Controlling Subdocument Display

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As you begin to work with the master and subdocuments you create, you might want to change the level to which text, headings, and graphics are displayed. You can suppress the display of text and graphics, for example, when you're thinking about reorganizing the document and want only to see first and second-level headings.

Similarly, you'll want to be able to view the contents of the master document when you want to do global searches, work with formats and styles, check spelling, and print the publication. This will require that you expand the subdocuments to show the complete contents of the master. To change the display of subdocuments in this way, you'll use the master and subdocument buttons at the right end of the Outlining toolbar. Table 25-2 introduces the buttons you'll use to control the display of subdocuments.

Table 25-2. Outlining Toolbar Buttons for Hiding and Displaying Subdocuments

Button	Button Name	Description	Use
	Expand Subdocuments	Replaces the links in the master document with the text displayed from the subdocument	You want to see all headings, graphics, and text in your master document.
	Collapse Subdocuments	Shows in the master document only the links to the subdocuments	You want to view only the structure and links of the overall document.
	Collapse	Collapses all text except headings	You want to view only the headings in your subdocument.
	Expand	Expands a document that has previously been collapsed	You want to see all text in the subdocument.
	First Line Only View	Displays only the first line of text in individual paragraphs	You want to reorganize paragraphs in a section or document.
	Show Level	Shows text below the level selected	You want to see text in sections below a specific level.

Expanding and Collapsing Subdocuments

You can collapse an outline to move and reorganize the document easily. As you learned when working in Outline view, however, you can collapse and expand only text that's been formatted with Word's built-in heading styles or preset outline levels.

Displaying Subdocuments

To display the subdocuments in the master, you need to expand the display. Follow these steps:

1. Open your master document.
2. Place the insertion point at the beginning of the document.
3. Change to Outline view by choosing View, Outline, if necessary.
4. Click the Expand Subdocuments button on the Outlining toolbar. All subdocuments in your master are displayed, as Figure 25-8 shows. The subdocument icon and any subordinate text and graphics also appear.

Figure 25-8. Expanding subdocuments shows all text in the master, keeping the subdocument breaks and icons intact.

Tip - Check things out in Print Layout view

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When you expand subdocuments in the master document, you can change to Print Layout view to see how the sections will look in print form. You can make formatting changes, check spelling, and use Find and Replace to your heart's content while you're in Print Layout view. Then return to Outline view to finish working with the master document and move sections, if needed.

Hiding Subdocuments

Once you've expanded the subdocuments in the master, the button changes to Collapse Subdocuments so that you can again suppress the display of the subdocuments. You'll want to do this before you reorder subdocuments in your master document. To collapse the master display, click anywhere in the document and select Collapse Subdocuments. The master goes back to its links-only display.

Tip

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If you want to collapse only the heading levels within a subdocument, use the traditional Collapse button on the Outlining toolbar to control that display.