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Recording a Macro to Delete A Day's Work



 
 
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  #11  
Old December 19th 04, 12:59 AM
Teri D MT
external usenet poster
 
Posts: n/a
Default

Sam, thank you very much!

"Sam Hobbs" wrote:

This is a little (a lot?) off-topic, but I can suggest other possibilities.
If you choose to pursue one of these, then there are other groups that can
help.

I assume the files do go somewhere before they are deleted, and I assume
they are copied. It might work to simply move them instead of copying them.

Another possibility is to use removable media, and then the documents can
exist only in the removable media. At the end of the day, remove the media
and send to wherever the data is destined for. There are some wonderful
technologies currently available, such as Flash Drives and USB drives. We
can now have a GB of data stored in a device that is about the size of a
postage stamp; the same type of thing used in Cell phones and cameras for
their memory. However for those (Compact Flash cards) we need a
reader/writer, but those are cheap. A USB drive is about the size of a thumb
and plugs directly into a USB port. One place to look for good deals on
things like that is:

http://rasputinj.com


"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word. Since
we
type medical info, we are not allowed to keep patient information on our
computers (we work at home for a hospital). I would like to make a macro
that we could run that would automatically find and delete all the
dictation
that we typed that day so that it will not stay in our computers. I
myself
of course know how to delete files manually, but some of the newer users
are
petrified of trying anything, so I'd like to make them a macro to do it
for
them until they get a little more used to Word. Thank you for any help.
--
Teri D MT




Ads
  #12  
Old December 19th 04, 01:01 AM
Teri D MT
external usenet poster
 
Posts: n/a
Default

Graham, thank you very much!

"Graham Mayor" wrote:

On reflection, if you are going to delete daily, then you only need the one
folder for your work from this source.
For the purpose of this exercise, let's make that a sub folder of My
Documents called 'Day Work'

In Notebook (because it is easier) enter the following three lines and save
in the Day Work folder with the filename
DelWork.BAT

@echo off
DEL "D:\My Documents\Day Work\*.DOC"
DEL "D:\My Documents\Day Work\*.WBK"

Change the path in lines 2 and 3 to reflect the full path of Day Work folder
for each user's PC.

Create the following macro in Word, preferably in the template that you use
for this type of work and add it to a toolbar button saved in a custom
toolbar again in that template
(http://www.gmayor.com/installing_macro.htm ). Change the path where
indicated to reflect the location of the batch file.

Sub DelDaysWork()
Dim RetVal, Warning, Text
Text = "WARNING!!" & vbCr & "This will PERMANENTLY delete all the files in
the work folder!"""
Warning = MsgBox(Text, vbOKCancel)
If Warning = 2 Then Exit Sub
If ActiveDocument.Saved = False Then ActiveDocument.Save
Documents.Close
'***********
'Change the path in the following line as appropriate
RetVal = Shell("D:\My Documents\Day Work\delwork.bat", 1)
'***********
End Sub

*Note the warning.* This batch file does not move the deleted files to the
Waste Bin, but removes them permanently.
The batch file will remove any document files and their backup files from
the indicated folder. Other types of file will not be removed, thus I have
chosen to save the batch file in that folder - so don't use your personal
documents folder! The warning message provides an opportunity to reconsider.

As far as confidentiality is concerned, I would have though that if you are
permitted to work on such files in your home environment, then encrypting
them provides far greater security from unauthorised access than simply
deleting them. Stronger measures may be required to ensure that the files
are permanently deleted against recovery and this requires additional
software - eg by using something like Swipe -
http://www.qdsecurity.com/products.html
--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



Graham Mayor wrote:
Bearing in mind that the files are not really deleted from your
computer, but merely the filing system no longer points to them when
you 'delete' them then a better file management system would be
advisable.

Personally, I would create separate folders - one for each working
day - under the main documents folder, then each day use the
appropriate folder to save your work. You can then delete all files
from that folder. If security is an issue then password protect the
documents. Words encryption is very effective.


Teri D MT wrote:
Sam, thank you for your reply! I will indeed download the file you
suggest. And just to clarify my question for you or others who might
read this: We type dictation on individual patients, so we may have
for instance 20 files on 20 different patients, none of which we are
allowed to keep in our computers due to confidentiality issues. So
what I'm trying to make is a macro that would automatically go to the
files typed today and delete them all. But you may be right, that
Word is not really made to have this function. I'll try your
suggestion, and thank you again!
Teri

"Sam Hobbs" wrote:

I think the question is not clear. Specifically, I initially thought
that you were asking how to delete text in a Word document, but then
you say "delete files".

I am not a Word expert, but I doubt that there is anything in the
Word interface for deleting files. In other words, do you know how
use Word to delete a file without a macro? If so, then the answer to
your question is that you can record a macro to do what you need to
do. (Actually, it might not be as easy as that, since the filenames
are likely different, but that probably does not matter.)

