19. Compiling Your Completed Work

After you’ve sweat blood and tears over your writing project, you are finally ready to produce a completed work. Before you can hold a printed thesis in your hand, submit a manuscript to your publisher, or upload an e-book to Amazon, however, you first need to compile all your separate project documents into a cohesive whole.

As fascinated as many new Scrivener users are about features such as project templates, they are terrified about tackling the Compile settings. This chapter attempts to break the process down into chunks and build up to a complete understanding, much the way Scrivener itself works.

To begin the compile process, choose File, Compile from the menu. You can also press Option-Cmd-E on the Mac or Ctrl+Shift+E in Windows. The first time you open the Compile dialog box, shown in Figure 19.1, it opens in a summary tab on the Mac or a condensed set of options in Windows. Once you have set all the compile options for your project, as you learn throughout this chapter, this Summary view is a good way to quickly recompile your project.

At its most basic level, you compile a project following these steps:

1. Choose a compile format from the Format As drop-down menu.

2. Select an output format from the Compile For drop-down menu.

3. Click the Compile button.

This is only the beginning of your compile options, but that’s a good place to start.

• Original: This format is the standard setting. It preserves your Draft folder without any additional formatting, making it a good place to start if you want to create your own custom Compile settings from scratch. On the Mac, this option appears at the top of the menu if you created your project from the Blank project template, but moves down the menu if you used a different template.

• E-Book: This option prepares to compile the project as an e-book, with containers treated as chapters and documents as scenes or sections. See Chapter 20, “Creating E-Books,” for more information about e-book projects.

• Enumerated Outline: This format lists the titles of each document and a number to indicate its order in your project hierarchy. Subfolders and subdocuments are indented to indicate the structure of the project.

• Non-Fiction Manuscript Format: This format is good for academic and other nonfiction work. It treats folders and top-level file groups as chapters. Top-level files are titled, while those below the top level are untitled.

• Paperback Novel: This format is designed for creating a PDF file to submit to a print-on-demand (POD) service, such as CreateSpace. This preset is only available on the Mac.

• Plain Text Screenplay (Celtx, Movie Magic): This screenplay format is intended to produce a plain text file that is compatible with screenplay applications such as Celtx and Movie Magic. This preset is only available on the Mac.

• Proof Copy: This format creates a double-spaced draft copy of your project so you can edit it or distribute it to co-workers for feedback. It adds a disclaimer after each chapter title and in the header that reads Not for Distribution. This format treats folders as chapters, and everything else includes the title of the item. This preset is only available on the Mac.

• Script or Screenplay: This screenplay format is intended to produce a file that is compatible with Final Draft version 8 or higher using the FDX format. This preset is only available on the Mac.

• Standard Manuscript Format: This format prepares your project for submission of a manuscript. It double-spaces your text, converts the font to Courier 12-point, and adds page numbers and scene separators.

• Synopses and Titles: This format is similar to the Enumerated Outline format, but synopses are added to each item. This format does not include hierarchical numbering. In Windows, the Outliner preset is similar to the Mac’s Synopses and Titles preset.

• Synopsis Outline: This format is a good choice if you are writing a novel and trying to get a feel for how the scenes within each chapter flow or if you are writing an academic or nonfiction work and want to see how your supporting sections flow in order within a major heading. This option indents items to indicate their position within the project hierarchy. Files below the top level do not include their titles. This preset is only available on the Mac.

• Custom: This format contains your current Compile settings.

As with the compile formats, your output format options depend upon your Scrivener version, but most of the following options are available on both platforms:

• Print: This option compiles your project and sends it to your printer. It does not save the compiled project in a file.

• PDF: This format saves the compiled project as a Portable Document Format (PDF). This format cannot be edited, but it is accessible from almost any computer platform or device. In Windows, choose this format if you want to quickly preview your compiled document with the current Compile settings.

• Rich Text (.rtf—Word Compatible): This format preserves images, formatted lists, comments, footnotes, and tables in the compiled file. This is the best option if you plan to open the file in Word or another word processor because it is widely compatible and preserves your project’s formatting integrity.

