TOC & linked docs

[Guest]

I have a main document with a TOC. I also have 2 other docs that I want to
include with the main doc but as appendecies. (i.e. Appendix A and Appendix
B) There are two things that I would like to happen that I need help on.

1. When I print the main doc I would like ALL the linked docs to also print
in their entirety.

2. I would like my TOC to correctly reflect the page numbers of the appendix
doc. Assume Appendix A is a 2 pg doc and should start on page 10 of the main
doc. Appendix B should start on page 12, etc..

Now I have inserted the linked docs as linked objects. But when I print I
only see the first page of the linked doc and the TOC only goes up by 1.
What is the recommended approach for doing this???

Thanks to all offering assistance in Advance!

 

[Robert M. Franz (RMF)]

I have a main document with a TOC. I also have 2 other docs that I want to
include with the main doc but as appendecies. (i.e. Appendix A and Appendix
B) There are two things that I would like to happen that I need help on.

1. When I print the main doc I would like ALL the linked docs to also print
in their entirety.

2. I would like my TOC to correctly reflect the page numbers of the appendix
doc. Assume Appendix A is a 2 pg doc and should start on page 10 of the main
doc. Appendix B should start on page 12, etc..

Now I have inserted the linked docs as linked objects. But when I print I
only see the first page of the linked doc and the TOC only goes up by 1.
What is the recommended approach for doing this???

Assuming that you have used the same template (or, at least, the same
named styles for like paragraphs) in all three documents, then I'd
suggest INCLUDETEXT fields are a good method to invoke the appendix
documents in the first one or all three in one simulated master
document. Look up the field in your offline help.

HTH
Robert

 

[Shauna Kelly]

Hi Paul

I'm not sure there is a "recommended approach". But here are three
approaches.

Option 1: The easiest way is to have one document, with all the text from
the body and the appendixes in one document. Word can handle documents with
thousands of pages, so this may be an appropriate solution.

Option 2: Alternatively, you can keep the documents separate, and create a
separate TOC. A brief description of how to do that is at the bottom of the
page at
How to create a table of contents in Microsoft Word
http://www.ShaunaKelly.com/word/toc/CreateATOC.html

and a fuller description is at
Jonathan West's article Creating a Table of Contents Spanning Multiple
Documents
http://pubs.logicalexpressions.com/Pub0009/LPMArticle.asp?ID=148

But this won't fill your need of being able to keep the Appendixes in
separate documents, but print them out when you print the main document. So
you probably need Option 3.

Option 3: Before you begin, do Tools > Options > View. Set "Field Shading"
to Always, so you can see Fields with shading. This will never print, and
you can turn it off later if you want to. But for now it will make it clear
what's a field and what's ordinary text.

Do Insert > File. Navigate to your appendix file. Click the arrow next to
the Insert button and choose to Insert as a link.

You should now see the entire content of your Appendix inserted into the
main document (shaded grey to indicate that it's a field). And the Table of
Contents will reflect the entire document you've inserted. Because you did
it as a link, when you update the field, the content will update to reflect
changes in the Appendix document.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word