chapter 6: advanced word processing 225
Locking and unlocking subdocuments
The simplest (and most easily foiled) way of keeping someone from tampering with
a subdocument is to lock it, as described on page 222. When a subdocument is locked,
you can open and read it, but you can’t edit or change it.
Fortunately, anytime someone is working on a subdocument, it gets locked auto-
matically when viewed by anyone else on the network. It remains locked until its
editor ﬁnishes and closes it.
Locking a subdocument by using the Lock Subdocuments button is a good way to
prevent others from making accidental changes to a subdocument, but it doesn’t
actually lock out those who know about the Lock Document button. For true secu-
rity, Master Documents and subdocuments must be password-protected just like
any other. As always, you can password-protect either the Master Document or (if
you’ve opened one into its own window) a subdocument; either way, the instruc-
tions on page 24 apply.
Sharing a Master Document on a Network
One of the most popular uses for Master Documents is ﬁle sharing. For instance,
members of a public relations department can each work on a separate section of
their company’s annual report. The report is a Master Document, and each section
is a subdocument.
Here are some tips for successful Master Document ﬁle sharing:
• Choose one person to be team leader. That person will format the Master Docu-
ment, hold the passwords, and oversee the ﬁnal proofreading and distribution of
the completed document.
• To prevent accidental or mischievous tampering with the subdocuments, assign
a password to each one, as described on page 24. Make sure the team leader keeps
a record of them in a safe place.
• Make sure all Macs involved are networked and set up for ﬁle sharing. If any
team members are not familiar with ﬁle sharing, a consultation with the network
administrator is in order. To learn more about setting up ﬁle sharing, including
the Owner and Group designations described below, choose Help→Mac Help in
the Finder and search for ﬁle sharing, or consult Mac OS X: The Missing Manual.
Imagine this scenario: Five minutes to get to the professor’s ofﬁce, and you suddenly
remember that she wanted you to include an abstract (a summary) at the beginning
of your thesis. Or this one: You proudly plunk your report on your boss’s desk and
he says, “I’m not reading all this. Give me the 15-minute version.” Word’s
AutoSummarize feature comes to the rescue in situations just like these.