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Once the Font Audit step has been performed, the next step is Activate and Normalize. In this step, eXtyles activates your document (allows it to be processed) and normalizes it (prepares it for processing). The Activate and Normalize function follows these steps, some of which are automatic:

1. Save a baseline copy of the document (an automatic operation)

2. Document normalization (an automated and, in some cases, interactive operation)

3. Set document information (an interactive operation)

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.”

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.

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

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.

Document Information Dialog

When you select Activate and Normalize, the eXtyles Document Information dialog will open. In this form you will set important metadata about the document, including the publication, type, volume and issue number, and so on.

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The Document Information dialog is customized for WTO, and the following table describes how to fill in the fields. Items that are starred in the dialog are required (formatted italic in the table).