Creating a Multiple-Author Document

When several people are going to collaborate on a document by dividing the workload by section or heading, you can create a master document so that everyone can work concurrent with one another instead of passing one file around. The process of creating a master document begins with an outline. When the outline is complete, individual headings or sections can have subdocuments assigned to them. These subdocuments can be distributed to the collaborators and completed separately. When ready, they can then be combined back into the master document so that all the information is contained in a single file. After you have created a master document, those sections that you have designated as subdocuments can be created and saved as separate files. These files can then be reinserted into the master document as they are completed.

Create a Master Document

Click the New Blank Document button on the Standard toolbar.

Click the View menu, and then click Outline.

Enter headings to outline the presentation of topics in the master document, pressing Enter after each entry.

Select a heading, and then click one of the buttons on the Outlining toolbar to assign a heading style (Heading 1 through Heading 9).

• Click the Promote or Demote button on the Outlining toolbar to increase or decrease the heading level of the headlines and body text.

Select the heading that you want to make into a subdocument.

Click the Create Subdocument button on the Outlining toolbar.

Click the File menu, and then click Save As.

Select the location, type a name , and then click Save.

Insert a Subdocument

Open the Master document in which you want to add a subdocument.

If the subdocuments are collapsed such that just the headings are visible, click the Expand Subdocument button on the Outlining toolbar.

Position the insertion point where you want the subdocument inserted.

Click the Insert Subdocument button on the Outlining toolbar.

Locate and select the subdocument file you want to insert, and then click Open.

Did You Know?

You can collapse, or hide, all of your subdocuments . To hide (collapse) the subdocuments in a master document, click the Collapse Subdocuments button on the Outlining toolbar. All subdocuments are collapsed in Outline view. To show (expand) the subdocuments, click the Expand Subdocuments button on the Outlining toolbar.

You can select a heading by clicking its outline marker . When you click an outline marker for a heading, all the subheadings below the heading are selected.

You can unlock a master document . Click the Expand Subdocuments button on the Outlining toolbar to remove the lock on the files.