Santa Clara University

Web Publishing @ SCU

How to create or edit a link in Commonspot

  • Creating a link in Rich Text Editor
    Link to another page/site or
    Link to an uploaded document, (PFD, word, excel, for example)
  • Editing a link in Rich Text Editor
    Changing a link to a different page
    Changing a link to a new version of an uploaded file (PFD, word, excel, for example)
  • Linking left hand navigation is discussed on the left-hand navigation page.
  • Linking to a Bookmark or Named Anchor
  • Brief note about using the tilde '~' character in links Go there

1. To begin, you must be in the rich text editing box. 

2. Highlight with you cursor all of the text that you want to turn in to a link. Above, "rich text editing guide" was highlighted to begin the linking process.

3. Press the link button on the tool text editor link button

4. A new page will come up:
  • "No Link" means there will be no link(selected by default)
  • "Link to Existing Page or File" option allows you to link to any another web page.
  • "Link to New Page or Template" option allows you to create a link to a page that does not exist yet, it will guide you through the creation of that page. See more about creating a page here for help with the menu you will see.
  • "Link to New Uploaded File" is used to create a link to a document on your computer like a PDF, Word, or Excel document.
  • "E-mail Link" Allows you to create a link that will open a users e-mail client when they click on it, and fill in the desired e-mail address.
commonspot link menu

5. Select your option, and then select the Next button (Finish if "No Link" was selected)

"Link to Existing Page or File" Option:

After selecting Next you are presented with two options (Internal or External link)

Internal Page or Document refers to any page in the commonspot system in any site, or any uploaded document that might exist on another site.

1. If you know where the file is located push the Gallery button. (For instance, you can tell by the url, "" that the file is in the example folder under the webpublishing directory)

2. In the Gallery Box that comes up, there are three areas:Site selection during linking process

  • Site, this is the folder where the file is located. By default it shows the directory of the page the you are currently working on. Select the down arrow at the right side of the site bar, and select another site. We can see the menus shows the directory structure, with each subsite indented slightly. Here, we found webpublishing, under that is the cms folder, and the under that is the the steps folder. If you don't know the specific folder, you can select a higher level site and check the box immediately under the site listing for "include subsites"
    If you change the folder hit the "Go" button.
  • Category, This selects the category of the document (which was specified when the document was created.) By default, it shows "My documents" which are the files that you have created in the folder specified in the Site box above. If you would to prefer to see all the files in the catergory, the listing immediately above "My Documents" is "All Categories"
    If you make a change here, select the "Go" button.
  • Documents, This shows the documents that you have the option of linking to. Make sure you hit either of the "Go" buttons above if you made a change to site or category, or check the "include subsites" box.
    Highlight the document that you want to link to by clicking it once, then click the "OK" button to complete the process.

3. Click the "Finish" button to complete the linking process. Your text or object should now be linked in your rich text editor.

External Page or Document is a site in the university not in the commonspot system, or anything outside of the university site.

1. Select the button next to the "External page or document" and in the box, type in the full website address of the page,

2. Click the "Finish" button to complete the linking process. Your text or object should now be linked in your rich text editor.

Link to New Page or Template

1. Select this option and the click next. You will be presented with a Create Page menu box. Instructions on how to create a page can be found here: Create a Page, beginning with step: "Find your site (and folder if appropriate) in pull-down list as 'Destination Site'"

2. After you finish the page creation process. There will be a link in your current document to that new blank page. Finish your work, and then you may go to that page.

Link to New Uploaded File

1. Highlight the text that you want to link to the new uploaded file.

2. Press the link button in the rich text editor.

3. From the list select "Link to New Uploaded File" and press next at the bottom.

4. Choose the browse button and find the file on your computer.

5. Fill out the information about the file and then click "Next" to finish.

Update an Uploaded File

1. Highlight the text of the previously linked file. (You have to highlight it exactly for this to work)

2. Press the link button in the rich text editor.

3. From the list select "New Document Version"

4. Choose the browse button and find the file on your computer

5. Click Finish to complete the update. In the rich text editor you may want to add a note about the date that the file was updated, if applicable.

E-mail Link

Usually if you type an e-mail address, or paste one in, the system will recognize it and turn it into an e-mail link. If it does not, or you want to link text like "Contact Us" follow this process:

1. Highlight the text you want to turn into an e-mail link. Click on the link button in the rich text editor.

2. Select the "E-mail Link" button and type in the users name.

3. Click "Finish".

Bookmark or Named Anchor Link anchor icon

To add a link to a "bookmark" or named anchor within a page, first add the bookmark in the desired location - click the icon in the text editor's toolbar, and enter a name for the bookmark.  With the bookmark in place, you can now create a link to it from another location in the page.  Select the text (or image) that you're using as the link, then click the link icon. Select the "Link to Existing Page..." option, and then enter the name of your bookmark preceded by the # sign in the External Link field (example: "#mybookmark"). Submit the page, and test to make sure that your link is working.

Additional steps for using the tilde character

The tilde character can by entered in the rich text editor, but a special change needs to be made when using the tilde in a link. Links including the tilde will need to use "%7E" in place of "~". would instead be linked as: in the "External Page or Document" link box.  

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