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Combining word documents
Thread poster: Gayle Wallimann

Gayle Wallimann  Identity Verified
Local time: 02:17
Member (2001)
French to English
+ ...
Sep 24, 2004

I have a little over 300 Word documents that need to be proofread for a client. Each one has only a small amount of text, and it takes me so long to open the source document, open the translated document, and then compare them on screen.
I have no CAT tools at all (tried one once, don't want one right now) and I work with Windows 98, Office 2000.

My question is:
Can I combine all of the source documents somehow to make one long document to be able to print out? (copy/paste is unbelievably long for this many documents)

I appreciate your help.

Gayle


[Edited at 2004-09-24 07:15]


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Andrzej Lejman  Identity Verified
Local time: 02:17
German to Polish
+ ...
Another computer or at least two monitors Sep 24, 2004

would be ideal...

Try to borrow a notebook, maybe. Or split the window (from "Window" menu).


Andrzej

[Edited at 2004-09-24 07:29]


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Gayle Wallimann  Identity Verified
Local time: 02:17
Member (2001)
French to English
+ ...
TOPIC STARTER
Any other suggestions? Sep 24, 2004

Thanks for your suggestion, Andrej. Unfortunately, I don't have another screen or computer. I have started inserting documents into another virgin document, one after another. So far I have done 30 documents and come up with 19 pages to print. But it sure is taking a long time.
Is there any way of inserting many documents at the same time? That would sure save on manipulations. I tried holding down shift for several documents at the same time, but it doesn't work


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Olga Judina  Identity Verified
Latvia
Local time: 03:17
Latvian to Russian
+ ...
Use Insert File command Sep 24, 2004

It's under the Insert menu in Word toolbar. You just open a new document, then go to Insert File and select as many files as you wish to insert. I don't think inserting 300 at once would work, but I've just tried inserting 10 or so and it worked. The document are inserted in the same order as they are selected and are not separated in any way in the new document.

[Edited at 2004-09-24 09:33]


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Gayle Wallimann  Identity Verified
Local time: 02:17
Member (2001)
French to English
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TOPIC STARTER
Trouble selecting several documents Sep 24, 2004

[quote]Litera wrote:
It's under the Insert menu in Word toolbar. You just open a new document, them go to Insert File and select as many files as you wish to insert. [quote]

How can I select several documents? I cannot insert any more than one at a time. Perhaps it has to do with my version of windows 98 and office 2000?


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Olga Judina  Identity Verified
Latvia
Local time: 03:17
Latvian to Russian
+ ...
Hold Ctrl when clicking on the files to select multiple files Sep 24, 2004

or click on the file to select it and then press and hold Shift and select files with down (or other) arrow.

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abaensch
Germany
Local time: 02:17
English to German
Insert multiple files Sep 24, 2004

Hi,

you need to hold down the "Shift" key to select multiple files for insertion.

HTH

AB


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Gayle Wallimann  Identity Verified
Local time: 02:17
Member (2001)
French to English
+ ...
TOPIC STARTER
Shift and control keys don't take care of it Sep 24, 2004

I have a feeling that there is something strange about the documents, or else it's my version of Office 2000 that is not updated. What version do you have, Litera? I cannot select more than one document, no matter what I try to do.

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Olga Judina  Identity Verified
Latvia
Local time: 03:17
Latvian to Russian
+ ...
I now have win2000 and officeXP Sep 24, 2004

but I'm 100% positive that this feature should work on win98 and definitely with office2000. Does anything happen when you press Ctrl+A?
Or maybe try selecting several files by clicking somewere around the files and dragging as if drawing a rectangle?


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Fernando Toledo  Identity Verified
Germany
Local time: 02:17
German to Spanish
If you only need to print it... Sep 24, 2004

just select all files Ctrl+A, right clic and select print.
with XP is no prblem, I do not know with 98

Regards


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Jabberwock  Identity Verified
Poland
Local time: 02:17
Member (2004)
English to Polish
Method with fields Sep 24, 2004

I have just found a way, although it is a little bit complicated.

First generate a list of file names to be included. I have done it by typing:

dir *.doc /b > list.txt

Then place the list from list.txt in the Word document.

Make the replace:

^p

to

"^p^pINCLUDETEXT "

Then the list should look like this:

INCLUDETEXT "document1.doc"

INCLUDETEXT "document2.doc"

INCLUDETEXT "document3.doc"

Make sure that you have this new document in the same directory as the files to be included. Otherwise the full path would have to be specified.

Then comes the tedious part:

Select each paragraph and press Ctrl+F9. The text should be placed within field braces.

