Cleanup

Cleanup removes unnecessary white space and Word formatting from your document for conversion to XML.

You can access and customise document-specific settings within the Cleanup dialog by navigating to Orion ribbon → Document → Cleanup.

Default settings (JATS)

The following functions are available, and the options below are selected by default for a JATS configuration.

Field	Description
Breaks and White Space	Removes extra spacing in your document.
Typographic	Removes optional hyphens and manages soft returns.
Replace Character Styles with Local Formatting	Replaces applied character styles (including built-in Word styles and user defined styles) with local formatting
Auto-generated Text to Plain Text	Converts automated Word content to plain text.
Comments, Bookmarks, and Hidden Text	Manages the removal or handling of nonprinting Microsoft Word features.
Graphics	Manages how images, figures, and other graphics are handled in your document.
Tables	Automates formatting of all tables.

How to run Cleanup

To remove unnecessary white space and Word formatting:

1. Open the Cleanup dialog: Select Cleanup from the Document group of the Orion tab (Orion ribbon → Document → Cleanup).

   INFO

   The default settings, configured in Typefi Orion Compass, reload every time you open the Cleanup dialog. Any local changes you make apply only to the current cleanup process.

2. Select the options you want to include. Use the following buttons for quick adjustments:

   • Set all: Selects all Cleanup options.
   • Clear all: Deselects all settings (removes checkmarks), allowing you to select and run only the cleanup options you need.
   • Reset: Reloads all default settings configured in Typefi Orion Compass.
   • Click OK to run the selected cleanup options.

TIP

Consistently making changes to the Cleanup dialog for every document? Your Typefi Orion administrator can adjust your settings in Typefi Orion Compass.

Breaks and white space

Breaks and White Space removes extra spacing in your document.

How white space cleanup functions interact

For comprehensive cleanup, Convert Tabs to Spaces runs before Remove Multiple Spaces and Remove Start and End Paragraph Spaces to ensure all extra spacing is standardised and removed.

When selected, the following Cleanup functions will be applied to the entire document:

Field	Description
Breaks and White Space	Use this section to remove extra spacing in your document.
Convert Tabs to Spaces	Change tab characters to one space. NOTE: If your document includes tabs for specific formatting (for example, abbreviated lists), you may not want to convert them. Deselect Convert Tabs to Spaces to keep tabs, but be aware that Remove Multiple Spaces will not be able to clean up the resulting whitespace. Convert tabs to spaces is selected by default.
Remove Multiple Spaces	Replace all instances of two or more spaces (leading, trailing, or in the middle of the text) with a single space. NOTE: If this option is deselected while Convert Tabs to Spaces is enabled, all tabs will be converted to multiple spaces that will remain in your document. Remove Multiple Spaces is selected by default.
Remove Blank Paragraphs	Delete empty paragraphs. Remove Blank Paragraphs is selected by default.
Remove Start and End Paragraph Spaces	Remove leading spaces at the beginning of paragraphs, trailing spaces at the end of paragraphs, and all nonbreaking spaces and soft returns. Remove Start and End Paragraph Spaces is selected by default.
Remove Column Breaks	Remove column breaks used to enforce layout design in Word. Remove Column Breaks is selected by default.
Remove Page Breaks	Remove all manual page breaks. Remove Page Breaks is selected by default.
Remove Section Breaks	Remove breaks used for general layout (for example, page numbering) that aren't relevant to XML. Remove Section Breaks is deselected by default. NOTE: If your document includes breaks for structures that require their own page settings, (for example, landscape tables), do not select Remove Section Breaks.

Typographic

Use the Typographic section of the Cleanup dialog to remove optional hyphens and manage soft returns to prepare for the conversion and export process.

Field	Description
Typographic	Use this section to manage soft returns and remove optional hyphens.
Remove Optional Hyphens	Remove discretionary hyphens—invisible typesetting marks that suggest where a word can break at the end of a line. Remove Optional Hyphens is selected by default
Soft Returns	Select an option from the drop-down menu to remove forced line breaks that don't begin new paragraphs (often created using Shift + Enter). Options: Leave As-Is (Default): Keeps all existing soft returns. Convert to Spaces: Replaces each soft returns with a single space Convert to Hard Returns: Changes soft returns to standard paragraph breaks (hard returns) to create a new paragraph for each line.

Replace character styles with local formatting

Character styles

Character styles are a collection of rules that define how your text behaves and looks, such as the font and colour. In contrast to paragraph styles, they are not used for the text formatting of entire paragraphs, but merely to make certain characters, words, phrases, or sentences, stand out. For example, Microsoft Word's built-in character styles, Strong and Emphasis may interfere with Typefi Orion functionality that looks for bold or italic text formatting.

The Replace Character Styles with Local Formatting section of Cleanup replaces applied character styles (including built-in Word styles and user defined styles) with local formatting—formatting applied directly to the text, without using a named style. This removes named styles while preserving the text's visual appearance.

