Consider the following scenario:
A team of writers is working to create a long document; it could be a report, a proposal, a manual or any other long document. Each writer is responsible for certain sections. At the end, all sections are combined to create the final document.
Furthermore, individual writers may need to update the contents of their sections and once again the sections have to be reconstituted to create the updated document.
In Microsoft Word, assuming that each section is saved as a separate document, you can create the main document by “linking” individual section files via a master document. After the linking, if you open the master document, you will see all contents from the linked files within the master.
Each individual file is called a subdocument while the main document “containing” all the individual files is called the master document.
Each subdocument is still stored as a separate file, but any changes made to the subdocument are automatically reflected in the Master document. In addition, if you make changes to the contents of the subdocument in the master document, these changes will also reflect in the respective subdocument file.
You can also break an existing long document into subdocuments. Each subdocument is stored as a separate document, but remains linked to the main document. The subdocument files can be opened and updated independently, and when the original document—now acting as the master document—is opened, all changes will be reflected in it.
A Tutorial: Combining Multiple Documents into a 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.
You can watch a video that demonstrates how to combine multiple documents to create a master document below.
The Scenario
A team of 4 technical writers are working together to create a handbook of tips on using Microsoft Word. The writers are creating separate documents for each tip and these documents will then be combined to create the handbook.
The document files are:
| Document Name | Function | Comments |
| Microsoft_Word_Tips.docx |
Master document (Before subdocuments are inserted) |
A document that contains:
|
| Using_AutoCorrect.docx | Subdocument |
Contain complete content for the respective features. |
| Using_AutoText.docx | Subdocument | |
| Using_Calculate.docx | Subdocument | |
| Using_Extend_Mode.docx | Subdocument | Contains only the introduction of the feature and is to be updated with more content. |
| Microsoft_Word_Tips – Solution 1.docx | Master document (After subdocuments are inserted) |
A document that contains:
|
What We Will Be Doing
The Microsoft_Word_Tips.docx file has content for a section titled Selecting Text Quickly with a Mouse.
We will add:
- Using_AutoText.docx and Using_AutoCorrect.docx as subdocuments before this section.
- Using_Calculate.docx and Using_Extend_Mode.docx as subdocuments after this section.
To include the subdocuments in the master document:
- Open Microsoft_Word_Tips.docx.
- In the View tab, under the Views group, click Outline. The outline view of the document is displayed in the Outlining tab.
- In the Outlining tab, in the Outline Tools group, from the Show Levels list, select Level 1. This displays only the level 1 headings in the document and hides the content.
- In the Outlining tab, in the Master Document group, click Show Document. New options are displayed in the Master Document group.
- Click before the S of the title Selecting Text Quickly with a Mouse. The subdocument will be inserted above this point.
- In the Outlining tab, in the Master Document group, click Insert. The Insert Subdocument dialog is displayed.
- Select Using_AutoText.docx and click Insert. The document is inserted as a subdocument above the section titled Selecting Text Quickly with a Mouse.
- By default, the entire content of the inserted subdocument is displayed.
- You can identify a subdocument by the border and the small file icon at the start of the subdocument.
- In the Outlining tab, in the Close group, click Close Outline View. The print view of the document is displayed.
- Update the Table of Contents. The contents of the subdocument are reflected in the table of contents.
- Repeat steps 2 to 7 to insert the remaining 3 subdocuments as explained below:
- docx after Using_AutoText.docx.
- Using_Calculate.docx and Using_Extend_Mode.docx—in that order—after Selecting Text Quickly with a Mouse.
- In the Outlining tab, in the Close group, click Close Outline View.
- Update the Table of Contents.
- Save Microsoft_Word_Tips.docx.
Some Points to Note
- The file name and location of the subdocument cannot change after it has been inserted in a master document.
- You can edit the contents of the subdocument from the master and the changes will reflect in the subdocument when you save the master document.
- You can edit the contents in a subdocument and the changes will reflect in the master document when you save the subdocument.
Updating a Content Via a Subdocument
- Open the file Using_Extend_Mode.docx.
- Add some content to it.
- Save and close the file.
- Open Microsoft_Word_Tips – Solution 1.docx. The changes made in Using_Extend_Mode.docx are reflected in this file.
- In Microsoft_Word_Tips – Solution 1.docx, add some content immediately under the title Using Extend Mode.
- Save Microsoft_Word_Tips – Solution 1.docx.
- Open Using_Extend_Mode.docx. The changes made in the master document are reflected in this file.
Editing Master and Subdocuments: Points to Note
- If you open the subdocument independently, it gets locked within the master document. This means you cannot edit it from the master. You can edit the contents in the subdocument and the changes made in the subdocument will reflect in the master document every time the subdocument is saved.
- When a subdocument is open, a lock symbol is displayed against that subdocument in the Outline view of the master document indicating it is locked for editing in the master.
