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Announcements are used to inform site participants of current items of interest. Announcements can have multiple attachments, including documents and URLs. It is possible to draft and save an announcement before sending it out to site participants or posting it on the site. Announcements appear in a list when you are in the Announcements Tool. They also appear on the "Home" page of each course or project site. Site owners and instructors can choose to have an announcement automatically emailed to all of the site participants by using the "required notification" setting shown below.

Screen Shot of Announcements Tool

Getting Started

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Permissions and Roles

To complete the procedures in this article, you must be assigned a role having the necessary permissions. This often excludes Students and TAs by default. To determine your role and accompanying permissions, follow the directions in Permissions and Roles.

To get started, click "Announcements" in the left-menu. If you don't see the tool listed, you will need to add it using the Site Editor -> Edit Tools function.

Navigate Announcements List

In the Announcements home page, you may choose the number of announcements to display on a single page. Select from the "show 10 items" drop-down list and select the number of announcements (items) to show per page. This selection only affects your view and doesn't affect your students' view. To advance to the next page or return to the previous page of announcements list, click the arrow buttons to the right and left of the Return to list button.

To view only the public announcements of announcements by groups, choose the appropriate selection from the "View" drop-down list.

How To

Text Editor Tips

Text Editor Tips

This tool makes use of the Sakai Text Editor.

Our Text Editor article includes a number of tips including how to add images or paste content from MS Word.

Announcements Basics

Add An Announcement

The Announcements tool allows you to inform site participants about items of interest, deadlines, events, or activities, and is a useful tool when posting a notice about important changes in meeting times, deadlines, or meeting locations. Announcements appear on the Home page of your course or project site. You can also choose to have an announcement automatically sent via email to all site participants (available when the course site is launched only).

Note: To post an announcement, be sure you have selected the correct course or project site tab. The active tab will have a white background.

Active Tab
Add Announcement

Displaying an Announcement

  1. Under Access, select how to display your announcement by choosing from these options:
    1. Display to public: Visible to members of other sites
    2. Display to site: Visible to site participants only
    3. Display to selected groups: Visible only to certain sections or groups. Use the checkboxes to choose which groups or sections can view the announcement. Note: If you don't see the Display to selected groups option, no groups or sections are associated with your site. To add groups, see Sections
  2. Under Availability, you will see Show selected, which means this announcement can be immediately viewed when created. You may change this selection to Hide this announcement from your students (if you need to finish it at a later time), or you may choose to set a start and/or a stop date to when this announcement will be viewable.
  3. The most recent announcements will be displayed on the site’s home page in chronological order. The most recent announcements for all the sites to which you belong will appear in your My Workspace. To add, edit, or delete announcements, use the Announcements tool. Some customization of how Announcements appear is available by selecting Options.

Adding or Linking an Attachment

  1. (Optional) To add one or more attachments to an announcement, select Add Attachments, Browse to choose your file, and double click the filename you want to upload from your computer. Then select Continue to add the attachment.
  2. Instead of adding an attachment from your computer hard drive or portable drive, you may select one of the other attachment options: a URL to link to a website; a resource already in your Resources tool; or a resource from another site.
    • Note: If you should choose to attach a file from another site, please ensure that your students have at least “read” access to these files on that site. See Permissions when selecting that resource item to adjust if necessary.
  3. Select Continue to add the attachment(s).

Notification Options in Announcements

  1. (Optional) If you want your participants to receive an email about your announcement, choose High – All participants from the Email Notification drop-down menu. This option ignores user notification preferences and sends the email to all participants of the site. Select Low – Not received by those who have opted out if the announcement does not need to be emailed to those who have Opted Out of receiving “low priority” email notifications. The default position for email notification is set to None – no notification, so you must change that if you wish the message to go to your students.
Announcement Email Notification

See the section on Changing Email Notification Options for more information about settings your participants may have enabled.

  1. If you choose to specify dates as mentioned in the Displaying an Announcement section, the notification will be emailed on the specified date.
  2. Select Add Announcement to post your announcement. You will be returned to the Announcements home page.
  3. If specific groups are enabled on the site, an Announcement will be visible and can be sent to the specific group and the maintainers of the site.

An email will be sent to students only if the site is launched . Announcements that have been hidden from students will appear in a grey font to instructors.

Edit an Announcement

To edit an announcement:

  1. In the left-menu of the relevant course or project site, click Announcements.
  2. Under your announcement's subject, click Edit.
    Note: If you don't have sufficient rights to edit a particular announcement, you will not see the option to revise it. Also, you can edit only one announcement at a time.
  3. Make the desired changes to your announcement.
  4. After editing, click Save Changes to save your changes, Preview to preview your announcement, or Cancel to cancel your changes.

