Document Normalization

After the baseline document has been saved, eXtyles automatically normalizes your document (performs initial document preparation), which includes the following operations:

1. Accept all changes if Track Changes is turned on and there are tracked edits in the document, and then turn off Track Changes.

2. Normalize font-offset combinations for special characters.

3. Apply a temporary monospace-font paragraph style to paragraphs that are entirely in a monospace font but not in a monospace-font paragraph style; this step allows flexibility during the Cleanup stage. See the section “Cleanup” for more information.

4. Remove unnecessary text formatting (such as font size and font color changes).

5. Footnotes and endnotes are unlinked and converted to plain text.

Additional document preparation steps might be necessary before other eXtyles functions can be executed. Typically, tables that are set as text rather than using Word’s table editor require preparation and cleanup prior to Activation and Normalization.

Save a Baseline Copy

When you select the Activate and Normalize function, eXtyles automatically saves a baseline copy of the document in native Word format in the same directory in which the original document is located. The baseline document is saved with “$base” appended to the end of the document name (e.g., 123_Mauscript$base.doc).

If the original document is not in native Word format—that is, it is not a .doc or .docx file—eXtyles prompts you to save the document as a Word file before continuing. After you save the document in native Word format, eXtyles creates the baseline copy automatically.

If you want to create additional baseline documents later in the eXtyles process, you can use the Create New Baseline function on the eXtyles ribbon to create additional copies of the document; see “Create New Baseline.”

Setting Document Information

In addition to the automatic background steps (Document Normalization and Save a Baseline Copy), when you select the Activate and Normalize function from the eXtyles menu, eXtyles displays the Document Information dialog.

Use this dialog to provide metadata about the document to eXtyles, which will save and maintain the information with the document and include it in the exported XML.

When you first click Activate and Normalize you will be presented with a dialog into which you will add important metadata about the document. The publisher name will already be populated (NatParks) and required fields are marked with an asterisk (Note: the values in the image are for representation purposes only).

*required field.

If you want to replace the current document header and footer with some of the information collected in the Document Information dialog, check the Add Document Information to Header box.

When this box is checked, the following dialog information is placed in the document header: (1) Publication, (2) Report Number, and (3) Publication Year. Further, page numbers in the form “page X of Y” are placed in the document footer. If the box is not checked, the header and footer are left as the author typed them.

Click OK to save the document-specific information.

After the Activation and Normalization stage is complete, the entire eXtyles ribbon is enabled.

Export Images

eXtyles document Activation will export any pictures that appear in the Word document, removing them from the Word file and saving them to a new subfolder (titled “Images”) in your working directory.

The exported image files will also be named according to the file name and the sequential placement of the image in the document.

Placeholder text will be added to the Word document in place of the pictures: [EXTYLES REMOVED IMAGE 001]. Importantly, the image number in for this placeholder text is calculated sequentially throughout the document regardless of whether the images are labeled.