USERS
GUIDE
2021-2022
GETTING STARTED ............. 1–3
Activate Your Account ......... .1
Pictavo’s Home Page. . . . . . . . 2–3
BUILD MY BOOK ............... 4–21
View Ladder ............... 6–7
Design Book .............. 8–17
Organize Photos. . . . . . . . . . .18–21
MANAGE MY BOOK .......... . 22–29
Adviser Center .......... . 24–27
Student Center. . . . . . . . . . . 28–29
SELL MY BOOK .............. .30–35
Store Setup. . . . . . . . . . . . . .32–33
Book Sales ............. . 34–35
HELP RESOURCES ............... 36
USERS
GUIDE
GETTING
STARTED
ACTIVATE
YOUR
ACCOUNT
Before diving into the
ultimate yearbook
design experience, you
need to activate your
Pictavo account and
create a login. Once
activated, projects can
be logged into anytime,
anywhere there is
internet access.
Use the link in your
activation email to get
to the Activation Screen
in Pictavo.
LOGGING IN
Enter contact info and
a password to activate
your book.
BROWSER CHOICE
Do you prefer Chrome or Safari? Good news!
Now you can choose which browser you’d
like to use to design your book!
Please note, whichever browser you choose,
everyone working on the yearbook will have
to use the same browser.
Hello, friend.
Welcome to yearbook. You’re in good hands, regardless of your experience level.
YOUR TEAM
Behind the scenes of the Pictavo™ platform there’s a whole team of yearbook experts,
customer care and tech support lifesavers and programmers constantly working to be
there for you, anticipate what you need to produce your book and give you a terrific
experience.
Your time is valuable. We won’t bombard you with emails — we promise — so please add
us to your address book to receive important updates.
We want to make yearbook simple, intuitive and fun. If you get stuck or need a
quick answer, refer to the help menu in the upper right corner. You can also email us
at answers@pictavo.com. If you’re just a talk-to-a-person kind of person, we’re here for
you. Call us at 800.290.0036.
You’ll always have us in your corner.
YOUR JOB NUMBER
Our production processes rely on an internal tracking numbe
r unique to your book. We call
this your “job number,” and it helps us look up your account settings faster. Your unique job
number is 1234567.
WHICH BROWSER SHOULD YOU USE?
Pictavo™ runs best on Chrome or Safari. When you choose the one that’s best for you,
communicate that to others who’ll be working on your book. Because you can work from
any device (yes, even phones!), our HTML5 platform tailors your experience based on
browser choice, so m
ake sure everyone uses the same one across all devices.
If you’re ready to get started, click here.
Happy Yearbooking!
Terms of Use | We only email you necessary information about your yearbook. Reply to this email with the word UNSUBSCRIBE in the subject line and you
will no longer receive this vital information.
T
CLICK ON THIS ICON TO
RETURN TO THE HOME
PAGE FROM ANYWHERE
IN PICTAVO.
PICTAVO’S
HOME PAGE
This page represents the
three main functions of any
yearbook project: Designing
pages, managing the project
and selling.
BUILD MY BOOK
Plan the content for each page
through View Ladder. Jump
right into designing pages
through Design Book. And,
upload, name, rotate, delete
and manage photos through
Organize Photos.
MANAGE MY BOOK
The Adviser Center offers
functions available only to the
adviser: Set up permission-
based users and groups,
review book specs, select
defaults for page design and
monitor project status. Manage
your portrait database and
student roster within the
Student Center.
SELL MY BOOK
Set up your products and
pricing through Store Setup.
Within Books Sales you’ll
be able to set a sales goal,
add cash or check orders
and export a sale report for
distribution. This section
is available if you are using
buytheyearbook.com.
BUILD
MY
BOOK
VIEW
LADDER
The ladder is a blueprint for
your book and serves as
both an organizational and
collaborative tool. Pages and
sections of the yearbook can
be labeled and color-coded.
Add pages, create page
assignments, view progress
and warnings, track user log
ins and share high resolution
proofs all with the click of
a button.
DESIGN
BOOK
It doesn’t get any simpler than
“drag and drop.” Everything in
Pictavo’s industry-leading art
library is available with one
simple motion. Add templates,
page backgrounds, text and
more to make your yearbook
story come alive.
ORGANIZE
PHOTOS
Drag and drop images from
your desktop directly into the
photo management area or use
the traditional upload feature.
Choose your best images and
keep them organized with
multi-layer album organization
capabilities. Rename, tag,
rotate and preview photos from
one convenient window.
