NPS eXtyles User Guide
National Park Styles
- Jenny Seifert (Unlicensed)
This section describes the tabs of the National Park eXtyles style palette and explains how each style should be used.
Navigation
In addition to facilitating the application of paragraph styles, the eXtyles style palette enables quick and flexible navigation through your document via the controls on the bottom of the palette. By using these controls to navigate through and manipulate your content, you can remain within the style palette, which allows you to move more efficiently through the document.
Underlined letters on the palette buttons designate hot keys. For example, when the style palette is active (i.e., you have clicked into it) you can type "x" on your keyboard to skip to the next paragraph, or "d" to delete a paragraph.
If you don't see the underlined hot keys when you open the eXtyles style palette you may need to adjust your Windows Ease of Access settings. See Inera's FAQ, "Paragraph styling menu hotkeys are missing in Word 2013 and 2016" for instructions about how to adjust these settings.
Button | Description |
|---|---|
With prev | Click “With prev” to merge the selected paragraph with the previous one (the carriage return between them is replaced with a space). Use this function to merge an unwanted heading into the paragraph following it, for instance, or if two paragraphs are separate but should be one |
New pgraf | Click “New pgraf” to insert a return after the first sentence of the paragraph, creating two paragraphs from one. This feature is designed primarily to allow faster formatting of run-in heads. The new paragraph will be created after the first period, colon, question mark, hyphen, or en dash that is followed by a space, or an em dash (in this case, regardless of a following space). To format a two-sentence head, select “New pgraf,” apply the correct style for the heading, select “New pgraf” again, and then select “With prev.” If a paragraph does not have more than one sentence, selecting “New pgraf” will not do anything. |
Previous | Click “Previous” to move the highlight to the previous paragraph. |
Next | Click “Next” to advance to the next paragraph without changing the style of the selected paragraph. |
Delete | Click “Delete” to remove the selected paragraph from the document and advance to the next paragraph. |
Undo | Click “Undo” (as many times as necessary) to undo the last operations. |
The “Undo” history is cleared when you click into the Word document or close the palette. The Undo button will be greyed out when the Undo history is cleared, indicating that you can not Undo the previous action from the palette.
Additional Actions
The behavior of the navigation buttons on the eXtyles style palette can be modified when used in combination with other keyboard items.
Button | Description |
|---|---|
Shift + Next (x) | If you hold Shift while clicking “Next” (or, typing the hotkey “x”), eXtyles will skip all paragraphs tagged with the current paragraph’s style, stopping at the next new paragraph style. |
Shift + Table Body | If you hold Shift while clicking the Table Body style, eXtyles will apply the table body style to the entire table; that is, all of the content formatted within Word's table cells. |
Tab | Within the style palette, you can use the Tab (and Shift + Tab) keys on the keyboard to switch between the different style tabs on the palette. |
Esc | The Esc key will close the palette. |
The Paragraph Styles dialog closes automatically after the document is completely styled. If you need to close the dialog in the middle of processing, click the X box in the upper-right corner or press Esc. You can reopen this dialog at any time, and styling will continue with the paragraph where the cursor is currently located.
After you style a document, you can easily navigate through it by jumping from heading to heading using Word’s Document Map feature. To use Word’s Document Map feature, check the box in View > Navigation Pane.
Style Palette Tabs
This section describes each paragraph style on the tabs of the palette and how and when to use them.
Title
The Title Tab of the eXtyles style palette includes paragraph styles that will be used to style content that will generally appear on the title page of the document.
