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Word

Layout menu ribbon

Design texts with the StyleGuide

The StyleGuide makes the text formats that were developed especially for your publication according to the StyleGuide available in a separate task area.

A detailed explanation of the individual steps

How to use the StyleGuide to assign styles to text areas in Word:

1. In Word, in the “Layout” menu ribbon, click on the “StyleGuide” button in the “Text” group.
   → A work area opens on the right-hand side.

2. Select a text area in Word to which you want to assign a style.

3. In the StyleGuide work area, click on the style you require.
   → The selected style is assigned to the selected text area.

Create a new table in Word

The firesys table assistant helps with with creating, formatting and changing tables.

A detailed explanation of the individual steps

Use this function to create a new, blank table in your Word document in accordance with your style guidelines. You can also insert tables into your document if the contents do not originate from Excel:

1. Click in the place in the document where you want to insert the table.

2. In the tab "*Design" in the group "Tables" click on the button "*Table assistant". .

3. Select the desired template for the table – depending on your layout

4. Enter the number of columns and rows that you want in your table.

5. Then select a width for the new table.

6. Enter the width you require for the “Other columns” (usually the columns filled with numbers). The width of the “First column” (usually the text column) is adjusted automatically.

7. Choose whether the table header is to be repeated on every page.

8. Click OK to confirm your selection and to create
   → a table with the parameters you have specified.

Manually change a table

Change the table and column widths from the specified values or define manual values.

A detailed explanation of the individual steps.

To edit a table, proceed as follows:

1. Hover the cursor over the table you want to change.

2. Open the table assistant. You have two options for this:

1. In the tab "*Design" in the group "Tables" click on the button "*Table assistant".

2. Open the context menu by right-clicking on the table and click on "*Table assistant".

3. Carry out the steps necessary for your editing:

1. Select the desired template for the table - depending on your layout.

2. Enter the number of columns and rows you want your table to have.

3. Select a width for the table.

4. Optionally place a tick in front of "Repeat headers on each page if you wish to do so.

5. Define the desired width of the text and number columns.


Note: After selecting a different template for an existing table, you will be prompted by firesys warning that manual formatting you previously applied to the table will be removed.



4. If you click Yes.
   → you might have to redo some of the manual formatting that you already applied to the table.

Table assistant – change table height

Change the height of the individual rows in your table by using the context-sensitive table menu in firesys.

A detailed explanation of the individual steps

Shrinking and stretching a table allows you to reduce (shrink) or increase (stretch) the height of tables by minute amounts.

1. Hover the cursor over the table you want to change.
   → The following open on the left side of the menu ribbon other context-sensitive tabs.

2. Click on the "*firesys" tab.

3. Use the “Shrink” menu options to reduce the table's height:

1. Click “Decrease the line spacing” to reduce the line spacing in the table by 0.1 pt.

2. Click “Decrease space before” to reduce the spacing between a paragraph and the paragraph above by 0.1 pt in all table rows.

3. Click “Decrease space after” to reduce the spacing between a paragraph and the paragraph below by 0.1 pt in all table rows.

4. Use the “Stretch” menu options to increase the table’s height. The steps involved in stretching the table are identical to the steps required for shrinking the table.

5. Repeat the shrink or stretch commands as many times as necessary until the table has reached the desired height.
   
   Note Click the menu options under “Reset” to undo the modifications and restore the spacing originally set in the style.
   
   → You have shrunk/stretched the table.

Table assistant – insert a row

Use firesys to add a new row to an existing table.

A detailed explanation of the individual steps

Insert a new row

1. Hover the cursor over the table row above or below of where you want to insert a new row.
   → The following open on the left side of the menu ribbon other context-sensitive tabs.

2. Click on "Rows" in the "*firesys" tab in the "Rows and Columns" group.

3. Click either “Insert above” or “Insert below” to add a row above or below the row where your cursor is pointed.
   → You have inserted an additional line.

Insert a new column

1. Click in the column of your table next to which you want to insert an additional column.
   → Additional context-sensitive tabs open on the left side of the ribbon.

2. Click on "Column" in the "*firesys" tab in the "Rows and columns" group.

3. Click on "Insert Right"/"Insert Left" to insert a column to the right or left of the column where your cursor is positioned.

4. Then call up the Table assistant to adjust the width of the table and columns.
   → You have added an extra column to your table.

Menu ribbon contents

Highlight data in text

This highlights in green all linked Excel objects in the body text, or else it removes the highlighting.

A detailed explanation of the individual steps

How to define coloured highlighting in firesys:

1. In Word, in the “*Content” menu ribbon, in the “Linked objects” group, click on the “Set” button in the “Selection” area.
   → A selection menu opensHere you can select whether you want to be supported by coloured highlighting for identifying data in text elements, lost Excel data links or firesys stories.

2. Select the option you require.
   → The selected option is then executed and the coloured highlighting is displayed in Word.

Reference: If you no longer require the coloured highlighting that is currently set, you can use the “Remove” button to return the visual display to the its original status.

Insert data in text from file

Use this function to insert the content of a single cell as a linked firesys object in the body text of your Word document.

A detailed explanation of the individual steps

This is how you insert a data in text object directly from a file into Word with firesys:

1. In Excel, highlight the cell that you want to add to Word as a linked data object in the body text.

2. Give the selected cell a name as otherwise it cannot be imported.

3. Save the Excel file.

4. Repeat this procedure for each cell that you want to add to Word as a linked data object in body text.

5. Go to Word and position the cursor where you want to insert the data in the document.

6. On the “*Content” tab in the “Excel Data” group on the “Insert” menu and select “From file” from the “Data in text...” area.
   → A data selection dialogue opens..

7. Select the Excel file containing the worksheet with the cell you require (“data source”).
   → The linktext assistant opens

8. The linktext assistant opens.

9. Select the worksheet containing the required cell.

10. Select the cell using the name that you defined in Excel.

11. If applicable, check “Set absolute value” if you want to add a number as an absolute value.

12. Click on "OK".
    → The linktext assistant inserts the data from the selected Excel cell into your body text.

Insert data in text directly from the selected Excel cell

Use this function to insert the content of a single cell that you have just selected in Excel directly as a linked firesys object in the body text of your Word document.