LEFT
NAVIGATION
WINDOW
LADDER
SECTIONS
Having sections
helps you organize
your book. Click
New Section to
name the category,
assign pages and
users to it as well
as pick its color.
Sections can be
edited at any time.
PRACTICE
Add practice covers
and pages to play
with design ideas.
These pages do not
affect your overall
page count and will
not be submitted.
For quick access
click on the page
number box.
PAGES
The pages of your
book appear below
practice pages. For
quick access to
any page, click on
the page number.
If sections have
been created, the
page box will appear
in that section’s
specific color.
SORT ICON TO SORT PAGES BY
USER OR GROUP, PAGE STATUS
OR SECTION.
SUBMIT
SEE PAGE 21
FOR FULL
INSTRUCTIONS
ON PROOFING,
APPROVING
AND SUBMITTING.
ALL THINGS LADDER
V I E W L ADDE R
MULTIPLE LADDER VIEWS HELP EASILY NAVIGATE THE BOOK
PAGE AND
LADDER VIEW
ZOOM IN BY
SLIDING
THE CIRCLE
SELECT YOUR ENTIRE
BOOK OR SPECIFIC
PAGES TO SHARE A PDF
FULL SCREEN BOOK PREVIEW
FLYOUT
When designing pages, click
the Flyout icon to display
thumbnails of all pages.
From here, navigate to any
page without going back to
the ladder or using the page
advance feature in the top
menu bar. Simply double-click
a page to open it. To exit,
click on the icon again. You
will return to the last page on
which you were working.
ADD PAGES ICON TO CHOOSE
TYPE OF PAGE, NUMBER OF
PAGES AND PLACEMENT.
ASSIGN PAGES TO
USERS OR GROUPS
IN THE LADDER, WHEN
A PAGE OR SPREAD
IS SELECTED, A BLUE
OUTLINE APPEARS
AROUND THE
THUMBNAIL AND A NEW
SELECTION OF ICONS,
AND SUBSEQUENT
FUNCTIONALITY,
BECOMES AVAILABLE.
EDIT
Jump to selected
pages’ design area
USAGE &
TRACKING
View users’ activity
and cumulative time
on the selected page
MOVE
Move selected pages
around the ladder
READY FOR
APPROVAL
Indicate pages ready
for approval
REJECT
Page is not approved
APPROVE
Page is approved
MAKE PRIVATE
Only advisers and
trusted users you
assign may view a
private page
DELETE
Delete selected
pages
ALL THINGS WORKSPACE
D E S I G N B O O K
BLEED
The gray border
represents the bleed
line. Objects meant to
run (or “bleed”) off the
page must touch the
outside edge or extend
past the gray line.
SAFETY MARGIN
The green line around
each page represents
a safety margin. Keep
text and faces in photos
inside the green lines to
avoid being trimmed off
during production.
TRIM
Your pages will be
trimmed where the
white lines intersect.
LINK PAGES AT THE GUTTER TO DESIGN A SPREAD,
OR UNLINK TO DESIGN ONE PAGE AT A TIME
GUTTER
The inside edges of the pages (center of the spread) are
bound during production, making that area difficult to see.
Keep text, faces and important elements outside the gutter.
D ESIGN BOOK
SMART GUIDES
With the hand tool, click and drag on the left and top rulers to add a
smart guide to your page. Smart guides will only appear on pages in
which they were placed.
RULER
Display rulers on the
left and top of the
workspace to help align
spread objects.
GRID
To help with alignment,
a non-printing grid
appears behind all
objects. Grid lines
remain visible through
backgrounds. You may
set the grid to picas
or inches.
PASTEBOARD
The non-printing
workspace surrounding
a page or spread
used to store objects
(e.g., images, accents,
photo boxes) not yet
positioned on a page.
CHANGE SETTINGS FOR RULERS, TYPE
OF GRID, UNIT OF MEASURE AND SMART
GUIDES IN THE BOOK SETUP SECTION OF
THE ADVISER CENTER.
COMMANDING
THE SPACE
CTRL/CMD +
Increase view in
50% increments
CTRL/CMD -
Decrease view in
50% increments
CTRL/CMD 0
Fit spread to window
W
Preview spread without
the grid, press again for
it to return
SPACEBAR
In the workspace,
hold the spacebar
down, click and
drag to navigate
ZOOMING
Click on the magnifying
glass to access zoom
features.