Style Name | Description of Use |
|---|---|
Document Title | Use this to style the title of the document or report (see also the following Suggested Citation Title and Running Head styles and their use) |
Document Subtitle | Use this to style the document's or report's subtitle |
Suggested Citation Title | Use this to style the title of the document that will be used to construct the suggested citation on the PDF. This version of the document title will be different from the Document Title because it will most likely follow sentence-style capitalization (unlike the primary Document Title) |
Funding Source | Use to style the source of funding for the report. |
Cover Note | Use this to style any custom note or disclaimer that needs to be included on the title page of the PDF; that is, a disclaimer or note that is different from and in addition to the boilerplate notes that are included with every publication (e.g., "This report is available in digital format from the Natural Resource Publications Management website. If you have difficulty accessing information in this publication, particularly if using assistive technology, please email irma@nps.gov.") |
Cover Photo Caption | Use to style the caption, if any, of a cover photo. |
Inside Cover Photo Caption | Use to style the caption, if any, of a photo that should be placed on the inside cover. |
Cover Photo Alt Text | Use to style the alt-text that may accompany the cover photo caption or the inside cover photo caption. |
Cover Photo Credit | Use to style the credit of a cover photo, if present |
Authors | Use this to style the name of the document or report authors. |
Affiliations | Use this to style the affiliations text for the authors, editors, or compilers. |
Running Head | Use this to style the version of the document title that will make up the document's running head. This version of the title may be, for example, shorter than the primary Document Title |
Author Footnote | Use this to style a note associated with the author/editor/compiler line. |
Signature | Use to style a signature line, if present. |
Non-XML-Text/Graphics | Use this to style any content that should not be contained in the XML. |
Front
The Front Tab of the eXtyles style palette includes paragraph styles that will be used to style front matter content that is not on the title page.
Style Name | Description of Use |
|---|---|
Foreword Title | Use this to style the title of the Foreword (if any) |
Foreword | Use this to style the text of the foreword. Note: do not use Body Text to style the foreword. |
Signature | Use this to style the Foreword Author line. This line must be placed at the end of the Foreword text but before the Foreword References (if any). |
Preface Title | Use this to style the title of the Preface (if any) |
Preface Text | Use this to style the text of the Preface. Note: Do not use Body Text to style the preface. |
Acknowledgments Head (Front) | Use this to style the title of any Acknowledgments that appear in the Front Matter. Note: do not use this to style Acknowledgments that appear at the end of the document. |
Acknowledgments | Use this to style the text of the Acknowledgments |
Abstract Head | Use this to style the title of the Abstract or the Executive Summary |
Abstract | Use this to style the text of the Abstract or Executive Summary (either multiple paragraphs or a single paragraph is acceptable) |
Definitions Title (Front) | Use this to style the title of any section in the front matter that contains terms and definitions. These sections may include:
|
Definitions Body Text | Use this to style any discursive content within the terms and definitions list. For example, a headnote at the start of a Glossary ("Terms are defined relative to meanings within this publication.") |
Definition List Item | Use this to style the term and definition list items. For example: ataxia An inability to coordinate muscle activity during voluntary movement; may involve the limbs, head, or trunk. Terms should be formatted in one of the following ways: (1) bold or italic or (2) followed by punctuation such as a period, colon, or dash. This formatting is required so that eXtyles can correctly tag the term separate from the definition in the XML. |
Front Matter Title/Head 1 | Use this to style the heading to any other front matter section not covered by a specific paragraph style. |
Front Matter Head 2, 3, 4 | Use these to style subheadings within any section that starts with the Front Matter Title/Head 1 style. |
Front Matter Text | Use this to style the text of any front matter section that starts with the Front Matter Head style. |
Table Title | Use this to style the content that immediately precedes a table in the front matter (most often unnumbered); that is, descriptive text that immediately precedes the table body (e.g., "Inch/Pound to International System of Units"). |
Footnote Text | Use this to style any footnotes that appear in the front matter |
Non-XML-Text/Graphics | Use this to style any content that should not be contained in the XML. |
Body
The Body Tab of the eXtyles style palette includes paragraph styles that will be used to style the general body content of NPS documents and reports.
