How to Add Articles in WordPress
Adding posts in WordPress is fairly intuitive, and after just a few minutes you can paste in the finished text, click “Publish,” and enjoy new content on your site. However, if you want your post not only to appear online but also to look attractive, capture readers’ attention, and have a chance of performing well in terms of SEO, it is worth taking a more thoughtful approach. Simply pasting in the text is only the beginning.
An attractive post is one in which the content is appropriately structured: headings divide paragraphs into logical sections, photos and graphics add variety to the message, and additional visual elements—such as lists, quotations, or tables—make the whole piece easier to read. From the perspective of search engines, however, it is crucial to remember about optimization: choosing appropriate headings, using keywords, adding internal links, and providing alternative descriptions for images.
Therefore, in this guide, we will walk through the process of adding a post in WordPress step by step—from pasting in the first text to the little details that make the post truly effective.
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Quick Checklist of Steps for Adding a Post in WordPress
A quick checklist showing what the process of adding articles looks like. Detailed instructions on how to add, for example, an h2 heading can be found in the later sections of the text.
- Log in to the WordPress dashboard (
/wp-admin
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- In the menu, select Posts → Add New.
- Enter the title and paste the text into the block editor (Gutenberg).
- Divide the content into paragraphs and add H2 and H3 headings to organize the structure.
- Add a table of contents; headings are required for it to work. If you cannot add a table of contents, install a plugin that enables this feature.
- Insert images and set alternative text (alt text) for them using key phrases.
- Set the category, tags, and featured image in the sidebar.
- Check the post preview and make sure it looks correct.
- In the SEO panel (e.g., Rank Math), set the focus key phrase and optimize the rich snippet description.
- Add internal links to other posts and external links to reliable sources.
- Click Publish to make the post appear on the website.
How to Start Creating a Post
- In the administration panel, select the Posts tab.
- Click Create post.
- Alternatively, hover your mouse over the Posts tab, and the option to add a new post will appear immediately.
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Post Editor – The Basics of the Basics
First View
After opening the editor, you will see the content creation window. The appearance of the side and top panels depends on the theme and the installed plugins. In some cases, you may have access to more icons and toolbars, but the basic layout is always similar.
By default, the main WordPress editor toolbar is available. It can always be accessed, regardless of the theme or additional extensions, although it may sometimes be hidden. The visibility of the sidebars is controlled using the buttons on the top bar.
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Left sidebar (adding elements)
You create the post content using blocks. Each new element (heading, paragraph, list, image, or table) is added by clicking the plus sign in the editor. You can use it in two ways:
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- from the top bar,
- from within the content (where you want to insert a new block).
- instead of clicking the Plus symbol, you can also type the “/” symbol on a new line
Both solutions work the same way—the choice depends on what is more convenient for you.
The content of the left sidebar, i.e. the available elements that can be added to a block, depends on the installed themes and plugins that extend WordPress’s capabilities.
Typical elements in a post
- Headings – help organize the text and are essential for readability.
- Lists – bulleted or numbered lists make it easier to present information.
- Tables – allow data to be compared in a clear format.
- Images – you can add them directly from your disk using the “Image” button, or paste them using Ctrl+V
- Featured image – a special element displayed in the post preview (on the homepage, in archives, or on social media). You add it in the editor’s side panel.
Element Picker
The three-line icon on the left side of the top bar gives us a preview of the list of elements.
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This way, we can select a specific element. This is useful when we have trouble selecting, for example, a paragraph by clicking directly on it in the document being edited.
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Editing Elements, Paragraphs, and Headings in WordPress
Bar with an element.
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Clicking a given element displays that element’s quick-edit toolbar. Using it, we can change a paragraph into a heading, change the heading level, move the element (using the six-dot symbol or the arrows), and so on. Standard text selection, cutting, and pasting also work in WordPress, but sometimes moving elements using WordPress controls is more convenient.
The three dots on the right side of this bar display the settings.
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This way, we can remove the given element.
Scope of the Given Element and Headings
Within a given paragraph, we can format the text, apply bold, italics, etc. However, changing the text size or text background, for example (which we do using the toolbar on the right), changes the appearance of the entire element.
The same applies to changing text into a heading. In the example below, the selected text that we want to turn into a heading is part of a paragraph. At its end, there is a so-called soft line break (Shift+Enter). Therefore, converting it into a heading will add the entire paragraph to the heading. To avoid this, press Enter at the end of the heading line.
Sidebar, page settings, featured image, and element settings
Clicking on any element displays its sidebar.
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We can hide and show this bar by clicking the symbol in the top-right corner.
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Using the element bar on the right, we can, for example, set the image’s alt attribute (add a key phrase to the image).
The sidebar on the right may display the settings for an element or for the entire post. This allows us, for example, to add a featured image (visible in the view of multiple posts or in the preview of a link shared on social media).
