inconcert Tutorials Using the Magento ecommerce System


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inConcert Tutorials

Using the Magento eCommerce System


Administration Area: Username:


Table of Contents

I. Your Dashboard ... 3-4 1. Logging In ... 3 2. Dashboard Review ... 3-4 II. Sales ... 4 1. Orders ... 4-7 2. Invoices ... 7-8 3. Shipments, Credit Memos, and Transactions ... 8

4. Recurring Profiles, Billing Agreements, Terms & Conditions, and Taxes... 8

III. Catalog ... 8-21 1. Manage Products ... 8-16 2. TheFind Feed ... 16

3. Manage Categories ... 16-18 4. Manage Attributes ... 18-20 5. Manage Attribute Sets ... 20

6. URL Rewrite Management ... 20

7. Search Terms ... 20

8. Reviews and Ratings ... 20-22 9. Tags ... 22 10. Google Base ... 22 11. Google SiteMap ... 22 IV. Mobile ... 22 V. Customers ... 22 1. Manage Customers ... 22-23 2. Manage Customer Groups ... 23-24 3. Online Customers ... 24 VI. Promotions ... 24 VII. Newsletter ... 24 VIII. CMS ... 24-31 1. Pages ... 24-31 2. Static Blocks ... 31 3. Widgets ... 31 4. Polls ... 31 IX. Reports ... 31-32 1. Sales ... 31 2. Shopping Cart ... 31 3. Products ... 31 4. Customers ... 31 5. Tags ... 31 6. Reviews ... 31 7. Search Terms ... 32 8. Refresh Statistics ... 32 X. System ... 32


inConcert Tutorials

Using The Magento eCommerce System

Congratulations on your new website! We hope you find that using Magento to manage your

eCommerce site is easy. We've put together some instructions on using the Magento System. If you go through these instructions and find you still do not understand how to use it, please give us a call. We'd be happy to walk you through it.

I. Your Dashboard

1. Logging In: Use the information on the cover of this training manual to log into your Magento system. Your login screen should look like this:


2. Dashboard Review: Once logged in, you will be looking at your Dashboard. This is basically an area that gives you a brief overview of what’s been going on with your website. Let’s quickly review the panels that are displayed on your Dashboard.

a. Lifetime Sales: Your total sales from the time of your website launch to the current date.

b. Average Orders: The average dollar amount spent on an order from the time of your website launch to the current date.

c. Last 5 Orders: This shows the last 5 orders placed on your website (imagine that!). It lists the customer name, the

number of items purchased and their order total. You can click on the row of information to view the details of the order. d. The Last 5 Search Terms: This panel shows the last 5 terms

that were searched for within your website. It also shows how many results were shown for this term as well as how many times it has been used.

e. Top 5 Search Terms: This shows the 5 most popular search terms used within your website.

f. Product and Customer Stats: The right hand column shows a bunch of product and customer stats from a certain period of time.

i. Time Frame: You can choose your time frame from the dropdown menu in the upper right-hand corner (Last 24 hours, Last 7 days, Current Month, Year-to-Date, 2-Years-To-Date).


ii. Chart Statistics: Depending on the tab that you choose at the top, the chart will show you data about the number of orders that you’ve received or data on the amount of each order.

iii. Revenue Box: The box directly beneath the chart shows you the total revenue, taxes, shipping, and quantities of the orders placed within the time period that you chose.

  iv. Bottom Tabbed Statistics: The tabs at the very bottom allow you to view

statistics relating to your bestselling products, most viewed products, new customers specifically, and customers in general.

II. Sales

1. Orders: To view all orders placed through your website, click on “Orders” located under the “Sales” navigation item in the top navigation system.


a. Search Orders: Use the area in blue to search your order base. The first column has a dropdown menu that says Any, Yes, or No. If you choose Yes, it will search the orders that have been checked, if you choose No, it will search the orders that are not checked, if you choose Any, it will search all orders. You can search by Order Number, Date Purchased, Bill to and/or Ship To name, G.T. (Base) (this just means Grand Total Base Currency…what currency was it listed in? That’s your G.T. Base Currency), G.T.

