the tp navigatin: Adding Alerts Alerts can be added t an entire calendar r t specific items. Similarly, nce calendars are cnnected t Outlk, individual items can have a reminder attached t them. Cntact a Digital Team site admin fr mre infrmatin. Nte: A single alert has been applied t Editrial Calendar (unfiltered) in the event that anyne accidentally adds items t it; Nicle & Ian are n the ntificatin list. It will shw up in ur inbx with the title Smene has edited the Editrial Calendar : The Hlidays Calendar It s imprtant that Canadian, American and Mexican hlidays are scheduled in this calendar s that cntent can be accurately planned arund hlidays. This includes Statutry hlidays, as well as Designated Time Off and Persnal Time Fixed days. Many hlidays have been scheduled as recurring items in the calendar already, hwever cnsult the Hlidays page n infcus every Jan. 1 f a new year fr updates! The titling cnventin fr hlidays is as fllws: Cuntry(ies) Statutry hliday descriptin AND Cuntry(ies) Statutry hliday descriptin (bserved) In cases where the bserved date f the hliday differs frm the actual date, such as where the actual hliday falls n a weekend, add bth the bserved and actual date t the calendar but differentiate the tw entries by adding (bserved) t the end f the bserved date title, e.g., in 2017 the actual date f Remembrance Day is Saturday, Nv.11, hwever the bserved date this year will be Friday, Nv.10, s label the 8
bserved date Canada Remembrance Day (bserved) : Cuntry(ies) Designated Time Off Cuntry(ies) Persnal Time Fixed Adding Calendars t Outlk SharePint calendars can be cnveniently cnnected t yur Outlk calendar, hwever because f the verlay apprach t the Editrial Calendar, it isn t as simple as just adding the Editrial Calendar; every ne f the calendars making up the Editrial Calendar must be cnnected first as fllws: 1. Starting with Editrial Calendar (unfiltered), click the Calendar tab in the tp navigatin: 2. Click the Cnnect t Outlk icn: 3. Chse Allw when yu see this windw appear: 9
4. Yu may als be prmpted fr further apprval in Outlk; if s, click Yes: The Editrial Calendar will nw appear beside yur Outlk wrk calendar: Nte: This calendar view als appears as ne yu can tggle n r ff in yur calendar navigatin under Other Calendars : 5. Repeat these same steps fr the ther calendars in the Editrial Calendar, i.e., clicking int each individual calendar, selecting Cnnect t Outlk, etc. Nte: Yu may ntice sme f the calendar tabs appear in Outlk with just an X in place f a label: Furthermre, the calendar may nt appear under Other Calendars. This seems t be a SharePint/Outlk synchrnizatin bug that hpefully will be fixed in future deplyments. Yu may als ntice nce calendars are cnnected that the view changes frm Day (preferred) t Schedule View; flip it back t Day view: 6. All f the calendars will nw appear in Outlk: Nte: Yu can change the rder in which they appear by clicking-and-dragging the calendars arund in the Other Calendars navigatin; the thick black line indicates where the calendar will 10
be repsitined: 7. Turn ff yur persnal wrk calendar under My Calendars by unchecking the bx beside it: 8. Start verlapping the calendars beginning with the right-mst calendar by clicking the black arrw in each tab: 9. Turn yur persnal wrk calendar back n by checking the bx. 10. Yur full Editrial and persnal wrk calendars will nw appear side by side: Nte: Yu can gain quick access t the Editrial Calendar frm Outlk by highlighting the Editrial Calendar tab, then right-clicking it and chsing Open in Web Brwser : 11
Adding Reminders Reminders can be added t individual items in Outlk. Cntact a Digital Team site admin fr mre infrmatin. 12