• Rich Text with Attachments (.rtfd): This option is only available on the Mac. You should only select this option if you need to open the compiled document in an Apple-proprietary application such as Pages or TextEdit. It is not compatible with other word processors or on other computer platforms.

• Microsoft Word 97-2004 (.doc): This format preserves the same settings as the Rich Text (.rtf—Word Compatible) option, but with the .doc extension. When you compile to this format on a Mac, you are prompted to install improved converters, which are capable of retaining most of your formatting.

• Microsoft Word (.docx): This is the current XML-based Word format. As with its predecessor, you are prompted to install improved converters to preserve your formatting. In Windows, this format is only available if you have Word 2007 or higher installed and have enabled the Use Microsoft Word or Open Office for Doc and Docx Conversions option in the Import/Export tab of the Options window.

• OpenOffice (.odt): This option saves the file in the native OpenOffice format. As with .doc and .docx, you are prompted to install the improved converters. If you encounter problems, use the Rich Text (.rtf) format, instead.

• Plain Text (.txt): This format removes all of your formatting, but creates a plain text file that can be accessed from almost any application on almost any platform or device.

• Final Draft 8 (.fdx): This option is used to transfer scripts to Final Draft. It saves synopses as scene summaries on the Mac and preserves scene titles and custom script element formatting.

• Final Draft 5-7 Converter (.fcf): This option is only available on the Mac and is intended to save a file that is compatible with earlier versions of Final Draft. You may lose formatting with this choice, as this format only supports basic screenplay formatting.

• ePub eBook (.epub): This format creates an ePub file that is compatible with a wide range of e-readers.

• Kindle eBook (.mobi): This option requires Amazon KindleGen. It generates an e-book for reading on Amazon Kindle devices and apps.

• iBooks Author Chapters (.docx): Use this format to save each section of your book as an individual .docx file, which can then be imported into iBooks Author to convert to .iba format. This format is only available on the Mac.

• Web Page (.html): This format creates a single HTML file to publish on a website.

• eXtensible Web Page (.xhtml): This option is only available in Windows. It is similar to the HTML option, but takes advantage of XHTML code.

• Web Archive (.webarchive): This option is similar to HTML, but it saves the project into Apple’s .webarchive format, with images bundled into a single file. This option is only available on the Mac, and can only be opened by Apple’s Safari browser and some other Mac OS X apps.

• PostScript (.ps): This format is only available in Windows. It creates a single file in a format commonly used in design and publishing apps.

• MultiMarkdown (.md): Use this option or one of the other MultiMarkdown files to export a plain text MultiMarkdown file or a file formatted with MultiMarkdown support.

In Windows, to complete the compile process, simply click the Compile button in the condensed Compile dialog box after choosing your compile and output options. In the Save As dialog box, enter a filename, choose where you want to save the file, and click Save.

On the Mac, to complete the compile process based only on the summary options:

1. Open the Compile dialog box, if it is not already open (File, Compile or Option-Cmd-E).

2. Select the compile format from the Format As drop-down menu.

3. Select the output format from the Compile As drop-down menu.

4. Choose a compile group from the Compile drop-down menu. You can choose to compile any of the following, as you can see from the example in Figure 19.2:

• Your entire Draft folder

• Individual containers within the Draft folder

• Selected files in the Binder

• A collection or search results

5. You can opt to Add Front Matter by clicking the check box and then selecting a document from the drop-down menu.

6. In relevant formats, choose whether to use the current compile format font settings or to override any font settings and replace it with a font selected from the drop-down menu. This option is not available for plain text, scriptwriting, or e-book formats.

7. Select or deselect the options to Convert Smart Quotes, Em-Dashes, and Ellipses to Plain Text, Convert Italics to Underlines, and Remove Comments and Annotations.

8. Click Compile.

9. In the Export dialog box, enter a filename, choose where you want to save the file, and click Export. If you selected the Print option from the Compile For drop-down menu, the Print dialog box opens instead of the Export dialog box.

On the Mac, click the All Options tab in the Compile dialog box. In Windows, click the Expansion button to the right of the Format As drop-down menu, as shown in Figure 19.1. The options available in the Compilation Options list on the left, as shown in Figures 19.3 and 19.4, depend on the output format you selected. The right pane contains the settings for the selected option tab.

