Managing Master and Subdocuments in Microsoft Word

In the earlier post, Working with Master and Subdocuments in Microsoft Word – Part 1, we saw how to create a Master document by linking existing Word documents.

In this post, we will see how we can manage the master and subdocuments as well as the contents in them including:

• Hiding contents of all subdocuments
• Displaying contents of all subdocuments
• Lock a subdocument from within a master document
• Merging two or more subdocuments into a single subdocument
• Merging contents of a subdocument into the master document

This tutorial uses the sample files that can be downloaded as Sample_Files_Master_Subdocuments.zip. Do download and unzip the archive before trying the tutorial.

Hiding Contents of All Subdocuments

In a master document, you can hide contents of all subdocuments and display only the path and name of the file. This can help you:

• Identify the name and location of the source of the subdocument
• Focus on the contents of the master document

To hide the contents of all subdocuments:

1. In the View tab, under the Views group, click Outline.
2. In the Outlining tab, in the Master Document group, click Collapse Subdocuments.
   
   The content of the subdocument is hidden and only the file name with the path is displayed. Even in the Print view, only the path will be displayed.
   

Once you collapse the subdocuments, you won’t be able to insert, merge or split subdocuments.

Display Contents of All Subdocuments

To display the contents of all subdocuments that have been collapsed earlier:

1. In the View tab, under the Views group, click Outline.
2. In the Outlining tab, in the Master Document group, click Expand Subdocuments. The content of all the subdocuments are now displayed.
   

Temporarily Lock a Subdocument to Prevent Editing

From a master document, you can temporarily lock a subdocument to prevent others from editing it.

Some Points to Note:

The lock is lost if you expand/collapse the document or close the master document. 

Also, if the subdocument is open at the time that you lock it in the master document, the lock has no effect and the subdocument remains editable.

1. Ensure you are in the master document.
2. In the View tab, under the Views group, click Outline.
3. Ensure all subdocuments are expanded.
4. Click anywhere in the subdocument you want to lock.
5. In the Outlining tab, in the Master Document group:
   1. Click Show Document.
   2. Click Lock Document.

A lock icon is displayed next to the subdocument icon. You cannot now edit the contents of the subdocument either from the master or the subdocument.

If another user opens the locked subdocument, it opens as a Read Only document.

To unlock the locked subdocument:

1. In the Outlining tab, in the Master Document group:
   1. Click Show Document.
   2. Click Lock Document.

The lock symbol disappears from the subdocument and you can now edit the subdocument.

You may want to merge two or more adjacent subdocuments into a single subdocument. When you merge subdocuments, the contents of the all subdocuments into the first subdocument. While the remaining subdocuments remain as files on the system but are no longer used in the master.

Some Points to Note About Merging Subdocuments:

It is advisable to delete the subdocument files that are no longer in use.

In a master document, you can merge only adjacent subdocuments.

To merge adjacent subdocuments:

1. Ensure you are in the master document.
2. In the View tab, under the Views group, click Outline.
3. Ensure all subdocuments are expanded.
4. Click the + next to the title of the first subdocument.
5. Scroll through the master document.
6. Keep the <Shift> key pressed, click the + next to the title of the next subdocument.
   
7. Repeat step 4 and 5 for every subdocument you want to select. Remember you can merge only adjacent subdocuments.
8. In the Outlining tab, in the Master Document group, ensure Show Document is selected.
9. Click Merge. The contents of all subdocuments are merged into the first subdocument. 
   
   
10. Save the master document.
11. It is advisable that you delete the files of the subdocuments which have been merged into the first subdocument.

Merging A Subdocument Into the Master Document

You can merge a subdocument into the master document such that its contents become a part of the master document. 

To merge a subdocument into a master document:

1. Ensure you are in the master document.
2. In the View tab, under the Views group, click Outline.
3. Ensure all subdocuments are expanded.
4. Select one or more subdocuments by clicking the + at the start of the subdocument.
   
5. In the Outlining tab, in the Master Document group, ensure Show Document is selected.
6. Click Unlink. The contents of the selected subdocuments are merged into the master and now become a part of the master document. 
   
   
7.  It is advisable that you delete the files of the subdocuments which have been merged into the master document.