WD: How to Insert a File and Retain Its Margins

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows NT, version 6.0
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a

SYMPTOMS

When you insert one document (source) into another document (destination) that contains different formatting, the formatting of the source document takes on the formatting of the destination document. Document layout formatting (such as margin settings, headers and footers, and page orientation) take on the formatting of the destination document, even when you insert a section break before you insert the source document.

WORKAROUND

In order to retain document settings of an inserted file, additional formatting must be added to both the source and destination documents. In the source document, you must insert a continuous section break at the bottom of your source document in order to retain the document settings when the source document is inserted into a different (destination) document. In the destination document, you must add a Next Page section break to isolate the inserted file from the rest of the destination document.

Source Document

1. Open the document that will be inserted (source).



2. Press CTRL+END (COMMAND+END on the Macintosh) to place your insertion point at the end of the source document.



3. On the Insert menu, click Break.



4. Under Section Breaks, click to select Continuous and then click OK.

Destination Document

1. Position the insertion point at the end of the destination document.



2. On the Insert menu, click Break, choose Next Page under Section Breaks, and then click OK.



3. Move the insertion point to the end of the document. To do this quickly in Windows, press CTRL+END. On the Macintosh, press COMMAND+END.



4. On the View Menu, click Header And Footer.



5. Click the Same As Previous button on the Header And Footer toolbar to deactivate (turn off) this setting for both the Header and the Footer.
   
   NOTE: This option disconnects the section from previous sections but does not disconnect it from subsequent sections.



6. Click the Close button on the Header and Footer Toolbar.



7. Use either of the following methods:
   
   
   • On the Insert Menu, click File. Locate the file you want to insert, and then click OK.
     
     NOTE: You can select the Link to File check box to create an IncludeText field or clear this option if you just want to insert the other document.
   
   
   

   -or-

   • On the Insert Menu, click Field. From the Field Names list, select the IncludeText field. In the Field Codes box, type the full path of the source document (for example, c:\\winword\\mydoc.doc), and then click OK.
   
   
   
   The source document now retains its formatting when you insert it into the destination document.

1. Position the insertion point at the end of the destination document.



2. On the Insert menu, click Break, choose Next Page under Section Breaks, and then click OK.



3. Move the insertion point to the end of the document. To do this quickly in Windows, press CTRL+END. On the Macintosh, press COMMAND+END.



4. On the Insert Menu, click Field.



5. From the Field Names list, select the IncludeText FIELD. In the Field Codes box, type the full path of the source document, and then click OK.
   
   For example, type in the full path to your source document as C:\\Winword\\Mydoc.doc (Windows) or Macintosh HD:Desktop:Mydoc (Macintosh).


The source document now retains its formatting when you insert it into the destination document.

NOTE: You can unlink the IncludeText field so that it is no longer a field, but actual text. To do this in Windows, select the field and then press CTRL+SHIFT+F9. On the Macintosh, use the COMMAND+SHIFT+F9.

Additional query words: inserting importing sections formatting changes different target margins dissimilar

Keywords : wordnt kbfield winword ntword macword word6 word7 word95
Version : MACINTOSH:6.0,6.0.1,6.0.1a; WINDOWS:6.0,6.0a,6.0c,7.0,7.0a; winnt:6.0
Platform : MACINTOSH WINDOWS winnt
Issue type : kbprb