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  1. #1
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    Organizing Word Documents (2003)

    I wonderd if you guys have any organizational suggestions for storing mutiple documents in one document. Just like Excell will allow you to store multiple worksheets in one spreadsheet.

    I have a bunch of "packets" that I run my operations off of. One example of this is the "New Hire" packet. The front of this packet contains a checklist of all of the forms and procedures that need to be completed everytime a new person is hired. Then behind the sheet, is the packet of all of these forms.

    Well I'd like to find a better way to store all of these items. The best solution I have which would be perfect is how Excel is setup with the different worksheets. I could have the first worksheet be the checklist, and the corresponding be all of the forms. I could easily find forms to edit, not print whatever. In fact, I have been serioulsy been thinking of converting a lot of my packet's from Word to Excell for this reason. Its a lot of work and I know that is not what Excel is designed for so I don't fee that great about this approach. I'm hoping there is an alternative in some other software, or even better is a way to have mutlips files stored in one file in Word.

    Any suggestions would be appreciated.

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    Re: Organizing Word Documents (2003)

    My own organizational technique would simply be to make subfolders inside the MY DOCUMENTS folder, i.e., a folder entitled New Hire and have all the forms in that subfolder. One thing I find really crucial is to have a footer in EVERY SINGLE document which includes the file path & name -- I set it to be in Arial Narrow 8-point size in grey, so it is unobtrusive, but in this way anyone can tell where to locate a file.

    However, if you would like to store "several" documents, there's nothing to stop you. The very rough equivalent to worksheets would be SECTIONS. Each document probably should be separated by section breaks -- section breaks can be found in the menu INSERT, BREAK, SECTION BREAK, NEW PAGE. You can print individual sections if you need to. You can change the margins of each section to suit the particular form. If you use a heading style for the title of each document (Heading 1) rather than normal, you can use the DOCUMENT MAP to jump to any section. You can also use the F5 key to move to a particular section. If you use a heading style, you can create a "table of contents" with hyperlinks to each of the sections.

  3. #3
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    Re: Organizing Word Documents (2003)

    I can see your problem but what concerns me is that this Word document could bloat enormously with the amount of documentation you propose. Here are some of my ideas, I am sure there will be a few others from the other Loungers:

    Create an Excel catalogue.

    1) Create a folder structure with sub folders that contain each packet of documents
    2) In Excel, create menus that you can use to navigate to sub menus. Sheet 1 could be the main menu and you could create links to submenus on other worksheets which link to the required document

    It would probably be best to store the main folder structure on your root drive say C:MyFiles. That way you could winzip the structure and make a self extracting file if you send it to colleagues.

    HTML catalogue from Word

    Similar to the above but using Word and creating a number of menus and sub menus that are hyperlinked to the same folder structure. Saving the menu.doc as HTML. Winzip folders as executable if they are required to be moved

    The reason I would do it this way is so that individual docs can be independently, or removed as time and business processes change

    My <img src=/S/2cents.gif border=0 alt=2cents width=15 height=15> worth.
    Jerry

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    Super Moderator jscher2000's Avatar
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    Re: Organizing Word Documents (2003)

    In earlier versions of Office (97-2000), you might have used the Office Binder to gather like and dissimilar Office files into a collection that you could treat as a group. Since that feature was discontinued, I don't know whether anyone else has created an equivalent product. I can appreciate the convenience of having a single container, but my personal preference is not to load the complex and somewhat corruptible internal file structure of Word documents with lots of embedded objects. If forced to find a way to keep the files grouped, I might try a Zip archive as the container. If the container is not that important, a "key" Word document with a table of contents with hyperlinks to the other documents might be a convenient task list and file-location tool.

  5. #5
    5 Star Lounger jujuraf's Avatar
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    Re: Organizing Word Documents (2003)

    PDF is great at organizing documents and you can have multiple docs in one .PDF file. Of course you have to own Acrobat to do this and it's not cheap but any good solution is not going to be free.

    There are lots of document organization products out there but not free.

    http://www.pathagoras.com/ has a free 90 trial
    http://www.rarefind.com/paperlessprinter/index.html is another possible solution

    Since you said you'd like to have multiple docs stored in Word you could store the 'link' to these docs in Word like you'd do a shortcut. You could have one .doc file as a table of contents with hot links to the various files (which can be anything really, not just other Word files) and you click on the link which opens that file in whatever application it runs in. In your New Hire example, you could then do a SaveAs in a new folder for that new person and then you'd have a copy of that form/doc for that person.