(Purchased) (this means Grand Total Purchased Currency, meaning if you listed

something in U.S. dollars, someone might have purchased it in Euros so the Euro price would show in the G.T. (Purchased) column). You can also search by Status (Canceled, Closed, Complete, Suspected Fraud, On Hold, Payment Review, Pending, Pending

Payment, Pending PayPal, or Processing). Once you’ve filled in your desired criteria, click the orange “Search” button (or you can reset your search).

b. Actions: You can also perform bulk actions if necessary, just check off the orders that you’d like to be working with and pull down the Actions menu to choose your action (Cancel, Hold, Unhold, Print Invoice, Print Packing Slip, Print Credit Memo, Print All). c. Export: You can export to a .csv or an Excel XML file (located at the top of the order


d. Create Order: If necessary, you can create an order through the Magento admin area. Click the orange “Create Order” button in the upper right hand corner.

e. Viewing an Order: Click “View” next to the order you’d like the detail on. This will take you to a screen with all of the order details.

i. Edit Order: If something is incorrect with the current order, click the “Edit” button. Please be aware that this cancels the current order and creates a new one.

ii. Email Order: To email a copy of the order to your customer, click the “Send Email” button at the top of the page.

iii. Credit Memo: To create a credit memo, click the “Credit Memo” button at the top of the page. From here you can refund a shipping amount, fees, and/or just create an adjustment refund. You can also update the quantity (Perhaps someone purchased 2 of the same item and they meant to only purchase 1). You can also put in comments attached to the credit memo (Perhaps your company made a mistake resulting in the customer receiving a refund, so you might want to make note of that.) You can then append your comments to the credit memo or not. If necessary, you can email a copy of the credit memo to your customer as well.


  iv. Place Order on Hold: Click the “Hold” button at the top of the screen to put the

order on hold.

v. Ship: Click the “Ship” button at the top of the screen.

A. Tracking Number: To add a tracking number to your shipment choose a caririer from the dropdown menu or type in your own (Custom, DHL, FedEx, UPS, or USPS). Put in a Title for the Carrier (if other than Custom it will autofill for you). Put in your tracking number. Click “Add Tracking Number”.


B. Items to Ship: Here you determine the quantity of each item that is being shipped.

C. Shipment Comments: If you need to make comments about the shipment, you can enter them here. You can append your comments to the shipping record and/or email a copy of the shipment to your customer. vi. Add Comments: You can add a comment to your order via the “Comments

History” panel located in the bottom left-hand corner. Just type in your comment and click the “Submit Comment” button. You can choose to notify the customer by email of this comment and/or make the comment visible on the frontend (the customer will be able to see it when they look at their invoice when they are logged into their account).



vii. View Related Order Information: Use the left hand navigation to view related details about your order including invoices, credit memos, shipments, comments, and transactions.

2. Invoices: You can view your invoices in this area.

a. Search Invoices: You can search your invoices by invoice number, invoice date, order number, order date, bill to name, status (pending, paid, canceled), or amount.

b. Actions: You can perform bulk actions if necessary, just check off the invoices that you’d like to be working with and pull down the Actions menu to choose your action (PDF invoices).

c. Export: You can export to a .csv or an Excel XML file (located at the top of the order list).

d. Viewing an Invoice: Click “View” next to the invoice you’d like the detail on. This will take you to a screen with all of the invoice details.

i. Email Invoice: To email a copy of the invoice to your customer, click the “Send Email” button at the top of the page.


  iii. Print Invoice: You can print your invoice by clicking the orange “Print” button. iv. Add Comments: (see Add Comments section on page 6)


3. Shipments, Credit Memos, and Transactions: You can access a list of all of these items by choosing the appropriate link under the “Sales” item in the top navigation. The actions you can perform from these pages are explained within the sections above.

4. Recurring Profiles, Billing Agreements, Terms & Conditions, and Taxes: Please leave these sections untouched unless otherwise instructed by your web developer.

III. Catalog

1. Manage Products: This will show you a list of all of your products currently being managed via your website.

a. Search Products: Search your product base by ID number, Name, Type, Attribute, SKU, Price, Quantity Available, Visibility (Not Visible Individually, Catalog, Search, Catalog and Search), or Status (Enabled or Disabled).


b. Actions: You can perform bulk actions to your products if necessary. Just check off the products you’d like to perform the action on and pull down the Actions menu, then choose your action (Delete, Change Status, or Update Attributes).

c. Edit Existing Product: To edit an existing product, click on the “Edit” link on the right-hand side of the row. This will bring you to a new screen with the specific product information.

i. General Information Tab

1. Top Buttons: With the top button menu you can reset the product fields, delete the product, duplicate the product, save the product or save and continue to edit the product. You can also create new product attributes from this screen (see Attributes section for details).

  2. Name: The product name that displays on the website.

3. Description: The description that will display on the website for this specific product.

4. Short Description: A short description of your product. Placement of this description will vary depending on your site design.

5. SKU: The unique product number. NOTE: Each product MUST have its own unique SKU to ensure the correct processing of orders.

6. Weight: Define the weight of the product, some shipping modules calculate based on weight. Check with your web developer to see which module you are using.


7. Set Product as New: You can display the item as “new” for a certain period of time. Click the calendar icon next to the field and choose the date(s) that you’d like the product to be classified as “new”.

8. Status: You can either enable or disable your product. Disabling your product will keep the product in the Magento system, but it will not show live on the website.

