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Word: Sub Documents

Part of Microsoft Word

Word Word: Sub DocumentsMicrosoft Word: Sub Documents

Sub documents are a little used feature but has some fantastic benefits!

Handling Large Documents in Microsoft Word

The purpose of sub documents is to allow the user to split the document up into smaller chunks, very handy if like me you have to write a technical specification which has LOTS of pages.

You may be asking why to split the document up? Well, its primary job is to make using Microsoft Word with large documents a little easier, as it only opens the sections of the document only when you need to edit. So for example why have word use up your valuable computer memory with 500 pages of text and images you’re not going to be editing?

Another advantage is it allows you to send files to different people to edit. In the past when creating training documentation, I may have been working on the introduction but a college of mine may have been working on the summary. This helps your workforce as it allows you to speed up time to deliver documentation as multiple people can be editing the document at the same time.

Unfortunately, this is a part of the Microsoft Word product that gets under used. So, I am here to try to resurrect it from the abyss!

I do hope you not only find this an interesting topic but try to put it into practise in your work too!

This video is one of many Word tutorials on this site click here for more

Example Word Document

For those of you who want to follow me, you can obtain the document I use in the video by downloading it here:

Related Posts

178 Comments

  1. PCTeachME says
    06 Aug 14 at 11:38am

    Thanks for the feedback. Styles should follow through to each document. I
    would ensure each sub doc is using the styles of “heading 1″,”heading2”
    etc. Other than that, have a look in the outline view as there may be an
    option to apply style to all sub docs. Other than that, I am out of ideas
    sorry.

  2. sanji982x says
    06 Aug 14 at 10:26am

    thanks a lot for the tips!!

    ps: how do you make the subdocument keep the original style you selected?
    e.g. in mac word 2011 I had to make the original document into a master,
    then I created the subdocuments but these didn’t keep the style selected in
    the master…

  3. Adam Felsztukier says
    23 Oct 13 at 3:24am

    What about making sub-document bound with relative path instead of absolute?If I have an absolute path as a link in a master document, I can’t send it to someone I’d like to let edit a book because link can’t be followed :\

  4. Christabel M says
    13 Oct 13 at 4:09am

    (Or should I be using the cross-reference tool instead?….Very Confused!)

  5. Christabel M says
    13 Oct 13 at 4:06am

    Thanks for this great video!!I am trying to do some research for my internship, and ideally what I want is subdocuments with categories of events – say ‘familyevents’, ‘corporateevents’, ‘leisureevents’ etc. …each with long lists of anecdotes to do with the specified heading (organised by date). Then I would like my master document to have all of these events and anecdotes from the subdocuments in, but listed in chronological order of each other! is this possible? Please help me!

  6. PCTeachME says
    26 Sep 13 at 12:53am

    Hi Hunter,

    The answers are:

    1. Generally not allowed because two people cannot edit the same sub document at the same time (you would see a padlock on that sub document on the outline view)

    2. As long as you are using heading styles (see one of the other videos) this will work fine. Its one of the major advantages.

    Thanks.

  7. Hunter Gibson says
    25 Sep 13 at 4:10pm

    Interesting…I have 2 questions:

    (1)
    can the same subdocument be used in different master documents

    (2)
    In the vid, you inserted all the subdocuments into the master. Can you generate table of contents, print, etc. when a document is composed of a master document file and subdocument files ?

  8. Tiddlywinksy says
    26 Jun 13 at 9:58pm

    Hello. This video was very helpful. Some problem are that the subdocuments keep locking and won’t unlock and that I can’t seem to move chapters around easily. Do you have any suggestions on how to resolve these?

  9. flh882001 says
    17 Jun 13 at 10:57pm

    Thanks for this – I feel this will become very useful. However, i have had problem with the links being broken after i have sent the sub-documents to other people and then copied them back into the same folder as the master document. Is there a better way to manage this? Thanks!

  10. Edith Rodríguez says
    04 Jun 13 at 2:32pm

    of all the videos on this topic, its the most helpful one. thank you sooo much!

  11. fedmi james says
    12 Mar 13 at 7:03pm

    Why didn’t I watch this video before my final year project??? It took my extra 2 days to do formatting. Thanks all your tutorials are comprehensive are very helpful

  12. Helena Chen says
    13 Dec 12 at 3:14am

    in the film 4:50, why I could not save my sub documents there?
    the rest all goes well and helps a lot, Thank you.

  13. Nyezhnee says
    02 May 12 at 12:33pm

    If I’m working with a document that was formatted without the Style settings, will the style setting supercede the original settings?

  14. Nyezhnee says
    02 May 12 at 12:33pm

    [..YouTube..] If I’m working with a document that was formatted without the Style settings, will the style setting supercede the original settings?

  15. 2asif says
    23 Feb 12 at 4:01pm

    Your a legend :)

  16. 2asif says
    23 Feb 12 at 4:01pm

    [..YouTube..] Your a legend :)

  17. qxbk6 says
    27 Nov 11 at 7:32am

    Many thanks for this! In just ten minutes you have solved a problem that’s been bugging me for months – I recently completed a novel of 60 chapters written in 60 separate files, which made editing relatively easy but final formatting a nightmare. Not any more, thanks to you.

  18. qxbk6 says
    27 Nov 11 at 7:32am

    [..YouTube..] Many thanks for this! In just ten minutes you have solved a problem that’s been bugging me for months – I recently completed a novel of 60 chapters written in 60 separate files, which made editing relatively easy but final formatting a nightmare. Not any more, thanks to you.

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