How to Guides

How to manage collecting content for your yearbook

Make a list

  • Make a list of all the students in your year group (your school office should be able to help you out with this).
  • Create a digital and/or printable version on a spreadsheet with tick boxes next to each student’s name.
  • Tick them off as you receive their photos and content.
  • Most importantly make sure everyone knows what the deadline is to send in their content and send out regular reminders
  • Download our flatplan template to help you organise where the content is going and if you have received it.

Decide what photos you are going to use

  • Are you are going to take your own photos of everyone to use for their profiles? You will need to decide which member of the team is going to be responsible for doing that.
  • If you are going to use school photos you will need to ask one of the teachers to contact the school photographer to make sure you have their permission.
  • If you are going to use students personal photos we recommend that they are at least 300 dpi as any lower will not be high enough quality for printing.
  • We recommend keeping all photos to be used in the yearbook in one folder in one location, this will avoid any future linking issues with the software.


  • If you are going to use comments or questions to go alongside or underneath profile photos you should ask for them to be sent to you together with the photo and student’s name.
  • You could make a list of questions to send to everyone and ask them to email their answers back to you or ask people to finish off a sentence, here’s a few little suggestions to start you off…
  • Where are you going next?
  • When I grow up I would like to be…
  • Most embarrassing moment…
  • The most important thing (school name) has taught me is….
  • What will you miss most?
  • If I could rule the world for a day the one thing I would change would be….


  • Set your deadlines for receiving content at the start of your project and stick to them. Send out reminders regularly and make sure all your team know exactly what they are responsible for collecting.

There are lots of different ways to manage your content collection. Probably the easiest is to ask students to email it to you, just make sure they put their name on everything so you know which photos and comments belong to who.

Setting up a Facebook page where people can upload their photos can be useful or your school may have a central place on a school network where you can collect content.

Ultimately this is the fun bit and the pages that everyone can look back on in years to come and reminisce about so enjoy the process and don’t forget we’re here to help if you get stuck