Referencing Multiple Documents into one TOC | Word forum

Resolved · Urgent Priority · Version 2007

Mon 9 Feb 2009, 17:02 Delegate Anna said...

Anna has attended:
Excel Intermediate course

Referencing Multiple Documents into one TOC

Hi - we have a very large training document where each training section (i.e lesson 1, lesson 2 etc) are their own seperate documents, which are all saved into one folder.

I need to create a Table of Contents as another document but i'm not sure how to do this when its not all in the same document.

Each document (training section) is very large in size so it's not an option for us to put it all into one single document. At the moment, the TOC has been manually referenced but now we need to update some things in the other sections which will not only throw the current TOC out, but also all of the page numbers on the sections/docs following the ones we edit. Each section/document page numbering continues from the last, rather than starting over from ONE which compliocated things further. (Lesson 1 is pages 1-22 for example, and then Lesson 2 is pages 23-48 etc rather than each section starting over from page 1 again.)

Could you please help me work out a way to create a TOC in another document and refenece it to all the other documents so that it can be updated easily every time we make a change? Also all the other lessons in the other documents need to update too if the document before it has changed.

Thanks!
Anna

Tue 10 Feb 2009, 11:16 Trainer Rajeev said...

RE: Referencing Multiple Documents into one TOC

Dear Anna

Thank you for attending Excel Intermediate course!! I hope you enjoyed the course and benefited from it.

The best solution to your problem that I can think of is Master and Subdocuments.

This is what a person who would be writing a lengthy novel or course material will use.

I am not sure how familiar you are with the Word Advanced features. But we do cover the Master and Subdocuments in Word Advanced level.

I am going to try me level best to explain the Master and Sub document with your example. I am hoping that you know that the Table of content rely on the Styles that you set for your headings or sub headings. (Styles are Heading 1, Heading 2, Heading 3, etc...

Please follow these steps:

1. Please ensure that all your Training section documents have styles applied to the main headings, Heading 1, Heading 2, Heading 3, etc....

2. Create a new Blank document and choose View Tab on the Ribbon.

3. Choose Outline from the Document views Group.

4. In the Master Document Group click on the Show document button.

5. You will be able to see Create and Insert button. Please click on Insert button.

6. Choose the location where all your training section documents are stored and choose the first document that you wish to insert as a sub document.

Repeat step 6 until all the documents get inserted in the main (Master) document.

7. Once you have all the documents in the master document Use Ctrl + Home to go to the beginning of the document.

8. Choose the References tab on the Ribbon

9. From the drop down list of Table of content (TOC) either choose one of the default TOC or choose Insert Table of Content... to get more choices.

10. Press OK and you should be able to see your table of content.

The beauty about this is that if things change such as the page numbers or you edit the data in the headings you simply have to right click on eth TOC and choose Update Field. (Shortcut is F9 button on the keyboard.)

If you have any issues when carrying out the above steps or after you have carried out the steps please let me know and hopefully I should be able to help you out with this:

To see the other course topics for Word Advanced and the schedule please refer to the link below:

https://www.stl-training.co.uk/word-2007-advanced.php

I hope this has answered your query.

If this has answered your query then I would request you to please mark the question as resolved!! If not and you have a specific question related to this then please post it as a new question and we should be able to provide you the solution for it!!

Kindest Regards

Rajeev Rawat
MOS Master Instructor 2000 and 2003
MCAS Master Instructor 2007

Mon 16 Feb 2009: Automatically marked as resolved.

Training courses

	98.7 % recommend us
	More live stats...

Training information:

Active questions
Advanced/consultancy questions
Today's questions
Unanswered questions
Popular forum topics

Word tip:

Turn Format Painter on once and use multiple times

The format painter tool provides a quick and easy way to copy formatting from one piece of text to another in Word.

The only problem is that if you click the Format Painter once to turn it on, you can only click and drag over a single piece of text; then the Format Painter turns itself off automatically.

If you want to copy formatting to more than one piece of text, double-click the Format Painter - this way you will be able to copy formatting to multiple pieces of text.

When you have finished using Format Painter, press the Esc key or click on the Format Painter button once to turn it off.

View all Word hints and tips