Page Numbering across multiple documents (97 SR2)

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I want to have page numbering continue across multiple files. (I refuse to use the Master Document feature/nightmare). I found a webpage that gave directions to do this, but it isn’t working. They suggested insering a Page Field and hiding it (don’t know how to do that – unless it’s the same as marking text as hidden) and then placing the field in a bookmark and then creating some code in a header and footer. How do you place a page field into a bookmark?

The code they suggested for the footer is:
{ = { PAGE} + { INCLUDETEXT “c:MYBOOKCHAP1.DOC| Chap1Pages * CharFormat ! } }

I realize I need to insert my actual file name in place of the name in quotes. But, even doing that doesn’t make this work.

Help please!!

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Mel: Is there some reason you can just go to the new document, right-click the first number and hit bullets and number, then Start at and enter the number you want them to start from?

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I want them to auto update when the numbering changes in any of the other documents…much like you would have if it were all one document. This started out as one document, but we broke it into several after the file size got to about 65mb. I am hoping to figure out how to create a TOC to span the documents, much like the theory behind Master Docs is. I have found several pieces of code that supposedly do that, but I need to get over the stumbling block of page numbering.

I’ve thought of splitting the page numbering for each section/document, but the boss wants continuous numbering.

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Okay, here’s what I suggest then. I hate master/subs more than anyone, but sometimes, they’re the best bet. Here’s something I wrote elsewhere once. See if you can get anything out of it. I know it’s lengthy, but you should read it all before you decide to do without. Also, your file size is probably 65MB because you’ve got pictures in it. Save the file to a new name, then take the first picture in it (including header/footer logos, etc.), cut it, hit Edit-Paste special-Picture (only plain picture, not enhanced). Do that to a bunch of the pictures, save the file, and see if it doesn’t reduce the file size enough to make it worthwhile. If it does, you may not need to break up the documents at all.

1. Create a template that contains all of the styles that will be used throughout all of the masters and subs. You CANNOT have one “normal” style in your master and another “normal” style in your subs. Do not forget that if you expect others to be able to view the document in the same manner as you do, they must have access to the template. Tools-Options-File locations-Workgroup templates is the location where you will want to store them. If you don’t have one, ask your network guys to give you a shared location for this purpose, enter that location in the Workgroup templates box (on everybody’s PC) and then store the templates there. They’ll show up when you hit File-New.

2. Create all of your subdocuments. Do not even think of inserting them into a master until you’re all done. You must make these files by using the template. Do not treat your subdocuments as though they belong together. If you start telling Chapter 3 to start numbering at 3, or tell the page numbers to start at 38, you’ll get all messed up. Don’t do it. I strongly suggest that you name your subdocuments in the manner of 01-MyFirstChapter, 02-SecondPart, just as long as you use the 01, 02, 03… You’ll be so glad later, and I won’t have to explain, you’ll go, “Ohhhh, I get it!”

3. Create the master. The master, ideally, contains only a cover page and Table of contents (TOC), perhaps “information on how to use this manual” and other stuff like that. The master must be using the same template. Of course, the master can be created first if you like, but the following part should be done absolutely last: Now, insert a section break. You’d need one anyway. Go to View-Master (97) or View-Outline view (2K). Hit the insert subdoc button and insert your file number 01-MyFirstChapter. Insert each subdocument after that. Save it.

4. NEVER, EVER, NEVER edit subdocuments through the master. You MUST edit them by themselves. The only time you should open the master is to edit something IN the master or to update the TOC or to print the file. NEVER USE THE MASTER TO EDIT THE SUBDOCUMENTS.

5. The file structures must be maintained. So, let’s say you’ve got embedded graphics in subdocuments that are in a master and you want to ship the whole kit and kaboodle to Denver. Do the work upfront. Create a folder on your C: called MyProject or whatever. Under that, structure it right. Something like:

MyProject
—Master
—Subs
—-SubDoc1
—–Graphics
—-SubDoc2
—–Graphics

Now, if you don’t have graphics to worry about, then don’t make an individual folder for each sub, just have the docs under the SUBS folder. The bigger the project/documents are, the more important and helpful the folders can be. If you have anything to say about it, it sure is nice to have your graphics named 01Graphicname, 02Graphicname, and so on.

Now you’re ready to stay out of trouble.

~~DREAMBOAT’S PLAN IF YOU’RE ALREADY IN TROUBLE

So, you already did it. Well, undo it.

1. Open the master or subdocument that is using most of the styles that you want to use throughout the whole project. Save that file as a template called MyProjectTemplate or whatever–check that your template location is where everyone who needs to can get to it! Delete everything out of it (ctrl-a and hit delete key). Save it, close it.

2. Open your master again. Hit Tools-Templates and add-ins and attach the template to your master. Check the box that says automatically update styles. Save it close it.

3. Open each subdocument by itself and do the same. You’ll hate me when some of your styles/formatting change but this will be your own fault ’cause you didn’t listen (seriously, this won’t happen to you anymore and you can be glad of that!). You may need to clean some stuff up. Sorry.

