OmniDocHow to merge documents in Word and retain the original format
Describes how to preserve the format of each part when merging Word documents, including selecting tools, unifying styles before merging, section processing, and item-by-item verification after merging, and introduces the steps to operate in the OmniDoc web page editor.
Key points of this article
- Unify the style names of each file before merging to avoid the title and text fonts from jumping after splicing.
- Separate different parts of the page layout with section breaks, allowing each section to retain its own margins, headers and footers.
- Open the file as a manuscript in a web editor and check the formatting paragraph by paragraph after pasting other content.
- Update the table of contents, page numbers and cross-references after merging, and check whether the pictures, tables and formulas are complete item by item.
Many people need to combine several Word documents into one, such as chapters written by several colleagues, reports from different periods, or various parts of a paper. Common troubles are: after copying and pasting, the fonts, paragraph spacing, and title levels are all messed up, and the headers and footers are also misaligned. As a result, it takes more time than rearranging.
This article is for people who need to merge Word documents but don’t want to rearrange them. We will explain the general types of tools for merging documents in Word, how to choose according to the file situation, and how to try to preserve the original format of each part when merging. After reading, you will be able to decide which method to use and know where to check after merging.
One thing needs to be explained first: merging Word and merging PDF are two different things. PDF pages have a fixed layout, and merging mainly involves splicing pages; Word is an editable text stream, and styles, sections, and numbers must be processed at the same time when merging, and the risk of format loss is greater.
How to choose a tool for merging documents in word? One sentence conclusion
Conclusion: When the file styles are unified and only need to be spliced sequentially, it is enough to use the insert file function of desktop office software; when the formats of the various parts are greatly different or need to be edited online, it is more secure to open the manuscript in a web editor and then merge other content.
| your situation | Recommended practices | reason |
|---|---|---|
| Several documents have the same style, but are spliced together sequentially. | Use the "Insert File" function of desktop office software to insert files one by one in order. | Few operations, most of the paragraphs and character formats of each file can be retained |
| Titles, fonts, and margins of each section are inconsistent | Unify the style names first and then merge them; separate different parts of the page settings with sections | Style conflicts and confusing page settings are the main causes of formatting confusion |
| Files need to be edited online and shared with others | Use the OmniDoc web editor (app.unidoc.top) to open the Word file as a manuscript, and then paste other content | The web page editor supports Word-compatible editing, and can be directly exported to .docx after merging. |
| The document contains formulas, charts, and tables of contents | After merging, check one by one, the catalog and chart numbers need to be updated | These elements rely on domains and references in the original file and are prone to failure after splicing. |
| There are revisions and comments in the document | Accept or reject revisions before merging, and save complex revision records as backups | Revision marks are mixed together, making it difficult to tell who changed which paragraph. |
Before you start: Confirm these points first
1. Confirm that each document is the final version. Modifying after merging requires repeated operations in multiple places, and it is easy to miss modifications. Finalize first, then merge, and format checking will make sense.
2. Check the style name of each file. If the title, text, and caption styles have the same names but different definitions, the definitions in the manuscript will usually prevail after merging, so the title of a certain part suddenly changes the font. Compare before merging to find problems in advance.
3. See which parts require independent page settings. Horizontal table pages, different page margins, and separate covers need to be separated by section breaks. Without sectioning, subsequent sections are forced to use the previous page settings.
4. Back up original files. Once the merge operation is saved and overwritten, the format of the original file may not be restored. Make a copy of each source file and save the merged result under a new file name.
5. Check domains and citations. Table of contents, page numbers, cross-references, and caption numbers are essentially "fields" and depend on the document structure. After merging, these contents often need to be updated uniformly, so you need to know what is in the document before merging.
Steps to merge two Word documents in the web editor
Steps to merge Word documents using OmniDoc web editor
- back up and name it. copy two original .docx files and give the merge result a new file name, such as "report-merge version .docx".
- Open the manuscript. visit app.unidoc.top and open the Word file as a manuscript, usually selecting the one with complete page setup and style.
- locate the insertion point. place the cursor in the manuscript where you need to access the new content, such as at the end or after a chapter.