Insert data directly from the selected Excel cell

This is how you insert data in text objects directly from a selected cell in Excel into Word with firesys:

1. In Excel, highlight the cell that you want to add to Word as a linked data object in body text.

2. Give the selected cell a name as otherwise it cannot be imported.

3. Save the Excel file.

4. Switch to the Word file and position the cursor where you want to insert the data from the selected cell.

5. Click on the “*Content” tab in the “Excel data” group on the “Insert” menu, and select “Directly from selected Excel cells” or “Directly from selected Excel cells as an absolute value” under the section “Data in text&rdquo.
   → The linktext assistant inserts the data from the highlighted Excel cell into your body text.




Reference: If several names have been given to the selected Excel range, the dialog will ask you to select the desired range.

Insert data in text directly from the selected Excel cell with options

Use this function to insert the content of a single cell as a linked firesys object with a different unit or as an absolute value into the body text of your Word document.

A detailed explanation of the individual steps

Preparatory steps:

1. So that you can enter a value with a different unit, it must be given a name in Excel beforehand. More information is available here.

This is how you insert a data in text object with a different unit into Word with firesys:

1. Select the cell of the value you require in your Excel document and then switch to the Word document.

2. Save the Excel file.

3. Position the mouse cursor at the point in your Word document where you want to insert the value.

4. Click on the “*Content” tab in the “Excel Data” group on the “Insert” menu and select “Directly from the selected Excel cell with options” from the “Data in text” area.
   → A selection dialog opens.

5. Select the operator, the factor and the rounded decimal places here. The “Result/preview” field enables you to check the data that was inserted into the text object.

6. Confirm the dialog with “OK”.
   → The value is inserted directly with the saved Premium Layout.

Insert a table from a file

Use this function to insert a table from an Excel file as a linked firesys table object in Word.

A detailed explanation of the individual steps

This is how you insert a table in Excel into Word with firesys:

So that a table can be inserted, a table must have been formatted properly beforehand. You can find information about this here.



1. On the “*Content” tab in the “Excel Data” group on the “Insert” menu and select “From file” from the “From file...” area.

2. The following dialog selection shows the Excel files that are already linked and open.

3. Files that are currently open on your desktop are displayed as

4. Files that you have already used to import objects into your Word document are displayed as

5. You can add documents by clicking the “Additional files” button or dragging the files directly to the corresponding button.

6. Select the Excel file from which the data is to be inserted (“Data source”).

7. A selection dialog opens. Select here the worksheet from which you want to insert your data.

8. Then select the range in the worksheet that you want to insert in Word. You can search both lists when they are expanded.

9. You can also select “Format manually” to prevent your tables being automatically adapted and formatted during insertion and updating Confirm the dialog with “OK”.

10. The table is inserted with the saved preset layout.

Insert table directly from the selected Excel range

With this function you insert the content of a range you have selected in Excel directly into Word as a linked firesys object.

A detailed explanation of the individual steps

Preparatory steps:

So that a table can be inserted, a table must have been formatted properly beforehand. You can find information about this here.

This is how you insert a table in Excel into Word with firesys:

1. Select the table area in your Excel document and then switch to the Word document you require.

2. Save the Excel document.

3. Change to the Word document.

4. Position the mouse pointer at the location where you want to insert the table in the document.

5. On the “*Content” tab in the “Excel data” group, click on the “Insert” menu and select “Directly from selected Excel range” in the “Table” area.
   → The Table assistant opens.

6. You can make optional settings relating to the table and column width in the table assistant that now opens. Then confirm the dialog with “OK”.
   → The table is inserted with the saved preset layout.

Update Excel contents

You can use these functions to update your linked Excel data with one click. This means that your business report always contains correctly maintained values.

A detailed explanation of the individual steps

This is how you update linked Excel objects with firesys, in three different ways:

• Option 1: By using the “Update” function in the menu ribbon (shown in this video)

1. Use the mouse pointer to select a linked Excel object that you want to update.

2. In the “*Content” menu ribbon, in the “Excel data manager” group, click on the “Update” button.
   → A progress dialog appears.
   Note:The “Update all Excel objects” function is also available on the split button.
   →The Excel object was updated.

• Option 2: By using the context-sensitive menu in firesys

1. Use the mouse pointer to select a linked Excel object that you want to update.

2. Right-click in the object’s area.
   →The context-sensitive menu appears.

3. Here you can select the “Update” function.
   → A progress dialog then appears.
   → The Excel object was updated.

• Option 3: By using the menu ribbon in the Excel data manager

1. Use the mouse pointer to select a linked Excel object that you want to update.

2. In the “*Content” menu ribbon, in the “Excel data manager” group, click on the “Excel data manager” button.
   →This opens the Excel data manager and the “Update” ribbon contains the update functions.

3. Here you can choose whether you want to update all or just the selected Excel objects.
   →A progress dialog then appears.
   → The Excel object(s) are updated.

Insert a graphic into body text

Inserts any graphics file (such as JPG, BMP, EMF, GIF, PNG, TIF) as a linked firesys graphics object in the existing format in your Word document.

A detailed explanation of the individual steps

This is how you insert a graphic from a file (into the body text):

1. Point the cursor at the position in your Word document where you want to insert the graphics.

2. In the “*Content” tab, click on the “Insert...” menu in the “Graphic” group and select “From file...”.

3. You can insert graphics by clicking on the “Additional files” button, or by dragging the files directly to the corresponding button.

4. Select the file you want to insert and confirm by clicking “OK”.
   → The graphic will be inserted

Insert a graphic directly from PowerPoint

Inserts a diagram created in Excel or PowerPoint as a linked graphic in EMF format. The source program can remain closed and you do not have to manually save the diagram as a graphic beforehand.

A detailed explanation of the individual steps

This is how you insert graphics from PowerPoint/Excel (into body text):

1. Place the cursor at the position in your Word document where you want to insert the graphic.

2. In the “*Content” tab, click on the “Insert” menu in the “Graphic” group and select “from PowerPoint...”.
   → The following dialog shows the already linked and open PowerPoint files:

1. Files that are currently open on your desktop are displayed as “Open”.

2. Files that you have already used to import objects into your Word document are displayed as “Linked”.

3. You can add documents by clicking the “Additional files” button or dragging the files directly to the corresponding button.