4. If everything is still okay and your document hasn’t locked up on you yet, you’re way ahead of the game.

~~CORRUPTION? HARDLY…

If you’re in big trouble and your master document is locked and you can’t do much of anything, this isn’t because the file is corrupt, it’s because you didn’t follow the rules (which I’ve never seen anywhere in their entirety except what I happen to be writing at the moment).

Or maybe you just really want to start over because you’re picky like I am…
(read the information above so you understand the following steps completely)

1. Open master. Hit File-Save as and give it a new name. Now it’s not a master anymore (not tested in Office 2000 yet! If anyone tests this, please let us know so I can change the FAQ.) Put this file into its own folder and make your folder structure as I’ve described above. Now, open the master and save it as a template, delete everything out of it as described above, save it, close it.

2. Open the master and connect it to the template as described above.

3. Select the first chapter, hit Cut. Hit file-new and pick the template. In the new doc, hit paste. Save it to 01-MyFirst… Continue doing this until you’ve got all of the chapters cut and pasted into their own documents with the new naming structure and the new folder structure.

4. At this point, the master should contain only the cover and TOC and other stuff. Save it. Insert the first section break, and then insert your subdocuments. Update the TOC. Save. Close. All done.

~Dreamboat~

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Wow. That is awesome. I have always thought the theory behind Master Documents is good. I used something very similar to that feature back in the glory days of WordPerfect. But, after reading all the horror stories, I have avoided MDocs like the plague. I am so pleased that you have taken the time to be so detailed. I will, indeed, follow your instructions to the T. I am excited to put this into action. Thank you. I’ll let you know how it works in the end.

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This may be a dumb idea from someone not terribly familiar with the problem, but would not MS Binder do all this for you?

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Dave, I must admit that I have never used or even looked into Binder. I don’t know a thing about it. But, now that you have mentioned it, I will look into it, even just for curiosity sake. I would love to hear what others say about Binder.

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All I can tell you, as a manager type, is that we have had a number of fairly complicated compilations of documents that, using Binder, we could assigne a standard page and section numbering protocol which would then automatically make the necessary changes when one page of one document would be changed.

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Really? Sounds pretty handy. I guess I’ll be reading my Word book tonight. Thanks for the suggestion. Dreamboat, have you ever used Binder?

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Hi Melanie:

You can use Binder & it will create consecutive numbering. It’s best to use it when you’ve finished the entire project. It will also allow you to use consistent header/footers.

If you want to have a field that will allow consecutive numbering, see this post.

Hope this helps.

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I admit, I wrote it as an FAQ at another site…just copied and pasted, but there’s so much to them, that when people ask, I can just tell them to look at the FAQ or copy/paste like I did here.

Best of luck, Mel!

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But first see…
Using the Master Document Feature in Word (addbalance.com/word/masterdocuments.htm) for information on major problems with the Master Document feature as well as some other work-arounds.

John McGhie’s phrase that it is not a question of whether a master document will corrupt but rather of when one will corrupt comes to mind. He is of the opinion that subs should always be backups for the real documents stored in a different folder. Since he’s repaired the things (for pay) while I’ve just decided to not bother with them, I’ll take his word for it.

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When you generate the field, how are you getting the braces {} into your document?

Try selecting the text inside the typed braces and pressing Ctrl-F9 and the F9. Then delete the typed braces from your field result. You have to work from the inside out, creating the inner-most field first.

Also the | should be a quotation mark:
{ = { PAGE} + { INCLUDETEXT “c:MYBOOKCHAP1.DOC” Chap1Pages * CharFormat ! } }

There needs to be one space on either side of the = and + symbols and between the final two braces.

To insert a PAGE field, I type the word “PAGE,” select it, press Ctrl-F9 and then F9. You can also use the Insert => Field… dialog.

One way to really hide the page field in a bookmark is to use an ASK field to insert a bookmark and then with fields and bookmarks showing put your page field inside the bookmark created by the ASK field. I don’t recommend doing this because such bookmarks can be hard to find when you want them.

Otherwise, you can just format it as hidden text. I expect that such formatting is the reason for the * CharFormat switch. Then, with hidden text displayed, and field codes not showing, select the page number that the field gives you (marked as hidden) and Insert => Bookmark. Give the bookmark a name such as “Chapt3Page” with no spaces in it. If for some reason you have to change it or move it later, you may want to simply delete it and recreate it; bookmarks are fragile things.

Hope this is of help.

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Re Binder:

I don’t use Binder for master doc stuff but I do use it for batch printing. Our contracts department is always asking for documents of varying issue numbers from various manuals. I just drag the docs into a seperate folder, set the printer paper box source using a global macro I found here the other day and then put the whole lot into a Binder. The big advantage of Binder for me is that the printer sees the print from a Binder as a complete document and sorts accordingly.

I think it’s marvellous – saves me hours of standing by the copier.

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Here is a tutorial that shows three ways to hide the page field and has the IncludeText field. It can also be found on my Word download page (addbalance.com/word/download/index.htm). (I put it together when trying to do my previous answers and then polished it up when I should have been doing something else sensible like going to a bar or eating supper.)

(tutorial revised 15 Nov) to include info about headers/footers

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