If you select only a portion of the Draft folder on the Mac, another menu appears to the right of the compile group field, as shown in Figure 19.5. The Compile Group Options drop-down contains the following two options, each of which can be independently enabled or disabled:

• Treat Compile Group as Entire Draft: When this option is selected, the compile group is treated as if it were the entire project. Think of the compile group container as a designated Draft folder, with its subdocuments following in the project hierarchy. Chapter numbers begin at 1, and any other level-related compile formatting is assigned accordingly.

• Include Selected Container in List: This is the default option. When it is selected, the selected container is included in the compile group. If you disable this option, the compile group only includes the items beneath the selected container. If this option is selected by itself, the hierarchy of the project remains unchanged. If you select this option in conjunction with the Treat Compile Group as Entire Draft option, however, all of the items in the compile group shift up by a level, as items that were at Level 2 in the hierarchy are then considered to be Level 1 in the compile group.

The levels of the hierarchy are important in formatting the compiled output, as is explained in the “Formatting the Compilation” section later in this chapter.

To the right of the item title are two additional check boxes:

• Pg Break Before: This option links to the Page Break Before option in the Inspector, and it inserts a page break before the checked document. Use this option primarily for title pages, a glossary, or a table of contents—documents that generally appear only once in a project.

• As-Is: This option is linked to the Compile As-Is option in the Inspector, and it instructs the Formatting pane of the Compile dialog box to ignore this document.

By default, items that are selected in the Include column are included in the compile. The Compile Override drop-down menu in the lower-right corner of the dialog box can alter these settings as follows:

• Included Documents: This is the default behavior and includes only selected documents in the compilation.

• Excluded Documents: This reverses the default behavior and includes only those documents that are not selected in the compilation. This option is helpful if you have added notes or other materials within the Draft folder that you do not want included in the default compile. This option allows you to compile those items separately.

• All: This ignores the Include in Draft selection and compiles all of the items in the compile group.

To apply a filter:

1. Select the Filter check box.

2. In the first Filter drop-down menu, choose to Include or Exclude the filtered documents.

3. In the second drop-down menu, select the criteria for the filter from the following options:

• Documents with Label: This is the default setting. Documents containing the label you select in the third drop-down menu are included or excluded from the compilation (based on your selection in step 2).

• Documents with Status: Documents containing the status you select in the third drop-down menu are included or excluded from the compilation.

• Documents in Collection: Documents within the collection you select in the third drop-down menu are included or excluded from the compilation.

• Current Selection: Documents that you select in the Binder, search results, or a collection prior to opening the Compile dialog box are included or excluded from the compilation.

4. Select a value from the third drop-down menu. The items on the menu vary depending on your selection in step 3. If you choose Current Selection in step 3, the third drop-down menu disappears.

Some of the Scrivener for Mac project templates, such as the Novel template, include a Front Matter folder with subfolders and items for different publishing scenarios. You can customize these documents or create your own.

The Add Front Matter option on the Contents tab of the Compile dialog box lets you select these items from outside your Draft folder. You can then create presets for different types of compilations that automatically call up the proper front matter materials for each situation.

To add front matter to your compilation:

1. Select the Add Front Matter check box.

2. In the Front Matter drop-down menu, shown in Figure 19.7, select the subfolder appropriate for the desired output format. The documents within the folder are added at the top of the items listed in the Contents pane.

3. Choose the Page Break Before and As-Is settings for each document that has been added to the Contents pane.

To understand the transition between items, think of a manuscript project. The manuscript is divided into parts, chapters, and scenes. The Draft folder contains subfolders for each part, and each part contains subfolders for each chapter. Those chapters, in turn, contain files for each scene.

There are four types of transitions between items:

• Text Separator: This option specifies the transition between two text files. In the previous example, the text separator specifies the type of separator used between scenes in the manuscript. Scenes are commonly separated by one or more pound symbols (#) or an empty line.

• Folder Separator: This option specifies the transition between two folders, such as a Part folder followed by a Chapter subfolder. These items are generally separated by a page break.