• Click the zoom
marquee tool, click
and drag around
the area you want
magnified and
release
• Click the second
icon, the fit to
window tool, to
view your entire
spread
• Use the slider to
adjust the zoom
setting
• Enter a number
in the zoom
percentage box
SAVE HISTORY
Revert to previously
saved versions
of pages.
ALL THINGS ART
D E S I G N B O O K
ALL PICTAVO
ARTWORK CAN
BE VIEWED BY
CATEGORY,
REGARDLESS OF
COLLECTION
COLLECTIONS
Pictavo offers a variety
of art collections (or
themes) consisting of
coordinating design
elements that, when
put together, create a
cohesive look.
Each collection’s
artwork is separated
into folders by
backgrounds,
templates, snippets and
accents. Simply drag
and drop the design
onto your page.
COLORABLE
ART
Just like
a coloring
book! Artwork
containing a
color wheel
icon appears
in black and
white. Place
it on the page
and change
its colors by
using the fill
color feature
in the Effects
palette.
BACKGROUND
Art designed to fill the
entire page, usually with
a subtle texture
or pattern
TEMPLATE
A pre-designed layout
which may include
art, photo boxes or a
portrait grid
SNIPPET
Interchangeable
template pieces to
create your own layouts
SHAPES
Artwork to embellish
your design or change
the shape of an image
ACCENT
Individual pieces of
artwork to complement
your layout
PHOTO BOXES
Fun shapes in which
images can be placed
(Access Photo Boxes in left navigation)
ART
TOOLS
PORTFOLIO
Save custom modules
and templates here to
easily use elsewhere.
MODULES
Groupings of
interchangeable
elements that
match our exclusive
American Grid.
™
TEMPLATES
Whole-page designs
into which you may
add photos and copy.
Choose from our
extensive library or
create your own.
SEE PAGES 22–23
FOR INSTRUCTIONS
ON UPLOADING, TAGGING
AND ORGANIZING PHOTOS
LINK/UNLINK
COPY
CUT
PASTE
PASTE IN
PLACE
LOCK/
UNLOCK
GROUP/
UNGROUP
EDIT/CROP
SELECT
MULTIPLE
CONVERT TO
BACKGROUND
REMOVE
PICTURE
DELETE
PROPERTIES PALETTE
Options affecting the
size and location of the
object selected.
ADJUST SIZE
OF OBJECT
FIND LOCATION
ON PAGE
MANIPULATE
OBJECT
CONTROL
OPACITY
BRING OBJECT
FORWARD
OR SEND
BACKWARD
ALIGN OBJECTS
TO EACH OTHER
& SPACE EVENLY
EFFECTS PALETTE
Options to further
enhance the
object selected.
ASPECT RATIO
LOCKED
UNLOCKED
EFFECTS OPTIONS
CHANGE COLORS OF
SHAPES AND BORDERS,
ADJUST BORDER
THICKNESS
CONTROL BRIGHTNESS,
CONTRAST, SEPIA
AND BLACK & WHITE
(ACCENTS AND
BACKGROUNDS ONLY)
APPLY A VISUAL EFFECT
AND CUSTOMIZE COLOR,
PLACEMENT AND
CRISPNESS (ACCENTS,
SHAPES AND SNIPPETS
ONLY)
ADDING PHOTOS
Select an image and drag it onto
the page. Drop it anywhere on
the page or experiment with
shapes and photo boxes for
added fun. Once on the page, it
can be moved around.
CUSTOMIZE YOUR PAGES TO CREATE A LOOK JUST RIGHT FOR YOUR SCHOOL
ALL THINGS TEXT
D E S I G N B O O K
TYPE SETTINGS PALETTE
Options affecting font styles
within a text box.
EFFECTS PALETTE
Options to further enhance text.
CHOOSE FONT
CHOOSE STYLE
CHANGE SIZE
ADJUST TRACKING
(UNCHECK BOX TO
MANUALLY ADJUST)
ADJUST LEADING
(UNCHECK BOX TO
MANUALLY ADJUST)
ALLOWS FOR TAB
WHILE TYPING
MAKE TEXT
INTO COLUMNS
ADJUST TEXT
HEIGHT/WIDTH,
JUSTIFICATION
ALL UPPER CASE,
UNDERLINED TEXT
CHANGE TYPE
COLOR
OUTLINE/BORDER
COLOR
ADJUST THICKNESS
OF OUTLINE
ADJUSTMENT
OPTIONS
APPLY A VISUAL
EFFECT AND
CUSTOMIZE
COLOR,
PLACEMENT
AND CRISPNESS
EDIT
COPY
CUT
PASTE
PASTE IN
PLACE
LOCK/
UNLOCK
GROUP/
UNGROUP
SELECT
MULTIPLE
DELETE
NOT AVAILABLE
FOR TEXT BOX
NOT AVAILABLE
FOR TEXT BOX
NOT AVAILABLE
FOR TEXT BOX
TEXT
TOOLS
NOT AVAILABLE
FOR TEXT BOX
PROPERTIES PALETTE
Options affecting the
size and location of the
text box selected.
