Category Archives: Errors

This article explains how to combine several Word documents into one document. It’s particularly useful if you’ve written a dissertation, thesis or book and need to combine all of the chapters into one file.

These instructions work for Word 2007, Word 2010 and Word 2013; I’ve used Word 2010 for the screenshots

Why would I want to combine chapters into one document?

Lots of people do their writing a chapter at a time, and have it edited a chapter at a time, too. But the time will come when you want to put it all into one book, with page numbers running throughout, rather than messing around starting the page numbers for chapter 2 at the next number on from chapter 1, etc.

What’s the incorrect way to combine my chapters?

You might be tempted to pick up the text of each chapter and copy and paste it into one document. That can lead to issues and inconsistencies. This is the correct way to do it and actually takes less time and avoids you leaving out any bits of your individual chapters.

How do I prepare to combine my documents?

It’s pretty easy to combine several documents into one, however the most important point is …

The file names must be in the order that the chapters are going to be in.

Word will combine your chapter files in alphanumerical order.

If you have called your chapter files

Chapter 1 introduction

Chapter 2 review of the literature

Chapter 3 methodology

Chapter 4 conclusion

then that’s fine, they will combine in that order.

If you have called your chapter files

Introduction

Review of the literature

Methodology

Conclusion

then Word will carefully sort them alphabetically into

Conclusion

Introduction

Methodology

Review of the literature

when it combines your documents.

The best thing to do is add a number 1, 2, 3, etc at the start of your file names BEFORE YOU START COMBINING, so you know they will come out in the correct order.

How do I combine my documents?

OK, so we’ve got, say, four documents or chapters to combine into one.

First, open a new, blank document (using the Home button, New, and choosing a blank document)

Then, click on the Insert tab and find Object in the Text area:

Click on the arrow to the right of Object to get the drop-down menu, and click on Text from File:

Now navigate to your files and select the ones you want to combine.

Hold down the Control Key and click on all the ones you want to combine (or click on the top one, hold down Shift and click on the bottom one if you want all of them). Once you have them all highlighted, click Insert.

Note: it doesn’t matter what order you are displaying them in or what order you click them in, it will choose them and insert them in alphabetical or numerical order, as I mentioned above.

Now you will have one big document including all of your chapters!

And … if you had footnotes in the documents, and had set page numbers to show, they will automatically update in the combined document to be numbered consecutively (if you want start your footnote numbering at 1 for each chapter, you’ll need to look at my posts on footnotes and endnotes).

Don’t forget to save your document!

PS: If you find you lose your formatting when combining Word documents, read this article for the solution.

—–

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

If you have enjoyed this post and found it useful, please click on the “share” buttons below or tell your friends and colleagues about it! Thank you!

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

Other useful articles on this website

How to combine Word documents without losing the formatting

This article is all about what happens when a document that includes a Table of Contents (and a Table of Figures and/or a Table of Tables) is edited. There are a couple of pitfalls which I have encountered as an editor, and I wanted to share them with fellow editors AND writers, to help other people avoid them.

Scroll down to the bottom for a summary of advice to editors and writers if you’re not worried about the detail.

Please note that there are more detailed instruction on updating a Table of Contents in this article.

What’s the problem with Tables of Contents and the editing process?

If a document with an automated Table of Contents is being edited, the editor has two choices (and the writer will find that their editor has done one of two things):

1. Mark any changes to headings in both the Table of Contents and the actual heading in the main text
2. Mark any changes to headings in just the actual heading in the main text, then someone updates the Table of Contents

Let’s look at the risks with these in turn.

1. Mark any changes to headings in both the Table of Contents and the actual heading in the main text

Issue 1 – Awkwardness for the editor. To do this, you will have to have a split screen with the contents page in the top half and the text in the bottom, or you’ll have to whizz up and down the document and make sure you make the same correction in both places.

Issue 2 – Keeping things consistent. a) The editor will have to make the same change in both places, and b) the writer will have to make the same choice to reject or accept the change in both  places.

As an editor, if I do this, I place a comment linked to the words “Table of Contents” reminding the author to make the same choices here and in the main text.

If the Table of Contents is not automated, I a) suggest that the author creates one (or has me create it, if appropriate) and b) I place the comment above by the words “Table of Contents” to remind the author to keep it consistent.

2. Mark any changes to headings in just the actual heading in the main text, then someone updates the Table of Contents

If the Table of Contents is automated, this is what I tend to do.

There are two options here:

Option 1 – The writer wants a “clean copy” not one with tracked changes marked: the editor can update the Table of Contents once they’ve done their edit and accepted all changes. Everything will now match.

Option 2 -The writer wants (or needs, in the case of students) to see the tracked changes and make their own decisions on what to accept and reject. In this case, the writer will need to update the Table of Contents once they’ve gone through the changes.

Option 2 is the most common in my experience.

If the writer needs to update the Table of Contents themeselves, I always add a comment to the words “Table of Contents”:

“Please remember to update this Table of Contents after you have accepted or rejected all of my changes, to make sure that the table reflects the document accurately. Please choose Update entire table rather than Update page numbers only”.

An important choice – what to update in the Table of Contents

This information is for editors and writers.

Whether the editor or writer is updating the Table of Contents, once you’ve clicked on Update Field, you are given the choice of Update page numbers only or Update entire table:

It is vitally IMPORTANT that you choose “Update entire table”. This will update any changes to the headings and any changes to the page numbers. If you click on “Update page numbers only”, and any headings have been changed in the text, this will NOT be reflected in the Table of Contents.

For authors: updating your Table of Contents when your work has been edited

• Always update your Table of Contents when your work comes back from your editor, unless they have told you that they’ve already done it
• Always choose “Update entire table” to make sure that everything in the Table of Contents matches your actual document

For editors: updating or instructing on editing the Table of Contents

• Always leave a note for the writer explaining what you’ve done or what you need them to do
• If you are updating the Table of Contents yourself, always choose “Update entire table” to make sure that everything in the Table of Contents matches the actual document (I would still leave a reminder for the writer to do the same after they’ve made any final changes)
• If you need the writer to update the Table of Contents once they have dealt with your suggestions, leave a note explaining that, and make it clear that they must “Update entire table” when doing so

—–

This article has discussed issues around updating a Table of Contents when a document is edited. if you have enjoyed this article or found it useful, please share it using the sharing buttons below.

Other relevant posts on this blog:

How to create a contents page in Word

Tables of figures and tables of tables

How to update a Table of Contents, Figures or Tables