Master Documents in Word 2

[Dollie]

Does anyone know how to retain the formatting of subdocuments within a master document? If I follow the rules of MS article Q211295, then I need to insert all sorts of page breaks, reformat headers, insert my subdocument, and end up with blank pages between my subdocs!

I have also encountered formatting changes when another user on our network opens the file on their computer. If their normal.dot is different, or does not have the styles I used to create the document, the formatting is skewed and everything must be redone. Do I change everyone's normal.dot to match mine, copy mine to theirs, or just give up?

It's got to be easier than this! I don't want to go back to using Word Perfect because Word can't assemble a large mail merge document without rearranging all of my default settings.

Thanks for any help! I'm not sure if many people even use the master document function, for all it's dysfunctionality.

 

[Dreamboat]

Dollie: I'm going to be as straightforward and honest as I can here. And then, I'm going to make this an FAQ, so if I give a lot of info or make it seem too simple, well, now you know why.

Very few people have given me good reasons for using the master/subdocument feature. Most people that think they need to use it, don't need to. So if you'd like to share that with me, perhaps we can work something out so that you don't need to use master/subs.

DREAMBOAT'S RULES FOR MASTER/SUBDOCUMENTS (To be used before you start):
1. Create a template that contains all of the styles that will be used throughout all of the masters and subs. You CANNOT have one "normal" style in your master and another "normal" style in your subs. Do not forget that if you expect others to be able to view the document in the same manner as you do, they must have access to the template. Tools-Options-File locations-Workgroup templates is the location where you will want to store them. If you don't have one, ask your network guys to give you a shared location for this purpose, enter that location in the Workgroup templates box (on everybody's PC) and then store the templates there. They'll show up when you hit File-New.
2. Create all of your subdocuments. Do not even think of inserting them into a master until you're all done. You must make these files by using the template. Do not treat your subdocuments as though they belong together. If you start telling Chapter 3 to start numbering at 3, or tell the page numbers to start at 38, you'll get all messed up. Don't do it. I strongly suggest that you name your subdocuments in the manner of 01-MyFirstChapter, 02-SecondPart, just as long as you use the 01, 02, 03... You'll be so glad later, and I won't have to explain, you'll go, "Ohhhh, I get it!"
3. Create the master. The master, ideally, contains only a cover page and Table of contents (TOC), perhaps "information on how to use this manual" and other stuff like that. The master must be using the same template. Of course, the master can be created first if you like, but the following part should be done absolutely last: Now, insert a section break. You'd need one anyway. Go to View-Master (97) or View-Outline view (2K). Hit the insert subdoc button and insert your file number 01-MyFirstChapter. Insert each subdocument after that. Save it.
4. NEVER, EVER, NEVER edit subdocuments through the master. You MUST edit them by themselves. The only time you should open the master is to edit something IN the master or to update the TOC or to print the file. NEVER USE THE MASTER TO EDIT THE SUBDOCUMENTS.
5. The file structures must be maintained. So, let's say you've got embedded graphics in subdocuments that are in a master and you want to ship the whole kit and kaboodle to Denver. Do the work upfront. Create a folder on your C: called MyProject or whatever. Under that, structure it right. Something like:

MyProject
---Master
---Subs
----SubDoc1
-----Graphics
----SubDoc2
-----Graphics

Now, if you don't have graphics to worry about, then don't make an individual folder for each sub, just have the docs under the SUBS folder. The bigger the project/documents are, the more important and helpful the folders can be. If you have anything to say about it, it sure is nice to have your graphics names 01Graphicname, 02Graphicname, and so on.

Now you're ready to stay out of trouble.

DREAMBOAT'S PLAN IF YOU'RE ALREADY IN TROUBLE
So, you already did it. Well, undo it.
1. Open the master or subdocument that is using most of the styles that you want to use throughout the whole project. Save that file as a template called MyProjectTemplate or whatever--check that your template location is where everyone who needs to can get to it! Delete everything out of it (ctrl-a and hit delete key). Save it, close it.
2. Open your master again. Hit Tools-Templates and add-ins and attach the template to your master. Check the box that says automatically update styles. Save it close it.
3. Open each subdocument by itself and do the same. You'll hate me when some of your styles/formatting change but this will be your own fault 'cause you didn't listen (seriously, this won't happen to you anymore and you can be glad of that!). You may need to clean some stuff up. Sorry.
4. If everything is still okay and your document hasn't locked up on you yet, you're way ahead of the game.