ADJUST SIZE
OF TEXT BOX
FIND LOCATION
ON PAGE
MANIPULATE
TEXT BOX
BRING TEXT BOX
FORWARD
OR SEND
BACKWARD
ALIGN OBJECTS
TO EACH OTHER
& SPACE EVENLY
ASPECT RATIO
LOCKED
UNLOCKED
BE CAUTIOUS OF
TEXT DIFFICULT
TO READ DUE TO
COLOR CHOICES
ADD NEW
TEXT BOXES
FROM THE
.UNEM EPYT
DOUBLE-CLICK
INSIDE BOX TO
GET STARTED
WATCH OUT FOR
BOXES STILL
CONTAINING
DEFAULT TEXT
COMMON
MISTAKES
TO AVOID
PLACEHOLDER TEXT
Delete unused text
boxes to avoid printing
placeholder text, such
as “add a headline” or
“lorem ipsum” which
automatically appear
in new text boxes.
SPELL CHECK
When typing in a text
box, a red line will
appear beneath any
word that is not in the
browser dictionary.
OVERFLOW TEXT
If your text does not all
fit in the text box, a red
outline and warning will
appear. Extend text box
to accomodate type.
ALL THINGS PORTRAIT LAYOUT
D E S I G N B O O K
DESIGNING A
PORTRAIT PAGE
ADD DEFAULT
PORTRAIT GRID ON PAGE
Open the page you’ve
designated for portraits. Click
on the add portrait grid icon
in the left navigation to place
a default portrait grid onto
the page. Use this grid as
a placeholder while adding
other elements to the page or
creating custom templates for
later use.
CUSTOMIZE
PORTRAIT GRID
The Portrait Settings palette
opens when you add a portrait
grid to a page. Change number
of columns and rows, make
name-related selections, alter
spacing between portraits,
adjust text color, sizing, font
style and save selections for
future portrait flows.
Note: You can also customize portrait
grids after portraits are flowed.
FLOW PORTRAITS
To flow your portraits, select
the portrait grid, then click
on the flow group icon in
the Portrait Settings palette.
Select a flow group (groups
are directly tied to the portrait
database you receive from
your photographer). Expand
the Change Flow Order menu
to include non-students (e.g.,
principal, teacher) in the flow.
Lastly, check the box to flow
the portrait group onto multiple
pages if needed.
CLICK THE
EDIT ICON OR
DOUBLE-CLICK
THE PORTRAIT
FLOW TO
CUSTOMIZE
EFFECTS PALETTE
Options to further enhance
portrait boxes and/or portraits.
NOT AVAILABLE
FOR PORTRAITS
APPLY A BORDER
& SPECIFY COLOR
ADJUST THICKNESS
OF BORDER
ADJUSTMENT
OPTIONS
CHANGE
PORTRAITS
TO SEPIA, OR
BLACK & WHITE,
APPLY A VISUAL
EFFECT TO EACH
PORTRAIT BOX,
CUSTOMIZE
COLOR,
PLACEMENT
AND CRISPNESS
NOT AVAILABLE
FOR PORTRAITS
NOT AVAILABLE
FOR PORTRAITS
NOT AVAILABLE
FOR PORTRAITS
PORTRAIT
TOOLS
PROPERTIES PALETTE
Options affecting the
size and location of the
portrait grid on the page.
ADJUST PORTRAIT
GRID SIZE
FIND LOCATION
ON PAGE
NOT AVAILABLE
FOR PORTRAITS
NOT AVAILABLE
FOR PORTRAITS
BRING PORTRAIT
GRID FORWARD
OR SEND
BACKWARD
NOT AVAILABLE
FOR PORTRAITS
FLOW
GROUPS
After flowing portraits, each
flow group will appear in
either a Partially Flowed
Groups or Flowed Groups
list. Pay close attention
to the Partially Flowed
Groups list — individuals
within these groups did
not flow onto the page
and therefore will not be
included in the book.
