CRC Press
ICOLD Congress Proceedings EZ-Edit User Guide

Apex CoVantage, LLC
200 Presidents Plaza
198 Van Buren StreetHerndon, Virginia 20170-5338
USAApex Proprietary and Confidential

Revision History
Rev Num
1.0

1.1

1.2

1.2

Release Date

Changes

AuthorOctober 14, 2019

Initial Release

C. Baumann

October 15, 2019

UPDATED to remove allreferences to using
template on existing files.
Removed Troubleshooting
sectionC. Baumann

October 25, 2019

UPDATED file format
saving instructions 1.2
added instructions for Art
2.1.6 and Equation 2.1.8
styles;C. BaumannNovember 15, 2019

UPDATED art style
instructions to include thenew Art-apply style feature
2.1.6; added additional
auto-fill styles (Summary &Resume) 2.1.2

C. BaumanniContents
1.0

2.0

General Guidelines ...............................................................1-1
1.1

Set WORD Options .............................................................. 1-1

1.2

Saving the Document........................................................... 1-1

Using the Template ...............................................................2-2
2.1

3.0

Accessing the ICOLD Standard Styles ................................ 2-2
2.1.1

Congress Proceedings Tab ................................... 2-2

2.1.2

Auto-Fill Styles ...................................................... 2-2

2.1.3

Auto-Numbered Headings ..................................... 2-2

2.1.4

Emphasis Character styles ................................... 2-2

2.1.5

Header Styles ........................................................ 2-3

2.1.6

Art-Insert File ......................................................... 2-4

2.1.7

Art-Apply Style ...................................................... 2-4

2.1.8

Figure/Table Dual Numbering ............................... 2-5

2.1.9

Equations .............................................................. 2-7

Restrict Document Instructions ...........................................3-1
3.1

Restrict Document ............................................................... 3-1
3.1.2

Formatting restrictions ........................................... 3-2

3.1.4

Editing Restrictions ............................................... 3-3

3.1.5

Exceptions ............................................................. 3-3

3.1.6

Enforcing Protection .............................................. 3-3i

1.0 General Guidelines
1.1

Set WORD Options

The following WORD settings are recommended:
Turn on Bookmarks Display• Turn on Field Code Shading
To access the Options Menu:
Click the FILE tab and click “Options.”• Click “Advanced” and scroll through the list to “Show Document Content.”• Check the boxes next to “Show bookmarks” and set Field Shading to “Always”• Click “OK” to set these options

1.2

Saving the Document

Files must be saved as.docm format to preserve the custom macros and access to theCongress Proceedings Ribbon.

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2.0 Using the Template
The ICOLD EasyEdit Congress Proceedings template was designed for creating newdocuments in the ICOLD Congress Proceedings design.
To create a new document, open the ICOLD EasyEdit Congress Proceedings.docx file bydouble clicking on the icon in the folder on your desktop.
2.1Accessing the ICOLD Standard Styles

Access the complete set of styles by clicking on the Congress Proceedings tab in your
WORD ribbon.
2.1.1 Congress Proceedings Tab
This tab includes all of the styles available in the ICOLD EasyEdit Congress ProceedingTemplate.

The styles included in the ICOLD EasyEdit Templates have been named logically toreflect the content of the style. Styles should be applied to the text following this logic.
2.1.2 Auto-Fill Styles
Both the Keywords and Mots-cles styles auto-fill with the words “Keywords” or “Motsclés” followed by a colon, when the style is applied.
Both the Resume Heading (FR) and Summary Heading styles auto-fill with the words“Summary” or “Resume” followed by a colon, when the style is applied.
2.1.3 Auto-Numbered Headings
The text Heading styles have been designed to auto-number the headings when the styles
are applied.
2.1.4 Emphasis Character styles
Easy access to characters used to add emphasis (bold, italic, superscript, subscript, etc.) are
included in the Emphasis section of the Congress Proceedings tab.

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2.1.5 Header Styles
The ICOLD EasyEdit Congress Proceedings template was designed to apply headers toevery page of the article (except the first page).
To edit the text of these Headers, double click on the first header applied (you will needto add at least two pages to your document first) and update the text of the header.

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2.1.6 Art-Insert FileTo insert image files into the manuscript, click the Art-Insert File style in the Congress
Proceedings Ribbon. When clicked, the User is provided access to the folder where thecurrent file is located. The User can navigate to the files he wants to insert, select that
file, and the file will be inserted into the document.
The Art-Insert File style will automatically be applied and will auto-center the figure andadd space above and below.

2.1.7 Art-Apply Style
To apply the correct spacing and orientation to art files that already exist in themanuscript, select the image you want to style and click Art-Apply Style from theFigures section of the Ribbon.

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2.1.8 Figure/Table Dual Numbering
The Figure and Table number styles included in the ICOLD EasyEdit templates havebeen formatted to apply dual numbering that captures the Article Title number and adds
the figure/table number sequential.
The label of “Fig.” and “Table/Tableau” is also included in the formatting of this style,and will be added automatically when the style is applied before any text is keyed.
Example showing unstyled Figure Caption text. Note that the figure number is notpresent.

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Example showing Figure Number style applied. Applying this style to the empty
paragraph automatically adds “Fig.” and the Article number followed by the figure
number (“1.1”)

Figure and Table numbering is applied automatically and will start over with each
instance of the Article Title style.
IMPORTANT: Figure/Table captions only apply the label and dual numbering, and will
not remove any text that has been keyed as part of these styles. If the Figure/Tablenumbers have been keyed in the source MS, a clean-up of the Figure/Table caption styles,
to remove duplicate text, may be necessary.

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2.1.9 Equations
To add an equation, click the Equation style in the Ribbon to gain access to theWORD equation tool. The User may type the equation within this field.

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3.0 Restrict Document Instructions
When preparing a manuscript to share with an author or copyeditor, it might be helpful torestrict the file to prevent the user from adding invalid styles, making undocumented text
changes, or otherwise damaging the integrity of your carefully styled file. Below are
instructions on how to add restrictions to a WORD document.
3.1

Restrict Document

The Restrict Editing feature in WORD restricts the formatting and editing of a document
by password protection.
To access the Restrict Document features, click on the REVIEW tab in the Ribbon. The
following dialog box will appear on the right side of your view window.

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3.1.2 Formatting restrictions
Use this feature to restrict access to a limited number of paragraph and characterstyles.
•In the dialog box, click Settings…to access the list of styles.

•

Click “Limit formatting to a selection of styles”•

Then check the styles you want to allow the user to access•

Click OK•

NOTE: a dialog warning will appear asking if you would like to remove
any styles which are present in the document but which you haverestricted. Click NO to keep these styles in your document. They will still
be restricted from use when you save the file.

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3.1.4 Editing Restrictions
Use this feature to limit how changes are made and recorded.
•Click “Allow only this type of editing in the document” and choose fromthe drop down menu•

Tracked Changes: tracks any and all changes to the document using
WORDs Track Changes feature
Comments: allows ONLY comments to be added to the file
Filling in Forms: allows ONLY active fields in forms to be completed (notlikely to be used for book purposes)
No changes: allows only a READ ONLY access to the file•••

3.1.5 Exceptions
This allows selected groups or persons complete access to a restricted file. It is
not recommended to use this feature.
3.1.6 Enforcing Protection
When all of the above settings have been completed, click the “Yes, Start
Enforcing Protection” button and enter a password of your choice, and Save yourdocument.

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