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Publishing to MS Word

Normally in single-sourcing environments like Paligo, you would publish to PDF if you need documents for printing. But there may be situations where it is useful to publish to Microsoft Word instead of PDF. For example, if you want to create draft Word documents that can then be revised for other purposes.

Note

Word is not a primary output in Paligo, as PDF is preferred for publishing documents for printing. There are more options and capabilities for publishing from Paligo to PDF, and the Word output is designed for creating draft documents that will then be revised in Word and used for different purposes.

To publish to MS Word:

  1. Prepare your content in Paligo, making sure you add your topics to a publication.

  2. In the Content Manager, find the publication that you want to publish and select its options menu ( ... ). Then select the Publish option to display the Publish document dialog, which contains the publishing settings.

    Content Manager bar showing option menu for a publication. The publish option is being selected.
    Publish document dialog.
  3. Select Word.

  4. Select the Default Word layout.

    Here, we assume that you do not have any custom Word layouts available. If you do have custom layouts, you could select one of those and Paligo would publish to Word using the settings and template that are stored for that layout.

  5. Set the:

    • Languages

      Choose which languages to publish. You can also choose to combine the languages into a single document or have separate documents for each language.

    • Profiling attributes

      If you have used profiling (filters), choose which filters and values to include in the output.

    • Variables

      If you have used variables in your content, choose which variable set to use and which variants (values) to include in the output.

    • Upload output

      If you have Paligo set up to use a publishing integration, choose the service that Paligo will upload the output to, for example, GitHub.

    • Optional parameters

      Use to choose whether Paligo saves the output, includes a log file and link report, and notifies you via email.

    For more details on these settings, see Publishing Process.

    Tip

    You can also save your publishing settings so that you can select the saved version instead of re-applying all the filters, variables, etc., each time. Any settings you save can also be used for Batch Publishing.

  6. Select Publish Document to start publishing. Paligo will then process your content and apply your layout and publishing settings. The time that this takes can vary depending on how much content you are publishing (the more content there is, the longer it takes).

    When the publishing process is finished, Paligo creates a zip file that downloads in your browser. If you are using a publishing integration, the zip file will also be sent to the relevant service.

  7. Unzip the file and open the Word document to see the output.

    When you open the output, Word will ask you if you want to update the fields in the document. Choose Yes as this updates the table of contents.

    Message displayed in Microsoft Word. It asks if you want to update the fields in this document.

    The Word document contains the content from Paligo, and it is automatically set up to use the styles from Paligo's built-in Word template. To change the styles, you can edit them in Word.

    To create a set of styles that you can use every time you publish to Word, instead of having to manually edit each Word output, see Customize your MS Word output.

Customize your MS Word output

Paligo's built-in Word layout uses a predefined Word template. When you publish with this layout, your Paligo content is mapped to the styles in the template and that is what you see in the output. You can then change the styles in Word if needed. But this could be inconvenient if you need to publish many documents to Word or need to publish to Word regularly. By using a custom template and layout instead, you can set Paligo to publish using the styles you want.

Note

If you create your own template, the styles must have the same names as those in the Paligo built-in template. Paligo is designed to map Paligo content to those specific style names. To map to different style names would require a project customization, which is a service Paligo can provide for a fee (contact customer support for details).

To create your own Word layout and document template:

  1. Select Layout to display a list of the layouts in your Paligo instance.

  2. Select Create New Layout.

  3. Give the layout a suitable Layout Title (name) and set the Output Format to Default Word, and then select OK.

    Create new layout dialog. The Layout title has a name for the layout and the Output Format is set to Default Word.
  4. Select your new layout from the list to display it in the Layout Editor.

  5. Select General and then select the Download word template link to download the built-in template in your browser.

    MS Word layout options. General is selected revealing a Template option. Below the option is a link to download a Word template.
  6. Open the template in Word and edit the styles to match your preferences. It can be useful to display Word's Styles panel for this, as you can see the styles in place and modify them.

    In Microsoft Word, the Styles panel shows the styles in the template. The option button for the Heading 1 style is highlighted, and so is the Modify Style option on a drop-down menu.

    Note

    Do not change the names of the styles. Paligo can only map content to styles that have the specific names that are set in the built-in template. But you can change the appearance of the styles, for example, change the color of Heading 1, increase its spacing and other styling attributes.

    Note

    All content must come from Paligo topics. For this reason, do not include content in your Word template as Paligo will not use it.

  7. Save your Word template as a .docx file. The name of the template file is not important, so you can change it if you want to.

  8. In Paligo, upload your customized template to the Template field on the layout editor.

    Microsoft Word layout editor. The Template field is highlighted as this is where you can upload your customized Word template.
  9. Select Save.

When you publish to Word, you can now choose your custom Word layout instead of the default Word layout. Paligo will use the template that is loaded into your custom layout to map the Paligo content to the named styles in your Word template.