• Folder and Text Separator: This option specifies the transition between a folder and a text file (or file group). In the manuscript example, this determines the separator used between the chapter folder and the first scene in the chapter. These items are usually separated by a single return so as to make the transition invisible to the reader or an empty line to separate the chapter heading from the first line of the first scene in the chapter.

• Text and Folder Separator: This option specifies the transition between a text file and a folder, such as the last scene in a chapter and the beginning of a new chapter or part. This is generally done with a page break.

To set the separators, for each of the four types of transitions, select a separator option from the following:

• Single Return: Inserts a single return between items, making a seamless transition from one item to the next.

• Empty Line: Adds two returns between items, leaving an empty line between the items.

• Page Break: Inserts a page break between items.

• Custom: Inserts the characters or symbols you enter in the separator text box between items. This option automatically centers the custom characters and adds a single return before and after the characters so they appear on their own line.

The Formatting tab tends to cause the most confusion for Scrivener users. As with the rest of the compile process, taking this concept in parts helps lay the foundation so you can understand the whole process.

For example, a novel may have parts (Level 1), chapters within those parts (Level 2), and scenes within each chapter (Level 3). A different novel may only have chapters (Level 1) and scenes (Level 2).

Interestingly, the best way to understand the level hierarchy is with a complex example rather than a simple one. Figure 19.10 shows the structure of this Scrivener Absolute Beginner’s Guide, which has multiple levels.

Each level in a project hierarchy can contain a mix of folders, files, and file groups. In the example in Figure 19.10, the Introduction file is at the same level as the Part folders. Although their level is the same, the Structure and Content table allows you to set different options for each type of item at each level so that you can apply different formatting to them. The Introduction and the Part folders, for example, can be formatted differently while remaining at the same hierarchical level.

1. Select the row with the type of item you want to add to the Structure and Content table. If you want to add another level of folders, for example, select the Level 1+ folder. If you want to add another level of text documents, select the Level 1+ text document.

2. Click the Add Another Formatting Level button.

Figure 19.11 shows the Structure and Content table for the hierarchy established in Figure 19.10.

When you add a formatting level, the lowest level for each item type is followed by the plus (+) sign to indicate it is the lowest level of the formatting hierarchy and its formatting affects all items of that type below that level. A Level 1 text document only affects text documents at Level 1, whereas a Level 2+ text document affects text documents at Level 2 or lower, and so on.

The way to determine whether you need to add a level to the table or if it can be accommodated by a higher-level catchall is to think about how you want each level of your compilation formatted. This book, for example, has parts, chapters, sections, and subsections. Let’s say you want the following layout for these items:

• Introduction, in a Level 1 file in the Binder, formatted with the Introduction title in a 24-point font, and the text in a 12-point font

• Parts, in Level 1 folders, formatted with just the part number and title on their own page in a 36-point font, right-justified

• Chapters, in Level 2 folders with text, formatted with the title in a 24-point font and text introducing the purpose of the chapter in a 14-point font

• Sections, in Level 3 file groups, formatted with the section heading in an 18-point font and text explaining a major concept in an 11-point font

• Subsections, in Level 4 files, formatted with the subsection heading in a 14-point font and text explaining a minor concept in an 11-point font

Although both Parts and Chapters appear in folders, the formatting is different for each, so you need two distinct levels of folders. The Introduction and Subsections are both files and both contain a heading and text, but the formatting of those components is different. There are three levels separating those two items in your hierarchy; however, because there are no text documents at those interim levels, you can create a Level 1 file to format the Introduction and a Level 2+ file to accommodate any other files at a lower hierarchy (of which there are only the Level 4 documents). There is only one level of file groups, so you can set the Level 1+ file group item knowing it only applies to the file groups you have at Level 3 in your hierarchy.

If your document is complex, such as this example, there are often multiple ways to configure the Structure and Content table to get the results you want. Don’t let this table confuse you unnecessarily. If you create an overly complex Structure and Content table and realize you can get the same result in a simplified manner, select the level you want to delete, then click the Remove Selected Formatting Level button.