REMOVE INDIVIDUAL PORTRAITS
Create more room for candids or text by removing
individual portrait boxes in the layout. Double click
the grid or use the edit icon to allow editing. Use
the subtraction button to remove portrait boxes
and the addition button to add them back.
REFER TO
THE PICTAVO
HELP ARTICLE
“UPLOADED
YOUR PORTRAIT
DATABASE”
FOR DETAILED
INSTRUCTIONS.
EDIT
LINK/UNLINK
COPY
CUT
PASTE
PASTE IN
PLACE
LOCK/
UNLOCK
EDIT/
CROP
SELECT
MULTIPLE
DELETE
ALL THINGS PROOFING
D E S I G N B O O K
AVOID
THESE
PORTRAIT
MISTAKES
TEXT DIFFICULT TO READ BECAUSE OF COLOR CHOICES, DARK OR
BUSY BACKGROUNDS AND ART OBSCURING NAMES AND PORTRAITS
PORTRAIT NAMES EXTENDING OUTSIDE THE
GREEN SAFETY MARGIN RISK BEING TRIMMED OFF
KNOW THE WARNING TYPES
HEADLINE
DOESN’T
FIT INSIDE
TEXT BOX
BODY
COPY
DOESN’T
FIT INSIDE
TEXT BOX
TEXT BOX
EXTENDS
OUTSIDE
GREEN
SAFETY
MARGIN
WORD
EITHER
MISSPELLED
OR NOT
FOUND IN
DICTIONARY
IMAGE
IS LOW
RESOLUTION
AND SHOULD
BE REPLACED
WITH A
HIGHER
QUALITY
IMAGE
OBJECT
EXTENDS
PAST GREEN
SAFETY
MARGIN
AND MAY BE
TRIMMED
DURING
PRODUCTION
NOT ALL
PORTRAITS
IN FLOW
GROUP
APPEAR
SEE A
LIST OF
WARNINGS
FOR EACH
PAGE IN
LADDER
VIEW
PORTRAITS WITH
PLACEHOLDER
TEXT FOR NAMES
AND PORTRAIT
GRIDS RUNNING
OFF THE PAGE
PAGE PROOFING
Before submitting your book,
proof it thoroughly.
• Make sure each student
and faculty member is
shown in the portrait
section only once.
• Ensure names and images
are not obscured by art,
objects nor dark or busy
backgrounds.
• Check spelling and
punctuation accuracy,
paying close attention to
student names, the name
of your school as well as
the words “principal” and
“sophomore.”
• Check the table of contents
for accurate page numbers
and section titles.
• Watch for page numbers
overlapping text or images.
PAGE SUBMISSION
You may submit pages once
the status is marked approved.
To ensure your ship date,
submit them on or before your
due date. You can find this
in the project specifications
section of the Adviser Center.
As one final check, Pictavo
alerts you to any portraits not
flowed as well as text and/or
image warnings still in place.
Exit the submission process
and address warnings.
CHECK THE GUTTER
Keep text, faces and other important elements outside
the center of the spread (also called gutter). Otherwise,
they will be impacted during the book binding process.
PAGE APPROVAL PROCESS
Only advisers can ultimately approve pages. Additional users have the
ability to mark pages ready for approval, letting the adviser know when
their pages are complete.
READY FOR
APPROVAL
USERS SELECT THE
COMPLETED PAGES
AND CLICK THE
CHECK MARK
This status is
represented by
green bars in ladder
view and green dots
in thumbnail view.
PAGE
APPROVED
ADVISER SELECTS
THE COMPLETED
PAGES AND CLICKS
THE THUMBS UP
TO GIVE FINAL
APPROVAL ON
PAGES READY FOR
PRODUCTION
This status is
represented by blue
bars in ladder view
and blue dots in
thumbnail view.
ENLIST TEACHERS TO PROOF
NAMES. USE THE SHARE & PDF
FEATURE IN THE LADDER SECTION
TO EMAIL PORTRAIT PAGES
TO THEM. THEY KNOW IF ALL
STUDENTS ARE ACCOUNTED
FOR AND IF NAMES ARE SPELLED
CORRECTLY.
ALL THINGS PHOTOS
ORGANIZE PHOTOS
MOVE SHARED PHOTOS TO A SPECIFIC
ALBUM TO PLACE THEM IN YOUR BOOK
PHOTO
CATEGORIES
PHOTOS
Photos uploaded by you and
your staff. Photos can be
uploaded from your system or
Google Drive directly into the All
Photos album to be organized
later or into specific albums
you’ve created.
