HOW TO PREPARE CONTENT DIGITALLYWORKING WITH THE SUN SOUNDS DNA SYSTEM

Welcome to the digital world! This tutorial will guide you through the process of preparing content from an online source to be used in a digital format. You will be copying content from specific web pages and putting it into a text document. From there, that document will be transported via the network in order to be accessed on screen in the Sun Sounds studios. Please be sure to follow the instructions step-by-

step for best results. Here we go!

1. FIND CONTENT: Log in to your Computer. On your computer, browse to the website providing the content to be used for your show.(In this case we will be using www.yumasun.com to provide us with content for our ‘Yuma Daily Sun’ program)

2. FIND SECTION : Browse to the appropriate section (in this case note the purple tabs on top of the page – News (is orange since it is selected), Sports, Features, etc)NOTE: It is helpful to get familiar with the website that you will be using to get content from.

3. CHOOSE ARTICLE: Choose your individual article ( in this case we are using a News article called “Yuma’s most wanted 3-3-14”)

4. SELECT TEXT: With your mouse cursor, highlight the text you need in blue by holding down the left mouse button and dragging it over the text.

5. COPY TEXT : Once you make sure all of your relevant text is selected, you can release the left mouse button. Move your cursor to the selected text and click the right mouse button and select “Copy” from the menu that pops up.

NOTE: You can also use the keyboard shortcut for “Copy” by holding down the “CTRL” button and hitting the letter “C”.

6. GOTO WORD DOCUMENT: Open up Microsoft Word and select a new blank document.

7. PASTE CONTENT: On your new blank document, select the clipboard icon on the toolbar to ‘paste’ your text.NOTE: You can also use the keyboard shortcut by holding down the “CTRL” button and hitting the letter “V”.

This will put the content you copied from the website into the document.

NOTE: When you copy text from a website, it is only necessary to copy the title of the article, writer / author, and article text. You should leave out any extraneous content (i.e Pictures, ads, etc.) in order to streamline your reading. If any extraneous material is inadvertently copied into the word document, it is best to delete it.

8. RINSE & REPEAT. You will repeat steps 1-7 above for each article you plan to read. You can format the document to make it easier to read and follow if you like, and you can put the articles in any order that you like. You will still need to follow the program format for reading the content that is given for each show.

9. SAVING TO PDF: When you are finished copying content into your Word document, it is time to save. Select ‘File’ on the top left of the screen. Then select ‘Save As’. A menu like this should appear.

You then want to select where to save it to. Select the ‘Digital Content’ folder on the Desktop. For this example, we will then be choosing the ‘Yuma Daily Sun’ folder, and then ‘Monday’.

Then go to ‘Save as Type’. From the menu, pick PDF(*.pdf).

NOTE: Once you save your document as a PDF, it cannot be edited!

10. NAMING FILES: Be sure to give your file an appropriate name and date before you save. In this case, name the file ‘yumasun xx-xx-xx’ with today’s date (do not use slashes when adding the date).

If you are having trouble finding the correct file to save to, please see a Sun Sounds staff member.

IMPORTANT NOTE: We are using Google Drive to transfer these files into the studios for reading. It is not permitted to use Google Drive to store anything other than content to be used for Sun Sounds broadcasts.

CONGRATULATIONS! Your content is ready to read! Let’s now move onto the studio to retrieve the content.

In the live studios (Studio A and Studio B) we are using a device called anHP Slate 21. It operates a little differently from the PC you used to prepare your content, but it is still very similar in how it functions. It is an all-in-one computer (AIO) running the Android operating system. It uses office software very similar to Microsoft Office. It has a keyboard and mouse, but you can also use it like a touch screen, similar to a tablet or smart phone.

These devices will be used to pull the content you created from the cloud (Google Drive), where you initially saved it to.

1. LOGGING IN: Once you are seated and ready to go in one of the live studios (we advise getting in there a few minutes early), locate the power button on the lower right side of the monitor. Push once to awaken the device (do not hold button down). The below login screen should appear. Select the login box on the right of the screen and type in the password ‘volunteer’ (all lower case).

2. PICK YOUR FOLDER & FIND YOUR CONTENT: Folders for each show are on the desktop. Simply use the mouse and click (or use your finger and tap) on the appropriate folder. In this case we are using the Yuma Sun folder.

Once you are in the correct folder, you will see a menu like this. Pick your day or category. In this case we will choose Monday for our Monday edition of the Yuma Sun.

3. ACCESS YOUR CONTENT: Your content file should be loaded in the folder that you saved it to on the PC. There may be a short delay before it opens. Once it opens you can scroll through the content using the mouse, keyboard arrows, or by swiping your finger on the screen to create a rolodex-like effect

You can also zoom in and out of this document by clicking on the PDF icon on the top left of the document and selecting the zoom tool. You can adjust

your magnification level from there using the slider.

If you prepare your content using multiple documents, you can switch between them using the mouse pointer or your finger to pull down the bar at

the top of the document.

BACKUP METHODIN THE EVENT YOU CANNOT DOWNLOAD YOUR FILE ONTO

THE COMPUTER IN LIVE STUDIOS

In the event that there is a network failure or trouble of any sort, fear not! There is a method to transfer the file you saved in the volunteer room onto the HP Slate in the live studio. For this, we are going to use thumb drives provided by Sun Sounds Staff

1. OBTAIN THUMB DRIVE: Sun Sounds has thumb drives for you to use. You can also use your own thumb drive if you like as long as you stick to uploading and downloading the PDF that you prepared. If you require a thumb drive, please ask a staff member.

For our thumb drive you will need to push the switch to extend the adapter.

SWITCH

ADAPTER

2. INSERT THUMB DRIVE: Insert adapter of the thumb drive into an open USB port on one of the volunteer library computers. Please ask a staff member if you need assistance with this.

Sample USB Port

3. SAVE YOUR FILE TO THUMB DRIVE: Once the thumb drive is inserted properly, you should hear a quick audible tone indicating that it is active.

From your Word, continue as if you are saving the file to its original location (see step 9 in first section). Except that we will now choose the thumb drive as the location to save to. Thumb drives are usually designated as letter ‘E’ on the computer.

Your screen should look like this. Notice that we are now saving to a device called “Store N Go” (E)”, this is the thumb drive you inserted. We will still be saving the file as ‘PDF’. If you need help with this process, please ask a staff member.

4. SAFELY REMOVE THUMB DRIVE: After you have successfully saved your file, you need to remove the drive. However, it is not advised to simply pull the thumb drive out of the USB port. This could damage both the port and the thumb drive.

You can safely remove the thumb drive by clicking on the system tray at the bottom right of your computer screen. Click on the arrow, and a small menu will come up. You should see an icon shaped like a plug. Click on this icon to help safely remove the thumb drive (see picture below)

Once this is completed, feel free to remove thumb drive from USB port. You are now ready to move onto the live studio to plug your thumb drive in and retrieve your document.

5. PLUG THUMB DRIVE INTO HP SLATE: The HP Slates in the live studios have USB ports on their left side that you can plug the thumb drive into. If you need help with this, please see a staff member.

6. ACCESS YOUR DOCUMENT ON DESKTOP: Once your thumb drive is properly inserted, you can access it via the corresponding folder on the desk top.

You can then find your document and open it by clicking on it or tapping on it with your finger. It should operate as specified in the first section.