4. Select the Excel file from which the data is to be inserted (“Data source”).

5. Select the graphics that you want to insert into your Word document. You can see a preview of the selected graphics in the right-hand window.

1. If you enable the “Including Microsoft Office graphics object” option, linkgraphics automatically imports the diagram’s automatically generated elements from the spreadsheet into the Word document.

2. If you disable this option, the elements are ignored as auxiliary graphics when imported.

6. Click “OK” to confirm your selection.
   → The graphic will be inserted.

Insert a graphic directly from Excel (into body text)

Inserts a selected graphic into the currently opened Excel document directly as a linked graphic.

A detailed explanation of the individual steps

This is how you insert a graphic directly from Excel:



1. In Excel, highlight the graphics that you want to import into Word as a linked graphics object.

2. Go to the Word file and point the cursor where you want to insert the graphics.

3. On the “*Content” tab in the “Graphics” menu, click “Insert...” and select “Directly from Excel”.
   → The graphic will be inserted

Create a story

Select the text you require in your master document. This is saved as a new story and integrated into the master.

A detailed explanation of the individual steps

How to create a new story:

1. Use the cursor to select the area in your Word document that should be the content of the new story.

2. On the “*Content” tab, in the “Collaboration” group, click on the “Create” menu.
   → An information dialogue opens, indicating that the Master must first be saved.

3. This opens an information dialog indicating that the master must be saved first of all. To continue, click on “Yes”.
   → A Windows save dialogue opens.

4. A Windows save dialog then opens in which you have to specify the storage location of the new story.

5. "Click on "OK".
   → After a short calculation time, the selected area of the document is then saved as a new story at the specified path.

Create a version

You can manually create a new version of the current Word document (if desired with all Word, Excel, PowerPoint and graphics files) and assign a status to a version.

A detailed explanation of the individual steps

To create a new version in firesys

1. In the “*Content” menu ribbon, in the “Versioning” group, click on the “New version” button.
   → A dialog opens with the following settings options:

1. Version type
   Select whether you wish to create a main version or auxiliary version. The versions are automatically numbered before the point (new main version), or after the point (new auxiliary version).

2. Workflow status
   Gives you the possibility of assigning the new version one of three statuses “Draft”, “Pending” or “Approved”.

3. Version comments
   Comments on the version can be entered here.

2. Click on "OK.
   → Versioning is carried out.

Publish menu ribbon

The AutoCorrect function

You can use the firesys AutoCorrect function to define terms which can then be converted automatically into a different spelling, meaning that undesirable abbreviations can be avoided, for example.

A detailed explanation of the individual steps

How to add a term to the AutoCorrect function:

1. Select a word in your document.

2. On the “*Publish” ribbon, in the “Layout and wording” group, click on the lower half of the “AutoCorrect” button and select “Add term”.
   →A dialog window opens.

3. Here you can define your entries more precisely with the following settings:

This term

• Enter the incorrect spelling of the term here.

Replace with

• Enter the correct spelling of the term here.

Group

• Select a group for the new term or create a new group via “Manage groups”.

Comment

• Add a comment to the term (optional).

Add

• Adds the term to the AutoCorrect function.

Cancel

• Closes the task field without adding a new term.

4. Click on "Add".
   → Der Begriff wird der Autokorrektur hinzugefügt.

The layout check

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 provides assistance with their correction.

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 coupler

Use the coupler to join certain terms together so they are never separated through line breaks. Rules can be defined by using regular expressions.

A detailed explanation of the individual steps

This is how you insert a new rule in the coupler:

Note: The steps listed here execute a maximum example. The video does not include all steps.

1. First set the rules according to which non-breaking spaces between specific terms (text and/or numbers) should be inserted. In the “*Publish” ribbon, in the “Typography” group click on “Typography functions”.
   → The typography task field will open.

2. In the task field, select “Add rule” in the following dialog on the “Coupler” tab.
   → A dialog appears.

3. In the dialog box you can define the respective elements of the coupler rule in the “Left” and “Right” area.

Left/right [0-9] and [a-z]

4. Enter the exact text that is situated to the left or right of the non-breaking space or select placeholders:

1. [0-9] for any numbers

2. [a-z] for any letters

5. Select how the two terms should be coupled:

1. Couple:
   A “normal width” non-breaking space; example: EUR 251 million.

2. Closely couple:
   inserts a narrow non-breaking space to reduce the spacing between two terms; example: 100 %.

3. Hide spacing:
   suppresses spacing between two terms. This function is particularly useful when different rules apply to different languages; example: the spacing required in German between the number and percent symbol should be suppressed in English

4. Force space:
   ensures a non-breaking space between certain terms even if it was not manually inserted when the text was input; example: “[0-9]” and “%”

6. Click “OK” to confirm your selection.
   → You added a Coupler rule.

Hyphenation

Here you can determine where certain words can be hyphenated. You can also determine hyphenation suggestions on how certain words are to be hyphenated in Word.

A detailed explanation of the individual steps

How to enter a new word as a hyphenation rule:

1. In the “*Publish” menu ribbon, in the “Typography” group, click on the “Typography functions” button.
   → The typography task field will open.

2. Select “Add rule” in the task field on the “Hyphenate” tab.
   → An entry dialogue opens./

3. Enter the term you require in the input dialog.

4. Place the cursor at the point(s) at which you would like the word to be hyphenated and click on the “hyphenate” button. Repeat the process at all points at which you would like the word to be hyphenated.

5. Click “OK” to confirm the dialog.
   → You have added a new syllabification rule.

Never hyphenate word

With the "Never hyphenate word" function you can define words that must always be kept together in your document and must not be separated with line breaks. This enables you to better adhere to your corporate identity, for example.

A detailed explanation of the individual steps

How to enter a new never hyphenate word rule:

1. In the “*Publish” menu ribbon, in the “Typography” group, click on the “Typography functions” button.
   → The typography task field will open.