CORRUPTION? HARDLY...
If you're in big trouble and your master document is locked and you can't do much of anything, this isn't because the file is corrupt, it's because you didn't follow rules (that I've never seen anywhere in their entirety except what I happen to be writing at the moment).
Or maybe you just really want to start over...
(read the information above so you understand these steps completely)
1. Open master. Hit File-Save as and give it a new name. Well, it's not a master anymore (not tested in Office 2000 yet! If anyone tests this, please let me know so I can change the FAQ). Put this file into it's own folder and make your folder structure as I've described above. Now, open the master and save it as a template, delete everything out of it, save it, close it.
2. Open the master and connect it to the template.
3. Select the first chapter, hit Cut. Hit file-new and pick the template. In the new doc, hit paste. Save it to 01-MyFirst... and so on until you've got all of the chapters cut and pasted into their own documents with the new naming structure and the new folder structure.
4. At this point, the master should contain only the cover and TOC and other stuff. Insert the first section break, and then insert your subdocuments.
techsupportgirl@home.com
Brainbench MVP for Microsoft Word

http://www.brainbench.com

 

[Dollie]

Oh my goodness! Thank you sooooo much! I can't tell you how much this is appreciated. Microsoft's extensive knowledge base has NOTHING on this site and the people who populate it!

We're almost forced to use a master document with what we do. We import contact information into a data layout, then use that data to merge with different employment documents. We have all seperate documents in case we need to print one individually, but we want to put them all together into master documents for our different types of employees. This way we can pull up an entire employment package, merge, and print it without having to open documents individually and risk missing one.

I'm hoping we made the right decision on this! I'm off to create templates now....

Thank you again! I can't tell you how much I and my company appreciate what you've done! I love this place!

Dollie

 

[Dreamboat]

Thank you, Dollie. Now it's in the FAQs next time you're looking for it. I keep trying to add to them, but... Listen, lots more good info from the Microsoft MVPs too, at:

http://www.mvps.org/word/FAQs/index.html

techsupportgirl@home.com
Brainbench MVP for Microsoft Word

http://www.brainbench.com

 

[svanels]

Good Article, now I definitely do not need Master Documents.
Did it once, and never again.

Regards

S. van Els
SAvanEls@cq-link.sr

 

[Dollie]

AAGH! Now I know how Charlie Brown felt...I keep getting the ball pulled away right as I go to punt!

I hate master documents, hands down. This has been the biggest headache I've encountered since using DOS Word Star on a Tandy with no hard drive!

Various problems I've encountered after going through the FAQ step by step:

1. Formatting changes at random when expanding and merging the master document, then saves the random formatting to the subdocument. End result: redo the subdocument AGAIN, fix formatting AGAIN, pray the master document doesn't do it AGAIN.

2. Page breaks removed or added, whichever Word feels like doing at the time.

3. Multiple copies of the same subdocument within the master document are not merged, only the first copy (ie. a time sheet with their name merged to it).

I've inserted page breaks between all subdocuments and created/linked/updated the templates. I've double and triple checked everything against the FAQ, gone to the MS site for assistance (hah!), and gone to Brainbench as well.

This could be called begging, I'm at the end of my rope! I've worked on this over a month and I've reached the befuddlement stage.

Thanks in advance for any help I can get on this!

 

[Dreamboat]

Copied and REPLIES:

1. Formatting changes at random when expanding and merging the master document, then saves the random formatting to the subdocument. End result: redo the subdocument AGAIN, fix formatting AGAIN, pray the master document doesn't do it AGAIN.

SOUNDS LIKE YOU DO NOT HAVE ALL TEXT FORMATTED, OR YOU NEED TO GO TO TOOLS-AUTOCORRECT, AUTOFORMAT AS YOU TYPE TAB. REMOVE ALL FROM 1ST AND 3RD PORTIONS. LEAVE THE MIDDLE OPTIONS ALONE.

