The layout check

An incorrect font size, a slight difference in the background shading of a table or an incorrect line boldness. The “Layout Check” function checks your files for formal design problems and detects such problems faster and in more detail than the human eye ever could. It also immediately pro-vides assistance with their correction.

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The function

Open the Layout Check window via the “Layout Check” button in the “Layout and wording” group on the “*Publish” tab.

The window consists of three elements:

Case study: Checking a document with the Layout Check

You can use the Layout Check to check your document for errors according to individual criteria.

A detailed explanation of the individual steps

How to use the layout check in Word:

1. Open the Layout check window via the “Layout check” button in the “Layout and wording” group on the “*Publish” tab.
   → The layout check task area opens and comprises three elements (Parameters/Results/Exceptions).

2. Choose what should be checked in the “Parameters” group:

1. “Complete” conducts a comprehensive review all categories.

2. Under “Selection” you can choose from the following profiles for the check: colours, typography, tables, proofreading, Federal Gazette.

3. “Complete” conducts a comprehensive review all categories.

4. Click “Custom” to select what you want to check.

3. Then click “Start” to carry out the Layout check.
   → The Layout check is carried out.

The criteria of the layout check in the overview

The Layout Check examines your document in the following categories:

Der Arbeitsbereich des Layout Checks

	Text/typographie
	Style sheet Font type, size, color, position Walking distance Text alignment indents Highlighting / marking Line and paragraph spacing Autocorrect terms Spelling and plausibility (e.g. double spaces, double consecutive words, quotation marks, opening and closing brackets)

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	Line type / style sheet Line type, thickness, color background color Highlighting / marking Line height and line spacing Column and table widths Alignment of table cells

	graphics
	Structural review Number of graphics Graphic resolution

	Punctuation/Autocorrection
	punctuation marks Double characters Plausibility Autocorrect

	Document general
	Is the view locked? Does the document still contain revision marks and comments? Are particles hidden? Font installation Column width

	Exceptions
	The exceptions you specify can be selected as parameters in the Layout Check and categorized by: Type Section

Paramater

Here you define which elements should be checked and start the layout check (in the area in the above diagram). The following options are available:

• "Complete" performs a complete check of all categories.
• Under "Selection" you can choose from the following profiles for the check: Colours, typography, tables, editing, Federal Gazette. Further information on the individual profiles can be found under The Layout Check function „Check“
• Under "User defined" you select yourself what is to be checked.

If you want to run the layout check, click on "Start" afterwards. A progress dialog will appear, showing you how the selected setting is being executed. Afterwards the work area changes to the element "Result".

Result

After checking, displays all elements in a list view that do not correspond to the default and could therefore be faulty.

	Good to know
	The results of the layout check are sorted according to their occurrence in the document. The first error found in the document is at the top of the list - the last error in the document at the bottom.

The report that is now generated contains the following information:

Filter

Die Filteransicht des Layout Checks

Filters the results under the following element types:

Text: Shows results for text.

Tables: Shows results for tables.

Filters for punctuation / AutoCorrect: Shows results for punctuation / AutoCorrect.

General filter: Shows results that affect the document in general.

Exception filter: Shows all previously defined exceptions.

The filter includes a full-text search to search the results.

As exception

You can define deviations from the default setting that are really wanted as “exceptions”: Highlight an entry in the “Preview” column and click:

Select an entry in the list area of the "Layout Check" workspace and then click one of the buttons in the menu bar:

Add exception for this text

Use this button so that the relevant deviation from the defined layout standard is no longer iden-tified as an error for exactly this case, but is allowed as an exception. Example: You create an index at the end of your document and want the index to be in a smaller font type than the rest of the text.

Add exception for all occurrences

Use this button to ensure that the relevant deviation from the defined layout standard is no longer identified as an error in the entire document, but is allowed as an exception.

Example: You want to write a company or brand name (for example MyCompany) in upper case and therefore make it one point smaller for reasons of good typography. To ensure good typog-raphy, the name should be written one point smaller than the rest of the text. The smaller font size is then ignored as an error every time it appears in precisely this word.

Highlight

Highlights the elements which the Layout Check has found in the document in colour.

List of results

Lists all elements which were recorded by the Layout Check during the check. Click on an entry to to navigate to the relevant place in the document. This will highlight the paragraph.

Problem and solution suggestion

If you hover with the mouse over a problem, a tooltip appears with the problem and a suggested solution.

Remove error from the list

Removes the error from the list without rectifying the problem.

Exceptions

Lists the previously defined exceptions.

	Gut zu wissen
	You can also do a Layout Check for a selection in the report.

The Layout Check function „Check“

At any time when you are in the "*Publish" menu, you can use the "Check" split button to access the preset layout check criteria. Select the desired category from the drop-down menu and the layout check will be performed immediately.

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The following criteria are checked for the preset categories:

• Completely:
  • Colors
  • Typography
  • Tables
  • Proof reading

• Colors:
  • Font colors used
  • Table backgrounds

• Typography:
  • Font
  • font size
  • Walking distance
  • Distances
  • Indentations

• Tables:
  • Table lines
  • Table widths
  • Column widths

• Proof reading:
  • Application of style sheets in tables and text
  • Emphasis
  • firesys highlights
  • Table backgrounds
  • Missing punctuation marks
  • Double punctuation
  • Double spaces
  • Double quotation marks
  • Missing brackets
  • Missing bullet points
  • Autocorrect terms
  • View
  • Changes
  • comments
  • Hidden particles

• Federal Gazette (Bundesanzeiger):
  • Number of columns in tables
  • Number of graphics
  • Graphic resolution

See also

The firesys layout functions
Align with baseline grid
Autocorrection
Letter Spacing and word spacing

Further contents

→ firesys website
→ Customer area
→ YouTube