Style Name | Description of Use |
|---|---|
Heading 1* | Use this to style level-one headings in the body of the document. Note that this style should be used in the main body of the document only; it should not be used to style level-one headings in the front matter or in the Appendix. |
Heading 2* | Use this to style level-two headings in the body of the document. Note that this style should be used in the main body of the document only; it should not be used to style level-two headings in the front matter or in the Appendix. |
Heading 3, 4, 5, 6* | Use this to style level-three, -four, -five, and -six headings in the body of the document. |
Body Text | Use this to style the body text of the document. Note that during Cleanup, eXtyles will autostyle what it can safely identify as Body Text. Often this is the majority of the document, and because of this, you should only have to apply this style to those few paragraphs of text that eXtyles was unable to autostyle. |
Body Continued | Use this to style body text paragraphs that are a continuation of a previous body paragraph; for example, body text that is broken by a display equation, list, or block quote. Note that although this paragraph style is flush left (no indent), it should not be used to achieve a visual look in the document (e.g., do not use it to achieve a flush-left paragraph after a heading). |
Quotation | Use this to style any block (or, display) quote that appears in the body. |
Quotation Source | Use this to style the source of a block (or, display) quote if that source appears on its own line (i.e., not run-in). |
Pull Quote | Use this to style any pull quote that appears in the body. This is not the same as Quotation; pull quotes are text fragments that are copied from the body text and are repeated as a display item in the typeset document. |
Equation | Use this to style any display formula in the document; that is, formulas that appear on their own line(s), not those that are run-in with the body text. Use this for both numbered and unnumbered formulas. |
Equation Where List | Use this to style the list of variables that may follow an equation. Any lead-in descriptive text (such as "where") should be styled as Body Text Continued; for example, SL + y = z where SL is the Source Level |
Preformatted Text | Use this to style content that requires the preservation of precise spacing and indentation; for example, computer code. Text that takes this style is also generally formatted with a monospace font (such as Courier New). |
Numbered/Bullet List Level 1 | Use this to style both numbered and bulleted lists. Bulleted and numbered lists should not use Word's auto-list function; that is, the bullets and numbers should appear in the document as plain text. |
Unnumbered List | Use this for lists that are neither numbered nor bulleted. |
Table Title | Use this to style the title of a table (either numbered or unnumbered). |
Table Title Continued | Use this to style subsequent paragraphs of the Table Title. |
Table Footnote | Use this to style table footnote text; that is, notes that pertain to the table content and that are placed at the bottom of the table. Table footnotes frequently have numbers or symbols associated with them that refer to a matching number or symbol in the table body. |
Figure Caption | Use this for captions to figures |
Figure Alt Text | Use this to style the alternative caption for the figure, which screen readers will use in an online environment to comply with accessibility standards. |
Footnote Text | Use this to style any footnotes that appear in the chapter |
Non-XML-Text/Graphics | Use this to style any content that should not be contained in the XML; for example, use this style for all paragraphs that contain graphics (e.g., figures) or for instructive text that is not part of the document body (e.g., instructions for layout). |
*Note that in an XML workflow, it is important to style heading levels in a semantically correct way. For example, Heading 1 means that the heading introduces a primary section of the document. Heading 2 introduces a subordinate section of the document, and as such it must always be preceded by a Heading 1; that is, you can not start a document or a chapter with a Heading 2. Heading 3 introduces a further subordinate section, and as such it must always be preceded by a Heading 2, and so on.
Chap
The Chap Tab (i.e., Chapter) of the eXtyles style palette includes paragraph styles that you will use to style content specific to chapters within a single document.