9. URL Key: The URL key is what shows up in the URL. For example, the Tropical Tasty Treat company might offer a tropical fruit basket, so they might want to make the URL Key for that product “tropical-fruit-basket” resulting in a final direct URL of

“” 10. Visibility: You can choose from the list of Not Visible Individually,

Catalog, Search or Catalog, Search. We suggest always setting it to Catalog, Search.

11. In Feed: If you are using the feed feature, you can choose whether it shows up in the feed or not with this dropdown menu.

ii. Prices Tab

1. Price: Set the price of your product (in USD).

2. Special Price: If your product is on sale, put the sale price here.

3. Special Price Dates: Set the dates between which the sale price will be active with the to and from date fields.

4. Cost: For internal use only. This is where you put your cost to your supplier so profits can later be calculated.

5. Tier Price: If you are using Tiered pricing, add your tiers and pricing here by clicking the “Add Tier” button.

6. Tax Class: If your product is taxable, set it with this dropdown menu. 7. Is product available for purchase with Google Checkout: Google

checkout is a fast, secure checkout process allowing users to shop and checkout with one login.



1. Meta Title: Will be set in the meta tags in the head of the product’s HTML source code. This will also display in the browser’s title bar when this product is being viewed.

2. Meta Keywords: Max 255 characters. Will be set in the meta tags in the head of the product’s HTML source code.

3. Meta Description: Max 256 characters. Will be set in the meta tags in the head of the product’s HTML source code.

iv. Images Tab

1. Browse and Upload: Click the “Browse Files…” button to browse to your product images on your computer. You can choose multiple files if desired. Once you’ve chosen your image(s), click the “Upload Files” button. By default, all images uploaded here will display under the “More Views” section on the front-end. This is located under the main product image, and clicking any of the images displayed here will open a pop-up window with the ability to browse through all the images associated to the product.

2. Label: Displays above the image in the pop-up window.

3. Sort Order: Set a sort order to determine the order of the “More Views” images/thumbnails.

4. Base Image: The image that shows on the main product page. 5. Small Image: The location of this image is design-dependant.


6. Thumbnail: This shows up on the products list page.

7. Exclude and Remove: Check these boxes if you’d like to exclude images

from the “More Views” section or remove the image from the product. v. Recurring Profile: Leave this section as is.

vi. Design Tab: You can leave all of the design settings at their defaults unless otherwise instructed by your web developer. NOTE: The defaults that you see in the screenshot below will not necessarily match the defaults for your website, this is just an example.

vii. Gift Options Tab: Leave this section as is.

viii. Inventory Tab: NOTE: The Inventory section is used differently with each website. Check with your web developer to determine which controls you need to be using. In this document, we are simply describing the sections for your


1. Manage Stock: Decrements inventory as orders are placed if value is set to “yes”.


3. Qty for Item’s Status to become Out of Stock: This value will

determine at which quantity the availability of the item will switch from In Stock to Out of Stock. If you set this value to 20, you will always

guarantee that you have at least 20 items in stock.

4. Minimum Qty Allowed in Shopping Cart: This value requires the customer to purchase a minimum amount of each product in an order. 5. Maximum Qty Allowed in Shopping Cart: This value limits the

amount of each product the customer is allowed to purchase in a single order.

6. Qty Uses Decimals: You can use decimals with your quantities if desired.

7. Backorders: No Backorders (the customer will not be allowed to purchase more quantity than is available), Allow Qty Below 0 (the

customer will be allowed to purchase more quantity than is available, but they will not be notified that some of the quantity has been put on backorder), Allow Qty Below 0 and Notify Customer (the customer will be allowed to purchase more quantity than is available, and they will be notified when they are adding the item to the cart that the unavailable quantity has been put on backorder),

8. Notify for Quantity Below: When a stock of any product goes below this level, Magento will automatically notify you via RSS Feed. This ability works in conjunction with the Decrease Stock When Order is Placed drop-down because Magento cannot notify you of a low stock unless you also enable it to keep track of stock reduction. In this field, enter the quantity level at which Magento will send a notification. Your web developer will have to ensure that the system is setup properly to handle this.