Field	Description
Replace Character Styles with Local Formatting	Use this section to convert Word's built-in character styles and user-defined styles to local formatting.
Built-in Styles	This option removes Word's built-in character styles (such as strong, emphasis, and hyperlink) while retaining the local formatting (such as, bold, italic, and underline). Built-in Styles is selected by default.
User Defined Styles	Converts custom character styles—any named character style not native to Word (for example, styles from a template or created by the author)—to local formatting. User Defined Syles is selected by default.

Auto-generated Text to Plain Text

The Auto-generated Text to Plain Text section of the Cleanup dialog converts automatically generated Word content for example, numbers and lists, to plain text.

Field	Description
Auto-generated Text to Plain Text	Use this section to convert automatically generated Word content into plain text.
Automatic Numbering	Choose how to handle automatic numbering. Select an option from the drop-down menu to convert automatic numbered lists and headings to plain text. Options: Keep Automatic Numbering: Keeps automatically generated numbered lists and headings unchanged. Convert lists only: Converts automatically numbered lists to plain text numbers. Convert Lists and Headings:(Default) Converts auto-generated lists and headings to plain text numbers.

Comments, bookmarks, and hidden text

The Comments, Bookmarks, and Hidden Text section of Cleanup manages the removal or handling of these nonprinting Microsoft Word features.

Field	Description
Comments, Bookmarks, and Hidden Text	Use this section to choose which comments you want removed.
Remove Word Comments	Deletes all comments and associated replies in the document. Removing specific reviewers' comments If multiple reviewers left comments, an option will appear in the dropdown menu to select Comments from a specific reviewer.Use this to remove only that reviewer's comments and all associated threads. Remove Word Comments is deselected by default.
Remove Bookmarks	Deletes all document bookmarks. Bookmarks used for navigation, can interfere with advanced processes if left in the file. Remove Bookmarks is selected by default.
Hidden Text	Detects hidden text in your document. Options: Flag With Comments (Default): Adds a comment containing the hidden text. Make Not Hidden: Makes the hidden text visible in the document and adds an alert comment. Leave As-Is: Keeps hidden text unchanged.
Track Changes	Choose how tracked changed are handled. Options: Leave As-Is (Default): Keeps tracked changes unchanged. Accept All: Accepts all tracked changes that were present in the document before opening the Cleanup dialog. Reject All: Rejects all tracked changes that were present in the the document before opening the Cleanup dialog. Note: Tracked changes added after running Cleanup will not be accepted or removed.

Always display hidden text

To configure Word to always display hidden text, follow these steps:

1. Navigate to the Display section of the Word Options dialog, (Word ribbon→ File → Option → Display).
2. Under "Always show these formatting marks on the screen," select Hidden text.
3. Click OK. Now, all hidden text is marked with a dotted underline. Alternatively, you can display hidden text (nonprinting characters) by clicking the pilcrow ¶ icon in the Word ribbon.|

Graphics

Use the Graphics section of the Cleanup dialog to manage how the embedded images, figures, and other graphics are handled in your document.

Field

Description

Graphics

Use this section to manage the embedded images, figures, and other graphics in your document. Options: Leave Graphics (Default) Keep all graphics in the document unchanged. Remove Graphics: Deletes all graphics from the document and inserts placeholder text. Export and Remove Graphics: Extracts all graphics from the file into a folder named (for example, document name — Images) in your working directory; removes graphics from the document and inserts placeholder text (see Graphics placeholder) Note: Equations and Excel worksheets are not removed. Exported graphics will retain their original format. For a list of supported graphic formats, see this Microsoft Support article.

Graphics placeholder text

Selecting Remove Graphics or Export and Remove Graphics enables a text field. The text field contains placeholder text that replaces the removed graphics in the Word document.

The default placeholder text is [INSERT FIGURE %Z], (where %Z becomes, for example: 001, 002, and 003) as sequential graphics are removed.

Additional placeholder text option:

• [INSERT FIGURE %N], (where %N becomes, for example: MyDocument) to represent the Name of the Word file (without the .doc extension).

Tables

The Tables section of the Cleanup dialog applies automated formatting to all tables in a document. Note: The cleanup process can't apply settings to individual tables.

Field	Description
Tables	Use this section to automate table formatting. All fields are deselected by default.
Remove Borders	Removes borders around tables and all cells.
Center Columns	Centers table column text.
Remove Shading	Removes all cell shading.
Add Top/Bottom Borders	Adds a .25 pt. rule to the top and bottom of a table.
Left Justify First Column	Applies left-justified formatting to the first column only.
AutoFit Contents	Removes width settings in tables and applies AutoFit to all table cells, which adjusts table cell width to fit the size of your content.
Add Header Border	Adds a border to the heading row of a table. NOTE: To set up table headers in Word: Select your table → select Table Layout in the Word ribbon → select Repeat Header Rows.
Remove First Line Indent	Removes indents from the first line of text in all cells.