SHARED PHOTOS
Photos contributed through
YBKpix. Enable photo sharing
in Organize Photos. Users
authorized to view photos
uploaded through YBKpix
can view them in the Shared
Photos album.
ADS
Student or business ads created
and submitted through Buy the
Yearbook. This folder displays
only if your school is selling ads
using Buy the Yearbook.
SELECT AN IMAGE TO
ENABLE PHOTO TOOLS
SELECT
A photo will have
a blue border and
check box to signify
it has been selected
FAVORITE
Favorite a photo to
add a copy to the
Favorites album
ROTATE
Rotate an image 90º
in either direction
HIDE
Hide images from
being seen by users
(only available in Shared
Photos)
EDIT NAME
Rename photos so
they are easier to
find later
TAG
Tag an image with a
student’s name and
event keywords
DOWNLOAD
Save images to
your computer
PREVIEW
Show larger preview
of selected image
DELETE
Delete selected
images
ALBUMS
Categorizing photos will save
you time. There’s no right or
wrong way to do it.
• Images dragged directly
onto a page, versus
being uploaded into an
album first, appear in the
Uncategorized album.
• Create sub-folders from
within an album. Click on
New Album and title it.
• Create album topics
ahead of time in Photos
and Shared Photos (to
help those using YBKpix).
• If you know you’re not
going to use certain
shared photos, place
them in the hidden album
so they don’t appear
when searching images.
• Student and business
ad albums exist for all
ad sizes. When ads
are submitted, the file
will be placed in its
corresponding album.
All ads submitted will
also be placed in the
All Ads album.
TAGGING
PHOTOS
WINDOW
Displays only
when a photo is
selected. Identify
individuals
in photos for
coverage reporting
and indexing.
USE THE DROP-DOWN MENU
TO SHOW UNUSED PHOTOS OR
PHOTOS USED MORE THAN ONCE
ALL THINGS YBKPIX & ADS
ORGANIZE PHOTOS
ENABLE
PHOTO
SHARING
AND
ADJUST
SETTINGS
WHAT IS
YBKPIX?
PHOTO SHARING PLATFORM
YBKpix is our safe and secure
website for parents, students and
other community members to
upload photos for consideration
in the book.
Enable photo sharing by clicking
on the three dots to the right of
Shared Photos. Then check the
Shared Photos Enabled box.
Open Shared Photo Settings to
establish a maximum number of
photos each user can submit, set
an end date for receiving photos
and require names of individuals
featured in photos.
ASK MEMBERS OF YOUR
SCHOOL COMMUNITY FOR
THEIR PHOTOS!
87% OF PARENTS SURVEYED
IN 2021 SHARED THEY WOULD
LIKE TO CONTRIBUTE PHOTOS
TO THE YEARBOOK.
AD NOT SUBMITTED
SEND
REMINDER
EMAIL
EDIT
PREVIEW
SEND BACK
EDIT
DOWNLOAD
PREVIEW
MOVE
TO PHOTOS
DOWNLOAD
PREVIEW
AD SUBMITTED
AD COPIED TO PHOTOS
AD STATUS
When ads are purchased through
Buy The Yearbook, there are three indicators
with corresponding necessary tools.
Note: If the thumbnail says “No
High Res Images,” the ad has been
submitted and is still uploading.
MANAGE
MY
BOOK
ADVISER
CENTER
Select artwork, colors, fonts
and workspace settings.
Create users and groups,
access store setup for online
sales and view project
specifications.
CALENDAR
Keep everyone organized,
capture events you don’t
want to miss and assign
tasks to users.
STUDENT
CENTER
Upload and manage student
data and portraits. Add and
delete students, correct
misplaced portraits and
monitor coverage.
ALL THINGS BOOK SETUP
ADVISER CENTER
RULERS
Displayed at the top and left side of
the workspace.
UNITS OF MEASURE
Option selected will be reflected on
the grid and in rulers.
TYPES OF GRIDS
Pick the grid and guides that work
best for you.
SMART GUIDES
Align an edge or center of
selected object
AMERICAN GRID
Advanced grid for creating
modular design
ALIGNMENT GRID
Standard pica grid
CUSTOMIZABLE GRID
Create your own grid
SNAP TO
To help with alignment of objects,
enable Snap To. Move an object
toward the grid or guide to “snap” and
it will align to it. Show Rulers must be
enabled in order to add a guide.