9. Enable Qty Increments: Check with your developer to see if your system is properly setup to support this.

10. Stock Availability: In Stock (Makes the product saleable), Out of stock (Leaves product unsaleable even if the inventory level is greater than 0) ix. Categories Tab: Choose the category(ies) in which you would like your product

to show up under.

x. Related Products Tab: If your design allows for a “Related Products” section, you can use this tab. Related products are products that a customer may want to buy as well as the product they are viewing. Perform a search query for the


related product(s) that you’d like to attach. Check off the appropriate box(es) and Save.

xi. Up-sells Tab: Up-sells are products that a customer might want to purchase instead of the product they are viewing. For example, they might be viewing the silver edition, but they might want to purchase the gold edition instead. Perform a search query for the up-sell product(s) that you’d like to attach. Check off the appropriate box(es) and Save.

xii. Cross-Sells Tab: Cross sells are similar to related products in that a customer may buy them as well as the current product, but they appear only on the customer’s cart. There is a button allowing them to add this cross-sell product to their cart as well. Perform a search query for the cross-sell product(s) that you’d like to attach. Check off the appropriate box(es) and Save.

xiii. Product Reviews Tab: Lists product reviews. You can edit the review by clicking the “Edit” link.

xiv. Product Tags Tab: Lists all tags that this product has been given by users, and the number of times each tag has been used.

xv. Customers Tagged Product Tab: A breakdown of individual customers who have tagged this product - the grid shows their first and last name, email, and tag used.

xvi. Custom Options Tab: Used to provide options for store customers to choose from or to fill out prior to adding the product to the shopping cart. Custom options allow you to add optional extra features to a product and vary the product cost as a result, or to gather extra information from the customer such as a name to

engrave. They are similar to attributes but filled in by the customer rather than the admin.

1. Title: The title of the option

2. Input Type: The type of field to display.

3. Is Required: If yes, it is required to be filled in before adding to the cart. 4. Sort Order: The order within the custom options group to display an

item. Once you have added a new option, additional fields will be made available to add in the price impacts of this option.

5. Price: The price change from selecting this option.

6. Price Type: A fixed price type will add or subtract that amount from the total, a percentage price will add or subtract a percentage of the product


_base_ price to the total (other options will not be included in this calculation).

7. SKU: This code will be appended to the product SKU with a dash. 8. Max Characters: For text fields only, the limit to the number of

characters the customer can enter.

9. Allowed File Extension: For File fields only, a comma separated list of valid file types for upload.

10. Maximum Image Size: For File fields only.

d. Add a Product: To add a new product to your list, click the orange “Add Product” button in the upper right-hand corner.  

  i. Attribute Set: Depending on your business, you might need to apply an

attribute set to your product. Ask your web developer which you should choose. ii. Product Type: Consult with your web developer to determine which Product

Types you will be using. Here is a brief description of each:

1. Simple Product: The most basic product type and the building block for the complex product types. It is suitable for all kinds of physical (shipped) products.

2. Virtual Product: This is a product that does not require shipping or inventory. It is generally used for warranties or services.

3. Downloadable Product: This is a digitally downloadable product that sells one or more files of a product and provides samples of those files. These downloadable files can reside on your server or be provided as URLs to any other server.

4. Grouped Product: This product is really a collection of other products that enables you to display several similar products on a single page. Often used for ensembles.

5. Configurable Product: This product enables your customers to select the variant that they want by choosing options. For example, you can sell T-shirts in two colors and three sizes. You would create six simple

products as individual products (each with its own SKUs) and then add these six to a configurable product where customers can choose the size and color, and then add it to their cart. Very similar functionality is possible by using Custom Options for Simple products. The difference between a configurable product and a product including custom options is that inventory is not checked or updated for individual options during the purchase of the custom options.


6. Bundled Product: This product is comprised of components that are presented in different ways and are made from existing products. A good example of a bundle is a complete computer. For this computer, you can configure how much RAM or what kind of monitor is included with this computer in your store.

iii. Set Product Settings: Once you click “Continue” you will be brought to an area to configure all of the product settings. For details on these sections, please reference Section C on page 8 (Edit Existing Product).

2. TheFind Feed: Only used when you have purchased TheFind Feed module. 3. Manage Categories: Manage your categories and subcategories from this view.

a. General Information Tab:


i. Name: Name of the category as it appears on the frontend in your store, navigation, breadcrumbs and product heading.

ii. Is Active: Yes will make it visible on the front-end.

iii. URL Key: Search Engine Friendly URL for this category (e.g. The category “Hand Made Gifts” might use a URL Key of “hand-made-gifts” resulting in a search engine friendly URL of iv. Thumbnail Image: Thumbnail image that represents the category.

v. Description: Description of the category, placement is design-dependent. Click the “WYSIWYG Editor” button to use a Word-like text editor.


vi. Image: Image representing the category, placement is design-dependent.

vii. Page Title: Will be set in the meta tag in the head of the category’s HTML source code. It will display in the browser’s title bar when this category is being viewed. viii. Meta Keywords: Keyword phrases to be added to the keyword meta tag of the

category’s HTML source code. Separate the phrases with a comma.

ix. Meta Description: Description to be provided in description meta tag of the category’s HTML source code. Description will appear on many search engines as the summary text for this category. It should be descriptive and keyword rich. x. Include in Navigation Menu: Determines whether the category is visible in the

navigation. b. Display Settings Tab:


i. Display Mode: Determines which content blocks are displayed on the category page. Most likely you’ll want to choose “Products Only”. Please check with your web developer to determine the correct setting for your website.

