In Summer of 2016, PolicyStat began rollout of a significantly improved internal editor for policy document creation and editing. The following content is an archive of materials regarding our Legacy Editor (shown below). 

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Legacy Editor Edit an Exisitng Policy

When a policy is due for review or enters an Approval Workflow, changes are made through the Edit feature. 

Editing a policy creates a new draft where an user with Edit permissions can modify both policy content and policy properties (e.g. Policy Owner, review dates, etc.). All historical versions of the policy are saved automatically within PolicyStat, and can be reviewed at any time by clicking the All Versions link.

For those more comfortable editing in Microsoft Word, policy drafts can be exported to and edited in Microsoft Word. When edits have been completed, the policy can be re-imported, and all changes will be tracked. 

When the edits are complete, the Approval Workflow process can begin. The policy becomes active and visible to all users when it completes the Workflow receiving approval from all listed Approvers

For minor changes (e.g. - typo corrections), Site Administrators can complete an Administrative Override in place of an Edit. The benefit of this feature is that it bypasses the Approval Workflow process for small changes and does not require a full review by all Approvers.

Another alternative for receiving feedback during the review process is collaborative commenting. Invited users can review and comment on a draft, but cannot make edits. 

 

Editing an Existing Policy

  • To make an edit to a policy, click the Edit link in the bar on the top right of the policy.


  • Make edits and adjustments as needed to the policy. This can include changes to the content or the policy's properties. If desired, export the policy to Microsoft Word and replace the content when edits are complete. For more on the process, view the article here

  • When satisfied with the edits, click Start Approval Workflow to start the Approval Workflow process. When the final Approver provides their approval, the policy becomes active in PolicyStat.

    Changes can also be described prior to starting the Approval Process, but is optional. All comments will become part of the historical record for the policy.


     

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Legacy Editor Paste from Word (or other External Sources)

One of the popular features of PolicyStat is the consistent look and feel of policies across the system. PolicyStat uses an HTML editor with minimal formatting options for fonts, highlighting, or other means of text emphasis. 

It is strongly recommended to use the Paste from Word option when inserting text directly from Microsoft Word, Internet webpages, PDFs, or any other locations.

This feature strips excess text formatting from the content which helps avoid formatting issues in the final policy version.

 

Paste From Word

  1. Place the cursor where the text should be entered in the PolicyStat editor.
  2. Select and copy the text from the Word document (or other source).
  3. Return to PolicyStat and click the Paste From Word button on the Editor toolbar.


  4. Paste the text in the pop up window.


  5. Click Submit.


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 LEGACY EDITOR TOOLBAR TOUR

The following table describes the characteristics of each of the buttons shown above in order. 

Bold

Adds a bold style to any selected characters. 

Italics

Adds an italic style to any selected characters.

Superscript

Adds a superscript to any selected characters.

Subscript

Adds a subscript to any selected characters.

Working with Lists

Ordered List

Creates an ordered list from any selected characters. This button initially creates an A, B, C list, but this can be modified using the Style drop-down list or the Indent and Outdent buttons.

 

Unordered List

Creates an unordered list (i.e. - bullets) from any selected characters.  
Indent

Starts a line of text or position (e.g. - a block of text, table, etc.) further from the margin than the main part of the text.

Outdent

Indents a line of text or position (e.g. - a block of text, table, etc.) closer to the margin than previously positioned.

Hyperlinks

Hyperlink

Assigns a web or email link to another item. Links can be made to other policies, external webpages, or email addresses.

Remove Hyperlink

Removes any existing hyperlinks. 

Insert Image

Embeds an existing web-hosted image to the document through the URL. The preferred method for adding an image is to insert an image as an attachment.

Insert Table

Inserts a table in the location where the cursor is positioned. 

Paste From Word

Pastes text copied from a Microsoft Word document to the PolicyStat document.

HTML

Allows the editing and modification of the content's HTML to provide additional customization. 

