Microsoft Word files are designed for office/business documents (letters, memos, etc) and are not generally suitable for publishing applications. However, Word is often the only application that authors have ever seen (apart from their browser and mailer), and many will even be unaware that any other software exists.
This document explains how to use Named Styles in a template to create and edit Word documents to a level usable for publication, and (for e-journal publishers) how to create and distribute a template of styles for authors themselves to use.
January 2007
7. Saving as Word OOXML
When you have finished writing or editing, the Word file needs saving in OOXML format for use on a document server or in other formatting systems. Microsoft Office 2007/2010 (Word-12 and later) do this by default as .docx files. In older versions (Microsoft Office 2003) you have to pick XML as the filetype manually. You cannot do this in earlier versions: you must be using the 2003 or 2007/2010 versions or later.
Go to the menu and click on
Navigate to the correct folder for saving the file
In the Save as type drop-down menu under the filename, select XML document (*.xml)
In Word 2007 or 2010, documents are saved as .docx files by default, which is already XML, so there is no need to use the menu, just normal . (A .docx file is actually a Zip file containing the XML document, images, stylesheets and everything else.)
7.1. File naming
If you are editing documents for an e-journal in UCC, you must ensure that all filenames are in the format required for your journal. The format of the filenamea is critical as it will affect document management. The pattern is:
| Field | sequence | author | volume or year | issue or month | language | filetype | |||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| Example | 04 | - | flynn | - | 2009 | - | 02 | - | en | . | docx |
Filenames must never contain any spaces, accented letters, or punctuation (other than the dot (period) ot dash (hyphen). By preference, stick to a–z and 0–9.
Avoid using uppercase letters, as they sometimes do not survive uploading from Windows systems.
The sequence number is the order in which the articles will be listed (and printed). Always use double digits for all sequence numbers, eg 01, 02, 03, etc.
If there is an Introduction or Editorial, number it 00. If there is material at the end (for example a file of author biographies), number it 99.
Use only the author's surname, eg 02-murphy-2011-02-ga.xml
Where you have more than one author with the same surname in the same issue, add an initial or digit to distinguish them, eg 05-flynn2-2007-01-la.xml or 09-murphyq-2014-4-en.xml
The volume must the year of publication.
The issue number must be either the two-digit sequential issue number for the volume (01, 02, 03,…) or one of the month, quarter, or season names agreed when the journal was established.
The language must be the lowercase ISO 639-1 two-letter language code (see http://www.loc.gov/standards/iso639-2/php/code_list.php) for the language in which the bulk of the article is written.
Type the filename in the Filename box
Click on
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, Electronic Publishing Unit • 2011-07-03 • (other) |
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