ii. CMS Block: Leave at the default setting unless instructed otherwise by your web developer.

iii. Is Anchor: Leave at the default setting unless instructed otherwise by your web developer.

iv. Available Product Listing Sort By: Determines the available ways the products within the category can be sorted. Leave at the default setting unless instructed otherwise by your web developer.

v. Default Product Listing Sort By: Determines the way the products within the category are sorted. Leave at the default setting unless instructed otherwise by your web developer.

vi. Layered Navigation Price Step: Leave at the default setting unless instructed otherwise by your web developer.


c. Custom Design Tab: You can leave all of the design settings at their defaults unless otherwise instructed by your web developer. NOTE: The defaults that you see in the screenshot below will not necessarily match the defaults for your website, this is just an example.

d. Category Products Tab: Lists the products within the category.

4. Manage Attributes: To add a new Attribute click the “Add New Attribute” button in the upper right hand corner of the screen.


a. Attribute Code: Used internally by Magento. Must be unique with no spaces. Cannot be edited after creation.


b. Scope: Determines the level at which the values of this attribute are shared. When creating a product, you will be able to see the Scope to the right of each attribute. Please ask your web developer which Scope you should be using.

c. Catalog Input Type for Store Owner: Data entry field type for this attribute. Note that Attributes whose input type requires multiple predefined options, such as the

Dropdown or Multiple Select types, cannot later be changed to direct input types like text boxes.

d. Default Value: If you enter a default value, each new product created with this attribute will automatically have this attribute prepopulated with this value.

e. Unique Value: This option defines how the attribute you are working can be used by Magento. Yes (Magento will only allow any single label/option of this attribute to be used once and only once by any product. So if one product has already selected a label/option in this attribute list, then no other product my select that same value), No (Multiple products can share the same value for this attribute).

f. Values Required: The option sets whether Magento will require the attribute have a value selected when creating the product.

g. Input Validation for Store Owner: This controls the type of check Magento places on the values entered for this attribute for each product. If you select None, you can enter any type of information as the value for this attribute. If you select Email, for example, Magento will make sure that the value entered for each product resembles an email address. If it does not, you will receive a warning message.

h. Apply To: Determines which product types can include this attribute.

i. Use in QuickSearch: Adds this attribute to the list of fields the quick search (the search bar in the header) uses when searching.

j. Use in Advanced Search: Adds this attribute to the list of fields the advanced search uses when searching. Similar to the quick search. However, in the Advanced Search, each attribute will have its own field on the advanced search page, rather than there being one search field.

k. Comparable on Front End: Adds this attribute to the comparable views. A row will be created for this attribute in the Compare Products pop-up window.

l. Use in Layered Navigation: Magento’s Layered Navigation allows your customers to filter down into a category’s products using any attribute that is “filterable” for Layered Navigation. Layered navigation can only work with attributes with input types of Dropdown, Multiple Select and Price. No (Will not be available in layered navigation), Filterable (with results) (Only values that correspond to products in that category page will display in the menu (that is, only values that produce “results” when used as a filter)), Filterable (no results) (All values that you’ve created in the Manage Label / Options tab will list, whether or not they correspond to any particular products in that category page (it includes values that do not produce “results” when used as a filter)). m. Use For Promo Rule Conditions: Ask your web developer about using this option. n. Position: Determines the position of the attribute in the Layered Navigation menu with


o. Allow HTML Tags on Front-End: Allow attribute values that have HTML tags enclosing them to have those HTML tags honored.

p. Visible on Product View Page on Front-End: Displays this attribute and its value on product pages in the “Additional Information” section.

q. Used in Product Listing: Design dependent.

r. Used for Sorting in Product Listing: By setting this option to Yes the attribute gets added to the default sort options. So at the bottom of the product list this attribute can be chosen as a sort option.

5. Manage Attribute Sets: An Attribute Set is a collection of attributes, customized to fit certain types of products. All Attribute Sets must contain all of Magento’s System Attributes, but you can customize them to include combinations of Custom Attributes.

a. Add a New Attribute Set: Click the “Add New Attribute Set” button.

i. Name: Name your Attribute set appropriately.

ii. Based On: You’re required to at least base it off of Magento’s default Attribute set. You can also base it off of any other sets that you’ve previously made. b. Attribute Set Settings:

i. Groups: Groups are like folders that contain attributes. Each Group corresponds to a different tab in the New Product page. This helps organize the attributes by function so that you can edit them in the product page more efficiently. The ordering of both the Groups and the attributes can be changed by clicking and dragging it. This affects the order of the tabs and attributes in the product page, respectively. You can also create a new Group. To do this, click “Add New”, and enter the name of the Group in the pop-up.

ii. Unassigned Attributes: This list contains all of the Simple Attributes which you have created. You can associate one of these attributes to your Attribute Set by clicking and dragging this attribute into the desired Group. Once it is associated to this Attribute Set, it will no longer appear in the Unassigned Attributes list. To disassociate an attribute, click and drag it back to the Unassigned Attributes list. 6. URL Rewrite Management: Please leave this section for your developer to manage.

