assembling complex document

[Jauchart]

I'm working on my dissertation. The first chapter I wrote
was 150 pages long, had some 500 footnotes, 20+ tables and
charts. Plus I'll probably what to put in some graphics.
When I assembled the whole thing, it crashed. I've since
learned that Word just cannot handle this much baggage, but
that there are Knowledge base articles on managing such
documents. I have not been able to find them--could someone
help? Eventually I need to print out not just this chapter,
but all eight chapters as a whole thesis.
Thanks,

 

[Jauchart]

I have not gotten any response to my query. I'm hoping it
is because it is poorly worded, not because there is no
solution.
Once again--is there some way to assemble all the various
pieces of what I need so I can print it out first chapter
by chapter (with all the charts, tables, graphics etc. in
their proper place), then eventually as a complete
manuscript, page numbered straight through.
Thanks,

 

[Suzanne S. Barnhill]

Well, I read your question when you first posted it, poised to tell you that
you could easily handle a document of this type as a single file provided
you work in Normal view, link graphics, use styles, etc. But when I hit the
part about 500 footnotes in the first 150-page chapter, I decided perhaps I
was out of my depth! I was hoping someone else, perhaps John McGhie, would
answer it instead.

I would still like to think that Word could handle this, but you will need,
above all else, plenty of RAM (and of course plenty of free HD space). The
usual suggestions for dealing with long, complex documents are:

1. Use styles conscientiously. Keeping track of style tags imposes less load
on Word than keeping track of an infinitude of direct formatting (this
reduces file size as well).

2. Avoid long tables, especially single-row tables. If you must have long
tables, find ways to split them: for example, let subheads be in text
paragraphs outside the table.

3. Link graphics as much as possible and don't display them except when
absolutely necessary. On the View tab of Tools | Options, check the box for
"Picture placeholders" and clear the box for "Drawings." This will suppress
the display of all graphics.

4. Work in Normal view as much as possible; turn off background repagination
if you can bear it (Tools | Options | General), but note that it will be
turned on again automatically if you shift to Print Layout view.

5. Many experts will advise you to avoid section breaks. As long as these
are used for good reason (beginning of a chapter with "Different first
page," change in page orientation or number of columns), they should be
acceptable, but do avoid manual page breaks wherever possible. And you can
keep running heads simple by using StyleRef fields.

6. Unless you're really wedded to footnotes (or required to use them), you
might think about using endnotes instead. Also, instead of having multiple
footnotes in a paragraph, you might collect them all into a single footnote
per paragraph.

If you're doing all the above already, consider that a document that hangs
Word repeatedly may be corrupt or verging on corruption. See
http://www.word.mvps.org/FAQs/AppErrors/CorruptDoc.htm

 

[Dayo Mitchell]

I also was thinking of answering it, but hoping someone would have a better
answer than mine. I actually don't think 500+ Footnotes will give you
problems, I've definitely done 70pp chapters with over 300 footnotes and not
had difficulties. Tables and Charts, however, are more problematic, and I
don't know much about them (part of why I passed on question). But 20+
doesn't sound excessive.

Word should be able to handle individual chapters of the type you describe,
and possibly the entire thing in one file, although you can also use RD
fields to build a Table of Contents if you chose not to combine it (I
think). Suggest you enable "always make backup copy" and always do a Save As
or use Insert File when you try combining, to play it safe.

Not exactly what you were looking for, but see if these links help--they
will give a bit more detail about Suzanne's suggestions. Using Styles and a
dedicated Template gives Word less to keep track of--Master Documents,
Versions and Fast Saves tend to overcomplicate a file and encourage it to
corrupt.

DM

***Styles & Templates***

http://www.shaunakelly.com/word/styles/TipsOnStyles.html

http://www.mvps.org/word/FAQs/Formatting/UsingOLView.htm

http://officeupdate.microsoft.com/legal/Styles.asp and a supplemented
version of the same article, http://www.addbalance.com/usersguide/index.htm

http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart1.htm

http://www.mvps.org/word/FAQs/Formatting/WorkWithSections.htm

http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm

http://www.shaunakelly.com/word/numbering/UseBuiltInHeadingStyles.html