• Title: Displays the title of the item

• Meta-Data: Displays the meta-data for the item—the created and modified dates for the item, the label and status values, assigned keywords, and custom meta-data

• Synopsis: Adds the synopsis for the item

• Notes: Adds the Document Notes from the Inspector

• Text: Includes the text of the item

The meta-data, synopsis, and notes elements allow you to structure a compiled outline or add this information to a draft of your project. If you are compiling a manuscript, nonfiction work, or another type of completed project, you most likely want to focus on the title and text elements.

In a typical manuscript, your chapters are formatted with a Level 1+ folder. If the chapters have titles, select the title element. Scenes are formatted with Level 1+ files with the text element selected.

Remember that folders can contain text. If you want to begin each chapter with a quotation, for example, type it in the chapter folder in the Editor before entering the Compile dialog box, and then select both the title and text elements in the Structure and Content table. The quotation appears below the title of the chapter in your compiled manuscript.

As shown in Figure 19.12, the Formatting editor shows how the format of the selected elements appears in the compilation. If you selected the title element for a level, for example, a title element appears in the Formatting editor.

The Format bar in the Formatting editor is similar to the Format bar and Ruler in the Editor. On the Mac, to change the appearance of each content element, click inside the element in the Formatting editor and then use the Format bar to modify it. There is no need to select the entire element because you are modifying the traits of the entire element, not a portion of it.

In Windows, click the Modify button to open the Formatting dialog box and modify elements, as shown in Figure 19.13. When you are finished, click OK to return to the Compile dialog box.

If you want to override the formatting of the text or notes elements, you must first select the Override Text and Notes Formatting check box at the top of the Structure and Content table.

If you were writing in 14-point Trebuchet MS in the Editor, you can change the font in your compilation to 12-point Times New Roman or Courier for submitting a completed manuscript to an editor. To do this, take the following steps:

1. Click the Override Text and Notes Formatting check box.

2. Select the relevant row in the Structure and Content table.

3. Click in the Text or Notes element of the Formatting editor. In Windows, you must click the Modify button first to open the Formatting editor.

4. Click the Font button on the Format bar to open the Fonts dialog box.

5. Select the new font and font size; then close the dialog box.

The Section Layout button controls the content of headings, such as a chapter heading. It also controls how the first page of a section is composed following a page break. Click the Section Layout button to open the Section Layout dialog box, shown in Figure 19.14.

The Section Layout dialog box contains three tabs on the Mac and two tabs in Windows:

• Title Prefix and Suffix: This tab lets you add text before or after the title element.

• Title Appearance: This tab is labeled Case in Windows. It controls the format of the title element (see Figure 19.15). On the Mac, you can change the appearance of the title element, the title prefix, and the title suffix to uppercase, lowercase, normal (title) case, or faked small caps. In Windows, you can change the appearance to uppercase and normal (title) case.

• First Page: This tab does not appear in Windows. At the beginning of a chapter or section, you can set a certain number of words of the text to appear in uppercase as a stylistic choice (see Figure 19.16).

The key to setting the title prefix lies in the Title Prefix and Suffix tab. To add a numbered heading along with the title element:

1. Select the Title element in the Structure and Content table for the appropriate level.

2. Click the Section Layout button. In Windows, click Modify to open the Formatting dialog box; then click Section Layout.

3. In the Prefix pane, enter the word Chapter followed by one of the following placeholders:

• <$t> to spell out the chapter numbers in title case (One, Two, etc.)

• <$W> to spell out chapter numbers in uppercase (ONE, TWO, etc.)

• <$n> to use Arabic numbers (1, 2, etc.)

4. Choose from the following options:

• To add the title element to the same line as the title prefix, enter a colon (:) or a dash (—) immediately following the chapter element, followed by a space, such as Chapter <$t>: . The resulting chapter and title in the compiled document look like this: Chapter One: An Island Getaway.

• To position the title element beneath the title prefix, enter the title prefix followed by a return.

5. Change the settings on the Title Appearance and First Page tabs, if necessary.

6. Click OK to close the dialog box.

If you want to add just the title prefix without including the title element, deselect the Title element in the Structure and Content table.