SNAP TO BLEED
Pulls and aligns objects to the
outermost edge of the page to
ensure they extend (or bleed)
off the page.
SNAP TO SAFETY MARGIN
Pulls and aligns objects inside
the green margin to ensure they
will not be trimmed off during
production.
TAB ALIGNMENT
Displayed just above a text box, the
tab alignment ruler is used to set the
spacing between tab stops.
PAGE VIEW
Determines how users will see and
design pages — either one at a time
or two pages (a spread) together.
COMMENTS
Enabling
comments allows
you and other
users to add
comments to
pages. They can
be assigned to
users and will
appear as a task
within the user’s
task list.
FONTS
Select only fonts you want users to see when
creating pages. This ensures users will not pick
a font inconsistent with the design and can also
help improve overall site performance.
COLORS
Enable only those colors which
coordinate with the theme, or
art collection, you’ve chosen or
created.
ART
SETTINGS
Enable only
certain designs
to ensure a
consistent look
throughout the
book. Doing
this will also
save time
when creating
pages because
you’ll limit
the amount
of artwork to
search through.
FONT STYLES &
PAGE NUMBERS
Create styles
for headlines,
subheads, body
copy and captions
by using Font
Styles. Taking
the time to set
this up at the
beginning saves
time and ensures
consistency when
users add text to
pages. This area
also contains font,
position, size and
shape options for
page numbers.
ALL THINGS USERS, STORE & CALENDAR
ADVISER CENTER
USERS
Manage
users and
groups for
anyone
helping
with the
book. Add
and delete
users and
groups, view
their work
activity and
edit their
permissions.
NEW USER
Enter the new
user’s name,
email address
and password.
Then assign
their individual
permissions
and pages.
NEW GROUP
Create a group
name and assign
permissions for
the members of
this group. Assign
and unassign
users in this
window as well.
STORE SETUP
Establish your
products and
pricing through
Store Setup. This
section is only
available if your
school is using
Buy the Yearbook.
For more detail
see pages 32–33
in the Sell My
Book section.
CALENDAR
Add events and
assignments.
View by month,
week or day.
Entries can be
set up as one-
time or recurring.
PROJECT SPECIFICATIONS
View details about your book (e.g., number
of pages, number of books to print, binding
type, cover type). Contact your yearbook
representative to make changes.
Here, you’ll also find due dates for your cover
and pages. To keep your originally scheduled
ship date you must submit on or before the dates
displayed. Status bars indicate your progress.
ALL THINGS STUDENT DATABASE
STUDENT CENTER
PORTRAIT DATABASE
Your school’s photographer
will send you the portraits
from school picture day. Once
portraits have been uploaded
to Pictavo, they reside in the
Portrait Database within the
Student Center.
PORTRAIT VIEWS
Portraits may be
viewed by Grade
or Homeroom.
Click either title to
change the display.
LIST EDIT
CHECK OUT THESE
PICTAVO HELP ARTICLES:
UPLOADING YOUR
PORTRAIT DATABASE
EDITING YOUR
PORTRAIT DATABASE
CREATING A NEW
PORTRAIT GROUP
STUDENT ROSTER
To get started, upload your
student roster (database).
These are usually maintained
by administration.
Keep track of the number of
times individuals appear in the
book by setting a coverage
goal. You may generate an
index here if you choose to
include one.
PERMISSIONS
Access to student roster and
portrait database is permission
based. If a user does not
have permissions, they will
have read-only access to the
portrait database, and student
roster will not display.
INDEX PAGES
CHECK OUT THESE
PICTAVO HELP ARTICLES:
HOW TO FLOW AN INDEX
COVERAGE REPORTING:
WHERE DO I BEGIN?
TAGGING IMAGES
SELL
MY
BOOK
STORE
SETUP
Establish pricing, define
products available for and set
ordering deadlines.
BOOK
SALES
Orders received through Buy
the Yearbook appear in the
book sales report. Enter cash
and check orders so you can
track sales progress toward
your goal and generate
a complete list of orders
which comes in handy on
distribution day.
ALL THINGS BUY THE YEARBOOK
STORE SETUP
WHAT IS
BUY THE
YEARBOOK?
SALES PLATFORM
Buy The Yearbook is
a secure e-commerce
site fully integrated with
Pictavo. Parents, students
and other community
members can purchase
yearbooks, student ads
and business ads as well
as design ads.
If Store Setup does not
appear on the home
page or in the Adviser
Center, and you wish to
use Buy the Yearbook,
contact your yearbook
representative.