Style Name | Description of Use |
|---|---|
Chapter Title | Use this to style the title of the Chapter. |
Chapter Authors | Use this to style the authors of the Chapter, if present. |
Affiliations | Use this to style the affiliations (if provided) for the authors of the Chapter. |
Author Footnote | Use this to style a note associated with the Chapter Author line. |
Chapter References Head | Use this to style the title of a Reference section that pertains specifically to just the Chapter content. |
Reference Headnote | Use this to style any introductory text paragraph that appears before the reference list. |
Reference | Use this to style the References for the Chapter. |
Body Text | Use this to style the body text of the document. Note that during Cleanup, eXtyles will autostyle what it can safely identify as Body Text. Often this is the majority of the document, and because of this, you should only have to apply this style to those few paragraphs of text that eXtyles was unable to autostyle. |
Body Continued | Use this to style body text paragraphs that are a continuation of a previous body paragraph; for example, body text that is broken by a display equation, list, or block quote. Note that although this paragraph style is flush left (no indent), it should not be used to achieve a visual look in the document (e.g., do not use it to achieve a flush-left paragraph after a heading). |
Table Title | Use this to style the title of a table (either numbered or unnumbered). |
Table Footnote | Use this to style table footnote text; that is, notes that pertain to the table content and that are placed at the bottom of the table. Table footnotes frequently have numbers or symbols associated with them that refer to a matching number or symbol in the table body. |
Figure Caption | Use this for captions to figures. Note that,unlike Table Titles, eXtyles will not autostyle Figure Captions. |
Obj
The Obj Tab (i.e., Object) of the eXtyles style palette includes paragraph styles that will be used to style objects such as complex lists, boxes, tables, and figures that appear in National Park Service documents and reports.
Style Name | Description of Use |
|---|---|
List Title | Use this to style titles of lists. Note that this is not the same as Heading 1, Heading 2, etc. (Body tab). The List Title style should only be used for those headings that pertain exclusively to a list that immediately follows the head. |
Numbered/Bullet List Level 1 | Use this to style both numbered and bulleted lists. Bulleted and numbered lists should not use Word's auto-list function; that is, the bullets and numbers should appear in the document as plain text. |
Numbered/Bullet List Level 2 | Use this to style both numbered and bulleted sublists; that is, those list items that are subordinate to a primary list item. Numbered/Bullet List Level 2 should only be used following Numbered/Bullet List Level 1. Bulleted and numbered lists should not use Word's auto-list function; that is, the bullets and numbers should appear in the document as plain text. |
Numbered/Bullet List Level 3, 4, 5 | Use these to style both numbered and bulleted sublists; that is, those list items that are subordinate to a previous list item. Numbered/Bullet List Level 3, 4, and 5 should only be used following a preceding Numbered/Bullet List Level. Bulleted and numbered lists should not use Word's auto-list function; that is, the bullets and numbers should appear in the document as plain text. |
Continued List Item Level 1 | Use this to style a continuation paragraph of a Numbered/Bullet List Level 1 item or an Unnumbered List Item. For example, if the Numbered/Bullet List Level 1 contains more than one paragraph or if the Numbered/Bullet List Level 1 is broken by a formula or other list item. |
Continued List Item Level 2 | Use this to style a continuation paragraph of a Numbered/Bullet List Level 2 item. Continued List Item Level 2 should only be used following Numbered/Bullet List Level 2. For example, if the Numbered/Bullet List Level 2 contains more than one paragraph or if the Numbered/Bullet List Level 2 is broken by a formula or other list item. |
Continued List Item Level 3, 4, 5 | Use these to style a continuation paragraph of a Numbered/Bullet List Level 3, 4, or 5 item. Continued List Item Level 3, 4, 5 should only be used following the appropriate Numbered/Bullet List Level 3, 4, 5. For example, if the Numbered/Bullet List Level 3, 4, 5 contains more than one paragraph or if the Numbered/Bullet List Level 3, 4, 5 is broken by a formula or other list item. |
Unnumbered List | Use this for lists that are neither numbered nor bulleted. |
Table Title* | Use this to style the title of a table (either numbered or unnumbered). |
Table Title Continued | Use this to style subsequent paragraphs of the table title. |
TOC Table Title | Use this to style the title of the table as it will appear in the table of contents (because the TOC title may be slightly different than than the title in the body of the document). |
Table Heading* | Use this to style the column header rows of the table. Do not use this style for internal table header rows; for those, simply use table body and bold or italic formatting, as necessary. |
Table Body* | Use this to style the body of the table, regardless of the content (e.g., text, numerals, dashes). |
