Office X for Macintosh: The Missing Manual

chapter 6: advanced word processing 219

ment Map without resizing anything. Just point the cursor at any line in the Docu-

ment Map, and a yellow, tooltip-like label appears, revealing the full heading text.

The flippy triangles in the Document Map work just like those in a pre–Mac OS X

Finder window: Click one to reveal or conceal all its subtopics. If you’re a fan of

contextual menus, you can also Control-click a heading in the Document Map and

choose Expand or Collapse.

Because the items shown in the Document Map have levels, like headings and out-

line topics, you can collapse or expand the entire “outline” so that, for example, only

the Level 1 and Level 2 headings show up, exactly as you can in Outline view. To do

so, Control-click in the Document Map pane and choose a heading level from the

contextual menu. If you choose Show Heading 4, for instance, the Document Map

will display only Levels 1 through 4, hiding everything else.

To dismiss the Document Map, choose View→Document Map again, or just double-

click the resize bar.

Customizing the Document Map

By default, the Document Map shows up as black Helvetica text with blue high-

lights. (Microsoft isn’t exactly known for its aesthetic prowess.)

To jazz up the Document Map font (or just make it less ugly), choose Format→Style

and choose Document Map in the Styles list box. Click Modify to bring up the Modify

Style box.

Now choose Font from the Format menu. Whatever font, color, size, case, or text

effect you specify now will apply to all text in the Document Map.

Tip: At this point, you can even change the highlight color, which appears when you click a heading in the

Map. Click OK; then, from the Format pop-up menu, choose Borders. Click the Shading tab in the resulting

dialog box. Choose a new fill color as described on page 651.

Click OK, OK, and Close when you’re satisfied. (Clicking Apply will change the cur-

rent paragraph in your main document to the Document Map style; that’s probably

not what you want to do.) If you have a change of heart at this point, press c-Z to

restore the Document Map to its original, bland condition.

Master Documents

In the beginning, there was Word 5.1. It had fonts, sizes, styles, tables, and graphics.

But the people weren’t satisfied. They wanted to bind together many different chap-

ter documents into a single, unified book. They wanted to knit together files written

by multiple authors who had edited their respective sections simultaneously on the

network. They wanted to print, spell-check, or search-and-replace across dozens of

different Word files at once; or generate tables of contents, indexes, and cross-refer-

ences for all component Word files at once.

The Document Map

220 office x for macintosh: the missing manual

On the sixth day, Microsoft created the Master Document.

A Master Document looks much like an outline. However, each heading in the Mas-

ter Document can refer to a section or an entirely different Word file. As in the Docu-

ment Map, you click these headings in Master Document view to travel directly

from one part of the document to another.

In essence, a Master Document is like a binder holding all the individual Word files

that comprise it (which Microsoft calls subdocuments). Each subdocument can be

formatted independently, moved or removed, split up, or combined with another

subdocument—all while remaining safely under the umbrella of the Master Docu-

ment. The Master Document concept is slightly alien, difficult to understand, and

sometimes a bit flaky; but if you’re putting a book together, Master Documents may

be the only way to go.

Creating a New Master Document

To start building a Master Document, open a new document and choose View→

Master Document. The Master Document toolbar appears, and your document is

set up for outlining (see Figure 6-13).

Figure 6-13:

Top: The Master Document toolbar

and a Master Document, showing

three subdocuments. A subdocument

icon, like the one circled, represents

each document. In Master Document

view, you can drag text from one

subdocument to another. Here the

heading “A girl is born in a snow-

storm” is being dragged from the

Master Document outline into the

subdocument “Introduction.”

Middle: Behind the scenes, each

master document is comprised of

individual Word documents on your

hard drive.

Bottom: If you click the Collapse

Subdocuments icon on the toolbar,

the nature of your subdocuments

becomes all too real—you see only

hyperlinks to their locations on your

hard drive, spelled out as file paths.

Collapse

Create

Remove Insert

Merge

Split

Subdocument controls:

Master Documents