2. In the task field, select the “Add rule” button on the “Never separate word” tab.
   → An input dialogue opens.

3. Enter the term you require in the input dialog.

4. Click “OK” to confirm the dialog.
   → You have created a new word never disconnect rule

Execute the typography functions

All typography functions are executed at a click. This sets couplers, excludes words from hyphenation and applies separations to specific words.

A detailed explanation of the individual steps

This is how you execute the firesys typography functions in Word:

1. Position the mouse pointer at any location in your document or, if you want to execute the typography functions for only a specific area in your document, select a text area in Word.

2. Select a range of text in Word to perform Typography functions only on a specific range in your document.

1. In the “*Publish” menu ribbon, in the “Typography” group, click on the “Start” button.
   → A query appears asking whether you want to execute all typography functions now. You can confirm this dialog box with “OK”.

2. Confirm the dialogue with "Ok".
   → The typography functions are then executed by firesys
   → A results dialog appears showing you a summary of the changes that were made.

Reduce letter and word spacing

You can reduce your text quickly by a line with just one click.

A detailed explanation of the individual steps

How to change the letter spacing in your document:

1. Select the text area in your document whose letter spacing you want to change.

2. In the “*Publish” menu ribbon, in the “Typography” group, click on the lower half of the “Typography” button and press the button you require in the “Word spacing” function.

   ReferenceIn this example, the letter spacing is changed to a smaller value than before by using the “Reduce” function.
   → The letter spacing of your selected text area is changed by 0.05 Pt.

Excel

Layout menu ribbon

Design a table with the StyleGuide

Design your contents in Excel with the StyleGuide

A detailed explanation of the individual steps

This is how you change the formatting of your Excel table with the StyleGuide:

1. Position the mouse pointer in the row or cell in your Excel workbook that you want to format.

2. In “*Layout” menu ribbon, in the “Formatting” group, click on the “StyleGuide” button.
   → The StyleGuide work area opens.

3. In the list area of the work area, select the formatting level you require.
   → The required formatting is now applied to the entire row in your table.

Prepare a table for import into Word

Use the following steps to prepare the table so it can be linked with your Word document.

Die Erklärung der einzelnen Schritte im Detail

This is how you can assign ranges to a table in Excel:

1. To be able to insert a table in Word, it needs an assigned name or print area. To do this, select the complete range of the table in your Excel document.

2. Click on the "Print Area" button in the "*Design" ribbon in the "Areas" group to set the previously defined selection as the print area.
   → The print area is set, the table can now be used in Word (see Insert a table from a file).

To assign a line type, proceed as follows:

1. Select the corresponding row or a cell from this row that you want to assign.

2. Click on "Line types" in the "Formatting" group in the "*Design" ribbon.
   → A menu opens with various options.

3. Select the line type you want to assign - e.g. "Table header single" for the table header line.
   → The line type is assigned.

To assign a column highlight, proceed as follows:

1. Highlight the column to be highlighted.

2. Klicken Sie im Menüband „*Gestaltung“ in der Gruppe „Formatierung“ auf das Menü „Highlight“ und wählen Sie ein Highlight aus dem Dropdown-Menü aus.
   → Das Highlight wird zugewiesen.

Remove styles from the Excel workbook

Remove all unnecessary or duplicate styles from your Excel workbook.

A detailed explanation of the individual steps

How to remove superfluous styles:

1. In the “*Layout” menu ribbon, in the “Formatting” group, click on the lower half of the “StyleGuide” button and choose “Remove styles”
   → A dialog opens.

Note: If there are no unused styles in your document, an information dialog is displayed.

2. In the dialog, select the styles that you want to remove...

1. either individually and manually from the list of displayed styles.

2. or use the “Select visible” function to select all styles that are currently displayed.

   Note: You can use the search function at any time to filter the styles that are displayed according to your requirements.

3. Click “OK” to confirm your selection.
   → A final result report shows an overview of the number of styles that were removed

Format cells in color with the function “Highlight”

Colours cells in Excel yellow or removes this highlighting so that this can be transferred to Word. This way, numbers or texts in tables, that have not been defined yet, can be highlighted sustain-ably.

A detailed explanation of the individual steps

How to use the highlighting functions of firesys:

1. Open an Excel workbook and select the cells you want to highlight on the worksheet.

2. Click on the "Highlighting" button in the "Formatting" group in the "*Design" menu band and select the "Highlighting (yellow)" function.
   →The selected cells are highlighted in yellow.

3. Now switch to the corresponding Word document and select the appropriate table.

4. Click on the button "firesys settings" in the group "firesys" and select the tab "Data from Excel".

5. In the group "Hide numbers" you can activate the function "Transfer highlights from Excel".

6. Now you can close the firesys settings.

7. Click on the "*Contents" tab, in the "Excel Data" group on the "Update*" button.
   → The selected table is updated and the highlighted cells are highlighted in yellow.

Format cells in color with the function “Hide numbers”

Colours selected cells red or removes this highlighting so that the cells can be replaced with Xs in Word. This function is useful if you want to transfer your confidential data to external parties, e.g. your translator.

A detailed explanation of the individual steps

To use the highlighting functions of firesys:

1. Open an Excel workbook and select the cells you want to highlight on the worksheet.

2. Click the "Highlighting" button in the "Formatting" group in the "*Design" menu band and select the "Hide numbers (red)" function.


→ The selected cells are highlighted in red.

3. Now switch to the corresponding Word document and select the appropriate table.

4. Click on the button "firesys settings" in the group "firesys" and select the tab "Data from Excel".

5. In the "Hide numbers" group, you can activate the function "Hide Excel cells with a red background during import" and then specify the number of X-characters to replace the numbers.

6. Now you can close the firesys settings.

7. Click on the "*Contents" tab, in the "Excel Data" group on the "Update*" button.
   → The selected table is updated and the numbers are replaced by X-characters and a magenta highlighting.

Format cells in color using the “Ignore number format” function

Highlights the selected cells in green or deselects them so that when you transfer them to Word, the number format specified in Word is ignored.