Underline

Adds an underline style to any selected characters. As the documents are considered webpages, this style should be used judiciously as underlined text often represents hyperlinks.

Insert Symbol

Insert a symbol or special character where the cursor is positioned. 

Tables

Merge Cells

When working in a table, two or more adjacent cells can be merged together as one.

Insert Row

When working in a table, inserts a new row below the row where the cursor is positioned. 

Delete Row

When working in a table, deletes the row where the cursor is positioned. 

Insert Column

When working in a table, inserts a new column to the right of the column where the cursor is positioned. 

Delete Column

When working in a table, deletes the column where the cursor is positioned.  

LEGACY EDITOR FORMATTING PROPERTIES

Formatting Drop-down List

This drop-down list contains a series of formatting options including:

  • Paragraph
  • Heading styles (Header 1, Header 2, etc.)
  • Preformatting
  • Blockquote
  • Table Header
NOTE: This is a toggle list. To open the list, click once. To close it, click again.
Style Drop-down list

 This drop-down list contains a series of style options including:

  • Underline
  • Highlight
  • Center
  • Evenly-Spaced Table
  • List formatting (A, B, C; 1, 2, 3; i., ii., iii.)

NOTE: This is a toggle list. To open the list, click once. To close it, click again.


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LEGACY EDITOR FORMATTING DROP-DOWN LIST OPTIONS

The Formatting Drop-Down List provides the following options:

Heading 1-6 Headings represent predefined fonts with specific font types and sizes.

Paragraph

Paragraphs are the most commonly used text to represent most of the content contained withing the document (policy or procedure). 

Preformatting  Preformatting allows text to remain on one line and not wrap to the next. This is beneficial for long sentences that should not break or long mathematical equations that need to remain on the same line. 
Blockquote  Blockquote formatting is used to call out a specific reference or quote from an external document. For example, you might want to use a direct quote from the Joint Commission and want to make sure it stands out.
Table Header  Table Header formatting is used to distinguish the first cell in a table to align use a center alignment and bold font. 

Applying Formatting

To apply any of the features from the drop-down list to content in PolicyStat:

  1. Highlight the text or characters to be formatted.
  2. Click Formatting. and the selected option.
  3. Preview the document using the Preview button at the bottom to ensure it represents the desired effect.

Formatting Examples

The graphic below displays the each Formatting feature in action. 

Click the image to view a larger example.

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LEGACY EDITOR STYLE DROP-DOWN LIST OPTIONS

The Style drop-down list provides the following options:

Underline Underline adds an underline style to the selected text.

Highlight

Highlight provides a yellow highlight across the selected text. 

Center Center aligns the selected text in the middle of the page. 
Evenly-Spaced Table  Evenly Spaced Table stretches a table across the width of a page and provides evenly spaced columns.
Ordered List 

Ordered List provides five marker options for creating ordered lists:

  • Upper case letters (A, B, C)
  • Numbers (1, 2, 3)
  • Lower case letters (a, b, c)
  • Lower case Roman numerals (i., ii., iii.)
  • Upper case Roman numerals (I., II., III.)

Applying Styles

To apply any of the features from the drop-down list to content in PolicyStat:

  1. Highlight the text or characters to be formatted.
  2. Click Style and the selected option.
  3. Preview the document using the Preview button at the bottom to ensure it represents the desired effect.

Style Examples

The graphic below displays the each Style feature applied. 

Click the image to view a larger example.

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LEGACY EDITOR - ORDERED LIST

Ordered Lists are lists that represent a sequence of items (e.g. - A, B, C or 1, 2, 3).

Ordered Lists may also be referred to as "numbered" lists (in place of unordered lists or "bulleted" lists.)

This interactive tutorial available at the link below describes how to create and modify ordered lists in the PolicyStat editor.

Be cautious to avoid creating or using "fake" lists which are created manually, and do not use the ordered list function.

 

Creating an Ordered List

  1. Within the PolicyStat Editor, establish a new paragraph box by placing your cursor at the end of the word directly above where your list should start and pressing Enter on your keyboard.


