Complete and abbreviated versions of one document - any ideas?
Thread poster: Profdoc

Profdoc
Local time: 04:40
Swedish to English
Jan 30, 2014

Does anybody here know if it's possible to do the following: I want two versions of the same document, one complete and one abbreviated, but I'd like to avoid manually copying and pasting stuff. Something like this:

- Connect Word documents A and B.
- Specify which sections of doc A that should be included in doc B (i.e. A functions as master document).
- Changes in specified sections of doc A can be automatically updated in doc B.

Other ways of doing this, with or without Word, are also of interest. Any ideas?

Thanks!

/M

PS. This question seems a bit off-topic so I hope it's right for this forum.


 

Tony M  Identity Verified
France
Local time: 04:40
Member
French to English
+ ...
Just one idea... Jan 31, 2014

If you could apply a different style to the parts of Document A NOT wanted in Document B (a style that has no visible difference), then you could do a search-&-replace all in Document B ofr 'any character' in 'my style' and replace with nothing — i.e. delete the unwanted bits.

Of course, for Document B to be updated with changes in Document A, you'd have to re-save Document A as Document B each time, and perform one simply search-&-replace operation; you could even, I'm sure, write a little macro to do this automatically from Document A.
Don't know if that helps any, but it could be the least painless way of doing it!

BTW, I suppose it might be possible, to avoid doing the s-&-r trick, to simply define 'my style' as 'hidden text' in Document B — but I wouldn't know how to do that myself. icon_wink.gif


 

Katalin Horváth McClure  Identity Verified
United States
Local time: 22:40
Member (2002)
English to Hungarian
+ ...
A crazy idea Jan 31, 2014

If you are dealing with a simple text file, with minimal formatting (no layout, figures, etc.) then you may try using Excel. It sounds crazy, but here is what I mean:
Put text "A" into a worksheet (Sheet 1) so that each section that you need to include in B is in a separate cell. For example you have 10 sentences in A, and you need only Sentence 5 and 6 in B. Then you put Sentence 1-4 in one cell, 5 and 6 in the next cell and 7-10 in the third cell. Then you open the second sheet and use a formula for referencing the cell that has Sentence 5-6 in it. Whenever you change Sentence 5-6, it will automatically show up in Sheet 2. You can copy and paste textfrom Word to Excel, every paragraph mark in Word will start a new row in Excel. When you copy and paste cells from Excel into Word, you will get a table, but you can merge all cells into one and just copy and paste the text out of the table.
So, clearly, there is some formatting involved, so I am not sure this is practical at all - it depends on the quantity of the text and also how often you would need to do this.


 

Profdoc
Local time: 04:40
Swedish to English
TOPIC STARTER
Thanks for your ideas! Feb 2, 2014

I'll see what I'll come up with.
/M


 

Germaine  Identity Verified
Canada
Local time: 22:40
English to French
+ ...
Can be done, but... Feb 2, 2014

You can do your summary version using this:
http://office.microsoft.com/en-ca/word-help/automatically-summarize-a-document-HA010255206.aspx

I understand that the summary is done using some stats functions. So, you'll get a summary, that's for sure, but will it be a good one? I tried it on numerous documents and from experience, I would say: no. Some things just need the human touch.


 


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