A detailed explanation of the individual steps

How to use the highlighting functions of firesys:

1. Open an Excel workbook and select the cells you want to highlight on the worksheet.

2. Click on the "Highlighting" button in the "Formatting" group of the "Design" menu band and select the "Ignore number format" function (green).
   → The selected cells are highlighted in red -

3. Now switch to the corresponding Word document and select the appropriate table.

4. Click on the button "firesys settings" in the group "firesys" and select the tab "Data from Excel".

5. In the "Hide numbers" group, you can activate the function "Hide Excel cells with red background when reading in" and then specify the number of X-characters to replace the numbers.

6. Now you can close the firesys settings.

7. Click on the "*Contents" tab, in the "Excel Data" group on the "Update*" button.
   → The selected table is updated and the number format is kept as desired and is not replaced by the format defined for the numerical values in Word.

Format cells in color with the function “Import brackets”

Selects or deselects the selected cells in blue so that the brackets are displayed when the table is transferred to Word.

A detailed explanation of the individual steps

1. In Excel, select the appropriate worksheet and cells.

2. In the "Design" ribbon, in the "Formatting" group, click the "Highlight" button (shown as a bucket icon).

3. Select the "Import brackets" (blue) option.
   → Select a width for the new table - The selected cells are highlighted in blue in Excel.

4. Switch to the corresponding Word document in which the Excel table is linked and select the appropriate table.

5. In the "Contents" menu, in the "Excel Data" group, click on the "Update current Excel object" button.
   → The selected table is updated and the numerical values from Excel are replaced by the numbers in brackets.

Format cells in color with the function “Strikethrough”

Highlights the selected cells in light blue or removes this highlight again. With cells that are highlighted in light blue, two diagonal lines are set when they are imported into Word. This can be used in reports, for example, which are created in accordance with the Solvency II Standard.

A detailed explanation of the individual steps

How to use the highlighting functions of firesys:

1. Open an Excel workbook and select the cells you want to highlight on the worksheet.

2. Click the "Highlighting" button in the "Formatting" group in the "*Design" menu band and select the "Cross over (light blue)" function.
   →Selected cells are highlighted in light blue.

3. Now switch to the corresponding Word document and select the appropriate table.

4. Click on the button "firesys settings" in the group "firesys" and select the tab "Data from Excel".

5. In the group "Hide numbers" you can activate the function "Transfer highlights from Excel".

6. Now you can close the firesys settings.

7. Click on the "*Contents" tab, in the "Excel Data" group on the "Update*" button.
   →The selected table is updated and the cells highlighted in the Excel document are crossed out.

Formatting cells in color using conditional formatting

In firesys it is possible to use the functionality of conditional formatting known from Excel. With this you can quickly visualize your data sets in color or with symbols - which helps you to recognize trends quickly.

A detailed explanation of the individual steps

To assign a colored conditional formatting to table cells:

1. Open the worksheet in Excel and select the cells to which you want to apply conditional formatting.

2. Click on the "Conditional Formatting" button in the "*Premium Layout" ribbon.

3. Select the "Color Scales" submenu from the drop-down menu - and select the desired color scale.
   → The selected cells are now highlighted, depending on the selected formatting scale.

A detailed explanation of the individual steps

To assign a colored conditional formatting to table cells:

1. Open the worksheet in Excel and select the cells to which you want to apply conditional formatting.

2. Click on the "Conditional Formatting" button in the "Design" ribbon.

3. Select the "Directions" submenu from the drop-down menu - and select the desired arrow constellation.
   → The selected cells are now provided with colored arrows, depending on the selected formatting direction.

4. Switch to the Word document in which the linked table was included.

5. Open the firesys settings and check that the function "Set highlighting" is selected in the group "Table layout and structure" in the tab "Data from Excel".

6. Select the desired table - and execute the function "Update selected object" in the menu band "Contents" in the group "Excel data".
   → The table is now updated and the corresponding conditional formatting with is applied to the table.

A detailed explanation of the individual steps

To assign a colored conditional formatting to table cells:

1. Open the worksheet in Excel and select the cells to which you want to apply conditional formatting.

2. Click on the "Conditional Formatting" button in the "Design" ribbon.

3. Select the "Cell highlighting rules" submenu from the drop-down menu - and select the desired criterion.
   → A dialog opens where you can specify the behavior of the conditional formatting more precisely.

4. Select the "custom format" option in the right-hand selection dialog.

5. In the dialog that now opens, select the desired font to be used when the conditional formatting is displayed.

6. Save the Excel document and switch to Word.

7. Make sure that the setting "Font color" is activated in the group "Data from Excel" in the submenu "Table design and structure" in the firesys settings.

8. Execute the "Update" function in the "Excel Data" group in the "*Contents" menu band.
   → The table is updated and the conditional formatting is applied to the table.

.

Translation menu ribbon

Create a dictionary

If the texts of the master language are in the first column and those of the secondary language are in the second column of the print area, you can create a dictionary with just one click.

A detailed explanation of the individual steps

This is how you create a dictionary with firesys:

1. On the “*Translation” ribbon, in the “Dictionary” group, choose the “Create/update” button. In the dialog that follows, select one of the two options:

1. Single-language tables
   In this case, the text is entered as the master language (language 1) within the print areas of your workbook.

2. Bilingual tables
   Choose this option if you have the texts of the master language in the first column and those of the secondary language in the second column of the print area. Column labels must be entered manually in the translation manager.

2. Check the information in the following window.
   Note:In the dialog you can see which worksheets in your Excel workbook in the dictionary or ignored. Sheets without a print area and protected sheets cannot be added to the dictionary.

3. Click on

1. “Cancel” to correct the settings

2. “OK” to create the dictionary or
   → The dictionary is created.

Propose translations for tables

The translation manager automatically proposes translations from the firesys dictionary.

A detailed explanation of the individual steps

This is how you use firesys to propose translations for existing terms in the original language:

1. Position the mouse pointer in the cell in your Excel workbook where you want to have a translation proposed for a term.

2. In the “*Translation” menu ribbon, in the “Dictionary” group, click on the “Translation manager” button.
   → After the translation manager opens.

