separate docs out of long doc (2003 Prof./SP2)

Topic

New Reply

If you have an automatically numbered document (or outline) with about 150-200 titles (1, 1.1, 1.1.1, 2, 2.1, 2.2, 2.3, 2.3.1, 2.3.1.1, etc) is there any way to break it up into separate documents where each starts off numbered exactly as it should be? We often have to do this and we end up modifying the heading numbering of each document somewhat so the document 2.3.1.1 is automatically numbered correctly. Eventually all docs have to be put together again. We do proposals, and each author has his own small section.

What we do now is very time-consuming, and we’d appreciate some help. Thanks.

Reply | Quote

Replies

Does it really matter whether the individual documents are numbered correctly? If you don’t bother adjusting the numbering, it should still be OK again when you assemble the final document.

Reply | Quote

Well, we’re working with a whole lot of engineers/program people and quite a few might not be able to handle their section 5.3.2.2 being numbered 1.1.1.1. Plus most of these are printed & hung on a wall so others can critique the proposal as a whole.

This process is broken up into several pieces — the authors write their initial words, we get the sections formatted and the figures & tables numbered automatically, then all is combined into a cohesive document that is reviewed; then that document is split out again so each author has his own section back again. Sometimes we go thru one review, sometimes two — depending on the size and importance of the contract. We try to get the numbering/formatting right as early as possible because we usually have to turn around the final document submitted in a very short period of time.

I’ve tried combining each author’s tracked changes into one document, but had problems so that solution seems to be out of the question — I want to document my problems in another post, probably next week after I’ve had a chance to recheck.

Reply | Quote

On the topic of moving tracked changes to other files, does this link shed some light on the topic. ShaunaKelly – How Track Changes Works

Reply | Quote

No, she doesn’t go into merging track changes from several authors into a single document. I did a test where several people did revisions to an existing technical proposal. I asked them to move sentences, delete words, add paragraphs or graphics, etc., and most were assigned specific sections to work in (tried to make it as real as possible). Due to an error, 2 people worked in the same 10-page section and that’s where I saw the problem; don’t know if it happened elsewhere. I’ll recheck my findings, then document the problems in a new post. I had hoped this would solve the problem of splitting out reviewed documents into so many pieces.

Reply | Quote

Are you looking for a macro to split the document up or just renumber the headings to start at something other than 1?

I use a macro to do this paragraph renumbering task. You will need one anyway to stay on top of the automatic numbering so running a macro to start the numbers at 2.3.2 etc after splitting the files up is easy. Of course refreshing the styles from the template wipes this away but I want that anyway. I also use a macro to merge the separate files back together again when it is time to complete the cross-referencing and publish.

Creating the separate files for authoring can be done in several ways depending on how you want to get there. You could look at automating the task of creating the documents (eg similar to a mail merge from a structured table in Excel) but typically I do this manually since I break the documents up according to who is authoring consecutive chunks of the complete document (and which top level headings should need to stay with the next level. For example ‘Do you want 2.3 to be a standalone document or should it include 2.3.1?’

You really need to look at exactly what the end result is that is required and what inputs you have before we can work out an automated solution. It can certainly be done with automation but we need more information to suggest a robust solution that does what you really want. A non-coded solution might be as simple as a mail merge.

Reply | Quote

Both splitting the document and renumbering the separate docs. And each should be a standalone document down to the 4th level (anything lower than 4th level should be included with 4th level). Most of our proposals do have 4th level headings, but some only go to 3 — would that present a problem?

I’m at home now and all I have access to is Word 2K. The only mail merges I’ve ever done merged into continous documents, so I’m unfamilar with what you’re referring to. I’ll check Tuesday when I get into work.

Reply | Quote

The level of splitting is not going to be a problem but the solution will require specialised coding according to what your input data is and what your outputs are.

I understand broadly what you are trying to achieve (since I often do the same) but have not created code to split files in the past. It is not particularly tricky to achieve but would take time to code a solution that would be workable. Have you tried tracking down a programmer in your organisation to assign them the task of doing this?

Some important things to keep in mind when creating all these separated docs is:
1. Sharing a common template to ensure consistent look and headers/footers during authoring
2. Method of re-merging the separate files automatically for reviews and publishing
3. How to deal with cross-references to other files (when these may all be broken if the content is merged in the end)
4. Automatically numbered lists (not headings) continuing after merging content back together

Reply | Quote

Thanks for the suggestion and the pointers. I know I can probably get our boss to find someone to do this. In the meantime, if you’re willing to share your macro to renumber docs, I’d appreciate it. We have a rather large one we’ll be starting on next week. Thanks again for everything.

Reply | Quote

Attached is a document with the macro and userform that I use for setting the heading numbering. This could be modified for use with code to build the separate docs.

Reply | Quote

Thank you very much for sharing. It took me awhile to figure out how to even look at it — we will need a programmer; this is certainly way above my head! But at least now I have something as an example of what others in the same boat can do.

Reply | Quote

Probably a stupid suggestion but – why not use Excel. Won’t help with the automatic numbering, but each worksheet can be a “Section (1, 2, 3, etc). Excel tracks changes and has the advantages of math formulas (Rate sheets, disclaimer clauses, etc).

You can easily combine worksheets/workbooks. You can even initially import the Word data into Excel and tables would be no problem.

Reply | Quote

The decision is up to Nancy, of course, but I doubt that Excel is suitable for her purpose. Excel is a spreadsheet application with some word processing features, but it lacks many of the features that are important in the production and maintenance of long documents, such as generating a table of contents and an index. And the implementation of text wrapping in cells is far from perfect.

Reply | Quote