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  1. #1
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    Single Contents Page from multiple docs (any)

    Hi,

    I want to split up a document due to it

  2. #2
    Bronze Lounger IanWilson's Avatar
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    Re: Single Contents Page from multiple docs (any)

    The consensus seems to be that it is not a good idea to use the Word master document facility. And I must say that I have had trouble with it. You could do two things that I know of. (1) Keep the parts of your work as separate documents (chapters) while you work on them, then put them all together into one long document when you are finished (the insert file command is useful here). Then do your TOC. (2) Cheat and do the TOC by hand. I know it seems that it ought to be possible to automate it, but doing it by hand might be quicker! If the contents is to be very detailed (say several subentries for each chapter) you could get Word to compile a contents for each document, then lock the fields in the TOCs, then cut and paste them to a separate document. You'd have to amend the page numbers by hand, though.

    Or has someone else out there got a cunning approach to this?

    Ian

  3. #3
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    Re: Single Contents Page from multiple docs (any)

    I know that everyone says not to use Master Documents, but I use them for exactly this purpose, and to allow multiple people to edit different parts of the same document at the same time.

    The way I use them with minimal risk is...
    <UL><LI>Define all of the styles that I will use in a template
    <LI>Never use any manual formatting, only styles from the template
    <LI>Create the master document, but not put anything in it, other than the title page and the TOC
    <LI>Create all the Level 1 headings in the master document
    <LI>Convert the level 1 headings to sub documents
    <LI>Save and close the master document and sub documents
    <LI>Immediately take a backup copy of everything, preserve it for ever
    <LI>Only work on the sub documents as separate word documents
    <LI>Never do any editing from the Master document
    <LI>Never create new styles, never apply manual formatting
    <LI>When all of the chapters are completely finished take a backup of absolutely everything, keep it for ever
    <LI>Open the master document, insert any "inter chapter" cross references, build the Table of Contents
    <LI>Save and print from the master document[/list]The worst I have had happen with this sequence of steps is that the master document has become corrupted, in which case you can copy in the previously saved master document to replace it.

    StuartR

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    Re: Single Contents Page from multiple docs (any)

    Hi m.q.:
    One thing you could do is use RD fields. Break up your document into smaller chuncks, say

    doc1.doc pages 1-7
    doc2.doc pages 8-12
    doc3.doc pages 13 to whatever

    You do this by going into the header footer toolbar & choosing Format page number & changing the start at number for each document. Then use the synatax:

    { RD doc1.doc }{ RD doc2.doc }{RD doc3.doc}{ TOC o "1-3" }

    where the braces are inserted using Ctrl+F9 & substitute the full path for doc1.doc, etc.

    Hope this helps.

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    Re: Single Contents Page from multiple docs (any)

    Hi Stuart:
    I'm curious as to your approach, as I haven't used Master Documents (probably out of fear <img src=/S/grin.gif border=0 alt=grin width=15 height=15>). How does this let several people edit different parts of the same document at the same time?
    Thanks,

  6. #6
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    Re: Single Contents Page from multiple docs (any)

    Phil,

    What we do is to design the document down to at least the level 1 headings, we often go further and define the level 2 and 3 headings as well, before we do any writing.

    We then create the master document with all the headings and split it into sub-documents at the level 1 headings. These sub documents then go off to separate authors and never meet again until it is time for the document owner to sew them all back together with the master document. We have a standard for how people use comments to request cross references and other cross document features, so that the document owner can add all these at the final stage.

    One other point I forgot in my previous post is that you must disable change tracking and remove all tracked changes from every sub document before you open the master again.

    Is it time for me to duck whilst the standard anti-master-document statements fly about?

    StuartR

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    Re: Single Contents Page from multiple docs (any)

    Hi Stuart:
    I won't go on a rant. Quite candidly, I've only used Master Documents one time as an experiment, primarily because I read how buggy it was. So my question really was a question, not a criticism. I may play around with it when I have time. I don't even know enough about Master Documents to follow everything you said. I thought you had to have the documents before you combined them into the Master.

    But I see that you create the Headings, which I assume are document names, & then write the documents.

    The only thing I did with Master Documents is take about 250 heading paragraphs & use Master Doc to split them into 250 separate files in the blink of an eye (well, a long blink) <img src=/S/smile.gif border=0 alt=smile width=15 height=15>.

  8. #8
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    Re: Single Contents Page from multiple docs (any)

    When you create the headings you use whatever headings you want to have in your document.

    You then switch to outline view. Select all the text except for the Title page and TOC and click on the Create Sub Documents button. This creates a separate sub-document for each Heading 1. When you next save the master document it creates a new file for each sub-document, using the heading text as the title.

    Another tip - always keep the master document and all related sub documents in a single folder, it can get very confusing if you move one without moving all the rest.

    StuartR

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    Re: Single Contents Page from multiple docs (any)

    The way I've approached a similar problem, with a 550-page user manual spread over 67 sub-doc files is to have a TOC in each which is then bookmarked. A separate TOC document is created with cross-refs to the bookmarks in the sub-docs. To update the master TOC, I use a macro to open each of the sub-docs, select and update the whole document, close it and move on. Finally, all the bookmarks in the master TOC are updated. I use change-tracking when editing, but not when updating, and the whole edit/update process works well.

    If you don't want the TOCs in your sub-docs to muck up page numbering, you could try a "different first page" layout, or simply put the TOCs in the sub-docs on their own last page.
    Cheers,

    Paul Edstein
    [MS MVP - Word]

  10. #10
    KTYorke
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    Re: Single Contents Page from multiple docs (any)

    Musab
    I've used Phil's approach ever since I was burned with Master Documents. If you feel that loosing a few hours of work to corruption and having to back up to a previous copy is not a problem then StuartR's approach may work for you. (sorry Stuart, I won't rant as there's plenty in this Word forum to search on, but I've been burned bad...)
    I've found using RD codes is simple and easy to work with. (RD for Reference Document, as you're referencing other documents to create the TOC)
    Some things that may help you out when using this approach:

    1. Make the style for your TOC title different than your normal heading 1 style.
    You can create a TOC title style that looks exactly the same as a Heading 1 with one difference. Change the outline level (located under Format>Style>Modify>Format>Paragraph>Indents and Spacing) for the new style to a level that will not be referenced in your TOC... for example, Level 9.

    2. Keep all the documents in the same folder.
    This makes it easier for the RD code to find what it's looking for, otherwise you will have to include the entire path so the code will know where to find the document you are refrencing.

    3. The file names are case sensitive.
    At least I've found this to be true. Make sure the file names you are referencing are the same case as the code.

    Hope that helps. Good luck.
    have fun

  11. #11
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    Re: Single Contents Page from multiple docs (any)

    <hr>. Make the style for your TOC title different than your normal heading 1 style.
    You can create a TOC title style that looks exactly the same as a Heading 1 with one difference. Change the outline level (located under Format>Style>Modify>Format>Paragraph>Indents and Spacing) for the new style to a level that will not be referenced in your TOC... for example, Level 9.<hr>
    Hi K.T.:
    Good advice. I've always done it a different, but not necessarily better, way. When inserting the standard TOC, which references the Title & Subtitle styles by default, I go into the Options dialog box under Insert/Index & Tables/Table of Contents tab. Then I can add or subtract any of the styles in that box. But now you've reminded me about another alternative for my bag of tricks.

    Cheers,

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