Guidelines for WordPress Publishing and Layouts

Hello publishing team members 🙋‍♀️, over the years of working on WordPress publishing, we have created this guideline to help you get started with preparing for articles in professional formats. There are six sections in total. We hope this is helpful to you! 😊📃

I. Operating process for publishing articles

  1. Create a new post on WordPress
  2. Edit the post and fill the content (remember to save draft during editing when you close the webpage)
  3. Check the following checklist to make sure that all the requirements are fulfilled
  4. Ask for at least 1 other WordPress member to review the draft before publishing
  5. Publish the post
  6. Post should be published around noon on the publishing date. 
  7. Finalize a good promotional text with editors / WordPress member to give to social media members

Example post: 
The Quarantine Subject and the Pandemic Spectacle
The Roots of Student Politics in Independent India


  • Title / subtitle ( follow the capitalization rules for headlines)
  • Article’s title is not too long, and is attractive and adequate
  • Author’s full name and bio (at the end) Write it in third person
  • Main text, checked without any errors
  • Quotes formatted in the right way
  • In text photos, including credits and proper descriptive captions (in italics)
  • Footnotes: in text numbers (*), and end of article numbered footnotes. use this code: <sup>(1)</sup>
  • Use proper spacer and separator to divide information
  • Assign the article to its proper category (choose only 1)
  • Add relevant tags to the article (be creative and try to make the key words into tags)
  • Add “featured” tag to article to make it show on front page
  • In text hyperlinks for key information such as people, events, and news…
  • Disable automatic facebook publish in Jetpack setting
  • Promotional text that is attractive, precise and without grammatical errors

II. Text layouts

  1. Heading title format: Follow the title capitalization rule

“Capitalize all words in titles of publications and documents, except a, an, the, at, by, for, in, of, on, to, up, and, as, but, or, and nor.” 

Eg. A Critical Folk High School in the Making

  1. Indicate author’s name
    – If written by a writer: before the main texts, state “By (author)” in italics, not bold.
    – If written by the Editorial Board, write down the editors’ name at the end of the article.
  1. Main text
    Alignment: to the left
    Secondary titles: use Heading 2 if there are subtitles in the articles
    Quotes: format is in white background (at color setting) and italics fonts. Copy an existing quote into the post draft when making the quote if you are not sure about the settings. Below is an example of how a quote is formatted.
    (If not sure how the setting can be done, ask other team members)

“The spectacle is not a collection of images, but a social relation among people, mediated by images.” Guy Debord,1967

4. Footnotes & reference
All references and citations will be presented as footnotes. Edit and add the footnotes with HTML code in code-editor-mode.

Sample for the footnotes in one of our articles. Photograph from

III. How to write footnotes

WordPress does not automatically allow us to make footnotes, which is very unfortunate as many articles use them.

Fortunately for us, there is a way to add them. But this simple way to add them that we have discovered, does not allow us to make a link-reference to the footnote in the bottom, as most internet footnotes have.


1. Basic

First you have to change the editing mode from Visual Editor to Code Editor. This is done in the “More tools and options” furthest to the right, with the icon of three dots. 

After entering the Code Editor, you can add the footnote icons into the main body of the text with this code: 


The (1) symbolizes the number for the footnote for that particular place, the number can be replaced accordingly. This is how it will look like: <sup>(1)</sup>

This is how it will look like:

“This is an example”(1)

Note: It has later been discovered that it is not necessary to enter the Code Editor to add these footnotes, simply past the above code directly into the text where the footnote is necessary. But be careful not to include any formatting when you past it, otherwise it will not work. The best way to avoid that is to past it into a place that has no formatting: A browser’s search bar or a chat program such as Whatsapp, don’t use formatting.

1.1 Footnotes in the bottom of the text

The footnote will not be shown in the bottom of the article yet.

In the bottom of the document the footnote reference has to be added by ourselves, and we should try to aim it to look like the picture above. How to do this?

1.2. Pure text footnote reference

It is easy to add purely text based footnotes. This is an example:

<br>2.Lately the so called climate minister of Denmark, has extensively been claiming Denmark to be such a “leading nation”, only to be revealed as a liar by the spokesperson for the Green Student Movement on live-TV. The minister and his men of power had systematically removed the massive reliance of consumer products produced in the East and South from the statistics. Basically all consumer products, such as clothes and devices and even most food are nowadays being produced outside these economic centers, to lower production cost. By including these import of products Denmark, as most other wealthy countries became one of the true leading nations in CO2 emissions! </br>

Please note that this footnote reference, of course needs to be within the codes that we explained earlier. 

You can try to add them, and see if they work by previewing the article in wordpress.

IV. Format and cite picture, illustrations, media, etc

  1. How to find pictures and what we are looking for
    – Provided by author/editing team (if not, use the following sites)
    – Free credit websites:
    (Public Domain Collections);
    (Wikimedia Commons);
    (Flicker for many artists repository)
    – Google advanced search — “tools” -> choose “labeled for reuse/noncommercial reuse” etc
    – Critical Edges Visuals database (under construction :D)
  2. Use of picture
    – Add picture in the text where deem suitable
    – Always write down picture credit and add proper caption
  3. Ways of citing credits
    • credits for in-text photos/pictures: write photograph by + credit
    • credits for in-text illustration/artwork: illustration by + credit
    • credit for cover image, put at the end of the article: cover photograph / illustration by + credit 
      * credits are written in italics
Photograph from the animation EL Empleo (The Employment).

About the Author (at the end of the article)

  1. Add a spacer (find it in format tools)
  2. Insert line
  3. Add title: About the Author (Headline 2 format)
  4. Add author picture
  5. Add author description (picture on the left, description on the right) Authors name in bold
Example of “About the Author” section. Photograph from

V. Post settings 

Under Document setting:

  1. Tags: add related tags, at least 3 tags, and you can also find many in the tags depository. Include keywords from the article, especially about concepts, topics, thinkers etc.
  2. Category: remember to choose the right category for each article (choose only one most relevant category). 
  3. Featured Image: Select the right head image for the article. Take notice of the pixel size of the picture, for header image pixel is 1260 width X 630 (variable heights). 
  4. Excerpts: write a one line summarizing sentence of the article, which will appear under the title after being published.
    1. Note, it is a good idea to make it only one or two lines long.
    2. Furthermore, for editorial articles, it has to indicate which number the editorial article is.

Jetpack setting:

  • Disable automatic publishing on Facebook or Linkedin. 

VI. Other configurations

  1. Learn about the basics of the Theme of our wordpress site: here.
  2. Sizes of displayed pictures.
  1. Media: all of our media files (picture/audio/videos), you can upload pictures to media and use them later there

Updated on May 23, 2020, by Mohammad, Thea and Adrian

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