MSWord 2007 Version
This guide has been created to help authors make decisions about formatting of long documents such as theses or books, and how to incorporate use of EndNote with chapters as separate documents. It is not a tutorial on using the Master Document facility of Microsoft Word, nor an endorsement of the product. If you search the web there are many reports and warnings about the tendency of Master
Documents to corrupt. Forewarned is forearmed. However if you are using Master
Documents we can show you how to use EndNote to insert your bibliography in the place you want it. Examples in this Document have been created using Word 2007 and EndNote X3.
What is a Master Document?
Microsoft Word allows you to create a structure or “outline” document in which to insert sub-documents (usually chapters). The master document is best created after you have finished your individual chapters.
Should I Use a Master Document, or One Long Word
Potential benefits of using Master Documents are:
1. Cross References: Master Documents can handle a complexity of types of cross-references from different documents.
2. Tables of Contents, Indexes, tables of figures, headers, footers and page numbers can be handled in a Master Document.
3. Expand and Collapse documents – You can view your document at levels which relating to your Headings. Eg View all levels shows the whole document, while Level 2 shows only Level 1 and Level 2 heading.
4. With a lot of care, subdocuments may be moved around the documents.
Potential risks of using Master Documents are:
1. Corruption and crashes. These were a serious problem with Word 2003, and one would probably have to be cautious also with Word 2007. If using, it is
absolutely essential to be 100% consistent in your use of headings and formats in all documents, and to keep back-ups of the sub-documents so you can create a new Master document if needed.
Writing your chapters
If you are writing a long document you should create a separate Word document for each chapter. This is especially true if your computer might be older or underpowered.
Bringing them all together
When you are ready to create your book or thesis as a whole entity, you need to choose between using a Master Document and pasting the chapters into one single long document. While Master Documents may be prone to corruption, a single long document can cause navigation difficulties. These difficulties can be managed by consistent use of section headings
and by using the Document Map facility in Word.
Some general tips for using Long Documents and EndNote
1. USE A TEMPLATE: Set up a template with your chosen heading sizes, margins, fonts etc and use this for all documents and sub-documents. This is the one thing people writing a thesis wish they had done at the outset, rather than when they are trying to resolve conflicts down the track.
2. WORK WITH A SET OF DOCUMENTS, one for each constituent part of the major work. Give these documents consistent names eg. chapter1.doc/chapter1.docx. Use a sub-document for each chapter. Do not try to merge them into one large document or a Master Document until all chapters are complete. HINT: If you are required to do this periodically for consultations with your supervisor or for collaboration, merge your chapters to make one document, producing the bibliography as outlined below.
3. SAVE ALL DOCUMENTS in the same folder.
4. BACKUP the individual chapters frequently, and on as many different computers /drives/CD’s as possible. Backup the library (.enl) file (with its
.DATA folder) also – this is a part of your work. Keep in different locations – work/ home etc.
5. MULTIPLE CITATIONS BY ONE AUTHOR: If you have multiple citations by the same author, Eg. Smith, Philip A. and Smith, P.A., make sure they are entered the same way in your library. If you are inconsistent,