Versions Compared
Key
- This line was added.
- This line was removed.
- Formatting was changed.
Info |
---|
Before you start working with eXtyles, check the your document for items that might cause issues during eXtyles processing: Graphics The following items can cause problems for eXtyles processing if they are not formatted correctly:
|
Graphics
Graphics embedded in Word files can be left in place during eXtyles processing, but for best performance, we generally recommend removing them. If you prefer to leave graphics in the Word document, we recommend that you insert linked images in place of the embedded images.
Converting linked images to embedded graphics
If However, if you need to convert those image links back to embedded graphics after you’re finished running eXtyles, follow these steps:.
Converting linked images to embedded graphics
In Word (2016 and later), click the File tab, which will open the Info screen.
Choose Related Documents > Edit Links to Files:
Choose the linked files that you want to re-embed in your document.
Check the box for Save picture in document.
Click the Break Link button. A dialog opens; click Yes to confirm this action.
The links should now be removed and the graphics embedded in your document!
Note |
---|
Leaving embedded graphics in your Word file during eXtyles processing can increase your file size and cause eXtyles to run much slower! |
Info |
---|
Note that this option only appears if there is a linked file in your document! |
Reference heading
eXtyles Auto-Styling, which runs during Cleanup, automatically applies the appropriate paragraph style to reference entries, so you don’t have to style them manually.
eXtyles can usually identify a numbered reference list (e.g., Vancouver or medical style) without a reference heading. For documents that use Harvard-style (name–date) citations, and therefore have unnumbered references, the reference list should be preceded by a standard heading such as “References,” “Bibliography,” or “Works Cited.”
Note |
---|
If your reference entries aren’t numbered, a reference heading is needed for eXtyles to accurately identify the content! |
Tables
Authors eXtyles is optimized to process tables created using Word’s table tools. However, authors sometimes use a variety of creative methods to construct tables in Microsoft Word. eXtyles is optimized for tables created using Word’s table tools.Before activating , so before Activating a document with eXtyles , you should convert all tables built in other ways (e.g., tab-delimited, linked Excel table, columns + and column breaks, etc.) into Word tables.
Note |
---|
If all non-standard tables are not converted to Word tables before eXtyles activation, you may lose table layouts and some eXtyles functions may not work correctly. |
Info |
---|
For more on identifying and converting non-standard tables, see our blog series, Better Living through Microsoft Word Tables, Parts 1-3. |
Visual formatting
Does your document contain any unusual formatting (e.g., especially large or small fonts, odd typefaces, garbage characters)? Does the document include fields (e.g., references and citations added via a reference manager such as EndNote)?
These formatting problems may indicate a document poorly imported from another word-processing program or a document that will cause other problems as you work with iteXtyles processes (such as Citation Matching in the case of fields) to work suboptimally. The best time to find out is now! But how?
Field Shading
We To easily see whether fields have been used to format text in the document we recommend turning on Field Shading in Word to help identify potential problems more easily. To do this:
Go to the File tab.
Navigate to Word Options > Advanced > Show document content > Field shading:
Change the dropdown option from “When Selected” to “Always.”
4. Click OK.
You should now see gray shading on all Word fields , including citations and references set up with reference management tools such as EndNote, whether or not regardless of whether you’ve selected them:
Info |
---|
If you encounter a document like this, determine which word processor the author used. |
Tip |
---|
Tip: Make your visual review of a manuscript easier by turning on Field Shading! |