Recommended method for creating master documents
Follow these steps, in the order given. Each step is explained in detail in the following subsections.
Step 1. Plan the project
Although you can make changes at most steps in this process, the more you can plan before you start, the less work you will have to do to correct any problems later. Here are some things you need to plan:
Parts of book or report required. What pages will be in the master document and what will be in the subdocuments? (The ToC and index must be in the master document.)
Consider as an example a book with the parts given in the table below.
|Title (cover) page||In master document|
|Copyright page||In master document|
|Table of Contents||In master document|
|Chapters 1 to 8||Subdocuments|
|Appendixes A, B||Subdocuments|
|Index||In master document|
Page, paragraph, character, frame, and numbering styles. See Chapter 6 (Introduction to Styles) and Chapter 7 (Working with Styles) for instructions on how to create or modify styles and examples of the use of styles in book design.
Fields and AutoText entries, as required. See other chapters in this book for ideas.
Step 2. Create a template containing the required styles, fields, and other elements
You can create your template from an existing document or template that contains some or all of the styles you want for this document, or you can create the template from a blank document. For more about templates, see Chapter 10 (Working with Templates).
If you use an existing document or template, delete all the text from it except for fields in headers and footers before saving it as the template for this project. It will still have all the styles you defined, even if the text is not there. You can change the styles in the template as your project develops.
Be sure to use File > Templates > Save when creating the template.
Step 3. Create the master document and subdocuments from the same template
If you are starting a new project, create the master document and all the subdocuments from the same template. Not using the same template could create style inconsistencies that require time and effort to correct. For example, if two subdocuments have a style with the same name that is formatted differently in each document, the master document will use the formatting from the first subdocument that was added. This could cause your document not to look like you expect. Using the same template for all subdocuments saves time and frustration.
It does not matter in what order you create the master and subdocuments, and you do not have to create all the subdocuments at the same time, when you are starting the project. You can add new subdocuments at any time, as you need them—as long as you always create them from the same template.
Create the master document
Follow this process to create the master document. You can use other methods, but each method (including this one) has its drawbacks.
- Open a new document from the template you created in Step 2, by clicking New > Templates and Documents, then selecting the template you created. Be sure the first page of this new document is set to the page style you want for the first page of the final document; if it is not, change it. In our example, the style for the first page is Title page.
- If any text or page breaks came into this document from the template, delete the text. (Fields in headers and footers can stay.)
- Click File > Send > Create Master Document. Save the master document in the folder for this project, not in the templates folder. We will return to this master document later. For now, you can either leave it open or close it, as you prefer.
A subdocument is no different from any other text document. It becomes a subdocument only when it is linked into a master document and opened from within the master document. Some settings in the master document will override the settings in a subdocument, but only when the document is being viewed, manipulated, or printed through the master document.
Create a subdocument in the same way as you create any ordinary document:
- Open a blank document based on the project template (very important) by clicking New > Templates and Documents, then selecting the template.
- Delete any unwanted text, and set the first page to the page style you specified for the first page of a chapter.
- Click File > Save As. Give the document a suitable name and save it in the folder for this project.
If you already have some of the chapters written, the files are probably not based on the template you just created for this project. You will need to change the template attached to the existing files. You can do this manually, or by using the Template Changer extension to OOo; both methods are described in Chapter 10 (Working with Templates).
Step 4. Insert some information directly into the master document
The instructions in steps 4 and 5 are for a book that uses page numbering requirements that are typical of printed books:
- No page numbers on cover page or copyright page
- Lower-case roman numerals in the front matter, starting with 1
- Arabic numerals in the body of the document, starting with 1
If your book has different requirements, change these instructions to suit. See “Problem solving” on page 25 for one example. These instructions are fairly tedious, but once you have the master document set up, you should not have to change it, and with a bit of practice setting it up goes quickly.
- Open the master document and do the following:
- Make sure paragraph marks are showing (you can set them in Tools > Options > OpenOffice.org Writer > Formatting Aids, or click the Nonprinting characters icon ).
- Show text boundaries, table boundaries, and section boundaries (Tools > Options > OpenOffice.org > Appearance).
