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Old 08-03-2015, 02:19 PM
jwalke123 jwalke123 is offline best approach to combine documents being created by multiple users Windows 7 64bit best approach to combine documents being created by multiple users Office 2010 64bit
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Default best approach to combine documents being created by multiple users

Hi there i have been tasked with setting up a report that is going to be created by several users.



I was looking for the best approach.

i would like a way that each team can work on there own Reports in one word document. Then this documents can be pullled together into one Master document

Also i would like to know what the best workflow is for updating this indivudal sections into the master document. I think each team is going to be constantly changing there sections . So an easy way of having this data pulled in Automatically would be great.


My boss would like to each teams report to be accessed via sharepoint . i was wondering if this might cause limations or restrictions

From the intial research i have done.

I have watched a couple of videos on youtube related to Heading Formatting and table of contents , inserting figures and legends, i found the two videos here particular helpful

https://www.youtube.com/watch?v=2G7lr_7qqkc
https://www.youtube.com/watch?v=Te8bw_6lar0


This seems to be a relatively easy process , if you were just working with one document but with having several and merging them will this cause issues.

If i were to set up headers and sections and subsection within the individual reports. Will this be retained once i merge the documents

Will have set in stone the section numbers each team reports relate to

Team 1 = Section 1
team 2 = Setion 2
Team 3 = Section 3

Or can i build just a number related to the sections and then the update will happen automatically when the documents are mergered

Team 1 = Section 1
Team 2 = Section 1
Team 3 = Section 1

ideally i am looking for the best practice , that will update headers and figure number within headers and keep a consistant table of contents and table of figures

Any examples of good practices or workflows would be msot welcome
Thank you for your time
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Old 08-03-2015, 04:29 PM
Charles Kenyon Charles Kenyon is offline best approach to combine documents being created by multiple users Windows 8 best approach to combine documents being created by multiple users Office 2013
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This is a tall order. You are looking for a book.

  1. You need a custom template that all documents use to start. They start with File > New, not by opening the template. Templates in Microsoft Word
  2. The template has numbering attached to styles following the procedures set forth here: How to create numbered headings or outline numbering in Ribbon Versions of Word by Shauna Kelly
  3. The template has different first-page header set.
  4. The continuation header has a StyleRef Field that refers to Heading 1 and a second one referring to Heading 2.
  5. Each team's report starts with a Heading 1 and that is the only Heading 1 in that report. Heading 2 gives the main points.
  6. All formatting is done using Styles.
You can use editing restrictions if needed.


"Section" is a term of art in Word -- jargon. It may or may not relate to what you mean by section but controls layout, headers and footers. Each report can contain one or more Word sections. Sections / Headers and Footers in Microsoft Word 2007-2013
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Old 08-03-2015, 11:27 PM
eNGiNe eNGiNe is offline best approach to combine documents being created by multiple users Windows 7 32bit best approach to combine documents being created by multiple users Office 2010 64bit
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And, fwiw, most authorities strongly advise against having anything to do with the Master document feature.

If your boss has budget to spare and doesn't mind waiting while you get your head round a new approach – yes, I do realise these factors add up to a wildly improbable situation – you can get him to read up on DITA Exchange: SharePoint, a Word-like interface, and the possibility of assembling reports (or other documents) from a selection of separate topics. Regrettably, my boss doesn't have the budget either :-{
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Old 08-04-2015, 12:11 PM
Charles Kenyon Charles Kenyon is offline best approach to combine documents being created by multiple users Windows 8 best approach to combine documents being created by multiple users Office 2013
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I didn't mention the Master Documents "Feature" for the reason that it is not for use by anyone who is not both skilled but lucky.
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Old 08-08-2015, 10:41 AM
jwalke123 jwalke123 is offline best approach to combine documents being created by multiple users Windows 7 64bit best approach to combine documents being created by multiple users Office 2010 64bit
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thanks for your input guys it seems like i have a bit of reading to do. Someone at work , has said that because we have sharepoint. That it might be possible to set up a document within sharepoint , that can be multi user edited and this might solve the problem. We were it be best to post a question regarding , both word and sharepoint.
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Old 08-08-2015, 03:27 PM
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In Organisations using OneDrive, two or more people can edit a word document concurrently. To do this, click OneDrive in the header of a SharePoint or Office 365 site, then click the ellipsis (…) to the right of the entry. Then click ‘Share’ and invite the other user to view or edit the document, and click ‘Share’ once more. To add to the list of people already sharing a document, click the ‘Shared with’ icon in the ‘Sharing’ column and invite the additional person to view or edit the document, and click ‘Share’ once more.

When someone invites you to share a document, you’ll typically receive an email notification with a link to the document. Clicking the link opens the document. If you have edit permission, your changes are automatically saved.

See: http://office.microsoft.com/en-us/sharepoint-foundation-help/document-collaboration-and-co-authoring-HA102772333.aspx

Even so, it's important, if not essential, that users learn to use Word's Styles effectively and consistently. All too often, ham-fisted users stuff around with document formatting, overriding paragraph Styles, etc. to make them look like something they're not, then wonder why the document becomes harder and harder to maintain.
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