How to save PORTIONS of a long manuscript?

[John Michlig]

I'm sorry if this is really basic, but I'm having a heck of a time
trying to send to a collaborator a PORTION of a large manuscript which
contains footnotes and afternotes.

The document is 200+ pages long, but I want to send, say, pages 25
through 45 to my friend in Word format so he can mark it up. I want the
footnotes intact in the smaller file, though not necessarily the
afternotes.

Is there a simple way to do this? As of now, I'm printing to PDF but
want my friend to be able to use Word's edit and comment features.

Thanks in advance.

John

 

[matt neuburg]

I'm sorry if this is really basic, but I'm having a heck of a time
trying to send to a collaborator a PORTION of a large manuscript which
contains footnotes and afternotes.

The document is 200+ pages long, but I want to send, say, pages 25
through 45 to my friend in Word format so he can mark it up. I want the
footnotes intact in the smaller file, though not necessarily the
afternotes.

Is there a simple way to do this?

How do you make a statue of an elephant? Start with a big rock and cut
away everything that doesn't look like an elephant. So... Duplicate the
file. In the duplicate, delete everything you don't want the
collaborator to see, and save. Send the collaborator that file. m.

 

[John Michlig]

How do you make a statue of an elephant? Start with a big rock and cut
away everything that doesn't look like an elephant. So... Duplicate the
file. In the duplicate, delete everything you don't want the
collaborator to see, and save. Send the collaborator that file. m.

To further illuminate my ignorance:

I tried that approach, and scrolling endless pages in order to select
and delete the ones I don't want to send was maddening.

What's the QUICK way to delete huges amounts of pages?

John

 

[matt neuburg]

To further illuminate my ignorance:

I tried that approach, and scrolling endless pages in order to select
and delete the ones I don't want to send was maddening.

What's the QUICK way to delete huges amounts of pages?

Scroll to the point where you would like the excerpt to begin and click
before it. You can get there quickly using Find if you know some text at
around that point. Click right before you want the excerpt to begin.

Now hold down the Shift key and Command (cloverleaf) key, and press the
Home key. This selects everytthing from where you are backwards to the
start of the document. Let go of the keyboard. Hit the Delete key, and
presto, that's all gone.

Now do the same thing by clicking at the end of the excerpt and hitting
Shift-Command-End and then Delete. That will delete everything from that
point to the end.

This will leave just the excerpt. Don't worry if you screw it up the
first time, it's only a copy of your real document! m.

PS Things will probably go faster if you switch to View > Normal before
doing anything. Word is quicker in that view than in Page Layout view.

 

[Gordon Sande]

To further illuminate my ignorance:

I tried that approach, and scrolling endless pages in order to select
and delete the ones I don't want to send was maddening.

What's the QUICK way to delete huges amounts of pages?

John

Go to page 46. Select something. Scroll to the end.
Extend the selection to the end. Delete.

Go to page 24. Select something. Scroll to the beginning.
Extend the selection to beginning. Delete.

Now clean up the new beginning and end.

The trick is the scrolling in the middle of the selection
to avoid the pages and pages. Use the scroll bar and do not
go near the document until the scroll bar gets to where you want.

This is just shift-click on steroids!

 

[Elliott Roper]

To further illuminate my ignorance:

I tried that approach, and scrolling endless pages in order to select
and delete the ones I don't want to send was maddening.

What's the QUICK way to delete huges amounts of pages?

Hmm. It really is quite rubbish at that innit? Although your example is
trivially easy and takes 10 seconds.
cmd-g 25 esc cmd-shift-page down (20 times) cmd-c cmd-n cmd-v
and you have a new document 20 pages long, starting at page 25 of your
old doc. Of course page down does not necessarily give you a whole page
down. That would be too easy. You might try shrinking your zoom to make
things more manageable.

I think that is a rubbish solution, but I can't find a way to tell Word
to keep selecting stuff over two cmd-g's

Furthermore cmd-g is reserved by Apple for find again. In Word that
seems to be cmd-opt-y. Y indeed.

Anyway 200 pages is nothing. Scrolling lots of pages with the keyboard
is pretty quick.

 

[Daiya Mitchell]

I tried that approach, and scrolling endless pages in order to select

and delete the ones I don't want to send was maddening.

What's the QUICK way to delete huges amounts of pages?

Alternate approaches to what you received already--basically if Word
recognizes some sort of structural logic to the portion you want to cut out,
the task might get easier.

*If* you used heading styles, outline view would let you delete entire large
chunks at once.
http://word.mvps.org/FAQs/Formatting/UsingOLView.htm
(hit refresh a few times in Safari, or use a different browser)

Using the browse object to jump to the next place before hitting shift-click
*might* be slightly faster, if you know it's the next heading or next table
or somesuch.
http://daiya.mvps.org/browseobject.htm

Using the Document Map to navigate might also be less tedious than
scrolling.

If there are section breaks in the doc, and the portion corresponds to the
section, hitting F8 five times (I think it's five) will select the entire
section.

 

[Klaus Linke]

Hi John,

If you need it frequently, the two lines below in a macro will delete
everything but the selection:

ActiveDocument.Range(0, Selection.Start).Delete
ActiveDocument.Range(Selection.End, ActiveDocument.Content.End).Delete

Regards,
Klaus

 

[Clive Huggan]

Klaus,

Thanks for that macro -- it will come in useful!

John,

If you're still watching...

I noted your comment "I tried that approach, and scrolling endless pages in
order to select and delete the ones I don't want to send was maddening."

I had been wondering, after Gordon had responded, why this thread had
persisted as it did (although I'm glad it did -- otherwise Klaus might not
have passed on his marvellous macro). I think the answer may be in Gordon's
response being capable of being viewed in two ways in relation to scrolling.
One of the alternatives is indeed maddening, but the other is quick.

Gordon said, quite rightly: "Go to page 46. Select something. Scroll to the
end. Extend the selection to the end. Delete."

If you scroll *within the document* it will be infuriatingly slow. But that
isn't the way to do it. After you have clicked just after the paragraph mark
that follows the last text you want to keep, go to the scroll bar to the
right of the document and move the "thumb" quickly to the bottom of the
scroll bar. The end of the document will be visible. Hold down the Shift key
and click at the end of the document. Everything between there and where you
previously clicked will be highlighted. Delete it. Then do the same for the
text you want to delete at the beginning.

In a sample document, it took me about 10 seconds to delete from the end of
some chosen text to the end of the document. In a separate exercise, it took
15 seconds to delete from the end of some text to a particular page that
wasn't the last page. The extra time was spent watching the page numbers
change while I moved the "thumb" in the scroll bar to get to the right page,
and to select the correct spot on that page.

Cheers,

Clive Huggan
Canberra, Australia
(My time zone is at least 7 hours different from the US and Europe, so my
follow-on responses to those regions can be delayed)
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