7. Search Terms: Shows a list of search terms used within your site with their corresponding statistics.

8. Reviews and Ratings

a. Customer Reviews: Only use if reviews are enabled on your website.

i. Pending Reviews: When a review is submitted, it does not show on the website unless it’s approved. Navigate to this section to view the reviews awaiting


approval. To approve and/or edit the review, click on the “Edit” link. (See screenshot on following page)


1. Status: This is where you can set the review to Approved, Not Approved

or keep it as Pending.

2. Nickname: Change the nickname of the person who submitted the


3. Summary of Review: Edit the short summary of the review. 4. Review: Edit the original review (though not recommended).

ii. All Reviews: Shows all reviews regardless of status.

b. Manage Ratings: Only use if ratings are enabled on your website. i. Add New Rating: Click the “Add New Rating” button.


1. Default Value: The name of the rating.


3. Visible In: Determined by design, you’ll most likely be choosing the

option with your company name, but check with your web developer. ii. Edit Ratings: To edit a rating, simply click on the rating name.

9. Tags: Tags are descriptors that you can assign to any product to help you organize and remember them. They’re essentially keywords or keyword phrases. Any logged in user can add as many tags to a product as he/she wants and rename or delete them later. Tags will be viewable by everyone browsing the product, and will display in a block on the product info page. The admin has to approve a tag the first time it is used, before it appears in the front-end. Once the tag has been approved by the Store Owner it is free for use on other products, and will not have to be approved again.

a. All Tags: Shows a list of all tags regardless of status. From here you can add a new tag. i. Add New Tag: Click the “Add New Tag” button at the top of the page.

1. Tag Name: Name of the tag.

2. Status: Set the status of the tag to Approved, Pending, or Not Approved. 3. Base Popularity: Leave blank.

ii. Edit Tag: To edit a tag, simply click on the tag name.

b. Pending Tags: When a tag is submitted, it does not show on the website unless it’s approved. Navigate to this section to view the tags awaiting approval. To approve and/or edit the review, click on the “Edit” link.

10. Google Base: Leave section as is. 11. Google SiteMap: Leave section as is.

IV. Mobile: This section offers a way for those with a Mobile device to view certain information formatted specifically for mobile devices. You will have to work with your developer to customize this option. Additional charges may apply to the implementation of this functionality.

V. Customers

1. Manage Customers: Search through your customer base by ID, Name, Email, Group Type, Phone Number, Zip Code, Country, State, or dates that they’ve been a customer.

a. Export: You can export your customer list into a .csv file or an Excel XML file.

b. Add New Customer: To add a new customer, click the “Add New Customer” button at

the top of the screen. Fill out all necessary account information and click “Save Customer”.

c. Edit Existing Customer: To edit an existing customer, click on the “Edit” link.

i. Customer View Tab: From the Customer View Tab you can view some statistics about the customer and their habits on your site, including their last login time,


what their sales volume is, their recent orders, shopping cart and wish list contents.


1. Create Order: To create an order for the current customer, click the “Create Order” button at the top of the page. From this page you’ll need to fill out all necessary information, such as adding products, billing and shipping information.

ii. Account Information Tab: From this tab you can edit the basic information on the customer’s online account.

iii. Addresses Tab: This tab allows you to add multiple addresses available for a certain customer.

iv. Orders: This allows you to view a list of past orders for the current customer. You can filter these orders by order number, date, billing contact, shipping contact, and amount. You can then view the order details by clicking on it. v. Billing Agreements: View all billing agreements associated with this customer. vi. Recurring Profiles: Not currently used.

vii. Shopping Cart: View all items currently in the customer’s shopping cart. viii. Wishlist: View all items currently in the customer’s wishlist.

ix. Newsletter: Not used.

x. Product Reviews: View all product reviews given by the current customer. xi. Product Tags: View all product tags submitted by the current customer. 2. Customer Groups: Use customer groups for things such as group specific tiered pricing.

a. Edit Existing Group: To edit an existing customer group simply click on the group


b. Add New Group: To add a new customer group, click on the “Add New Customer

Group” button at the top of the page.

  i. Group Name: Name the group appropriately.

ii. Tax Class: Choose from a tax class (you may want to consult with your web developer).

