Preparing your Word document for export ​

You've finished the copyediting and styling. Now, it's time to turn your Word document into XML using Typefi Orion.

Best practices ​

Before you export, check that your document is properly structured and styled. When you do this, Typefi Orion automatically finds and labels the smaller sections (sub-elements) within your paragraphs. These best practices will save you time and reduce the number of styles your configuration needs.

Check tables ​

  • Use Word Table format: Verify that all content meant to be a table in XML is built using the native Microsoft Word table format. Make sure all tables, or content styled with the Table elements of the Orion Paragraph Styles palette, are in Word table format.
  • Manually remove table layout from all figures and captions: Don't set content in a table that isn't intended to be in a table in XML, for example, the layout of figures and captions for author proofs.
  • Place blank paragraphs between tables: If there are two tables (one immediately after the other) place a blank paragraph between the tables. Style the blank paragraph as a regular paragraph or leave it as Normal.

TIP

Place table titles and footnotes outside of the Word tables as regular paragraphs to avoid using blank paragraphs between tables.

  • List out ranges in numbered citations: List ranges of display items (for example, Fig 1–4 or Tables 1–4) as Fig 1, 2, 3, and 4 or Table 1,2, and 3 to ensure that the reader can click on linked text and navigate to a specific figure or table.

Check styles ​

  • Styles: Only use paragraph styles that appear in the Orion Paragraph Styles palette. If you use other styles, the system won't know how to translate them, resulting in parsing errors and a warning during export.

NOTE

The Export to XML tool supports standard document structures. Documents that place author or affiliation information at the end of the content (such as letters to the editor or editorials) will not export correctly. Support for these document types will be added in a future version.

Last updated: 17 Dec 2025, 04:22:21
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