  2. Click the Ordered List button from the Editor toolbar.

  3. Add additional list items to the list by pressing Enter on your keyboard.

  4. To break out of the list, press Enter on your keyboard twice. This will first create a new list item, then erase the item once the item has no content.

  5. To indent a list item, place the cursor at the end of the list item and click the Indent button on the Editor toolbar (or the Tab key on your keyboard).

  6. To outdent a list item, place the cursor at the end of the list item and click the Outdent button from the Editor toolbar (or the Shift and Tab keys on your keyboard).

Modifying an Ordered List

While the default ordered list uses A, B, C, etc. there are five additional options for list styles found in the Style drop-down list inside the editor toolbar.

PLEASE NOTE: Style options work in a toggle format. This means when switching between styles, one style needs to be turned off before the next style is selected.

Consider the following example:

List: 1, 2, 3 is the currently selected option. Before List: I. II. III. can be chosen, List: 1. 2. 3. must be toggled off (clicked to reset to A, B, C). Once the list is reset to the default, List I. II. III. can be selected.


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LEGACY EDITOR UNORDERED LISTS

Unordered Lists are lists that do not represent a particular sequence of items (e.g. - bullets, dashes, arrows, etc).

Unordered Lists may also be referred to as "bulleted" lists (in place of ordered lists or "numbered" lists.)

This interactive tutorial available at the link below describes how to create and modify unordered lists in the PolicyStat editor.

Be cautious to avoid creating or using "fake" lists which are created manually, and do not use the unordered list function. 

 

 

Creating an Unordered List

  1. Within the PolicyStat Editor, establish a new paragraph box by placing your cursor at the end of the word directly above where your list should start and pressing Enter on your keyboard.


  2. Click the Unordered List button from the Editor toolbar.

  3. Add additional list items to the list by pressing Enter on your keyboard.

  4. To break out of the list, press Enter on your keyboard twice. This will first create a new list item, then erase the item once the item has no content.

  5. To indent a list item, place the cursor at the end of the list item and click the Indent button from the Editor toolbar (or the Tab key on your keyboard).

  6. To outdent a list item, place the cursor at the end of the list item and click the Outdent button from the Editor toolbar (or the Shift and Tab keys on your keyboard).


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LEGACY EDITOR - CORRECTING "FAKE LISTS"

If a list of items is manually typed out in the PolicyStat Editor, each list item creates it's own paragraph box. This is considered a “fake” list and reflects improper formatting, and will not function as a list within PolicyStat.

If the sequence changes at any point, a "fake" list would need to be updated manually. For example, if a new item 2 is added, this would mean manually updating items 3, 4, 5, etc. to reflect the proper sequence of list items.

To reflect proper formatting and for the list to function as a list in PolicyStat, lists will need to be corrected.

 


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LEGACY EDITOR - COMBINING ORDERED AND UNORDERED LISTS

Some policies or procedures may be comprised of one large ordered list that connect all the sections of a policy or procedure together. One may have an ordered or unordered list that is within the larger policy ordered list.

To review how to combine ordered and unordered lists, see the tutorial below.

Combining Ordered and Unordered Lists

  1. Create an ordered list by clicking the Ordered List button on the Editor toolbar.


  2. Create a second list item (press the Enter key on the keyboard).
  3. Click the Indent button on the Editor toolbar (or press the Tab key on the keyboard).

  4. Press the Unordered List button on the Editor toolbar.

  5. Click the Outdent button on the Editor toolbar (or press Shift and Tab simultaneously on the keyboard) to restart the ordered list.


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LEGACY EDITOR - INCLUDING PARAGRAPHS INSIDE LISTS

Circumstances may require inserting a paragraph (or other section) within a list, and continuing the list afterwards.

Inserting a paragraph without breaking or restarting the list, requires a soft return (in place of a hard return). To find out more about the process, view the tutorial below. 