If you use the title prefix in the Section Layout dialog box, be sure you do not use chapter headings elsewhere in your project. If you see two chapter headings in your compiled document or chapter headings at the beginning of a scene, check these possibilities:

• You titled your folders Chapter 1, Chapter 2, etc., and selected the title element along with adding a prefix or suffix in the Section Layout.

• You entered text in your folders or files in the Editor reading Chapter 1, Chapter 2, etc.

• You have a title prefix or suffix assigned to the scene level in your hierarchy. Select each level of your project in the Structure and Content table in turn and then use the Section Layout to remove extraneous prefixes or suffixes.

1. Click the Title Adjustments tab in the Compile dialog box.

2. In the Title Adjustments pane, shown in Figure 19.17, select the Do Not Add Title Prefix to Front Matter Documents and Do Not Add Title Suffix to Front Matter Documents options if your compile contents include front matter.

3. Click the Choose drop-down menu to select an item to exclude it from the prefix and suffix settings.

4. Repeat step 3 to select additional items to exclude.

• Insert Subtitles Between Text Elements: When you select synopsis or notes elements in the Structure and Content table, you can opt to insert a subtitle to set them apart from the text of the item.

• Place Notes after Main Text: By default, document notes appear above the text of the item when the notes element is selected. Check this option if you want to place notes below the item text.

• Custom Separator Centering Ignores Indents (Mac Only): This option is selected by default and causes custom character separators to be centered on the page. If you prefer the separator to use the document indent settings, deselect this option.

• Remove First Paragraph Indents (Mac Only): This option overrides the first-line paragraph indent settings for the first paragraph following a header or section break.

• Text Formatting Override Options (Mac Only): This option ignores selected formatting you’ve done in the formatting. To select this option, you must select the Override Text and Notes Formatting check box.

• Preserve Formatting Only Preserves (Mac Only): If you selected Format, Formatting, Preserve Formatting from the menu for any portions of your project while using the Editor, these settings set limits on which formatting options are affected.

If you are printing your manuscript or paper in 12-point font, page padding of 14–16 lines is usually appropriate.

The Layout tab (Mac only), shown in Figure 19.19, contains options that are probably familiar to you if you’ve used a word processor. The specific options available depend on the output format you selected in the Compile For drop-down menu. Select Use Hyphenation to automatically hyphenate long words at the end of a line instead of putting the entire word on the next line. Select Avoid Widows and Orphans to avoid leaving a single line of a paragraph alone at the top or bottom of a page.

If you added page padding in the Formatting tab, select Do Not Add Page Padding to the First Document in order to format this page differently from the rest of your compilation. The first page of a manuscript is generally a title page, and page padding interferes with the formatting of this page.

1. Click on the Layout tab.

2. Select the Use Columns check box.

3. In the Start Columns drop-down, select from the following options:

• On First Page: Starts the columnar layout from the beginning of your compilation

• After First Document: Starts the columnar layout after the first document in the compile contents to allow for an introduction or similar document

• After Front Matter: Starts the columnar layout after all of the front matter items have been laid out

4. In the Number of Columns drop-down menu, select how many columns the page should be divided into.

5. In the Space Between Columns drop-down menu, suggest how much space should be left between columns to make the compilation more readable.

To add an end-of-text marker to your compilation, click Mark End of Text With and enter the characters you want in the text box. On the Mac, this option appears in the Layout tab. In Windows, this option appears in the Transformations tab.

The options to Straighten Smart Quotes, Convert Em-Dashes to Double Hyphens, and Convert Ellipses to Triple Periods are very straightforward. On the Mac, you can also choose from the following Plain Text Conversions:

• Delete Struck-Through Text: If you used Revision mode when editing your project, deleted text uses strike-through formatting so the text is not permanently removed. Select this option to delete struck-through text before compiling.

• Do Not Convert Auto-Number Tags to Numbers: This option disables any placeholder tags that automatically number elements of your project, such as chapter numbers. Other placeholder tags continue to function as normal.

• Remove Trailing Whitespace from Documents: This option removes extra spaces at the end of a line.

• Convert Multiple Spaces to Single Spaces: This option replaces two spaces after a period with a single space. If you learned how to type in the good ol’ days, you may have learned to put two spaces between sentences. With the advent of proportional fonts, this is no longer standard practice, but Scrivener can clean up your old habit.

