Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Creating a Master Document Using Existing Subdocuments.

Creating a Master Document Using Existing Subdocuments

Written by Allen Wyatt (last updated July 2, 2020)
This tip applies to Word 97, 2000, 2002, and 2003


4

If you have a series of existing documents for which you want to create a master document, Word makes the process very easy. For instance, you may have chapters for an employee manual, and each chapter is stored in its own Word document. To combine such chapters into a master document, follow these steps:

  1. Open the document you want to use as your master document. This can be either an existing file (such as the preface to your manual), or it can be a new document you are creating for this purpose.
  2. Switch to Outline view. Word displays the Outlining toolbar. If you are using Word 97 choose Master Document from the View menu. This displays both the outline toolbar and the Master Document toolbar.
  3. Position the insertion point where you want the subdocument to appear.
  4. Click the appropriate tool in order to insert a subdocument. (See the explanation below.) Word displays the Insert Subdocument dialog box, which looks like a standard Open dialog box.
  5. Use the dialog box controls to select the document you want used as a subdocument.
  6. Click on Open. The file is inserted as a subdocument, as you specified.
  7. Repeat steps 3 through 6 for each document you want to include in the master.

In Word 97, the Master Document view is very similar to the Outline view used in newer versions. If you would rather not work in Master Document or Outline view, you can choose any of the other views you desire. When you later save your master document, any changes to the subdocuments are also automatically saved. When you later open the master document, all the subdocuments are again opened and displayed as part of the master.

What you precisely do in step 4 depends on the version of Word you are using. If you are using Word 97, you use the Insert Subdocument tool on the Master Document toolbar. If you are using Word 2000, Word 2002, or Word 2003, you use the Insert Subdocument tool on the Outlining toolbar.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1739) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Creating a Master Document Using Existing Subdocuments.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Setting Fraction Bar Thickness in the Equation Editor

The Equation Editor is a great tool for easily creating fancy-looking equations in your document. You can even control ...

Discover More

Changing Months in a Workbook

When you copy a worksheet and then need to make changes to information in that worksheet (such as changing month names), ...

Discover More

Booklet Printing in Word

Need to create a booklet with Word? Depending on your version, it could be as easy as changing how you print your final ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (menu)

Headers and Footers in Subdocuments

If you use master and subdocuments, you may wonder how to control headers and footers in the subdocuments. This tip ...

Discover More

Removing a Subdocument from a Master Document

Just as you can add subdocuments to a master document, you can remove them. Doing so is relatively easy, and it doesn't ...

Discover More

Changing Subdocument Status

Creating a system of master documents and subdocuments can help with your productivity. What if you need to change ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 2 + 2?

2016-10-19 13:06:29

Lesli

I am trying to convert a word 2003 master and subdocument files into a word 2010 set of files. The hyperlinks exist but the file cannot be expanded to show the subdocument within the master.

Any suggestions would be greatly appreciated.

Thank you!


2016-03-08 11:55:49

Susan Goodine

I was wondering if I can create a document/form and then use the same document in other documents and when I make a change in the main document the changes will subsequently be changed in any documents that the original is used in.

Thanks.


2015-03-30 15:54:08

Fred

Is there a way to 'batch' all the subdocuments so I don't have to repeat the process of adding a single subdocument one at a time?

My example is I have a standard form with a photo / map. I have a 100 of them and would like them in a 'master document.' Do I have to insert 100 sub-documents until I have them all?

I tried to select the top file in the Insert Subdocument pop-up - and go to the bottom and press Shift for the last one (hoping it would select them all), but alas it didn't let me. Is repeating the process for each file my only option?

Best regards,
Fred.


2014-08-23 11:10:36

Toni

Thank you so much! I started writing a family history book and of course the chapters are out of order. I had thought I might copy and past them into a new document but I hesitate to do that. They contain a lot of pictures and Word doesn't always handle that the best. I'm unlearning the professional publishing software I know and trying to teach myself Word. This old dog isn't doing so well with the new tricks!


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.