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Table of Contents in WordPress
A table of contents allows readers to quickly understand what the text is about and makes it easier to find sections of interest. If we use headings in the article, adding one takes only a few seconds. A blog post with a table of contents looks more professional, and Google also favors such posts.
How to add a table of contents to a WordPress article?
To add a table of contents, simply select the appropriate option from the left sidebar or the field for adding new elements. Search for the term “spis treści” or “table of content.”
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What if we cannot add a table of contents?
If we cannot find a table of contents option, it is necessary to install a plugin that provides this functionality. Most SEO plugins (e.g., Rank Math) offer this option.
A table of contents field can be added, but its contents are not visible
If we haven’t added any headings, the table of contents has no >>content<< to display.
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Article structure, including the table of contents.
By default, the table of contents is placed at the beginning of the article. However, it is a good idea to add an introduction without its own heading beforehand. It is also important to ensure that there is space for a photo somewhere near the introduction.
How to add headings?
Headings, like a table of contents or lists, are added by typing the “/” symbol or selecting the appropriate button from the list of elements. We can change the heading levels and their style.
Additionally, we can transform any paragraph into a heading
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Then we can change the heading levels. Most often, h2 headings are sufficient for subtitles, and h3 headings for further details. The h1 heading is reserved for titles.
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Lack of an appropriate hierarchy may cause some headings to be invisible. If the first heading in the post is at the h3 level, h2 headings below it will be invisible.
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Editing the table of contents
The table of contents title can also be changed, which is useful when the text is written in Polish and the default title is “table of content.”
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Additionally, you can edit the text of the headings displayed in the table of contents, so that a heading in the text appears slightly different. For example, we can shorten a long title that makes sense within the post but is too long for the table of contents.
Headings – how to add them so that they make sense. When writing text, you need to think about headings.
I wrote about the technical aspect of adding headings (selecting them from the list of available elements) and changing the heading level in the section on the table of contents. For convenience, I have added another screenshot below.
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Beyond the technical aspect of adding headings, it is also important to structure the text in such a way that they make sense. When writing their first articles, people generally do not think about headings, because text on paper does not need them in such quantity; in subsequent articles, headings are added almost automatically.
ChatGPT as an aid when adding headings.
If we have a written text without headings, ChatGPT is very helpful. All it takes is the command: “Add H2 headings to this text; if necessary, use H3 headings for subheadings; do not change the content of the text,” and we have a ready text with headings that only needs to be pasted into the WordPress editor. We then do not have to set the headings manually. Although it is always a good idea to review them and sometimes make corrections.
Photos
Images in the text play an important role—they visually divide the text into smaller sections, making it easier to read, understand, and remember. Additionally, Google favors articles with images, especially when we add a key phrase and other phrases to the image’s Alt attribute.
Clicking on any blog element, including an image, displays a sidebar with the element’s settings. In the case of images, we can use it to set the alt attribute with a key phrase or other phrases.
Additionally, images can also have a caption (we add it by clicking the square symbol with three dots).
Where to Get Photos for Your Blog?
The simplest way is Unsplash, a website with free photos that can be used commercially. Photos in an article do not always have to be a perfect illustration of the topic; sometimes attractive landscapes or a forest are enough. A good method is to modify such photos in ChatGPT or Gemini using the Nano Banana feature. It is also worth adding ordinary, personally taken photos to the mix; if they serve as a visual break, even a photo of a beautiful sky taken during a walk can work.
Key phrase
The key phrase is one or more words that a user types into Google when searching for a given topic. It is worth using this phrase in the title, at the beginning of the text, in headings, in the article link, and in the alt attribute of images.
SEO is based on keywords, meaning what users type into a search engine. It’s not just the phrase itself that matters, but also its context and intent—Google understands that someone searching for “Buylka” means “Bułka,” so old tricks involving typos no longer work.
At first, it is best to target long-tail keywords, meaning longer, more specific queries. They have less competition but better address users’ specific needs. You can check keyword popularity in Google Trends or in paid tools such as Ahrefs, and then compare the results with what the search engine results page (SERP) shows.
SEO Plugin
If we have the plugin installed, a point-based SEO score for the text is usually displayed in the top bar of the post editor. We access the plugin’s sidebar by clicking on the …three dots… in the upper-right corner and then selecting the plugin view.
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The plugin’s sidebar allows us to set the keyphrase and edit the rich snippet (i.e., the article link, the title displayed in Google, etc.).
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Editing an extended fragment
The extended snippet is responsible for how the description of a given post appears on Google and elsewhere, e.g. on social media. It serves two functions:
- Increases our website’s reach on Google
- Encourages users to click through to the website.
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By default, the expanded excerpt is the beginning of the article. However, in some cases, it is a good idea to change it.
Below, in the sidebar, we have a checklist showing us what needs to be done. We should not aim to complete all the items, but it is good to have 60–80% completed.