Launching Your Course Site

Launch This Site link

When your course site is ready for students to view, click on LAUNCH THIS SITE (found in the left-hand menu of your course site).

This opens your course to your students, populates the Roster tool with your list of students, and places the URL for your course into Class Notes (list that shows all of the course sites available).

Note: There may be a lag time of up to a half hour (possibly 1½ hours on an extremely busy day) before students will be able to access your course through "Course Notes". Access to your site is usually instantaneous. The LAUNCH THIS SITE menu item usually disappears within minutes after being activated.

Read / Sort Announcements

You can read announcements from within each site to which you belong. Enter a site, and from the left-menu, click Announcements. To read an announcement, click its title.

From My Workspace, you can view a consolidated list of announcements from all your sites. Enter My Workspace, and from the left-menu click Announcements. To read an announcement, click its title.

You can sort the announcements list in the following ways:

Click Reorder in the top menu bar:

(Note: Announcements that are hidden and appear grey, will always be displayed first in the list, regardless of the sort order.)

Deleting an Announcement

To delete one or more announcements:

  1. In the left-menu of the relevant course or project site, click Announcements.
  2. Under Remove?, check the box(es) next to the announcement(s) you want to delete.
    Note: If you don't have sufficient rights to delete a particular announcement, you will not see a box next to its title.
  3. Click the Update button.
  4. On the confirmation screen, click Remove to remove the announcement or Cancel to cancel the removal.

Merge Announcements

The Merge Announcements allows you to choose to show Announcements from any or all other sites in which you are enrolled. If you teach three English courses, you can show "Announcements" from all three. Be aware that you cannot pick and choose the Announcements from each course that you want to merge, and ALL announcements will be merged. Deleting an announcement on the merged site will also delete the announcement on the second site. The only way to delete a merged announcement is to do so from the site it was originally posted to. If you choose a course to merge, it will bring in every Announcement from that course, even those that are hidden, though they are also hidden here.

Once your Announcements are merged, students will see the Announcements for the courses in which they are enrolled. To follow our example above, if you teach three graduate level English courses and several of your students are enrolled in all three courses, those students will be able to see the Announcements for all three of the courses. Students who are not enrolled in all three courses, will only see the Announcements for their course(s).

To merge Announcements:

  1. At the top of the main Announcements screen, click Merge
  2. Check the box next to the course(s) from which you want to display Announcements
  3. Click Save

To Undo a Merge:

  1. Click Merge on the menu bar in the Announcements home page.
  2. Click the Show Announcement check box to remove the check mark for the site(s) whose announcements you want to no longer appear on the current site.
  3. Click Save to finish or Cancel to exit without undoing the merge.

Announcements Options

Options allows you to determine how you want your Announcements to appear, and also allows for the creation of an RSS feed to your publicly viewable announcements.

To set up your Announcement Options, at the top of the main Announcements screen, click Options

Display options -

Announcement - Sortable Table View
Announcement - Sortable List View with Announcement Body
List View with Announcement Body
Announcement RSS Feed

Announcements Permissions

Permissions for all tools have been set to most common usage. It is highly recommended that you do not alter these Permissions without a consultation with a member of the CLEW Team. Altering Permissions may have unintended consequences.


FAQ – Announcements

How do I . . .?

Create announcements?

There are two quick ways to get started in creating an announcement:

Then fill in the rest of the options as they appear on the Announcements screens.

Make sure students get the announcement

Be sure to select the High-All Participants option in the Email Notification before you click Add Announcement or your students won't recieve an email about it. The default option in the tool is None - No Notification.

Related Articles

This article is based on the equivalent Sakai help article created by Indiana University found at:
Additional sources of content include Brock University's Sakai / Isaak Wiki and the University of Florida Sakai / e-Learning Documentation with thanks and appreciation for the collaboration.

All respective sources used are under a free-for-reuse license and additional permission has been obtained.

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Other articles about Sakai tools and how instructors can use them:

Core Tools: Announcements | Assignments | Email | Forums | Gradebook | Quizzes & Tests II | Resources | Site Editor | Syllabus

More Tools: Polls | Chat | Drop Box | Home | Discussions | News | Feedback | Sections | Lessons | Site Stats | Web Content | Wiki

Related articles: How to add tools to CLEW | Using the Text Editor | Manage Groups | Permissions and Roles | Contact the CTL for help


Some content on this page has been derived with permission from the University of Florida e-Learning Support Services.

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