    If you need this available to other employees then you'd need it on a central server which means it's probably best as a web page with the same links to the documents which probably means you'd need a Windows web server. But even still, you don't really need a 'real' web server at all, just a shared drive for the other people who might want to use the same shared documents. Just create a shared folder and keep the master there but of course people need to follow the rules to make a local copy (SaveAs). If you're a small biz owner then maybe you're the only one who'd be using these docs so it may not matter after all.

    Deb

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    Re: Organizing Word Documents (2003)

    In the past I have done this sort of thing in two different ways.
    1. For different forms which are choosable from a NewDocument macro - Create autotexts for each of the forms. Use a userform to load on NewDocument which lists all the possible forms. The user chooses one and it is inserted into the current document. This method is good because it doesn't require coding to update the autotext entries and the resulting file is not oversized (but the template may become large if you have a huge amount of content stored as autotext)
    2. For a form that has optional sections that can be added or removed at any time I use macros attached to a userform which prompts the user for the sections of the form they wish to see/not see and then sets sections as hidden if the user didn't select them.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

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    Re: Organizing Word Documents (2003)

    You guys are awesome! You've given me some great ideas, but also introduced some more questions.

    First, I currently have a small business that I've been operating for a couple years now. We've decided to dramatically grow the business, so I am preparing for that now. I'm trying to fomat all of my existing materials in a manner that any "idiot" could use it, more or less.

    I'm going to refer to my "New Employee Procedures" for reference. So far I like the ideas of creating a master document and then subdocuments, or just hyperlinking the documents in the main one. My objective would be to have a file titled "New Employee Checklist". A person could open up that document and it will contain a list of all the forms that need to be printed, signed, sent to the IRS, etc. for each new employee that is hired. That person could then print whatever forms or edit whatever forms from there. So basically, everything can be done from that one "Checklist". Here are the questions:

    1. Can I choose what forms to print from this main checklist. Some of the forms are health insurance forms, which they are not eligible and thus do not need to be printed unti 60 days. Thus when a new employee is hired, I'd like to easily print all of the forms except that one (and some others).
    2. Using the master document and sub documents appears to work well for all the subdocuments can be exploded or hidden. The problem is that I don't want to see that file path in the hyperlink. I would like that master document to be clean, so only the words "Health Insurance Form" are hyperlinked, but yet I can print all of the forms simply by exploding all the subdocuments.
    3. Can I set up a field or macro, so that in the "Checklist" document, one can enter the new employees name and that name will automatically be entered on all the corresponding forms.

    Last question applies to formatting. How would I control the header/footer and page numbering within a document. Ex. lets say I want to create a document and I want a header to be on the first page and the 4th page only. When I insert a header, it automatially is placed on all the pages. I tried creating a section break, thinking it would treat it just like a new document. It does treat the margins and formating like a new document, but continues the same header as the first page. This applied to page numbering as well. Say I want the first two pages to be 1 and 2, then I wan the numbering to stop on the third page and start over again on the fourth page. So pages four and five would be numbered 1 and 2 again.

    Thanks again

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    Re: Organizing Word Documents (2003)

    1. In terms of your main checklist, depending on how you do this, there should be no reason that you can't print all the forms necessary at the time. The big question is how you produce and populate the checklist. I wouldn't think it is necessary to create a Master document at all - If you just keep separate standalone documents and get your checklist to choose the appropriate combination of files then you can print the relevant ones for handwritten completion or combine them all into a single instance document that contains the necessary forms into a single file for completion electronically.

    2. I wouldn't recommend the Master document method because of stability issues and the fact that the forms completed for one employee need to be blank for the next employee. The master doc model would create one set of files only, not one set per employee which is what you really require.

    3. Yes - how you do this would depend on how you implement it. I would probably recommend putting data into the document properties and using fields which draw their content from the document properties.

    4. You do need a section break. The subsequent section also needs the 'Same as Previous' setting turned off for both the header and footer if you require different content in the subsequent header and footer. The 'Same as Previous' setting is available as a button on the 'Header and Footer' toolbar that becomes visible when editing a header or footer. Restarting page numbers can only be done with a section break but to do this is obscure. Put your cursor in the second section of the document and choose Insert > Page Numbers > Format then check the Start At option and set the value to 1. Now press the OK button in that second dialog and then the CLOSE button in the initial dialog.

    By looking at the last questions, I think you would be well advised to find someone to carry out the implementation for you if you require an automated solution. The earlier questions you posed require quite advanced and specialised skills to develop an automated solution. Perhaps a more achievable solution would be to create a read-only directory on your network with each of the forms stored as separate files. Then in your process documents create a list of the relevant docs that the user needs to obtain to complete the task. Hyperlinking to the read-only files is a simple automation that provides 90% of the functionality.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

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