• Convert to Plain Text: This option replaces indents and paragraph spacing with actual spaces and carriage returns. If you select this option, select the conversions you want from the following drop-down menu choices:

• Paragraph Spacing: Inserts carriage returns between paragraphs to approximate the space left by automatic paragraph spacing.

• Paragraph Spacing and Indents: Inserts spaces to replace indents and carriage returns between paragraphs.

• All Whitespace: Inserts spaces and carriage returns to preserve all whitespace, such as alignment, hanging indents, block quotes, and right-indents. This mode does not preserve full justification.

• All Whitespace (Add a One-Inch Margin): Inserts 10 spaces to the left of every line in addition to all of the conversions in the All Whitespace mode.

In addition to converting italics to underlines and vice versa, the following options are intended for Rich Text Conversions:

• Convert Markdown to Bold and Italics: Converts Markdown strong emphasis formatting to bold and emphasis formatting to italic.

• Remove Highlighting: Removes highlighter colors from your text before compiling.

• Remove Text Color: Removes all color from text. Although text continues to appear black onscreen for display purposes, the text does not have any color assigned. This option is available on both the Mac and in Windows.

• Remove All Hyperlinks: Removes all hyperlinks from the text and displays them as flat text. This is useful if you are outputting to Print as well as certain file formats.

The Transformations tab in Windows, shown in Figure 19.21, contains fewer options, but they are among the most common conversions.

There are two types of replacements: project replacements and preset replacements. Project replacements are stored with the project and are applied to any compile preset you use to compile the project. Preset replacements are stored with the compile preset settings for the project and are only applied when you use that compile preset with the project.

The Replacements table has four columns in Windows. The Mac version has five columns, with the addition of a RegEx column to indicate the substitution is using Regular Expressions to perform the replacement. The four columns both platforms have in common are as follows:

• Replace: This is the text you have entered into your project.

• With: This is the text you want to substitute into the compiled document.

• Case-Sensitive: This selection specifies that the Replace column must match exactly in order to be replaced.

• Whole Word: This selection specifies that the Replace column must stand alone rather than be part of another word. Par will not match parlor, for example, if this is selected.

If you select Rich Text (.rtf) as your output format, you can handle inline comments and footnotes and linked comments and footnotes each in a different manner. For example, you can retain inline footnotes as footnotes but export Inspector footnotes as endnotes. You can also embed inline annotations into your output but strip Inspector comments.

• To remove footnotes, select the Remove Footnotes check box in the Footnotes/Comments tab.

• To remove Inspector comments, select Remove Inspector Comments.

• To remove inline annotations, select Remove Inline Annotations.

• Export Inspector Footnotes as Endnotes (Mac Only): Exports Inspector (linked) footnotes

• Export Inline Footnotes as Endnotes (Mac Only): Exports inline (embedded) footnotes

• Export to RTF As (Windows Only): Exports to either footnotes, endnotes, or comments

This process is similar for comments and annotations. If you select Rich Text (.rtf—Word Compatible) or Microsoft Word as the output format, you can open the compiled file in Word and see your comments in the margin notes. To convert comments and annotations into margin notes:

1. Deselect the Remove Inspector Comments and Remove Inline Annotations check boxes, as needed. You can decide to export only comments or only annotations, as well.

2. In the Export to RTF As drop-down menu, select Margin Comments.

If your word processor does not accept your margin comments, convert to inline comments, instead. Take the following steps:

1. Return to the Footnotes/Comments tab.

2. Deselect the Remove Inspector Comments and/or Remove Inline Annotations check boxes, if necessary.

3. In the Export to RTF As drop-down menu, select Inline Comments.

4. In the Enclosing Markers field, select an opening and closing marker.

On the Mac, select Use Project Page Setup Settings (Figure 19.25) if you want to use your project to determine the paper size and margins of your output file. View these settings in your project by choosing File, Page Setup from the menu. If you want to set different page settings, you must disable this option first.

1. Click the Page Setup button to select the paper size and orientation of the paper from the Page Setup dialog box on the Mac. In Windows, click the Paper Size and Orientation drop-down menus to make these selections, as shown in Figure 19.26.