2. Page breaks removed or added, whichever Word feels like doing at the time.

THIS MAY DEPEND ON PRINTER. ARE YOU SWITCHING FROM ONE PRINTER (OR PC) TO ANOTHER PRINTER (OR PC)? DIFFERENT PRINTERS WILL CHANGE AUTOMATIC PAGE BREAKS.

3. Multiple copies of the same subdocument within the master document are not merged, only the first copy (ie. a time sheet with their name merged to it).

WHY DO YOU HAVE MULTIPLE COPIES OF THE SAME DOCUMENT--THIS SHOULD NOT BE. WHAT ARE YOU DOING--MAILMERGE? YOU MAY NOT HAVE THE MAILMERGE FIELDS PROPERLY CODED.

I've inserted page breaks between all subdocuments and created/linked/updated the templates. I've double and triple checked everything against the FAQ, gone to the MS site for assistance (hah!), and gone to Brainbench as well.

YOUR PAGE BREAKS SHOULD NOT CHANGE. YOU SHOULD NOT BE INSERTING PAGE BREAKS BETWEEN SUBDOCUMENTS--THIS SHOULD BE DONE (I'M ALMOST CERTAIN BUT WILL LOOK AGAIN) AUTOMATICALLY BY AN INSERTED NEXT-PAGE SECTION BREAK WHEN YOU INSERT THE SUBDOCUMENTS.

This could be called begging, I'm at the end of my rope! I've worked on this over a month and I've reached the befuddlement stage.

I WILL BE VERY HAPPY TO TAKE A LOOK AT YOUR STUFF. I CAN ONLY PROMISE YOU CONFIDENTIALITY. WHAT I'LL NEED:

TEMPLATE
SUBS
MASTER
MAILMERGE DATA FILE, IF ANY (ONLY NEEDS TO CONTAIN 2 OR 3 RECORDS THO)

IF I CAN'T HAVE ALL OF THAT, THERE'S NO POINT. I HAVE FIXED THESE PROBLEMS BEFORE AND PROMISE TO DO MY BEST. WHY WOULD I WANT TO DO IT? BECAUSE I CAN. LOL

techsupportgirl@home.com

http://www.WeDoManuals.com

Brainbench MVP for Microsoft Word at

http://www.brainbench.com

 

[Dollie]

Thanks so much for the offer to help, but I can't get approval to send out our docs, only approval to send out a modified master document with 3 subdocuments. I just know that if I send you a master document like that, there won't be a single problem with it. The one I'd like to send has 14 subs totaling 44 pages.

Maybe a better explanation of things will help.... I'm doing all of this off of my computer, same settings, same printer, same template, same font, same idiot in the chair in fron of the keyboard.

The breaks automatically inserted between the documents are section breaks, if there's a break at all. MS recommends that next page section breaks are inserted after every subdocument (hence my original question above).

We generate documentation for every new hire that we process, and wanted to incorporate all of the documents into one master document. The one that we want multiple copies of is a time sheet (to give them 4 copies of it instead of 1). I've had to go in and manually type in a TOC into one of the shorter documents, a larger document isn't even being considered for the master anymore because Word fouls up the TOC upon merging it. Our mail merge usually has only one record in it unless we have more than one new hire(record imported from a database).

Each sub-document has slightly different margins, some with tables, some with headers (I know about the header problem with master docs and know the work around for it).

If it would be easier to move on to e-mail with this, I can be found at dollief@yahoo.com.

Thanks, Dreamboat! I can't thank you enough for the efforts you've put into this.

Dollie

 

[Dreamboat]

I have duly emailed you... and no problem, dollie!

Information that we discern that might be of interest to others regarding master/subs will be posted here.

LOL
techsupportgirl@home.com

http://www.WeDoManuals.com

Brainbench MVP for Microsoft Word at

http://www.brainbench.com

 

[Dollie]

I DID IT!

Woooohoooooo!

<grin> Thought I'd pop in and let you know how much you've helped and that I finally got a master document that's formatted perfectly and runs perfectly every single time from every single computer on our network!

Thank you so much, Dreamboat, you're fantastic!!!

Dollie