Google understands synonyms, context, and word variations. Therefore, it is worth using different forms of the key phrase—it shows that the text is written for people, not just for SEO. Content analysis plugins work mechanically, so they do not always reflect this.
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Links
Links are another important element. The simplest way to add a link is to select a piece of text and then paste the link (Ctrl+V).
Google evaluates websites, among other things, based on links. Natural and valuable links from other sites strengthen a website’s position, whereas artificial link farms can harm it. The page to which the link leads benefits the most; the page that “sends the link” also benefits.
It is worth adding several internal links (to other subpages) and external links (to reliable sources) in articles.
If there are many links or we do not want them to affect the SEO evaluation, we use the rel=”nofollow” attribute—in WordPress, we can set it in the link options. This way, we avoid the risk of being penalized for link abuse.
**Main principle: links must be useful.**A model example is when the text mentions a concept that is explained in greater detail in another article to which the link leads.
It is best if the link is attached to a specific word, phrase, or sentence. A common formula, looking more or less like this: “you can find more information here” may look appealing, but it should not be overused.
Edit link
Clicking on a given link displays the link editing toolbar.
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This way, we can set the “no follow” parameter or select the option to open the link in a new tab.
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Tags and categories
In the sidebar on the right, under the Post tab, we can add tags and categories. If we have more content, they make it easier for users to find relevant articles; additionally, Google promotes posts that are tagged and categorized in this way.
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Practical Tips
Always add a featured image – it is the first element a reader will see in search results and on social media. A well-chosen image draws attention, increases the number of clicks, and strengthens the post’s visual message. Ideally, the file should have a name related to the article’s topic, and its alternative text (alt text) should naturally include the key phrase.
Use headings in a logical order (H2, H3) – they organize the content and help search engines understand the structure of the text. It is worth including keywords in headings, but only when they sound natural. H2 headings should divide the text into main sections, while H3 headings should develop individual topics.
Keep in mind that the editor’s appearance may vary – the theme or plugins may change the layout of buttons and toolbars. This is normal. The most important thing is to know the basic functions: inserting blocks, adding images, configuring SEO settings, and publishing the post.
Take care of the key phrase – choose one main expression that best describes the topic of the post. Include it in the title, the first paragraph, several headings, and the alt attributes for images. Don’t overdo the repetition – the text should be reader-friendly.
Set the extended excerpt (meta description) – this is the description that appears below the post title in Google. It should contain the key phrase and encourage users to click, for example by promising a specific benefit (“Find out how to add a post in WordPress step by step”).
Add internal and external links – links to other posts help users stay on your site longer, and Google sees them as a signal that your content is logically connected. External links leading to reliable sources (e.g. Wikipedia, Google tools, official documentation) build trust.
Ensure a clear URL link – before publishing the post, check its address. A short, understandable link (e.g.
twojastrona.pl/dodawanie-wpisu-wordpress
) is better than long and random.
Use an SEO plugin (e.g., Rank Math) – it helps assess whether your post is well optimized. You don’t need a perfect score, but aim for 70–80%. The plugin will suggest whether the focus keyword appears in the title, description, and headings.
Optimize images – large files slow down page loading, which affects your position in search results. Use images in WebP format or compress them before inserting them.
Create reader-friendly paragraphs – readers often scan text instead of reading it all. Short paragraphs, highlights, and lists make it easier for them to quickly find the information they need.
Use a table of contents – it helps readers navigate longer articles and improves the post’s visibility on Google, which often displays links to sections directly in search results.
Regularly update older posts – Google rewards fresh content. It’s worth updating dates, adding new information, or fixing links once every few months.
Check the statistics – after publishing, take a look at Google Search Console or Google Analytics. See which phrases are driving traffic and use this information to improve subsequent posts.
Author information – in most WordPress themes, you can add an “Author” field just like any other element, using a block in the editor. Simply type “author” into the block search and select the appropriate module (e.g., “Author information” or “Author box”).
However, the content of this field—namely, the first and last name, bio, profile picture, or social media links—is not edited directly in the post. This data is retrieved from the WordPress user profile. To change it, go to: Users → Your Profile (or “Profile” in the top-right corner of the dashboard). There you can:
- complete the biography, which will be displayed below each post,
- add or change the profile picture (from Gravatar or a plugin, if the theme allows it),
- enter a link to a website or social media.
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It is a little complicated, so for the first posts, it is simpler to just describe the author in the text.
Quotes in WordPress Articles
A quote is simply another element; we add it in the same way as, for example, a list, author, heading, etc.
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In some themes and configurations, the default blockquotes look nice, but often a good solution is simply to change the background color of the text in the given paragraph.
This way, we can highlight more important thoughts, and we can also add interesting facts, digressions, and side topics.
More complex elements
WordPress allows you to add fields to posts that serve as page-building elements. This way, you can add, for example, a photo gallery to an article.
The media and text option is useful when we want to have text next to an image, creating a format effect familiar from newspapers or illustrated books.