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Visible vs Invisible content in Word 2010 Master Documents

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Last Modified: 2012-05-12
Currently we have a client who is creating manuals in InDesign on several different layers.  They take several documents and combine them into one to create the manual.  They have 3 layers in InDesign:
1.  text & pictures (as links)
2.  instructor notes
3.  header/footer

So I am working with them on creating the documents in Word using Master Documents, styles and auto-created Table of Contents so that they can more easily manipulate their data and have their table of contents update and their pages re-paginate automatically.

The one thing that I am struggling on figuring out is how to do the instructor notes.  Right now they have them on a separate layer, so if they want to print a regular manual (no instructor notes) they turn off the layer and print.  When they want to print an instructor manual they leave the layer visible and print.

Does anyone know of an easy way to do something like this in Word 2010?  I have been racking my brain and I am stumped.  Please let me know what you think.
Again, this would be in a Master document in Word 2010.  Thanks!
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Commented:
would it be possible to put the instructor note using a separately defined style which can be hidden when not needed?

Reg

Author

Commented:
Possibly.  
The problem that I am running into is that the pages need to match in both manuals, so it can't be a lot of extra information, it is just going to be a blurb here and there.
What do you think of using Markup Balloons?
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Commented:
I guess that depends on how much structure is in them. If its truly notes, just providing small additions/clarifications of the text then It should work well - though it might get messy keeping track of what goes where.

But if they use images and a text that is longer than the item they are commenting on they will not flow well down the page and the narrow strip will need careful management of content or the line breaks will make things confusing

If they dont need to be inline you could consider footnotes/endnotes as well

Reg

Author

Commented:
Very true about footnotes/endnotes.  That might be a possibility.
How would I go about doing the separately defined style that could be hidden?
Paul SauvéRetired
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Commented:
Hi Karaflanagan,

Please see this article: How to hide text in MS Word 2007

Please note that it also works in Word 2010.

PaulS
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Commented:
First of all establish which styles the current instructor notes use, hopefully its just a regular mix of normal and headings. Create a new style based on Normal called something obvious - InstrNotesNormal for example. Then create a new version of each of the other styles you are going to use prefixed with InstrNotes (so InstrNotesHead1, etc). but make sure thay are 'based on' InstrNotesNormal rather than Normal (which is the default).

When you dont want the instructore notes you can change the font of InstrNotesNormal to be 'hidden' and this will ripple through the styles based on it.

There is a View settting which will let them remain visible in the document whilst not printing which should help with editing.

Author

Commented:
This is awesome!  Thanks so much for your help.