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Using Word s Master Document Feature
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Word s Master Document feature is a handy way to manage large documents, such as a book with many chapters. This is particularly true if you are collaborating on the document. The Master Document is essentially a container for a number of different files, which are referred to as subdocuments.
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CHAPTER 10 WORKING WITH LARGE DOCUMENTS
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Before you start a Master Document, you should create a folder that will contain the Master Document and all the subdocuments. If you already have some of the subdocuments created, move them to the folder. You can create a Master Document from scratch or convert an existing document to a Master Document. To create a Master Document from scratch, open a new blank document in Outline view. Then create headlines. Each headline will become a subdocument. If you want to add a title for the document, put it as a top-level heading. Then put the subdocuments as Level 2 headings. To convert an existing document to a Master Document, open the document and view it in Outline view. Use the buttons on the Outlining toolbar to add heading levels to parts of the document. Again, use Heading 1 for the title and Heading 2 for the subdocuments. Demote any other content to body text by using the buttons on the Outlining toolbar. To convert the document to a Master Document, you must first create subdocuments, as described in the next section.
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Creating Subdocuments
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You can create a subdocument from an outline heading in your Master Document. Open the Master Document and select the headings and body text you would like to separate into subdocuments.
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Note The first heading you select must be the same level as the headings you want to use for each
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subdocument. For example, if you use Heading 2 as the first subdocument, each part of the document at Level 2 will be converted to a new subdocument.
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On the Outlining toolbar, click Create Subdocument (see Figure 10-9). Once you create a subdocument, do not move it or delete it from your hard drive without first removing it from the Master Document. Only rename subdocuments from within the Master Document.
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Figure 10-9. The Create Subdocument button
Adding an Existing Document to the Master Document
Open the Master Document in Outline view. Click Expand Subdocuments (see Figure 10-10) on the Outlining toolbar if the subdocuments are collapsed.
CHAPTER 10 WORKING WITH LARGE DOCUMENTS
Figure 10-10. The Expand Subdocuments button
Click a blank line between existing subdocuments where you want to add the existing document. Then click Insert Subdocument on the Outlining toolbar (see Figure 10-11). Type the name of the document you wish to add in the file name box and click Open.
Figure 10-11. The Insert Subdocument button
Saving the Master Document
Save the Master Document as you would any other Word document. Make sure you save it in the folder you created for the Master Document and subdocuments. Word will save the Master Document and create subdocuments with titles based on the subdocuments headings in the Master Document outline.
Collapsing Subdocuments
When you re working with your Master Document, you may not want to see the contents of the subdocuments. In that case, you can collapse subdocuments by clicking Collapse Subdocuments on the Outlining toolbar (see Figure 10-12).
Figure 10-12. The Collapse Subdocuments button
Caution If you are collaborating with others, collapse the subdocuments before you close the Master
Document. Otherwise, others will not be able to access the subdocuments.
Combining Subdocuments
To combine subdocuments, you must first make sure you can see the subdocuments you want to combine. Ensure they are unlocked. If they are not, click within each locked subdocument and then click the Lock Subdocuments button on the Outlining toolbar (see Figure 10-13).
CHAPTER 10 WORKING WITH LARGE DOCUMENTS
Figure 10-13. The Lock Subdocuments button
The subdocuments should be next to each other. If they aren t, rearrange them. To move a subdocument, click the subdocument icon, or for multiple subdocuments, hold the Shift key as you click the subdocument icon for the last of the adjacent subdocuments (see Figure 10-14). Then drag the subdocument(s) to a new location.
Figure 10-14. The Insert Subdocument button
Next, click the subdocument icon of the first document you want to combine. Hold down the Shift key as you click the subdocument icon of the final subdocument you wish to combine. On the Outlining toolbar, click Merge Subdocument (see Figure 10-15).
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