Word 97

Word 97: Master Documents Windows
Before You Begin This document and the accompanying class assume you have fairly extensive experience in Word 97. You
should have the skills taught in Word 97: Introduction, Basic Formatting, and Increasing Efficiency.

Overview of Master Documents Writing a thesis? Dissertation? Book? You can use Word's master document feature to manage and edit these
and other types of long documents.
Managing Long Documents
If a Word document is longer than 30-50 pages, it's a good idea to break it into smaller files. Otherwise, you
can run into editing problems, and the chances increase that the file will become corrupt. On the other hand, if
you break the file up into smaller files, you may have trouble managing them. It may be difficult to keep pages
numbered consecutively, for example. Master documents can help you avoid both the problem of having a file
that is too large, and of having too many files to manage.

With a master document, you work with smaller documents called subdocuments, which are connected through
the master. From the master document you can easily reorganize chapters, for example, or create a table of
contents or index for a book, or print all the articles in a journal by opening just one file instead of a dozen.

Should You Use a Master Document?
Should you break a large file into smaller unconnected files, or use a master document?
?If your long document includes a table of contents or an index, then you should probably use a master
document.

?If your long document includes cross-references, then you must use a master document; cross-referencing
does not work with separate files.

?If several people are contributing smaller documents to a larger one, such as when several authors write
different chapters of a book, using a master document is a good choice. A writer can edit the
subdocuments either from within the master document, or by opening the individual subdocuments.

?If for some other reason you are concerned about being able to assemble multiple files into one long
document, you should use a master document.

Planning Your Document Working with a master document can be easier if you plan your layout and content before beginning.

Before you create the master document, think about page layout, styles, headers, and footers. Using the same
template for the master document and the subdocuments can make it easier to work with a master document.
(For information about formatting, refer to Word 97: Basic Formatting and Papers and Reports.)

Through the use of headings and subdocuments, a master document requires you to highlight main points for
your readers. You'll probably find your work goes more smoothly if you consider in advance what main points
and subtopics you plan to discuss. Remember: you can change your game plan as you work. 1
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Creating a Master Document The steps for creating a master document are discussed in detail in the following sections. For your
convenience, a summary of steps is also included at the end of the two sections, "Starting with a New
Document" and "Starting with an Existing Document."

Getting Started: It's All in Your Point of View
The first step for creating a master document is to open a new or existing document. Next, change to the
Master Document view by selecting the View menu, and then Master Document. Two special toolbars
display in Master Document view: the outline toolbar and the master documents toolbar. Use the outline
toolbar to change and display different heading styles in the master and subdocuments.

The outline toolbar:
Heading styles are the key to master documents, and you'll learn more about them later. Use the master
documents toolbar to set up or change the relationship between the master and subdocuments. The master
document toolbar is only available in Master Document view.

The master documents toolbar:
Starting with a New Document
With a new file open in the Master document view, type a simple, overall outline for your long document. The
outline should contain your main topics. For example, if you're writing a book, type your planned chapter
titles, each on a separate line. The chapter titles will become your subdocuments.

Now use Word's built-in heading styles to set up the master document and subdocuments. Select the main
topics (the chapter titles, in this example) and change the heading styles one of the following ways:

?Use the left and right arrows on the outline toolbar to change the heading styles, promoting or demoting
the selected text to get the heading level you want.

?Select a built-in heading style from the style drop down list next to the list of fonts on the Formatting
toolbar.

?Select the Format menu, and then Style, and then apply the heading style you want to use.
You'll learn how to change the heading styles later in this document.

You're ready to create the subdocuments. With only the chapter titles selected, click the Create
Subdocument button on the Master Documents toolbar. Now each of the chapters is separated
by a section break, and a Subdocument icon appears to the left and above the subdocument title, as
shown in this illustration:

A thin grey line surrounds the subdocument. Anything that appears inside the thin grey line is part of the
subdocument. The grey line does not print. The subdocument is set off from the master document by section
breaks. Add information to the subdocument before the second section break. To separate subdocuments by
page breaks, insert them manually (Ctrl-Enter). The icon to the left of the title is the subdocument icon. 2
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Save the master document as you would any other document. If you watch the status bar as Word saves the
document, you'll see that the subdocuments are also automatically given names and saved in the directory with
the master document. Word creates the file names based on the subdocument headings.