- copy the source content. Select the parts that need to be merged in another Word file and copy them. If the whole document is to be merged, it can be selected and copied.
- paste and check immediately. when you go back to pasting the manuscript, first check whether the title level, font and picture are complete. If the format is obviously deviated, after undoing, unify the style in the source file, and then copy it again.
- handle page setup differences. if the margins, orientation, or header footer of the two parts are different, sections should be used at the junction so that each section retains its own settings. Page editor temporarily unable to complete the settings, you can go back to the desktop software to complete this step.
- update catalogs, page numbers and numbers. after the merger is completed, update the catalogue and page number uniformly, and check whether the chart number and cross-reference correspond to the text.
- Export and review. Export the result to .docx, open it again with desktop office software, look through it from beginning to end, and make sure that the format has not changed in another environment.
In the process of merging, it is recommended to save each paragraph and keep the version of each stage, so that it is easy to go back to the previous step if there is a problem.
# check item by item after completion
After the merger results come out, don't just look at the first page. It is recommended to check item by item according to the table below. The sooner the problem is found, the easier it is to fix it.
| Check item | What do you think? | What if there's a problem? |
|---|---|---|
| Title level | Open the navigation pane or outline view to see if the titles of each section are at the correct level | After unifying the style, reapply the corresponding style to the title paragraph |
| Font and paragraph spacing | Compare before and after each joint to see if the font and line spacing are abrupt. | Select the abnormal paragraph and apply the body style after clearing the direct format |
| Header, footer and page number | Turn to the beginning of each section to see if the header, footer and page number continue. | Check whether the section is linked to the previous section, and set it separately after breaking the link if you need to be independent. |
| Pictures, tables and formulas | Confirm whether it is complete and whether the position corresponds to the text one by one | Copy and paste again from the source file and check the table column width and formula number |
| Catalogue, caption and cross-reference | Compare the table of contents page number with the chart number in the body | Check it all over again after all updates. |
| Text content | Spot check dates, numbers, names and proper nouns | Correct the photo source file, do not modify it according to impression in the process of merging |
# which method is suitable for you?
- several personal notes or drafts are put together : merge them sequentially by inserting files directly, and check the title and page number without excessive processing. - official report written by multi-person division of labor : first agree on a unified style template, and let everyone apply the same set of title and text style before merging, and the probability of error after merging will be significantly reduced. - papers or bids, page setup is complex : each part is processed in sections, and the header, footer, table of contents and chart numbers are checked after merging. - need to share online and continue collaborative editing *: complete the merge in the OmniDoc page editor, export .docx and then send it to others.
# frequently asked questions (FAQ)
1. After the merger, the title style has all become the text, what should I do?
In most cases, the title style name of the source file is inconsistent, or the style is not taken with you when pasting. Unify the title style in the manuscript, and then select the title paragraph one by one to apply the corresponding style.
2. What is the difference between merging Word documents and merging PDF?
PDF merging is mainly about stitching fixed-layout pages, and the content itself will not change. Word merging deals with editable text, styles, sections, and numbers, so it is more necessary to unify the format before merging and check item by item after merging.
3. The header and footer after the merger is wrong, why?
Usually the new section continues the header and footer of the previous section by default. Find the corresponding section, break the link with the previous section, and then set it separately.
4. There are revisions and comments in the document. Can you keep them when merging?
It is recommended to deal with the amendments first, accept or reject them, and then merge them, so as to avoid mixing the amendment marks from different sources. If you do need to keep a revision record, you can save a separate file with revisions as a backup before merging.
5. If you don't want to install software, what should you pay attention to when merging with online tools?
When selecting online tools, you can see whether the file size is limited, whether it is watermarked, whether the privacy policy is clear, and whether the typesetting can be retained after the merger. The web editor can open the Word file directly in the browser, and you can follow the above steps.
# Summary
To merge Word documents and retain the original format, the key is to unify the style before merging, retain different page settings with sections, and check item by item after merging. According to the file situation, choose the right word how to merge the document tool, and then follow the steps, most of the format problems can be avoided in advance when splicing.