3. the term is automatically selected in the currently selected Excel cell in the list view. Now click on the “Propose translation” button in the “Translation” group.

4. A dialog opens in which you can select

1. Whether a translation should be proposed for all terms or only the selected term

2. Which languages should be used.

5. Then click on “OK” and end the process.
   → Translations are then displayed in the list view of the translation manager according to your specifications.

Validation menu ribbon

Create a validation

The validation function provides support with defining the required number pairs for the validation.

A detailed explanation of the individual steps

This is how you insert a new validation in Excel:

1. Click on the “Create validation” button in the “*Validation” menu ribbon in the “Validation and consistency” group
   → A selection dialog opens, displaying the various validation types.

2. Select the “Single validation” function here.
   → Your Excel worksheet is extended with the validation work area.

3. Use the mouse cursor to select the cell for which the validation should be created and in the “Value 1” range, click on “Transfer value from cell”.

4. Now select the cell in your Excel workbook that contains the second value of the validation and in the “Select value 2” range, click on “Transfer value from cell”.

5. Click “OK” to confirm the prompt.
   → An information dialog confirms that the validation was created.

6. You can then use the “Go to validation worksheet” function to open the validation worksheet.
   → your validation is displayed.

Die Erklärung der einzelnen Schritte im Detail

To insert a new validation in Excel:

1. Click on the "Create validation" button in the "*Content" ribbon in the "Validations" group.
   → A selection dialogue opens that shows you the different validation types.

2. Select the "Single validation" function.
   → The validation task pane is added to your Excel worksheet.

3. Use the mouse pointer to select the cell for which the validation is to be created and press the "Take value from cell" button in the "Select value 1" range.

4. Now select the cell in your Excel workbook that contains the second value of the validation and press the button "Take value from cell" in the range "Select value 2".

5. Confirm the entry by clicking on "Ok".
   → An information dialogue confirms the creation of the validation. You can then use the function "switch to validation sheet" to open the validation sheet where your validation is displayed.

Create a Autovalidation

The autovalidation is a tool from firesys which quickly creates a validation by selecting a cell.

A detailed explanation of the individual steps

To create an Auto Validation:

1. To do this, open the Excel workbook in which you want to create an autovalidation.

2. Select the desired cell.

3. Click the "Create" button in the "Validation" group in the "*Content" ribbon.
   → A dialog opens

4. Select "Autovalidation" in the dialog.
   → A dialog opens in which you can create an autovalidation and configure it according to your requirements.

5. Make your adjustments.
   → Finally, you can inform yourself about all your validations on the validation sheet.

Approve a deviation

When using the validation function in firesys, you can additionally release deviations, which you want to release manually for further use, with one of the tools from firesys according to your requirements.

A detailed explanation of the individual steps

To approve deviations from validations:

1. Click on the purple arrow in Excel in the group "firesys" to switch to the validation sheet

2. On the validation sheet, select the validation for which you want to approve a deviation.
   → A dialogue window opens

3. Click on the "Edit" function in the "Validations" group in the "*Contents" menu band. Select the "approve deviation" option here.

4. A dialog box opens, in which you can now enter the new delta value to determine the maximum deviation. Optionally, you can check the current values or add a comment to the approved validation.

.

5. Confirm the change with a final click on "Ok".




6. For control:
   The validation value previously highlighted in red now changes to the step color black. Additionally, you can move the mouse over the red triangle on the right above the value. The information about the time, the author and the values of the approved validation will be displayed here.

Create a manual value

A manual value is one of the different value types in firesys, with which you can use the MeetingPoint to use numbers across files.

A detailed explanation of the individual steps

How to create a manual value:

1. Open an Excel workbook and activate firesys.
   Note: A prerequisite is that a compatible MeetingPoint was already connected.

2. In the “*Content” menu ribbon, in the “Master values” group, open the master value manager.

3. In the “Management” group, click on the “Add” button.
   → A selection dialogue box opens.

4. Select the “Manual value” option.

5. An input dialogue opens in which you can assign a name and a numerical value to the manual value. You also have the option of entering a comment. Then confirm by clicking on “OK”
   → the manual value is created.

Insert a manual value

You can insert a manual value in Excel at any time in a cell of your choice (this cell must not contain another master value).

A detailed explanation of the individual steps

How to insert a transmitter value:

1. Open the Excel workbook in which the manual value should be inserted.

2. Select the cell you require.

3. In the “*Content” menu ribbon, in the “Master values” group, click on the “Insert” button.
   → A work area opens.

4. In the "Data type" range, select "Manual values" from the drop-down menu.

5. In the "Actions" range, select the desired value in the list area and then click on the left button "Insert selected value".
   → The manual value is inserted.

Creating a transmitter value

A sender value is one of the different types of values in firesys, with which you can use the MeetingPoint to use numbers across files. Here the distinction between the sender and the receiver value is important.

A detailed explanation of the individual steps

How to create a transmitter value:

1. Open the Excel workbook that contains the transmitter value you require.

2. Select the cell of the required transmitter value.

3. Click the "Insert" button in the "*Content" ribbon in the "Master values" group.
   → A dialog opens.

4. Select the "Transmitter value" option.
   Note: You must save the Excel file beforehand and you must select a cell that contains a number.
   
   → A dialogue box opens displaying the position and current value of the selected cell.

5. Assign a unique label.

6. You can optionally add a comment.

7. Click on "Ok".
   → The transmitter value is created.

Insert a transmitter value

You can insert a sender value in Excel at any time in a cell of your choice (this cell must not contain another master value).

A detailed explanation of the individual steps

How to insert a transmitter value:

1. Open the Excel workbook in which the transmitter value is to be inserted.

2. Select a cell.

3. Click on the "Insert" button in the "*Content" ribbon in the "Master values" group.
   → A dialog opens.

4. Select the option "Master value".
   
   Note: You must save the Excel file beforehand and you must select a cell that contains a number.
   
   → The "Insert values" task pane opens.

5. In the "Data type" range, select the entry "Transmitter values" from the drop-down menu.

6. Select the desired value in the "Actions" list area.

7. Click on the button „Insert selected value“.
   → The transmitter value is inserted.

Create an Import definition

Define how the data from the upstream system is transferred “modelled” to the MeetingPoint with the help of firesys.

