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CONTENTS
Converting an existing or pretyped document to a Master Document
Inserting an existing or pretyped document into a Master Document
To reserve read-write priveleges for a Master Document or a sub-document
A long document can sometimes be more effectively organised and maintained by being divided into several sub-documents. You can then work on the document (the master document) in its entirety, or on the various sub-documents, depending upon the edits you require to make.
A master document may be created in different ways:
EITHER as a new document by typing an outline in Master Document view ,
OR by dividing an existing long document into several smaller sub-documents,
OR by combining together several smaller documents/files (up to 80 sub-documents).
Master Document view is a special type of outline view in which sub-documents can be created, organised, moved or even removed! To switch to the Master Document view ...
EITHER choose the Master Document command in the VIEW menu,
OR in Outline view click the Master Document button on the right hand side of the Outlining toolbar - see Figure 1 below.
Choose the FILE-New command or click the New icon on the Standard toolbar to create a new document in WORD.
Choose the VIEW-Master Document command, whereupon the Outlining and Master Document toolbars are displayed (as in Figure 1 above).
Start typing the outline of the document, applying the nine various levels/styles for your headings.
Then select the headings and associated body text which you require to be contained in your first sub-document.
On the Master Document toolbar, click the Create Sub-document button. WORD does the following ...
Encloses the sub-document in a box
Displays a sub-document icon in the top left hand corner of the box
Demarcates the beginning and end of the sub-document with a section break
Repeat steps 4 and 5 when you need to create further sub-documents.
Choose the FILE-Save As command to save the new master document and its new sub-documents. Choose a filename and location for the master document as you would any other WORD document.
WORD will assign a filename to each sub-document based on the first few characters in the first heading of each. If you require to see the filename which WORD has assigned to a sub-document then double-click the sub-document icon to open the sub-document and choose the FILE-Save As command.
Open the existing document and in Master Document view use the buttons on the Outlining toolbar to promote, demote and arrange both headings and text.
Select the headings and associated body text which you require to be contained in your sub-documents.
NOTE: WORD will look at the level of the first heading in your selection and will start a new sub-document every time it finds a heading of the same level.
On the Master Document toolbar , click the Create Sub-document button. WORD does the following ...
Encloses each sub-document in a box
Displays a sub-document icon in the top left hand corner of the box
Demarcates the beginning and end of each sub-document with a section break
Choose the FILE-Save As command to save the new master document and its sub-documents. Just choose a filename and location for the master document as you would any other WORD document.
WORD will assign a filename to each sub-document based on the first few characters in the first heading therein. If you require to see the filename which WORD has assigned to a sub-document then double-click the sub-document icon to open the sub-document and choose the FILE-Save As command.
Have the master document in an active window and position the insertion point where the existing WORD document is to be inserted.
On the Master Document toolbar , click the Insert Sub-document button; in the filename box type or select the name of the incoming document and click OK.
WORD adds the document and retains its original filename.
NOTE: It is possible that the master document and incoming sub-document were originally based on different templates or have different settings; however when the sub-document is opened within the master document, it assumes the template/settings applied to the master document.
In the Master Document view , select the appropriate sub-document by clicking the sub-document icon on the left hand side.
Now press the DELETE or BACKSPACE key.
NOTE: The Remove Sub-document button on the Master Document toolbar does NOT delete the sub-document entirely, but converts it to be part of the master document!
In Master Document view , move the relevant sub-documents adjacent to each other.
Select the first sub-document to be merged, then hold down the SHIFT key as you select the next sub-document(s).
Click the Merge Sub-document button on the Master Document toolbar .
When you save the master document, WORD will save the merged sub-documents under the filename of the first sub-document in the selection.
In Master Document view , move the insertion point to the location within the sub-document where the split is to occur - this could be a heading.
Click the Split Sub-document button on the Master Document toolbar.
When you save the master document, WORD will assign to the new sub-document a filename based on the first few characters of its first heading.
In Master Document view , open the sub-document to be renamed or relocated by double-clicking the sub-document icon on the left hand side.
Choose the FILE-Save As command; type a new filename and/or select a new location for the document. Choose OK.
Use the Master Document view to revise the structure of a long document - you may need to rearrange the order of headings, text and even the sub-documents themselves. For example, within this view it is possible to easily transfer the entire or part contents of one sub-document into another, split sub-documents or even merge them. If you require to open a sub-document in order to make edits, double-click the sub-document icon to the left of the sub-document.
Use the Normal or Page Layout views to work on the master document as a whole. You might wish to cut and paste text/graphics between the sub-documents, organise page numbering for the whole document and set up cross references, etc.
Remember that sub-documents appear as sections of the master document; the section breaks mark the beginning and the end of each sub-document. (Display section breaks and other non-printing symbols by clicking the Show/Hide button on the Standard toolbar.) Section formats within each sub-document (for example headers, footers, margins, etc) are controlled just as they would be for any other WORD document containing sections.
If you add, remove, rename or relocate a sub-document do this from within the master document in Master Document view . It is important to establish and maintain a link between master and sub-document. Do not use the Windows' File Manager or MS-DOS commands except when you need to permanently remove the unwanted document from the disk.
Open the master document in Normal or Page Layout view and print the whole master document (or range of pages).
Open the subdocument(s) in Normal or Page Layout view and print the whole sub-document (or range of pages).
Expand or collapse headings in the Master Document view so as to control how much of the outline of the master document is printed.
Choose the FILE-Print command when you have decided how much of the master document you require to be printed and select printing options just as you would for any WORD document.
WORD provides a very useful file locking device that safely enables several users to simultaneously work on a master document and its sub-documents. When you open a master document WORD checks whether the sub-documents 'belong' to you (it does this by checking the document's summary information with the user name supplied when WORD was installed). If they do, you can both read and write to the file; if they don't then strictly speaking you should have read-only rights. In truth anyone can unlock a sub-document as indicated below.
Open the master document and in Master Document view select the sub-document which requires locking or unlocking.
Click the Lock Document button - a padlock symbol is displayed when a sub-document is locked, indicating that it cannot be edited.
Open the relevant document; choose the FILE-Save As-Options button.
EITHER type a password in the Write Reservation Password box of the Save tab,
OR select the Read-Only Recommended check box.
Choose OK twice to return to the document.
You will continue to be able to open the document as a read-write file whilst other users will only be able to read the file unless they know the password in response to (2) above.