3. Online Customers: View a list of all customers that are currently online.

VI. Promotions: Consult your web developer if interested in using this section - it can be tricky!

VII. Newsletter: Not Used.

VIII. CMS: Content Management System – here is where you can edit all other pages on your website. 1. Pages: To view all pages within your website, click on “Pages” located under the “CMS”

navigation item in the top navigation system.


a. Existing Pages: To Preview an existing page, click the “Preview” link on the right-hand

site of the chart. To edit an existing page, click on the name. i. Page Information Tab



2. URL Key: Search Engine Friendly URL id. (e.g.

3. Status: Enabled will show the page live on the site.

ii. Content: Here is where you can add/edit the content of your page using a WYSIWYG (What You See Is What You Get) editor.

1. Editor Functions:

Functions - Row 1

A. Insert Variable (do not use) E. Styles Menu (not necessarily used)

B. Insert Widget (do not use) F. Format Menu

C. Bold, Italicize, Underline, Strikethrough G. Font Family Menu D. Align – Left, Center, Right, Justify H. Font Size Menu

Functions - Row 2

I. Cut S. Undo/Redo

J. Copy T. Insert Link/Unlink4

K. Paste U. Insert Anchor5

L. Paste as Plain Text1 V. Insert Image6

M. Paste from Word2 W. Clean up Messy Code7

N. Find X. About The Editor

O. Find and Replace Y. HTML Mode8

P. Bulleted and Numbered Lists Z. Text Color Q. Increase and Decrease Indent a. Highlight Color R. Block Quote3

1When copying and pasting content into your editor from another source (maybe another website), you will want to use this button. It will remove all formatting and extra code and paste it as plain text into your editor. This is highly recommended.


2If you've created something in Microsoft Word and you would like to try and keep the formatting you've created, use this button. However, we usually recommend pasting as plain text and formatting within the editor.

3A Blockquote separates the selected text from the rest of the text by indenting both left and right sides.

4When adding a hyperlink, be sure to keep the http:// prefix on the URL. Also, if directing to an external website (a website other than the one you're

currently editing) make sure to set your "Target" at "Open in New Window". If you are simply linking to another page on your own website, set it to "Open in This Window/Frame". Make sure you enter a "Title", this is some descriptive text that will show up when someone hovers over the link. It is also important for Search Engine Optimization.

5Inserting an anchor might be useful if you have a lot of information on one page. For example if you have a page describing your product categories, you can put an anchor at the title of each category heading. Then you can insert a list of product category links at the top of the page which will allow the viewer to jump to a specific section of the page without having to scroll.

6 Adding Images: Most likely, you will want to add images to your content.

Not only does it add interest, but it breaks up the page for the viewer to make them feel less overwhelmed with text. NOTE: Only png, gif, or jpg images can be used on a web page.

1. Insert Image: Once you hit the insert image button, you will see a new dialogue box. To navigate to an image, click on the "Browse" icon on the right side of the "Image URL" Field.

a. Media Storage: After clicking the "Browse" icon, a Media Storage window will come up. By default, it will show you all of the images you are currently using on your website


b. Inserting An Existing Image: Simply click on the image a click “Insert Files”.

c. Inserting An Image From Your Computer: Click the "Browse" button at the top of the screen and navigate to the image you would like to insert. Once chosen, click the "Upload Files" button. If you would like to create a new folder for organizational purposes, the "Create Folder" button is at the top right-hand corner of the screen. Once uploaded, the image will show in your resources browser, click on the image and click “Insert Files” then it will be inserted into the dialogue box.

i. Using Your Image Settings: Before you insert the chosen image into the editor, you must fill out a few fields first. Then hit "Insert" (screenshot on following page)

A. Image URL: This automatically fills in when you choose an image. Do not change this URL, it is the path used to find and display the image.

B. Image Description: A short description of the image. This is not seen by the viewer, but it is important for search engine optimization.

C. Title: Make sure you always put a title, it is what shows when someone hovers their cursor over the image and if the image does not load; it tells the viewer what the image should be.


photo, if you leave it set at none, the text will not wrap around the image. You can find the alignment options under the "Appearance" tab. We suggest leaving the rest of the options under the Alignment tab alone.

E. Mouse Over Effect: If you decide that you would like an image to have a "mouse over effect" (also known as a "rollover" or "hover" effect), you can do this by going to the "Advanced" tab. Check the "Alternative Image" box and browse to the image that you wish to be used as the mouse over effect. (Note: Mouse Out means that the image will change again once the mouse is no longer over the image. Often times we set it to go back to the original image.)

F. Other Settings: Under the "Appearance" and

"Advanced" tabs, if we did not go over a setting, it means you should leave it at it's default value.