A detailed explanation of the individual steps

To add a new Import definition in the Data Import Manager:

1. Create an Import definition after which your data should be inserted into the MeetingPoint. Select the “Data Import Manager” button in the “Data Import” group in the “*Content” menu bar.
   → The data import manager opens.

2. Choose the “Create” button in the “Import definition” group.
   → A dialogue box opens.

File selection: In the dialog you have the possibility to select a data source from which the data should be read. In the Details area, further meta information can be added to the import definition. As a target for your data you can use an already existing key date in the firesys-MeetingPoint or you can define a new one at this point.

3. Click on “Next” to go to the “File Settings” tab.

File settings: Determine whether column headings are present in the import file If this is the case, the option will not transfer the first line of the file. Furthermore the column delimiter must be specified, so that firesys can recognize and transfer the records correctly.

4. In the area “Number format” the decimal separator and the thousand separator of the import file are set.

5. Click on “Next” to access the “Assignment & Options” tab.

Assignment & Options: In the area “Column assignment and preview” the data records must be structured. The area contains the live view of the import options. To import the data into the firesys-MeetingPoint the columns of the import file must be defined. There are four types for the data columns to choose from:

• account

• name

• value

• comment

6. The account, name and value columns are mandatory for data import; the Comment column is optional. All columns can only be assigned once.

7. In the area “Import options” additional options can be created that are applied when the data is read in. With the help of these options the data can be modelled and then transferred to the firesys-MeetingPoint.

8. In the video, an option is created to divide the account values by 1 million during transfer.

9. There are further options, the choices depend on the “target column”.

10. If you want to work with multiple read options, the order in which the options should be applied must be defined.

11. Click on “Finish” to enter the data import manager.
    → The created import definition is now available.

Create an account value

You can use the account workbook to quickly transfer a large number of individual account values to the MeetingPoint and then use those account values across files, for example, for an account calculation. In addition, account values stored in the MeetingPoint can also be inserted into Excel worksheets.

A detailed explanation of the individual steps

How to create an account value:

1. Open an Excel workbook and activate firesys.
   Note: A prerequisite is that a compatible MeetingPoint was already connected.

2. In the “*Content” menu ribbon, in the “Master values” group,
   → open the master value manager.

3. In the “Management” group, click on the “Add” button.
   → A selection dialogue box opens.

4. Select the “Account group” option and in the input dialogue box that opens, enter the name you require.

5. Then close the master value manager and in the “Account workbook” group, click on the “Create” button.
   → This opens a dialogue box

6. which you can select the account workbook to which the account values should be written, and also whether you want to create a new account workbook or load an existing one from the MeetingPoint.

7. This opens a new Excel worksheet in which you can define the components of the individual account values.

8. By using the “Transfer” function (in the “Account workbook” group), you can transfer all of the account values that exist in the account workbook into the MeetingPoint.
   → You have created an account value.

Insert an account value

The insertion of an account value is shown in the "Insert values" work area. Here you can insert an account value in Excel at any time in a cell of your choice (this cell must not contain any other master value).

A detailed explanation of the individual steps

How to insert an account value:

1. Open the Excel workbook in which the account value should be inserted.

2. Select the cell you require.

3. In the “*Content” menu ribbon, in the “Master values” group, click on the “Insert” button.
   → The "Insert" task pane opens.

4. Select the value type "Account values" from the drop-down menu in the "Data type" area

5. Select the desired account value in the list area and click on the left button "Insert selected value" in the "Actions" area.
   → The account value is inserted.

Insert automated worksheet

Create an automated worksheet that allows you to efficiently insert master values from the MeetingPoint.

A detailed explanation of the individual steps

How to create an automated worksheet:

1. Open the workbook in which you want to create the Automated Worksheet.

2. Click on the "Insert" button in the "*Contents" menu bar in the "Master values" group.
   → A selection dialog opens

3. select "Automated Worksheet".

4. Give your Automated Worksheet a name.

5. In the number columns, select which key dates your Automated Worksheet should have.

6. Confirm your entries by clicking on "OK".
   → The Automated Worksheet will be inserted with the selected values and you can continue to edit it.

Automate worksheet

Insert accounts or account calculations from the MeetingPoint. The corresponding account values are inserted based on the assignment of key dates for each column.

A detailed explanation of the individual steps

How to insert accounts and account calculations into an automated worksheet:

1. Open the worksheet where you want to insert accounts and/or account calculations.

2. In the master value column, select the row where the keydate should be inserted.

3. Click on the "Insert" button in the "*Content" menu in the "Master values" group.
   → Es öffnet sich ein Auswahldialog.

4. A selection dialog opens in which you can now select "Automate worksheet".
   → Rechts erscheint der Arbeitsbereich „Arbeitsblatt automatisieren“.

5. On the right hand side the task pane "Automate Worksheet" appears, in which you press the right button under "Actions" to have the keydate inserted automatically.

6. To insert an account calculation, select "Account calculation" in the drop-down area under "Data type".
   → Nun sehen Sie die Auswahl an Kontenberechnungen unter „Werte“.

7. Now you can see the selection of account calculations under "Values". Select the account calculation to be inserted.

8. Then click on the left button under "Actions" to insert the values in the table.

9. Next, click on the row of the master value column where an account is to be inserted.

10. Select "Accounts" in the task pane, under Data type.

11. Under "Values", you can now select the account to be inserted. To find a specific account in a large number of accounts, you can also search directly for a specific account in the search field.

12. Under "Actions", click on the left button to insert the value of the account in the selected row.

Edit automated worksheet

Text and number columns and other master value columns can be added to the automated worksheet. The definition of the columns can also be adjusted.

A detailed explanation of the individual steps

How to assign a new master value column to a value column:

1. Open the automated worksheet in which a value column is to be assigned to a new master value column.

2. Click on the "Edit" button in the "Master values" group in the "*Contents" ribbon.
   → The "Definition" task pane opens on the right.

3. Click on any cell in the column that is to become the new master value column.

4. In the task pane, select the column that is to be modified and click the button in the "Master value column" row.
   → The name of the new master value column is now displayed in the row.