 

Including Paragraphs Inside Ordered Lists

  1. Place cursor at the end of the list item preceding where the paragraph should be inserted.


  2. Press the Shift and Enter keys simultaneously on your keyboard. This creates a soft return which does not continue the ordered list.


  3. Enter your content.


  4. Press Enter on the keyboard again to continue the list.


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LEGACY EDITOR - INSERTING TABLE INSIDE ORDERED LIST

When creating an ordered list, a table may need to be inserted into to add emphasis or details to a list item. Continuing the list after the table requires continuing the list first, then inserting the table. Click the tutorial link below to view a short interactive tutorial describing how to do just that.

 

Inserting a Table Inside an Ordered List

  1. Create an ordered list with at least two items.
  2. Place cursor at the end of the list item preceding where the paragraph should be inserted.

  3. Press the Shift and Enter keys simultaneously on your keyboard. This creates a soft return which does not continue the ordered list.

  4. Click the table button from the Editor toolbar.


  5. Inside the pop up window, apply the appropriate Row and Column settings for the desired table and click Submit.

  6. Continue work on the list or enter content to the table as desired.


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LEGACY EDITOR - INSERT AND FORMAT TABLES

Tables are a fundamental part of many policies to help organize and present information in a visually appealing manner. 

This short, interactive tutorial covers the following topics related to tables:

  • Inserting a new table
  • Adding a caption (or title)
  • Adding and removing rows and columns
  • Merging adjacent cells
  • Working to insert ordered and unordered lists into a table. 
  • Creating evenly-spaced columns.

 


Inserting a Table in the PolicyStat Editor

  • To insert a table to a policy, click the Edit link in the bar on the top right of the policy.
  • Place the cursor in the Editor window before where the table should go.



  • Click the Table icon in the formatting bar on top of the Editor window.



  • In the popup window, you have the option to assign a Caption (a.k.a. table title, 1), adjust the Number of rows (2), or Number of columns (3). Adjusting all settings are optional, and they can also be modified after the table is created.

  • When all settings are established as desired, click Submit (4).



  • The table is created in the Editor and ready for content to be entered.

     

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Formatting a Table in the PolicyStat Editor

Cell as a Table Header

  • Click to select the desired cell.



  • From the Formatting drop-down list, click Table Header.



  • The selected cell will now format as a Table Header. 



  • Click the Preview button to review how the changes as it will appear in the final policy output.




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Evenly-Spaced Table

By default, tables in PolicyStat remain only as wide as the content contained within each cell. To spread a table across the width of the policy, follow these steps.

  • Click the table to select it.



  • From the Style drop-down list, select Evenly-Spaced Table.



  • Click the Preview button to review how the changes as it will appear in the final policy output.




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LEGACY EDITOR - ADD ROWS AND COLUMNS

Adding rows and columns to tables within PolicyStat is easy to do. This short tutorial focuses on how to add rows and columns to existing tables in PolicyStat.

For more, click to launch the tutorial from the button below.

 

Adding Rows to a Table

  1. Place the cursor anywhere in the table row directly above where the new row should be added.


  2. Click the Add Row button found in the editor toolbar.


  3. The new row will appear directly below the existing row.

    Please Note: New that rows can only be added below an existing row, and cannot be added above.

Adding Columns to a Table

  1. Place the cursor anywhere in the table column directly to the left where the new column should be added.


  2. Click the Add Column button found in the editor toolbar.


  3. The new column will appear to the right of the existing row.

    Please Note: New that rows can only be added below an existing row, and cannot be added above.

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LEGACY EDITOR - MERGE CELLS

Merging cells across rows in an established table in the PolicyStat is easy to do!

Follow this simple tutorial for a quick guide about how to merging cells across rows.

PLEASE NOTE: Cells can be merged across rows but not columns. 

 

LEGACY EDITOR - INSERT TABLES FROM EXCEL

In many instances, policy information is created and stored in tables created in Microsoft Excel (or other similar spreadsheet software products).