- Type the contents of the title page (or leave placeholders and fill in later). With the insertion point in the last blank paragraph on the page, click Insert > Manual Break. On the Insert Break dialog box, select Page break and the page style for the second page (Copyright page in our example), and leave the Change page number checkbox deselected. Click OK.
- Type the contents of the copyright page (or leave placeholders). Insert another manual page break, this time setting the page style to Front matter first page. Select the Change page number checkbox and choose 1 in the box below that, as shown below. This number 1 will show in your document as i, because the page style is defined to use Roman numerals.
- Let’s assume the third page is for the Table of Contents. Leave a blank paragraph or two on this page and insert another page break, with the next page again set to the Front matter first page style, which we want to use for the first page of the Preface. Because we want the page numbering for the Preface to continue from the page numbers of the Table of Contents, do not select the Change page number checkbox this time. Notice that the Navigator shows one item, labelled Text.
Step 5. Insert the subdocuments into the master document
At last we are ready to add the subdocuments.
- Display the Navigator (click View > Navigator, or press F5, or click the Navigator icon .
- Be sure the Navigator is showing the master view. Click on the Toggle icon at the upper left to toggle between regular and master view.
- On the Navigator, select Text, then long-click on the Insert icon and click File.
- Because the Text section contains the title page and other material you have already inserted, highlight it and click the Move Up icon to move it to the top of the list.
- Highlight the subdocument you just inserted (Chapter 6), then long-click on the Insert icon and click File to insert the first subdocument; in this example, Preface. Chapter 6 remains highlighted. Repeat with Chapter 1, Chapter 2, and so on until all the subdocuments have been added to the list. The Navigator will now look something like the figure below. Save the master document again.
- Do this step only if you want to restart page numbering for the first chapter only. Now highlight each chapter in turn and insert a Text section before it. When you are done, the Navigator should look like the image below.
- Check whether the first page of the master document has the correct page style. If not, change it to the correct style (Title page in this example).
- Notice that the document is in a protected section. That means you cannot change any of the contents of this subdocument from
within the master document. If you remove the section, the contents become part of the master document itself; they are no longer in a subdocument. If you make changes in either the master document or the subdocument, those changes are not made in the other document. For more about sections, refer to the online help or to Chapter 4, Formatting Pages.
Scroll down until you find the beginning of Chapter 1. You will find that it is on the same page as the end of the Preface, and there is a blank paragraph in the text area between the two sections (the Preface and Chapter 1), as shown below. Click on this blank paragraph and insert a page break, specifying the First Page style and the page number to start at 1. Click OK.
- Scroll to the first page of Chapter 2. You’ll find that it is on the same page as the end of Chapter 1, and there is a blank paragraph in the text area between the two chapters.
- Save the master document again.
A standard File Open dialog box appears. Select the required file (which you created in Step 3) and click OK. This example uses six chapters and a preface; we will load Chapter 6 first, as suggested in the Tip above.
The inserted file is listed in the Navigator before the Text item, as shown below.
Scroll to the place where the first subdocument begins. Check whether its page style is correct, and change it if necessary (Front matter first page in this example).
The first subdocument has a blank paragraph at the top of the page; this was inserted as part of the manual page break. Set this paragraph to the PageBreak style you created in Step 2.
Click on this blank paragraph and insert a page break, specifying the First Page style, but do not select the Change page number checkbox.
Repeat for all of the chapters, so that each chapter starts on a new first page.
Step 6. Add a table of contents, bibliography, or index
You can generate a table of contents, bibliography, or index for the book, using the master document. You must insert these items into a text section in the master document. For more about these document elements, see Chapter 12 (Creating Tables of Contents, Indexes, and Bibliographies).
Put the insertion point on the page in the first text section where the table of contents is to go and create the table of contents.
If you do not have a Text section at the end of the master document, insert one before the last subdocument, then move it down so it is after the last subdocument. Now, if you have included bibliographic entries in your subdocuments, you can put the insertion point on the page in this last text section where the bibliography is to go and create the bibliography.
If you have included index entries in your subdocuments, put the insertion point on the page in the last text section where the index is to go and create the index.
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