Summary of Steps for Starting with a New File
1. Open a new file in Master Document view.
2. Type an outline of your long document.
3. Format the major topics of the outline using one of Word's built-in heading styles.
4. With the headings selected, click on the Create Subdocument button.

Starting with an Existing Document
Open the existing long file you want to convert to a master document and switch to Master Document view.
Find areas in the document where you want to break it up; for example, find areas where you want to create new
chapters. Give each of those sections a title, and format each title with one of Word's heading styles (see
"Starting with a New Document" for details).

Next, click the Create Subdocument button on the Master Documents toolbar. The document
now shows section breaks, and the subdocument icon appears to the left of each chapter heading. (See
the illustration in "Starting with a New Document.") To insert a page break between subdocuments,
press Ctrl-Enter.

Save the master document as you do normally. Word names the subdocuments automatically, and saves them in
the directory with the master document.

Summary of Steps for Starting with an Existing File
1. Open the existing file in Master Document view.
2. If you do not already have major topic headings in the document, create them.
3. Format the major topics using one of Word's built-in heading styles.
4. With the headings selected, click on the Create Subdocument button.
Please note: You can create a master document by inserting several subdocuments into a new or existing master
document. Refer to the section "Inserting an Existing Word Document into a Master Document" later in this
handout.

Heading Styles When you select a block of text and select the Create New Subdocument button, Word uses the heading style of

the first line you select to determine where to create the new subdocument. If the first line is heading 3, for
example, then each time Word spots heading 3 text in the selected text block, it creates a subdocument.

Modifying Heading Styles
Although you do have to use Word's built-in heading styles to create subdocuments, you can change the heading
styles to fit the design of your document. From the Format menu, select Style. In the Style window, select
Modify, and then the Format button. Select the element you want to modify (Font, for example). If you
want to use the new heading style in other documents that use the current template, be sure to select Add to
Template. Then OK any changes you make. Close the Style window. Any text in that heading style now
changes to the new formatting. (For more information about styles, refer to Word 97: Tables and Styles.)

Working with Subdocuments Inserting an Existing Word Document into a Master Document
You can create or change a master document by inserting existing files into the master. Open the
master document in Master Document view. (Remember, the master document can be any new
or existing document.) Move the insertion point (cursor) where you want to insert the document, and click the 3
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Insert Subdocument button. Find the document using the Open window and click OK to insert it.
Remember to save the master document after making changes.

Changing the Order of Subdocuments
To move a subdocument, select its icon, and do one of two things:
?Use the Move Up or Move Down button to position the subdocument.
?Click and drag the subdocument icon.
A horizontal line shows you where the subdocument will move when you release the mouse button.

Editing a Subdocument
You can make changes to subdocuments either from within the master document or by opening the
subdocument as a separate file. To edit the entire master document including subdocuments, simply open the
master document and work in a view that is convenient for the task. Save the master document after you make
changes; Word then automatically saves all the subdocument files.

You can also edit a subdocument in a separate window. To eliminate problems searching for the correct files,
open the subdocument from within the master document by double-clicking on the subdocument icon. A
window opens for the subdocument. The subdocument automatically includes one section break. To avoid
difficulties, insert information in the subdocument above this break.

If you switch from the subdocument window back to the master document window, you see a lock icon
next to the subdocument icon. The lock tells you that you can now make changes to the subdocument
only from the open subdocument window. When you save and close the subdocument window, the lock
disappears. You can now make changes to the subdocument from within the master document.

You can also open a subdocument just as you do any other document. For more details about
opening documents, refer to Word 97: Introduction .

Splitting Up Subdocuments
If a subdocument gets too long or you want two different people to work on it, you may want to
split it by following these steps:

1. Open the master document, and find the spot in the subdocument where you want to make the split.
2. Create a heading for the new section, and select it.
3. Click the Split Subdocument button on the Master Document toolbar.
The subdocument splits in two. If you want a page break to separate the two documents, insert one (Ctrl-Enter
does the trick).