Some clients place tables in policies as an image, or an attachment PDF. While these are both effective methods for capturing the data, it can be limiting when updates or edits are required.

Converting from Microsoft Excel to Microsoft Word

  1. Open the table to be converted in Excel.
  2. Select the range of cells in the table needed.
  3. Copy all of the selected cells.
    MOUSE
    Right-click with the mouse and choose Copy.

    KEYBOARD
    Press Ctrl and C simultaneously on your keyboard.
  4. Open a Microsoft Word document.
  5. Paste the Excel content into the Word document.
    MOUSE
    Right-click with your mouse and choose "Paste".

    KEYBOARD
    Press the keys Ctrl and V simultaneously on your keyboard.

  6. Provide a title, and save the document.
    NOTE: PolicyStat recommends saving as a docx
    (Select as type: Word Document)

The table has been converted to the proper format, and now to convert it to a PolicyStat policy.

Converting from Microsoft Word to PolicyStat Policy Document

  1. Open your browser to PolicyStat and log into your account.  

  2. Open a second PolicyStat page in another tab (or window). Using two tabs (or windows) will make the process much easier.


  3. In tab #1: Open the policy the table will be inserted into.

  4. Click the Edit link to access the PolicyStat editor.


  5. In tab #2: Start at PolicyStat Home tab.


  6. Locate and click the Upload File button on the right side of the screen.


  7. Browse to locate and select the Word document containing the table, and click the "Create from upload" button.


  8. Once the table is generated, review the table and verify it is built correctly.

Transferring the Table to the Desired Policy Document

  1. Click the HTML button on the Editor toolbar (of the newly created policy made from the Word document).


  2. The HTML formatting will appear. Select and copy all of the HTML
    MOUSE
    1) Right-click with your mouse and choose "Select All"
    2) Right-click again and choose Copy.

    KEYBOARD
    1) Press the keys Ctrl and A simultaneously on your keyboard.
    2) When all text is highlighted, press Ctrl and C simultaneously.

  3. Return to tab #1, and find the location where the table should be inserted.

  4. Click the HTML button in the Editor toolbar, and find the location where the table should be inserted in your text. Place your cursor at that location
    NOTE
    It is recommended to mark the place with special identifiable characters (i.e. @@ or ##) prior to clicking the HTML button. This will make locating the spot where the table should go significantly easier.

  5. Paste the content into that designated location.
    MOUSE
    Right-click with your mouse and choose "Paste".

    KEYBOARD
    Press the keys Ctrl and V simultaneously on your keyboard.

  6. Click the HTML button again to return to normal view.

  7. Click the Preview button below the content to ensure the table matches the desired outcome.
  8. Congratulate yourself on a job well done!

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LEGACY EDITOR - DELETE TABLES

Deleting tables in the PolicyStat Editor is simple, but does involve deleting all rows and/or columns one by one.

For directions on how to do so, please click the tutorial below.

 

Deleting Tables

  1. Place the cursor inside a row or column in the table.


  2. Click the Delete Row or Delete Column button from the Editor toolbar.


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LEGACY EDITOR - TROUBLESHOOTING TABLES

 

The following are possible solutions to common challenges with tables not displaying properly in the PolicyStat Editor. This list is by no means exhaustive and may not represent all solutions.

Many challenges with tables require modifications to be made to the HTML code that constructs the policy. If the solutions listed below do not address or resolve the challenges you are experiencing, please contact PolicyStat support at support@policystat.com or (317)644-1296 and extension 2.

Adding Rows or Columns

Clicking the Add Row button adds one row beneath the existing table row where the cursor is currently placed. To add a row above the top row on an existing table, add a row below the row that is currently on top, and copy and paste the existing content to the newly created second row.

Clicking the Add Column button adds one column to the right of the existing table column where the cursor is currently placed. To add a column to the left of the furthest left row on an existing table, add a column to the right of the column that is currently the furthest left, and copy and paste the existing content to the newly created second column.

Add Row      Add Column
  

 

Merging Cells

Cells can only be merged across rows, and cannot be merged across columns.