Table Footnote** | Use this to style table footnote text; that is, notes that pertain to the table content and that are placed at the bottom of the table. Table footnotes frequently have numbers or symbols associated with them that refer to a matching number or symbol in the table body. |
Figure Caption | Use this for captions to figures. Note that, unlike Table Titles, eXtyles will not autostyle Figure Captions. |
Figure Caption Continued | Use this for a second or third paragraph of the figure caption. |
TOC Figure Caption | Use this to style the caption of the figure as it will appear in the table of contents (because the TOC caption may be slightly different than than the caption in the body of the document) |
Figure Alt Text | Use this to style the alternative caption for the figure, which screen readers will use in an online environment to comply with accessibility standards. |
Figure Long Description | Use this to style the long description of the figure. |
Photo Credit | Use this to style the credit line for a photo. |
*Note that during Cleanup, eXtyles will autostyle table content that it can safely identify as Table Title, Table Header, Table Body, and sometimes Table Footnote. Because of this, you will only have to apply table styles to the few items that eXtyles did not autostyle.
**Note that if the table footnote is within a Word-formatted table cell, eXtyles will autostyle the content during Cleanup. However, if the table footnote text is outside of a Word table cell, eXtyles will not autostyle the content. Because of this, you will want to carefully proof the style of table footnotes for accuracy.
Back
The Back Tab of the eXtyles style palette includes paragraph styles that will be used to style non-Appendix back matter elements, such as Acknowledgments and References, that appear in National Park Service documents and reports.
Style Name | Description of Use |
|---|---|
Acknowledgments Head (Back) | Use this to style the title of any Acknowledgments that appear in the Back Matter (i.e., the end of the document). Note: do not use this to style Acknowledgments that appear in the front matter. |
Acknowledgments | Use this to style the text of the Acknowledgments |
Reference Head (Back) | Use this to style the heading of a reference section that applies to the entire document; that is, the reference section in the back that pertains to all of the content. |
Reference Headnote | Use this to style text paragraphs that introduce the reference list. For example, [Entries marked with an asterisk (*) at the beginning of the reference indicate a reference for data included in the geodatabase] This style should not be used to style a reference entry. |
Reference* | Use this to style references. |
Definitions Title (Back) | Use this to style the title of any section in the back matter that contains terms and definitions. These sections may include:
Note that this style must be used if these lists are to remain at the end of the document. Do not use Definitions Title (Front) for this content. |
Definitions Body Text | Use this to style any discursive content within the terms and definitions list. For example, a headnote at the start of a Glossary ("Terms are defined relative to meanings within this publication.") |
Definitions List Item | Use this to style the term and definition list items. For example: ataxia An inability to coordinate muscle activity during voluntary movement; may involve the limbs, head, or trunk. Terms should be formatted in one of the following ways: (1) bold or italic or (2) followed by punctuation such as a period, colon, or dash. This formatting is required so that eXtyles can correctly tag the term separate from the definition in the XML. |
Box Begin (must contain text) | Use this to indicate the start of a complex box or sidebar. This paragraph must contain text; for example, "Start Feature Box 1". The style must be used at the start of a box to ensure that the box content is properly formatted in the XML. |
Sidebar Title | Use this to style the title of a box or sidebar. |
Sidebar Head 1 | Use this to style the first-level head within a Sidebar. |
Sidebar Head 2 | Use this to style the second-level head within a Sidebar. |
Sidebar Head 3 | Use this to style the third-level head within a Sidebar. |
Sidebar Head 4 | Use this to style the fourth-level head within a Sidebar. |
Sidebar Text | Use this to style the text of sidebar or box content. |
Box End (must contain text) | Use this to indicate the end of a complex box or sidebar. This paragraph must contain text; for example, "End Feature Box 1". The style must be used at the end of a box to ensure that the box content is properly formatted in the XML. |
Footnote Text | Use this to style any footnotes that appear in the back matter. |
Non-XML-Text/Graphics | Use this to style any content that should not be contained in the XML; for example, use this style for all paragraphs that contain graphics (e.g., figures) or for instructive text that is not part of the document body (e.g., instructions for layout). |
*Note that during Cleanup, eXtyles will autostyle content that it can safely identify as references. Because of this, you will only have to apply the reference style in the rare instances that eXtyles did not autostyle them, and when new reference content is added to the document after eXtyles cleanup.