For 300 files you have to do it 300 times, I'm afraid. It is possible to do it with a macro or with document merging. If you need to know how, I can write another post.

After you have all the fields, select all of them and press F9. They should be replaced with the relevant documents.

That is all I can think of right now.

[Edited at 2004-09-24 10:57]


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Gayle Wallimann  Identity Verified
Local time: 02:17
Member (2001)
French to English
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Thanks everyone for your suggestions and help Sep 24, 2004

Jabberwock wrote:
Select each paragraph and press Ctrl+F9. The text should be placed within field braces.

For 300 files you have to do it 300 times, I'm afraid. It is possible to do it with a macro or with document merging. If you need to know how, I can write another post.

After you have all the fields, select all of them and press F9. They should be replaced with the relevant documents.

That is all I can think of right now.
[Edited at 2004-09-24 10:57]


Thank you Jabberwock, I agree that it is tedious. It is probably just as long (for me) to copy and paste each little paragraph. I have opted to insert document by document, at least I'm cutting down on blank space if I just select and print it all.

I wish that my CTRL or SHIFT keys would select like they do for the rest of you!

Thank you all for you help. I think there should be an easier way for us to work, don't you agree? Who can invent a one button feature to put them all together as one document? (Not me! )
Gayle

[Edited at 2004-09-24 11:10]


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Jabberwock  Identity Verified
Poland
Local time: 02:17
Member (2004)
English to Polish
Macro method Sep 24, 2004

The macro method is relatively simple.

Create a new macro named ParagraphToFields

Edit the macro and put the following code (between Sub ParagraphsToFields() and End Sub):

For Each par In ActiveDocument.Paragraphs
par.Range.Select
Selection.MoveEnd Unit:=wdCharacter, Count:=-1
Selection.Fields.Add Range:=Selection.Range, Type:=wdFieldIncludeText, Text:=Chr$(34) + Selection.Range.Text + Chr$(34)
Next

(Edit: there is no new line after the plus sign, it should be a single line up to the second Chr$(34))

Then close the macro editing window.

You apply the the macro as follows:

It assumes that your document comprises only of names of files to be included (how to get the list, see above), eg.

document1.doc
document2.doc
document3.doc

When you run it, it should convert those names into the text from the files (if it doesn't, select all the fields and press F9, or turn off field codes in View options). Make sure the document is in the same directory as the files to be included.

If you try it, tell me how it works.

BTW, I also cannot select multiple documents to be pasted with "Insert file.." but I use Office 2000.

[Edited at 2004-09-24 11:39]


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Gayle Wallimann  Identity Verified
Local time: 02:17
Member (2001)
French to English
+ ...
TOPIC STARTER
Thanks, Jabberwock, and the rest of you Sep 24, 2004

Jabberwock wrote:
If you try it, tell me how it works.
[Edited at 2004-09-24 11:39]


I will try it, but not for this project. I\'m so worried about doing something stupid to the files, that I\'m just plugging away at all 307 of them by inserting about 30 documents, one by one to another one and then printing that one out. When I finish this long haul, I will try what you suggested and let you know how it went. (I\'ll try it to test it out for a future job).

Thanks so much, all of you for your time and helpful suggestions, even if they all don\'t work for me. I suppose it\'s time to upgrade from Windows 98 and Office 2000...

Have a nice week-end, all of you lucky ones who don\'t have to work this week-end!

Gayle


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xxxBrandis
Local time: 02:17
English to German
+ ...
may be the keyboard contacter is not going Sep 24, 2004

Gayle Wallimann wrote:

Jabberwock wrote:
Select each paragraph and press Ctrl+F9. The text should be placed within field braces.

For 300 files you have to do it 300 times, I'm afraid. It is possible to do it with a macro or with document merging. If you need to know how, I can write another post.

After you have all the fields, select all of them and press F9. They should be replaced with the relevant documents.

That is all I can think of right now.
[Edited at 2004-09-24 10:57]


Thank you Jabberwock, I agree that it is tedious. It is probably just as long (for me) to copy and paste each little paragraph. I have opted to insert document by document, at least I'm cutting down on blank space if I just select and print it all.

I wish that my CTRL or SHIFT keys would select like they do for the rest of you!

Thank you all for you help. I think there should be an easier way for us to work, don't you agree? Who can invent a one button feature to put them all together as one document? (Not me! )
Gayle

[Edited at 2004-09-24 11:10]
Did you check that. some times the keys do not go as they are used up, or jammed due to dust and moisture accumulation. In that case you need to replace the keys, they are not expensive, we get a bag of all alphabets ( keys) in) germany for about 2 euro. check a wrecker´splace or conrad electronics. That could solve the hardware trouble.
Rgds,
Brandis


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