SETTING UP
YOUR STORE
Check the box enabling
Buy the Yearbook sales.
You’re required to read
through information
detailing sales tax and
service fees.
BUY THE YEARBOOK USERS
View and export the names and email
addresses of users who have created
accounts on Buy the Yearbook.
SCHOOL INFORMATION
OVERVIEW
SERVICE FEE
Each purchaser is charged a 5% service
fee per credit card transaction. The service
fee is automatically deducted from the
purchase price of the item before tax (if
applicable). Indicate your preference for
how the fee is displayed—as a separate
line item or included in the purchase price.
GRADE/HOMEROOM
Select your preference for grade or
homeroom and enter descriptions.
Customers purchasing products must
select one. This aids in tracking and
distribution.
REIMBURSEMENT C
HECKS
Funds received from credit card orders
may be reimbursed on a monthly basis. If
you are unable to enter information into the
fields, contact your representative.
TAX RATE
Marketplace laws require sales tax to
be collected and remitted in certain
states. The tax rate displayed is for your
school’s location. However, the rate
charged is based on the location in which
the purchaser resides and calculated
at checkout so it could differ from the
percentage shown.
DISCOUNT CODES
You may wis
h to offer discounts for certain
purchasers. Create a promo code, select
the discount percentage and click save.
PRODUCTS OVERVIEW
Define the product offering available to purchasers on
Buy the Yearbook.
START BY CLICKING THE ADD PRODUCT BUTTON.
SET AN ORDER DEADLINE. THIS MESSAGE WILL DISPLAY TO
REGISTERED USERS AFTER THE DEADLINE HAS PASSED. YOU MAY
CUSTOMIZE THIS MESSAGE.
SET A PRODUCT PRICE. ENABLE TIERED PRICING IF YOU PLAN TO
ALTER THE PRICE OF THE YEARBOOK AFTER A CERTAIN TIME.
SELECT THE PRODUCT CATEGORY AND TYPE OF PRODUCT. YOU
CAN CUSTOMIZE THE PRODUCT NAME AND DESCRIPTION.
CUSTOMIZE A DELIVERY MESSAGE TO INFORM YOUR CUSTOMERS
WHEN AND HOW BOOKS WILL BE DELIVERED.
SET TH
E MAXIMUM NUMBER OF PRODUCTS AVAILABLE FOR
PURCHASE OR CHOOSE NOT TO LIMIT PRODUCT AVAILABILITY.
CLICK THE CHECK BOX TO THE RIGHT OF THE PRODUCT TO MAKE
IT AVAILABLE ONLINE.
ALL THINGS SALES
BOOK SALES
MANAGING
ORDERS
EDIT COLUMNS
Select the data to
appear in the order
report.
TRASH
Delete manually
entered orders.
ADD SALE
Add orders
received from check
or cash sales.
UPLOAD ORDERS
Use our Excel
template to enter
off-line orders in the
correct format.
DOWNLOAD
INVOICE
Select an order to
download a PDF of
the invoice.
SORT
Change order view
by product, payment
type, grade or date.
EDIT
Edit order details
and add notes.
EXPORT
For distribution,
export an order report.
SALES GOAL
Set a goal for the number of yearbooks you wish to sell
and track your progress toward achieving it. Enter a
number into the Sales Goal box and click Go.
CURRENT SALES TOTAL
At a glance summary of total orders received by product
category, as well as total revenue generated.
ORDERS
Details for each individual order can be
found in the Orders section.
O FFE R I N G
P E R S O N A L I Z E D
Y E A R B O O K
C O V E R S ?
PICTAVO GENERATES
YOUR NAME LIST.
CLICK EXPORT FOR
PERSONALIZATION
AND SEND THE LIST
TO YOUR YEARBOOK
REPRESENTATIVE.
THEY’LL TAKE CARE
OF THE REST!
PRODUCTS
View orders and sales dollars by individual product category. If
you choose to enter off-line sales (cash or check orders), total
sales dollars are broken out for ease of reconciling.
THERE’S ALWAYS MORE TO LEARN
HELP RESOURCES
CLICK ON THE HELP ICON
CAN’T FIND WHAT YOU’RE LOOKING FOR?
REACH OUT TO THE PICTAVO EXPERTS.
HELP WINDOW
Enter your topic in the search field.
Scroll through the list of topics. Click
on an item to view the content. Or click
Pictavo Help to find additional help.
800.290.0036
ANSWERS@PICTAVO.COM
