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Old 03-25-2009, 10:22 AM
dlawson dlawson is offline
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WORD 2003 Need help splitting a HUGE Document
 
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Question WORD 2003 Need help splitting a HUGE Document

I have a HUGE (approx. 2400 pgs) WORD 2003 document that I need to split into seventeen different documents. I'm not sure a MASTER document will be right for this application. I need to be able to split the document with several sections together for example: sections 1-8 one document, section 9 and 10 separate documents each, sections 10-13 another document, etc. This document contains reference links throughout. Any suggestions? My job is on the line here!



Thanks!
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Old 04-12-2009, 06:03 AM
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Bird_FAT Bird_FAT is offline WORD 2003 Need help splitting a HUGE Document WORD 2003 Need help splitting a HUGE Document Office 2007
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Question Questions, questions!

Quote:
Originally Posted by dlawson View Post
I need to be able to split the document with several sections together for example: sections 1-8 one document, section 9 and 10 separate documents each, sections 10-13 another document, etc. This document contains reference links throughout.
Can you give a bit more information, please!

These links - are they to other places in the document? if so, what are you looking to be able to do - change them to references on a paper based document to the correct (other) paper based document - OR, is it to be viewed digitally, therefor you would like the new document to open upon clicking?

OR

Are you talking TOC's (Tables Of Contents)?

????


Bird
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Old 04-14-2009, 09:07 AM
dlawson dlawson is offline
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The links are to other places within the same document - TOC's to the sections they apply to, LOF's to the figures they apply to, etc. The document would need to be split to allow us to be able to convert to a .pdf file for viewing for external contacts and also to allow the sections to be small enough (140mb) for placement in an internal company system.
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Old 04-14-2009, 11:31 AM
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Bird_FAT Bird_FAT is offline WORD 2003 Need help splitting a HUGE Document WORD 2003 Need help splitting a HUGE Document Office 2007
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Arrow OK - Here goes!

What I think would be best is to use the Master Document feature of Word!

Basically, this will allow you to open the existing document and split it into multiple files, while still being able to see the whole.

To understand the basics of this, follow these basic instructions:
(we are going to start with the [=rand] function - this tells Word to create some random text for us)
  1. Open a new blank document in Word
  2. Type in [=rand(180,8)] - without the square brackets!
  3. Now we have 180 paragraphs of 8 sentences (depending on the version of Word, this can look very different!)
  4. In the view menu, choose 'Outline'
  5. You should now see that a new toolbar (2003) or tab (2007) has now appeared - this is the Outlining toolbar/tab and should be hailed as your savior!
  6. To the left of your text - you should now see a symbol at the beginning of each paragraph.
  7. If you click on one of them, you will see that it highlights the whole paragraph
  8. With the single green arrows on the toolbar/tab, you can promote and demote the individual paragraphs. (in your big document, it should do this to the heading only, rather than the whole paragraph)
  9. If you are using 2007, then at this point you should click on the 'Show Document' icon in the 'Master Document' tab section.
  10. Now for the fun part!!!
  11. click on one of the symbols and highlight one of the sections, then find the 'Create' icon (2003 - you will need to hover your mouse over the icons till you find it) - click it
  12. You should now see an outline appear around the paragraph - this is called a subdocument - if you were to save now (don't) - all this text would be removed from the main document and saved as a seperate file - though you would still be able to see it quite normally when you opened the master document!!!
  13. Do the same again to the next paragraph - making sure that it has been demoted/promoted to the same level as the first.
  14. Now ensure that there are no symbols inside the outline boxes, nor between them (delete as needed) and select both of these subdocuments.
  15. Look on the toolbar/tab and select 'Merge' (if Merge is greyed out, then there is a symbol in or between the two subdocument frames!)
  16. These two subdocuments have just become one! (this is what you will need to do in your big document - make subdocuments by promoting, creating and merging as needed)
  17. Click on the symbol next to the next paragraph to highlight it - use the arrows to demote it once. (call this Paragraph 1)
  18. do the same with the paragraph below so that it is demoted one step further than Paragraph 1.
  19. click on the symbol next to Paragraph 1 - you should see that ALL the remaining paragraphs have been highlighted - choose 'create' to see that it only creates one more subdocument for the remaining text.
  20. Save the master document (call it 'Master') to an empty folder and go look inside - you should find 3 documents - one is the master, the others are the subdocuments. If you open the Master file, you will still be able to see all subdocuments that it contains, and you are also able to update any TOC's, etc that are in it; while if you open the subdocuments, you will only see what's in them.

This, I hope, should easily allow you to seperate your document, while still allowing you to update our TOC's etc, easily. By combining the techniques from 11-15 and 17-19 you should be able to zoom through your document in a relatively short space of time!


NOTE: Things to remember about using Master and Sub- Documents:

  • Back up your work often - VERY often
  • Keep a backup seperate at the end of each day that you are working on the project
  • NEVER rename a subdocument - the Master file will not be able to recognise it if you do (the subdocument is named after the first piece of text in in - if you have headings, it will use these, so make sure the required document title is at the beginning of each subdocument before you save them for the first time.
  • If you wish to work on a subdocument - it is always best satey procedure to do so from inside the Master document, as this ensures all changes are registered in the Master Document Structure.
  • These are only the basics of what Master Documents can do for you - have fun learning about the rest!
For more information on master and subdocuments - google 'word master subdocument' - you'll find hundreds of comprehensive instructions!


Have fun with your project dlawson - let us know how it goes!
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Old 04-14-2009, 12:22 PM
dlawson dlawson is offline
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Wow! This looks like great instructions! I can't wait to get started on it. I think our management decided to not use the Master Documents option only because we have no one who is experienced in it. But I'm going to go ahead and follow your instructions to learn how it works. Thank you so much for your help! I'll keep you posted on how it works out.

Debby
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