Merge Cells

 

Importing Tables From Word

Importing tables from Word can display incorrectly if columns were not aligned evenly in the original Word document. If columns are uneven, PolicyStat will read the breaks in the columns as separate tables.

To resolve the situation, add new columns to the primary table and copy and paste the content. Alternatively, contact PolicyStat support at support@policystat.com or (317)644-1296 and extension 2 to provide assistance.

 


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LEGACY EDITOR - INSERT AND RESIZE AN IMAGE

Some policies require images to display charts, diagrams, procedures, and other graphics. Images need to first be added as attachments to the policy, then inserted at the desired location within the content. 

WHY IS AN IMAGE AN ATTACHMENT? 
Building a policy on PolicyStat is creating a basic web page. For graphics to appear on a web page, they first need to be stored on an Internet server, just as is true for a PDF, spreadsheet, form, or any other attachment.

Image File Requirements

PolicyStat supports uploading images using the .png, .gif, and .jpg formats.

Upload and Insert An Image

  • To upload an attachment to a policy, click the Edit link in the bar on the top right of the policy.



  • Locate the Attachments area on the Policy Content tab. Begin by either adding an Attachment Title (1) or Browse (2) to locate the image file for attachment. When ready to upload, click Upload attachment (3). 

 

  • Once the file is uploaded and attached, place the cursor where the image should be placed. 



  • Click the Insert Image button next to the attachment name.


  • The image is now a part of the policy.

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Resize An Image

  • When the image is hovered over, it will feature a yellow border.


  • Click the image to select it


  • Click the bottom border of the image and drag the image to resize to the new proper size.

    FIREFOX/CHROME USERS: If you use Firefox or Chrome for PolicyStat, the cursor will appear as two vertical arrows and two horizontal lines (see below). 

    For Internet Explorer or Edge users, the cursor will remain as the usual arrow.


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LEGACY EDITOR - INSERTING HYPERLINKS

A hyperlink is a computer command that links one file or webpage to another file or webpage. In PolicyStat, these links can link one policy to another, link to an outside webpage, or link to a file located on a shared drive.

For the basics of how to create and insert a hyperlink in the PolicyStat Editor, view the tutorial below.

 

Insert Hyperlinks

  1. Select and highlight the text to be made into a hyperlink.


  2. Click the Link button from the PolicyStat Editor toolbar.


  3. A pop-up window appears. Enter the URL (website address) for the website  or the path to the file that end users should be directed to (1).

  4. With the site URL entered, click Submit (2).



  5. The text with a link should appear blue and underlined.


  6. An important final step is to verify the link works. Scroll to the bottom of the draft and click Preview button.


  7. In the Preview window, click the link to ensure it visits the appropriate website or opens the appropriate file.


  8. If it worked appropriately, you are all done! If not, return to the draft and review the URL that was entered. Please see this article for additional assistance with troubleshooting hyperlinks.

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LEGACY EDITOR - EDITING AND/OR REMOVING HYPERLINK

Hyperlinks, URLs, and file paths may be need updates, modifications, or to be outright removed over time.

Editing a hyperlink works much like creating a new hyperlink. Removing a hyperlink is even easier.

View the tutorial below to see just how easy it is. 

Edit Hyperlinks

1) Place the cursor anywhere inside of the hyperlinked text.
    

2) Click the Link button from the Editor toolbar. A pop up window will open
    

3) Select all of the URL or file path inside the URL box.
    

4) Delete the existing URL or file path by clicking Backspace or Delete your keyboard.

5) Type or paste the replacement URL or file path in the URL box. 

6) Click the Submit button.

7) Click the Preview button on the draft screen to ensure the edit was successful.
   

8) In the policy Preview pop-up window, click the hyperlink to verify the correct site opens or the correct file opens.

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Remove Hyperlinks

1) Select all of the hyperlinked text or image(s).
   

2) Click the Unlink button from the Editor toolbar.
    


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