5. Save the changes by clicking on the "Disk" in the upper left corner of the task pane.
   → The newly assigned master value column is grayed out and can now be filled.

Create account calculation

You can create an account calculation from individual account values, which allows you to add/subtract several items.

A detailed explanation of the individual steps

How to create an account calculation:

1. Make sure that account values are already stored in your MeetingPoint.

2. Open the Master value manager in the "*Content" menu ribbon in the "Master values" group.

3. Click on the "Add" button in the "Management" group.
   → A selection dialogue box opens.

4. Select the “Account calculation” option.
   → The account calculation dialogue box opens.

5. Here you have to enter a unique name for the account group that you used and select the account group in which the account values that are required for the account calculation are located.

6. From the list area with all account values, select those account values that you want to add with a left click, and those that you want to subtract with a right click.

Optional options:


7. You can also configure a mathematical operator, a factor and automatic rounding of the result.

8. Exit the dialogue box by clicking on the “OK” button.
   → The account calculation is now automatically transferred to the MeetingPoint.

Insert account calculation

The insertion of an account calculation is shown in the "Insert values" task pane. Here you can insert an account calculation in Excel at any time in a cell of your choice (this cell must not contain any other master value).

A detailed explanation of the individual steps

How to insert an account calculation:

1. Open the Excel workbook in which the account calculation should be inserted.

2. Select the cell you require.

3. In the “*Content” menu ribbon, in the “Master values” group, click on the “Insert” button.
   → A dialogue opens.

4. Click on "Master value".
   → The task pane "Insert values" opens.

5. In the work area, select “Account calculation” as the data type and then the account group you require and the correct key date.

6. The stored Account calculations appear in the list area. Select the desired Account calculation here.

7. If you do not require a manual rounding value, you can click on the left-hand button in the “Actions” area to insert the account calculation.
   → Account calculation is inserted in the selected cell

Edit account calculation

In firesys it is always possible to edit defined "account calculation" configurations afterwards.

A detailed explanation of the individual steps

To edit an account calculation:

Preparatory activities:



1. Make sure that an account calculation already exists in your MeetingPoint.

2. In the “*Content” menu ribbon, in the “Master values” group, open the master value manager.

3. In the list view, navigate to the desired account calculation.

4. Click the “Edit” button in the “Management” group.
   → The account calculation dialog opens.

5. From the list area with all account values, select those account values that you want to add with a left click, and those that you want to subtract with a right click.

6. You can also configure a mathematical operator, a factor and automatic rounding of the result.

7. Exit the dialogue box by clicking on the “OK” button.
   → The account calculation is now automatically adjusted in the MeetingPoint.

8. If you have already inserted the Account calculation in your Excel workbook, click on the "Synchronise values" button in the "*Contents" ribbon in the "Master values" group.
   → The adjustments are transferred to Excel.

The manual rounding value

With firesys you can adjust your account calculations with the manual rounding value afterwards to present the results.

A detailed explanation of the individual steps

How to use the manual rounding value in firesys:

• Open an Excel workbook and select the cell on the worksheet whose account calculation or account aggregate is to be provided with a rounding value.

• Click on the "Insert" button in the "Central values" group in the "*Contents" menu band.

• The rounding wizard opens.

• Enter the desired positive or negative rounding value.

• Confirm your entry with "Ok".

• Then press to select the desired account calculation or account aggregate and insert it into your worksheet using the "Insert values" function.

Synchronize values

You can quickly check the integrity and validity of your central values with the "Synchronize values" function and restore them if necessary.

A detailed explanation of the individual steps

How to synchronise your master values:

1. Ensure that master values already exist in your account workbook.

2. Open the Excel workbook whose master values should be synchronised.

3. In the “*Content” menu ribbon in the “Master values” group, click on the “Synchronise values” button.
   → A progress dialogue box appears informing you about the progress of the synchronisation and subsequently a result report.

4. Clicking on “Close” ends the synchronisation.

Important note:
If any conflicts occurred during the synchronisation, an overview manager appears listing all of the conflicts.

Highlight master values

When working with firesys you can always quickly see which cells of your workbook are currently interacting with the MeetingPoint as a master value using the sheet inspector.

A detailed explanation of the individual steps

To highlight a master value on your worksheet:

1. Open an Excel workbook and activate firesys.
   Note: It is assumed that a compatible MeetingPoint has already been connected.

2. Open the Sheet Inspector in the "*Status" menu band in the "Information" group.

3. Click on one of the two buttons in the "Select master values" group in the task pane.
   → Click on the left symbol (select master values) to highlight all Excel cells that receive information from the MeetingPoint.
   → Click on the right symbol (select sender cells) to highlight all Excel cells that send information to the MeetingPoint.

Display central value history

In the Central Value Manager you can display the central value history for manual, transmitter and master values.

The explanation of each step in detail

How to display the master value history for manual, transmitter and account values:

1. In the "*Content" ribbon, in the "Master values" group, click the "Master value manager" button.
   → The Master value manager opens.

2. Select a value.

3. In the Master value manager, in the "Information" group, click the "Master value history" button.
   → A results dialog opens that shows you the history of the values.

Edit an already rolled forward table

In firesys it is always possible to edit defined "roll forward" configurations of tables afterwards.

A detailed explanation of the individual steps

Processing the roll forward function

1. Open the worksheet containing the table with already defined roll columns.

2. In the “*Content” menu ribbon, in the “Roll forward” group, click on the upper part of the “Work area” split area to open the “Roll forward” work area. You will find an overview of the roll columns that were already defined in the “Roll forward” work area in the list view in the “Direction” group. You can tell the direction from the blue arrow.

3. The “Columns” group contains the following functions:

• Display columns:

• Add column:

• Change column:

• Remove column:

• / Move column up/down:

4. Once you have made your changes, then click on the “Save” icon in the “Changes” group in the “Roll forward” work area.
   → the work area closes automatically.

See also

Home page
The firesys functions in Word
The firesys functions in Excel
The firesys basic functions

Further contents

→ firesys website
→ Customer area
→ YouTube