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1. If you are editing a page and insert a new image from computer directly onto the page, you do NOT have to publish the image. 2. If you are uploading a revision of an image, you DO have to publish. 3. If you upload an image to the Images folder in either Site Contents or Content and Structure, then you DO have to publish. Content and Structure is the same process as before (Select the Image > Actions > Publish), but here are the steps when uploading a new image to Site Contents. a. After uploading and saving the image to the Images Folder, hover over the image and open the menu (3 dots). b. Then, open the secondary menu (3 dots) and then select “Publish a Major Version.” Then the image will be live.

Inserting Images

Use this guide to upload an image from your computer to SharePoint, and insert it into a page layout.

Before You Begin

Your image should be saved at the optimal size and format for it’s intended spot in the layout.

Image file formats

The preferred file formats for images used on the web are *.jpg, *.gif. and *.png. Jpg (JPEG) files are best for photographs or images with gradients. GIFs are best used for simple line art, such as logos. PNG files can handle either of those types of images, but since the png file sizes are generally larger than jpg and gif, the best use of png files is when you want to place an image over a colored background because pngs can be saved with a transparent background.

Minimum image widths and resolution

For any website, the minimum image resolution is 72 dpi (dots per inch), but many low-resolution files are saved at 96 dpi, which is also fine. Any file resolution higher than 96 dpi should be avoided because it will result in the page loading more slowly than it needs to, without any increase in image quality.

The way our pages are designed it doesn’t matter what the image’s height is because the pages are scrollable up and down.

The minimum width of an image needs to be 370px (pixels), when the image is saved at a minimum of 72 dpi. A 370px-wide image is optimal for either the left or right column (also known as the Auxiliary Zone or Auxiliary Sub Zone), or up to half the main column, with or without content in the right column.

The minimum width of an image that is intended to run the full width of the main column needs to be 456px at 72 dpi (if there is content in the right column), or 692px at 72 dpi (if there is no content in the right column).

File naming conventions

All images should be renamed using the following conventions:

  • Use all lower case letters
  • Use hyphens between words
  • Make the name concise, but understandable since filenames are indexed by search engines

E.g. an file named BabsonCollege_23423.jpg which is a photo of the entrance to Alumni Hall should be saved as something like “alumni-hall-entrance.jpg”

Image Sources

Images can be inserted into a page from three different sources—from your computer, from an external website, or from SharePoint. In general only use images uploaded from your computer and linked from SharePoint. If your image has already been used somewhere in SharePoint do not upload it again, find the folder where it lives and follow the “From SharePoint” instructions.

Important note about publishing images

Images usually have to be published (like pages) before they can be viewed by someone who is not logged in to SharePoint.

  • If you insert a new image into a page directly from your computer, you do not have to publish it.
  • If you replace an existing image with a new version (filename unchanged), you first have to check out the original, upload the new one, then publish it.
  • If you upload an image into a SharePoint images library, it has to be published before it can be viewed by someone who is not logged in to SharePoint.

Inserting Images From Your Computer

Step 1

Place the cursor in the location where you want to add an image.

Step 2

Select the Insert tab, the Picture button, and dropdown to From Computer.

Screenshot Upload Image from Computer

Step 3

Browse for your image on your computer as you would an email attachment. Select you image and click Open. Be sure “Images” is selected in the Destination Library dropdown—do not save images into the Documents Library. Click OK.

Screenshot Upload to Images

Step 4

Click Save Save Document

Step 5

Enter a description of the image in the Alt Text field.

Screenshot Alt Text

Use the Image Styles tool to set the width of the image and align it on the page. It’s worth it to try several widths and alignments (each time clicking Save & Close to see how it will look when published) to get the best effect with the text.

If you do set the Image Styles to something, change the Horizontal Space and Vertical Space settings from 5 px to 0 px (on both). When an Image Style is selected, the image’s top, right, bottom, and left margins are automatically calculated.

Screenshot Image width

Note: You can reset an image’s Horizontal and Vertical sizes back to their native values by selecting the image and clicking Clear Format.

Clear Formatting icon and screenshot

Inserting Images From SharePoint

Step 1

Place the cursor in the location where you want to add an image.

Step 2

Select the Insert tab, the Picture button, and dropdown to From SharePoint.

Screenshot Upload Image

Step 3

Navigate to the Images directory that contains the picture you want to insert, click on the image once to highlight in blue, then click Insert.

Screenshot Select Image

Step 4

Enter a description of the image in the Alt Text field.

Screenshot Alt Text

Use the Image Styles tool to set the width of the image and align it on the page. It’s worth it to try several widths and alignments (each time clicking Save & Close to see how it will look when published) to get the best effect with the text.

If you do set the Image Styles to something, change the Horizontal Space and Vertical Space settings from 5 px to 0 px (on both). When an Image Style is selected, the image’s top, right, bottom, and left margins are automatically calculated.

Screenshot Image width

Note: You can reset an image’s Horizontal and Vertical sizes back to their native values by selecting the image and clicking Clear Format.

Clear Formatting icon and screenshot

Uploading Images to SharePoint

Step 1

Navigate to the page on the site where you want to add an image.

Step 2

At the top right of the page click the gear icon to open the dropdown menu and select Site Contents.

Step 3

On the Site Contents screen, click the Images icon.

Images

Step 4

On the Images screen, click new document to upload a single file, or drag multiple files on to the screen.

New Document

Step 5

For single files, click Browse to browse your files to find the image for upload. Select the file, click Open, then click OK.

Add a Document

Click Save

Save Document

SharePoint will save the file and take you back to the Images library.​​​​​​​​​​​​

Step 6

Click the ••• icon in the bottom-right corner of the image icon, then click ••• again in the dialog box that pops up.

Select Publish a Major Version.

Publish a Major Version Path

In the Publish Major Version dialog box, click OK.

Publish Major Version