2. Enter the width of the Top, Bottom, Left, and Right margins. You can measure the width in centimeters, inches, or points. On the Mac, each unit of measure is selected separately. In Windows, choose the Units setting for all of the margins at once.

The Header and Footer settings, shown in Figures 19.25 and 19.26 previously, are different for the Mac and Windows.

On the Mac, the header and footer are each divided into three sections: left-aligned, centered, and right-aligned text. You can enter header elements in any or all of these sections. Select the font by clicking the Header font (or Footer font) text box to open the Fonts dialog box.

In Windows, enter the header in the Header text box, then choose one alignment for the entire header. To select the font for the header, click the Choose button to the right of the Header font option.

Just as you used placeholder tags in the Section Layout of the Formatting tab to automatically number chapters, you can use placeholder tags to insert variable information into headers and footers. The placeholder tag for page numbers is <$p>. Thus, in Windows, the header for an academic paper would be formatted as the following: Kettell <$p>, with the Alignment drop-down menu set for Align Right.

On the Mac, you can also use placeholder tags for the author’s surname (<$surname>) and the project title (<$projecttitle>). Thus, to create a manuscript header on the Mac, click in the right-aligned column of the Header field and enter the following: <$surname>/<$PROJECTTITLE>/<$p>.

On the Mac, the project title and surname placeholders acquire their information from the Project Properties tab of the Meta-Data Settings dialog box in the project. To access this information, choose Project, Meta-Data Settings, Project Properties from the menu. You must exit the Compile dialog box first.

On the Mac, you can either remove the header (or footer) or create a replacement. To create a different first page header on the Mac:

1. On the Page Settings tab, click the First Pages tab above the Header and Footer section.

2. On the First Pages tab, shown in Figure 19.27, select the Different First Page Header/Footer check box.

3. Enter a different header or footer in the Header or Footer fields. Leave these fields blank if you want to remove the header or footer from the first page. The gray text that appears in the box does not affect the settings; it is merely there to guide you.

4. If you want to begin numbering the pages of the document beginning with the first page, even if it does not contain a header, select the Page Numbers Count First Pages check box.

The Statistics Options allow you to opt whether or not to include front matter or content elements in the calculation of the word count. You can also opt to include footnotes and other notations.

In Windows, save a compile preset by clicking the Save Preset button below the Compilation Options pane in the Compile dialog box and then enter a name for the new preset in the Save Compile Settings dialog box.

On the Mac, do the following to save a compile preset:

1. Select Manage Compile Format Presets from the Format As drop-down menu.

2. In the Manage Compile Format Presets dialog box, shown in Figure 19.29, choose one of the following options:

• Global Presets: Saves the preset in the Application Support folder to make it available to all projects

• Project Presets: Saves the preset in the current project so it is only available to that project

3. Click the Add (+) button.

4. Give the preset a name in the Enter a Name for This Compile Format dialog box, and then click OK.

5. Click OK to exit the Manage Compile Format Presets dialog box.

You can see your new preset in the Format As drop-down menu.

1. Open the Compile dialog box, if it is not already open.

2. Click the Format As drop-down and select Manage Compile Format Presets from the menu.

3. In the Manage Compile Format Presets dialog box, click the preset you want to delete. You cannot delete built-in presets.

4. Click the Delete (−) button.

5. Click OK in the warning that pops up about the deletion.

6. Click OK to return to the Compile dialog box.

In Windows, do the following to delete a compile preset:

1. In the Compile dialog box, click Load Preset.

2. Select the preset in the Load Compile Settings dialog box. You cannot delete built-in presets.

3. Click Delete.

4. Click OK to return to the Compile dialog box.

1. Double-check that the compile format (Format As), output format (Compile For), compile group, and other settings are as you want.

2. Click Compile.

3. In the Export dialog box (Save As in Windows), choose a filename and location, and then click Export (Save in Windows).

If you selected the Print output format, the Print dialog box opens in step 3. Click Print.

Once you’ve exported your compilation, always check it in an appropriate application to ensure you didn’t lose any formatting unexpectedly.

Congratulations! You are now a Compile Master.