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  1. #1
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    Update contents of large docuemt

    My Department has a number of General Orders (policies) which are listed on our LAN as individual files. The index for the General Orders is terrible (for you military/ex-military types, try to imagine a document more confusing than a military supply manual).

    What I want to do is create a Word 97 document which incorporates each of the presently separate files and create a usable index as well. While I do not believe the inserting of the individual files should be much of a problem (unless someone has a better way to do it), I'm wondering how I would effect changes in the new document if/when any of the General Orders were to be amended later on down the road.

    Thanks in advance,

    Steve D. Gardella

  2. #2
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    Re: Update contents of large docuemt

    The answer to this sort of thing is to use the master document and subdocuments features in Word.

    Once upon a time, I used the master document and subdocuments features (not in Word, but in WordPerfect for Windows -- but the functionality is essentially the same for both) with great success to put together a number of reference books in a publishing company I was working at. Essentially, each chapter in the books would be a separate file. The entire books were the master documents, and within it contained subdocuments -- nothing more than references to the files comprising the separate chapters.

    This solves your problem of having someone edit/update individual files and also having the entire book/manual update at the same time.

    And yes, having a Master document/subdocuments setup is definitely conducive to setting up an index -- you just have to remember to update the index whenever individual files are changed.

    Stephan

  3. #3
    BAM
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    Re: Update contents of large docuemt

    <<try to imagine a document more confusing than a military supply manual>>

    If it is anything like an Index (w/supplements to the Index of course) for Operating Procedures or Regulations I do not
    envy you. <g>

    Personally I would opt to use the IncludeText field instead of inserting the contents. This can easily be done using the Insert/File command, however click the "Link to file" check box and the IncludeText field will be inserted for you.

    That way for future updates, all you need to do is replace the contents of the file or use the same file name as the previous one.

    To view a list of the linked files with path and filename, press <Alt F9> to toggle the field codes.
    ~~~~~~~~~~~~~~
    Cheers!

  4. #4
    kelliel
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    Re: Update contents of large docuemt

    The master document in Word is not one MS's better creations. <img src=/S/frown.gif border=0 alt=frown width=15 height=15>

    Options? Good question.

  5. #5
    BAM
    Guest

    Re: Update contents of large docuemt

    Hi stephan,

    Unfortunately the general consensus is to not use Master Documents in Word since they lead to corruption. For the "whys" see this article:
    <A target="_blank" HREF=http://www.mvps.org/word/FAQs/General/WhyMasterDocsCorrupt.htm>http://www.mvps.org/word/FAQs/General/WhyM...DocsCorrupt.htm</A>

    Instead the suggested alternative is to use IncludeText fields.
    ~~~~~~~~~~~~
    Cheers!

  6. #6
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    Re: Update contents of large docuemt

    BAM and kelliel,

    Wow, thanks for setting me straight on this. I had no idea. From now on, I'll have to remember not to recommend Microsoft Word features that I've only used successfully in other products (like WordPerfect). Sorry about that.

    Stephan

  7. #7
    BAM
    Guest

    Re: Update contents of large docuemt

    Hi Stephan,

    No apologies necessary, this is the place to learn and exchange ideas. :-)

    I used Master Documents all the time before I found out the hard way myself.

    I only wish I knew about the newsgroups and forums such as this before finding that that one out!
    ~~~~~~~~~~~
    Cheers!

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