To split more than one section, create headings in different locations of the subdocument. Select a block of text
that contains all the new headings, and then split the subdocument. Word creates the subdocuments based on the
heading style of the first line you select. Save the master document, and Word saves all the associated
subdocuments.

When One Plus One Equals One: Merging Subdocuments
You may need to merge subdocuments if, for example, you decide that one chapter is too small and
needs to be part of another chapter. Follow these steps:

1. In master document view, make sure the two subdocuments are next to each other; remember,
you can simply drag and drop the headings.

2. Select the subdocument icon for the first subdocument you want to move. You should see the four-headed
"move" arrow just as you click on the icon.

3. Shift-click on the second subdocument icon.
4. Click the Merge Subdocument button on the master document toolbar. 4
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The two subdocuments become one, with the first subdocument containing the second. Save the master. If you
no longer need the second subdocument, delete it using My Computer or Explorer.

Removing a Subdocument from the Master Document
So, your chapter doesn't work in this book, but you want to save it for your next one? You can remove
a subdocument from your master document. With the master document open in Master Document view,
select the icon for the subdocument you want to remove. Click the Remove Subdocument button on the
Master Document toolbar. The subdocument text is removed, as is the master document's connection to the
subdocument file. If you no longer need the file, delete it using My Computer or Explorer.

Renaming or Moving a Subdocument to a New Directory
If you want to keep the connection between a master and subdocument, do not use My Computer or Explorer to
rename or move the subdocument to a new directory. Instead, open the master document in Master Document
view. Then double-click on the subdocument icon to open the subdocument file. Choose Save As from the
File menu to save the subdocument with the new name and location. Close the subdocument, and then save the
master document.

Formatting the Master Document and Subdocuments Format characters and paragraphs in master and subdocuments the same way you do in any other Word
document. For more information, refer to Word 97: Basic Formatting and Papers and Reports.
You can make changes to the page setup for each subdocument, or for the entire master document. Remember:
page formatting can be tricky. Be sure to preview your document before printing it.

Subdocument Page Setup
To change the page setup in a subdocument, do one of the following:
?From the master document, open the subdocument in a separate window by double-clicking on its icon.
?In the master document, click in the section that contains the subdocument.
?Open the subdocument as a separate file.
With your insertion point (cursor) in the subdocument or section you want to change, make changes to the page
setup, headers, footers, and page numbering as necessary.

Tip: When you open a subdocument in a separate window, the subdocument automatically has one section
break. Below this section break, the subdocument follows the page setup options established in the master
document, not those you create in the subdocument. To avoid problems with page formatting, add text before
this section break.

Page Setup for the Entire Document
To change the page setup for the entire document, open the master document and change its page setup. You
can also make changes to specific sections of the master document. Add a section break if necessary, position
the insertion point, and make your changes.

Tip: If the master document overrides your subdocument formatting, open the subdocument, position your
cursor after everything else in it, and add a section break. The section break probably will fix the problem, but
preview the master document again before printing it. 5
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Cross-References With cross references, you refer the reader to additional information in your document; for example, you might
advise your reader to "Refer to Chapter 1, page 5 for more information." You can create cross-references within
a single file, but to create cross-references between files, you have to use a master document.

Step 1: Mark the Target of the Reference
The first step in creating a cross-reference is to mark the target of the reference, that is, the spot in your
document to which you want your reader to refer. The target can be a bookmark, footnote, endnote, equation,
figure, table, numbered item, or heading formatted with one of Word's built-in heading styles. You can add the
targets to your subdocuments as you edit them, or add them to the master document.

Step 2: Create the Cross-Reference
With your target established, you are ready to create the cross-reference. Work in the master document window.

1. Position the insertion point (cursor) in one of the subdocument sections. Begin a note referring your
reader to the target of the cross reference; your note might read "See ".

2. Next, from the Insert menu, select Cross-reference.
3. In the Cross-reference window, select the Reference Type. From the Insert Reference To list, select the
type of information you want to appear in your note to the reader. With a bookmark, for example, you
can use the text of the bookmark, the page number on which the bookmark appears, or, if your
bookmark is for an item in a numbered list, the paragraph number of that list item.