App
The App Tab (i.e., Appendix) of the eXtyles style palette includes paragraph styles that will be used to style Appendix elements that appear at the back of the document.
Style Name | Description of Use |
|---|---|
Appendix Heading 1 | Use this to style the title of an Appendix. |
Appendix Heading 2 | Use this to style the level-one heads within an Appendix. Do not use Heading 1 (Body tab) for level-one headings within an Appendix. |
Appendix Heading 3 | Use this to style the level-two heads within an Appendix. Do not use Heading 2 (Body tab) for level-two headings within an Appendix. |
Appendix Heading 4, 5, 6 | Use this to style the level-three, -four, and -five heads within an Appendix. Do not use Heading 3, 4, or 5 (Body tab) for level-three, -four, or -five headings within an Appendix. |
Appendix Body Text | Use this to style the body text of the Appendix. Do not use Body Text (Body tab) for appendix content. Note that eXtyles will not autostyle Appendix Body Text during document Cleanup. In fact, the Appendix body text will likely be styled, incorrectly, as Body Text, and the correct Appendix Body Text style will need to be applied. |
Body Continued | Use this to style appendix body text paragraphs that are a continuation of a previous appendix body paragraph; for example, appendix body text that is broken by a display equation, list, or block quote. Note that although this paragraph style is flush left (no indent), it should not be used to achieve a visual look in the document (e.g., do not use it to achieve a flush-left paragraph after a heading). |
Numbered/Bullet List Level 1 | Use this to style both numbered and bulleted lists. Bulleted and numbered lists should not use Word's auto-list function; that is, the bullets and numbers should appear in the document as plain text. |
Unnumbered List | Use this for lists that are neither numbered nor bulleted. |
Source Code | Use this to style content that requires the preservation of precise spacing and indentation; for example, computer code. Text that takes this style is also generally formatted with a monospace font (such as Courier New). |
Equation | Use this to style any display formula in the document; that is, formulas that appear on their own line(s), not those that are run-in with the body text. Use this for both numbered and unnumbered formulas. |
Equation Where List | Use this to style the list of variables that may follow an equation; for example, SL + y = z where SL is the Source Level |
Quotation | Use this to style any block (or, display) quote that appears in the body. |
Table Title | Use this to style the title of a table (either numbered or unnumbered). |
Table Footnote | Use this to style table footnote text; that is, notes that pertain to the table content and that are placed at the bottom of the table. Table footnotes frequently have numbers or symbols associated with them that refer to a matching number or symbol in the table body. |
Figure Caption | Use this for captions to figures. |
Appendix Reference Head | Use this to style the heading of a reference section that applies to the Appendix; that is, the reference section at the end of the Appendix that applies to just the Appendix. |
Reference Headnote | Use this to style text paragraphs that introduce the reference list. For example, [Entries marked with an asterisk (*) at the beginning of the reference indicate a reference for data included in the geodatabase] This style should not be used to style a reference entry. |
Reference | Use this to style references. |
Footnote Text | Use this to style any footnotes that appear in the back matter. |
Non-XML-Text/Graphics | Use this to style any content that should not be contained in the XML; for example, use this style for all paragraphs that contain graphics (e.g., figures) or for instructive text that is not part of the document body (e.g., instructions for layout). |