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#1
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Sharing a Long Document Question
I inherited the job of managing a large handbook in MS Word that
consists of 12 chapters plus six appendices. Most chapters have multiple authors and reviewers. The handbook is not set up as a master document. We're using Word 2003. 1. How can I separate the chapters to distribute to individual reviewers while preserving the original formatting including paragraph numbering? I've tried just cutting the text into a new document but that eliminates the headers and footers and usually changes the styles and paragraph numbering starts over from 1.0. (I.e., if I cut and paste section 5.0 for example, the first heading in the pasted text becomes 1.0. The same thing happened when I tried turning it into a master document. The first heading in each subdocument became 1.0.) 2. I will soon be creating a similar document for another program. The plan is to use ClearCase to manage it. (I have no choice in this). Since I will be starting from scratch, what's the best way to set up the document so I can have separate files for individual chapters and then be able to assemble the whole thing with continuous paragraph numbering and page numbering and a single TOC? Thanks, gi |
#2
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Sharing a Long Document Question
For cutting up current document, use Save As and trim unwanted parts.
For new document, start with a common template that has your numbering and other styles already set up. See: How to create numbered headings or outline numbering in your Word document http://www.shaunakelly.com/word/numb...Numbering.html. (For bullets see http://www.shaunakelly.com/word/bull...olbullets.html, the subject is related.) How to Create a Template, Part II http://www.mvps.org/word/FAQs/Custom...platePart2.htm -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "gi" wrote in message ups.com... I inherited the job of managing a large handbook in MS Word that consists of 12 chapters plus six appendices. Most chapters have multiple authors and reviewers. The handbook is not set up as a master document. We're using Word 2003. 1. How can I separate the chapters to distribute to individual reviewers while preserving the original formatting including paragraph numbering? I've tried just cutting the text into a new document but that eliminates the headers and footers and usually changes the styles and paragraph numbering starts over from 1.0. (I.e., if I cut and paste section 5.0 for example, the first heading in the pasted text becomes 1.0. The same thing happened when I tried turning it into a master document. The first heading in each subdocument became 1.0.) 2. I will soon be creating a similar document for another program. The plan is to use ClearCase to manage it. (I have no choice in this). Since I will be starting from scratch, what's the best way to set up the document so I can have separate files for individual chapters and then be able to assemble the whole thing with continuous paragraph numbering and page numbering and a single TOC? Thanks, gi |
#3
Posted to microsoft.public.word.formatting.longdocs
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Sharing a Long Document Question
"gi" wrote in message ups.com... I inherited the job of managing a large handbook in MS Word that consists of 12 chapters plus six appendices. Most chapters have multiple authors and reviewers. The handbook is not set up as a master document. Ouch! That's problem #1. Your first job may well be to ensure that there are no hidden corruptions in the document. Take a look at these articles. Why Master Documents corrupt http://www.word.mvps.org/FAQs/Genera...ocsCorrupt.htm We're using Word 2003. 1. How can I separate the chapters to distribute to individual reviewers while preserving the original formatting including paragraph numbering? I've tried just cutting the text into a new document but that eliminates the headers and footers and usually changes the styles and paragraph numbering starts over from 1.0. (I.e., if I cut and paste section 5.0 for example, the first heading in the pasted text becomes 1.0. The same thing happened when I tried turning it into a master document. The first heading in each subdocument became 1.0.) This article gives you a step-by-step process for cleanly separating out a master document into its compnent parts How to recover a Master Document http://www.word.mvps.org/FAQs/Genera...MasterDocs.htm 2. I will soon be creating a similar document for another program. The plan is to use ClearCase to manage it. (I have no choice in this). Since I will be starting from scratch, what's the best way to set up the document so I can have separate files for individual chapters and then be able to assemble the whole thing with continuous paragraph numbering and page numbering and a single TOC? These articles will help. Creating a Template - The Basics (Part I) http://www.word.mvps.org/FAQs/Custom...platePart1.htm Creating a Template (Part II) http://www.word.mvps.org/FAQs/Custom...platePart2.htm Creating Custom Toolbars for Templates http://pubs.logicalexpressions.com/P...cle.asp?ID=262 Methods for restarting list numbering http://www.word.mvps.org/FAQs/Number...artMethods.htm Creating a Table of Contents Spanning Multiple Documents http://pubs.logicalexpressions.com/P...cle.asp?ID=148 The key points are as follows 1. You create a stable template with defined styles etc which can be used to ensure consistency throughout the document 2. You use style-based numbering and choose a particular mechanism which will be consistently applied for restarting numbering, with the aim of avoiding the common problem of "spaghetti numbering" in Word. 3. You use toolbars etc (and probably training) for the other authors to make it easy for them to use the features of your templates. The aim is to make it easier for them to do it right than to do it wrong. 4. You avoid master documents because of the corruption problems, and instead use RD fields to manage the consolidated index and ToC -- Regards Jonathan West - Word MVP www.intelligentdocuments.co.uk Please reply to the newsgroup Keep your VBA code safe, sign the ClassicVB petition www.classicvb.org |
#4
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Sharing a Long Document Question
I hadn't noticed that you tried converting to a master document. Oops!
Do read the article that Jonathan referred you to, now. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "Charles Kenyon" wrote in message ... For cutting up current document, use Save As and trim unwanted parts. For new document, start with a common template that has your numbering and other styles already set up. See: How to create numbered headings or outline numbering in your Word document http://www.shaunakelly.com/word/numb...Numbering.html. (For bullets see http://www.shaunakelly.com/word/bull...olbullets.html, the subject is related.) How to Create a Template, Part II http://www.mvps.org/word/FAQs/Custom...platePart2.htm -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "gi" wrote in message ups.com... I inherited the job of managing a large handbook in MS Word that consists of 12 chapters plus six appendices. Most chapters have multiple authors and reviewers. The handbook is not set up as a master document. We're using Word 2003. 1. How can I separate the chapters to distribute to individual reviewers while preserving the original formatting including paragraph numbering? I've tried just cutting the text into a new document but that eliminates the headers and footers and usually changes the styles and paragraph numbering starts over from 1.0. (I.e., if I cut and paste section 5.0 for example, the first heading in the pasted text becomes 1.0. The same thing happened when I tried turning it into a master document. The first heading in each subdocument became 1.0.) 2. I will soon be creating a similar document for another program. The plan is to use ClearCase to manage it. (I have no choice in this). Since I will be starting from scratch, what's the best way to set up the document so I can have separate files for individual chapters and then be able to assemble the whole thing with continuous paragraph numbering and page numbering and a single TOC? Thanks, gi |
#5
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Sharing a Long Document Question
"gi" wrote in message ups.com... I inherited the job of managing a large handbook in MS Word that consists of 12 chapters plus six appendices. Most chapters have multiple authors and reviewers. The handbook is not set up as a master document. We're using Word 2003. I missed the "not" when composing my earlier reply. Ignore what I said about that being Problem #1. Just make sure it doesn't *become* problem #1 by attempting to use a master document for this! The rest of my answer still applies. -- Regards Jonathan West - Word MVP www.intelligentdocuments.co.uk Please reply to the newsgroup Keep your VBA code safe, sign the ClassicVB petition www.classicvb.org |
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