4. Click the Insert button to complete the process. Your sample cross-reference appears at the insertion
point. You can format the text of the cross-reference just as you do any other text. You can also type
in the document window with the Cross-reference window open.

Updating Cross-References
Word automatically updates cross-references when you print a document. You can also update cross-references
before printing. To update all your cross-references (and other field codes), select the entire document, and press
the F9 key.

Field Codes, or Why Do I See {REF}? Cross references are actually field codes, not just simple text, and sometimes you see the field code displayed.
The field code for a cross-reference, for example, is {REF}. Field codes tell Word to make calculations, for
example, to re-calculate the page on which a reference appears when the page number changes.

Normally you want to see the result of the field code, that is, the page number or text that the code represents.
You can turn the field codes off and on by selecting the Tools menu, then Options, and then changing the
Field Codes on the View tab as appropriate. To delete a field code or its result, select it first and then delete
or backspace over it. A table of contents or index also uses field codes.

For Your Reference: Creating a Table of Contents The Master Documents class usually does not allow time to go over tables of contents, but the information is
here for your reference.
When you need to create a table of contents for your master document, the work you did with heading styles
bears additional fruit. Word can use the heading styles to create the table of contents automatically; just follow
these steps:

1. Open the master document in Master Document view.
2. Put the insertion point where you want to create the table of contents.
3. Select Index and Tables from the Insert menu, and click on the Table of Contents tab. 6
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4. Make any changes to the format that you like, and select OK.
Word inserts the table of contents based on the heading styles you indicated.

To update an existing table of contents, open the master document. Position the insertion point anywhere in
the table of contents and press F9. The existing table of
contents is updated automatically.

Creating an Index Step 1: Mark the Index Entries

The first step in creating an index is to mark the places in your
document to which you want to refer your reader. Your "index
entry" can be a block of text you've selected, a range of pages
you've bookmarked, or just the current position of your cursor.
For the example, we went to the pages on which the topics
listed in the index are discussed, and then marked our index
entries. To mark an index entry, press <Alt> Shift-x. The
Mark Index Entry window appears.

In the Main Entry field, type the main heading you want in
your index (" Pasta" in the example). If you have selected a block of text, it appears in this field automatically.
In the Subentry field, type the text you want to appear below or beside the main entry in your index.
(" Fettuccine," for example.) To create a level below the subentry, type the subentry, a colon (:), and then the
second level entry. For the example, we typed "Stuffed: Manicotti" in the Subentry field.

You have three options for the references to your reader:
?To refer the reader to the page on which the entry appears, select Current Page.
?If you do not want to give the page number for the current entry, but want the reader to refer elsewhere in
your index instead, select Cross-reference, and complete the Cross-reference field.
?If you are referring the reader to a range of pages you have bookmarked (" Sauces" in the example), select
the Page Range field, and then select the bookmark from the drop down list.

After making your selections, click on the Mark button. Word records the index entry. You can continue
marking entries as necessary. When you finish, Close the Mark Index Entry window.

Step 2: Create the Index
When you want to compile the index, follow these steps:
1. Open the master document in Master Document view.
2. Position the insertion point where you want to insert the index.
3. Select Index and Tables from the Insert menu and click on the Index tab.
4. Select the format and any additional options, and then click on the OK button.

Word automatically generates the index, and includes any entries in the subdocuments. To update an existing
index, position the insertion point anywhere in the index and press F9.

Printing a Master Document If you have never printed a master document before, it can be a bit confusing. You can print either the entire

master document, only the master document headings, or individual subdocuments.
?To print out the entire master document, display it in Normal view, and print as you normally do.
?To print only the headings, display the master document in the Master Document view. Only the
headings print.
?To print only a subdocument, open and print it as normal. If the subdocument contains cross-references
to other subdocuments, however, you must print the entire master document so that the cross-references
are updated correctly.
Master documents are long, and can have complex formatting, so be sure to preview your master document
before printing it.

Creating a Master Document The steps for creating a master document are discussed in detail in the following sections. For your
convenience, a summary of steps is also included at the end of the two sections, "Starting with a New
Document" and "Starting with an Existing Document."