G. Insert: Once you've completed all of your image adjustments, you must click the green "Insert" button at the bottom left-hand side of the screen.

ii. Editing an Image that has Been Inserted: If you insert an image and decide that you need to edit its settings, simply click on the image once, then click on the image button in the tool bar to bring up the dialogue box. To resize the image, click on the image and use the white resize handles.

7Use this icon to cleanup messy code. It will help remove unnecessary code, (e.g. if you pasted text from Microsoft Word directly into the editor without using the Paste From Word icon.)

8The only time you will need to use HTML mode is if you are embedding a video from YouTube, other than that, leave your editor set at visual mode.


HTML mode shows all coding behind the page you are creating (e.g. it will show a line of code instead of showing an image you inserted).

Functions - Row 3

b. Insert Table1 i. Toggle Guidelines/Invisible Elements c. Table Row/Cell Properties j. Super/Subscript

d. Insert Row Before/After/Delete k. Special Character e. Insert Column Before/After/Delete l. Insert Embedded Media f. Split Merged/Merge Cells m. Insert Horizontal Rule g. Insert Horizontal Rule n. Change Text Direction h. Remove Formatting o. Toggle Full Screen

1To insert a table, click the Insert table icon (labeled b.) and a dialogue box will show up. From this dialogue box you can determine the number of rows and columns. Next you can determin the cell padding (distance between the text and the edge of the cell) and cellspacing (distance between cells). You can also determine alignment, border thickness, width, height and if you want to put a caption on the Table. Leave Class at it’s default setting.

If you’d like you can go into the “Advanced” tab and do some extra tweaking such as adding a background image, determining background color and/or border color.


Functions - Row 4

p. Insert New Layer1 w. Deletion

q. Move Forward/Backward x. Insertion

r. Toggle Absolute Positioning y. Insert/Edit Attributes

s. Edit CSS z. Visual Control Characters On/Off

t. Citation aa. Insert Non-Breaking Space2

u. Abbreviation bb. Insert Page Break3

v. Acronym

1Inserting a new layer will allow you to add text/images on top of the existing content and freely move it around.

2This can be used if you have a word or phrase that you do not want separated by a word wrap. For example, if you are referring to a person by first and last name, you may want to add a non-breaking space between the first and last name. That way, if the name appears at the end of the line, the computer will automatically bring both of the names to the next line instead of separating them.

3Inserting a Page Break is for printing purposes. Wherever you insert a page break, the printer will automatically start printing on a new sheet when the viewer prints the page.


iii. Design: You can leave all of the design settings at their defaults unless otherwise instructed by your web developer.

iv. Meta Data: Here you can enter your keywords (max 255 characters) and description (max 256 characters).

3. Static Blocks: Please do not use. 4. Widgets: Please do not use.

5. Polls: Only use if enabled in your design.

IX. Reports (You have the option to Export all reports as a .csv or Excel XML file.)

1. Sales: Orders, Tax, Invoiced, Shipping, Refunds, Coupons, Paypal Settlement Reports: All of

these reports have the same Filter options for the most part. Once you’ve chosen all of your filter options, simply click the “Show Report” button in the upper right-hand corner.

2. Shopping Cart: Products In Carts and Abandoned Carts: These reports show you all the

items currently residing in shopping carts that have not been purchased yet and information about shopping carts that had items in them, but were never purchased (abandoned).

3. Products: Bestsellers, Products Ordered, Most Viewed, Low Stock, Downloads: Reports that will show you information on the products people are viewing and purchasing. NOTE: Low Stock and Downloads are only applicable if you are using the stock management feature (Low Stock) or have downloadable products (Downloads).

4. Customers: New Accounts, Customers by Orders Total, Customers by Number of Orders: Reports offering information on your customers.

5. Tags: Customers, Products, Popular: Reports showing the popularity and usage of tags. 6. Reviews: Customers Reviews, Product Reviews: View reports about the reviews left by your


7. Search Terms: View a report showing what viewers are searching your site for.

8. Refresh Statistics: If your reports aren’t showing you data from a certain time period, you might have to refresh your statistics. Just check off the areas that you need to refresh and hit the “Submit” button. NOTE: Refreshing Lifetime Statistics is very resource-intensive and may adversely affect the performance of your store while in progress. This can take several minutes.

X. System (All of these configuration settings will be set by your web developer during the

development process, please do not change any of these settings unless otherwise instructed by your trainer.)

XI. Parting Words

Congratulations on learning how to use your new Magento website! We hope that you found it easy to use. As always, if you find you are having difficulties with something, please don't hesitate to give us a call, we'd be happy to walk you through it on the phone. Remember the following things when working on your website:

a. The more content the better - the more you have, the more likely you will be found by a search engine!

b. Don't forget to hit Save after making changes or your changes will not appear on the website!

c. ALWAYS check your work! Once you are done with making your edits be sure to review your website to make sure everything worked properly!





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