Word is probably not the best tool for that; you can write a script
to do what you need to do. Whether you write a script or a Word
macro, the solution is probably the same in terms of the functions
used and such. Look at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the
TechNet Script Center Sample Scripts as one help file; to do that,
see the page I reference above; I just want to emphasize that it is
worthwhile doing (downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information
on our computers (we work at home for a hospital). I would like to
make a macro that we could run that would automatically find and
delete all the dictation
that we typed that day so that it will not stay in our computers.
I myself
of course know how to delete files manually, but some of the newer
users are
petrified of trying anything, so I'd like to make them a macro to
do it for
them until they get a little more used to Word. Thank you for any
help. --
Teri D MT




  #13  
Old December 19th 04, 04:35 AM
Sam Hobbs
external usenet poster
 
Posts: n/a
Default

For this also, the FileSystemObject can be used directly in the macro to do
the equivalent of the BAT file, eliminating the need for the BAT file.


"Graham Mayor" wrote in message
...
On reflection, if you are going to delete daily, then you only need the
one
folder for your work from this source.
For the purpose of this exercise, let's make that a sub folder of My
Documents called 'Day Work'

In Notebook (because it is easier) enter the following three lines and
save
in the Day Work folder with the filename
DelWork.BAT

@echo off
DEL "D:\My Documents\Day Work\*.DOC"
DEL "D:\My Documents\Day Work\*.WBK"

Change the path in lines 2 and 3 to reflect the full path of Day Work
folder
for each user's PC.

Create the following macro in Word, preferably in the template that you
use
for this type of work and add it to a toolbar button saved in a custom
toolbar again in that template
(http://www.gmayor.com/installing_macro.htm ). Change the path where
indicated to reflect the location of the batch file.

Sub DelDaysWork()
Dim RetVal, Warning, Text
Text = "WARNING!!" & vbCr & "This will PERMANENTLY delete all the files in
the work folder!"""
Warning = MsgBox(Text, vbOKCancel)
If Warning = 2 Then Exit Sub
If ActiveDocument.Saved = False Then ActiveDocument.Save
Documents.Close
'***********
'Change the path in the following line as appropriate
RetVal = Shell("D:\My Documents\Day Work\delwork.bat", 1)
'***********
End Sub

*Note the warning.* This batch file does not move the deleted files to the
Waste Bin, but removes them permanently.
The batch file will remove any document files and their backup files from
the indicated folder. Other types of file will not be removed, thus I have
chosen to save the batch file in that folder - so don't use your personal
documents folder! The warning message provides an opportunity to
reconsider.

As far as confidentiality is concerned, I would have though that if you
are
permitted to work on such files in your home environment, then encrypting
them provides far greater security from unauthorised access than simply
deleting them. Stronger measures may be required to ensure that the files
are permanently deleted against recovery and this requires additional
software - eg by using something like Swipe -
http://www.qdsecurity.com/products.html
--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



Graham Mayor wrote:
Bearing in mind that the files are not really deleted from your
computer, but merely the filing system no longer points to them when
you 'delete' them then a better file management system would be
advisable.

Personally, I would create separate folders - one for each working
day - under the main documents folder, then each day use the
appropriate folder to save your work. You can then delete all files
from that folder. If security is an issue then password protect the
documents. Words encryption is very effective.


Teri D MT wrote:
Sam, thank you for your reply! I will indeed download the file you
suggest. And just to clarify my question for you or others who might
read this: We type dictation on individual patients, so we may have
for instance 20 files on 20 different patients, none of which we are
allowed to keep in our computers due to confidentiality issues. So
what I'm trying to make is a macro that would automatically go to the
files typed today and delete them all. But you may be right, that
Word is not really made to have this function. I'll try your
suggestion, and thank you again!
Teri

"Sam Hobbs" wrote:

I think the question is not clear. Specifically, I initially thought
that you were asking how to delete text in a Word document, but then
you say "delete files".

I am not a Word expert, but I doubt that there is anything in the
Word interface for deleting files. In other words, do you know how
use Word to delete a file without a macro? If so, then the answer to
your question is that you can record a macro to do what you need to
do. (Actually, it might not be as easy as that, since the filenames
are likely different, but that probably does not matter.)

Word is probably not the best tool for that; you can write a script
to do what you need to do. Whether you write a script or a Word
macro, the solution is probably the same in terms of the functions
used and such. Look at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the
TechNet Script Center Sample Scripts as one help file; to do that,
see the page I reference above; I just want to emphasize that it is
worthwhile doing (downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information
on our computers (we work at home for a hospital). I would like to
make a macro that we could run that would automatically find and
delete all the dictation
that we typed that day so that it will not stay in our computers.
I myself
of course know how to delete files manually, but some of the newer
users are
petrified of trying anything, so I'd like to make them a macro to
do it for
them until they get a little more used to Word. Thank you for any
help. --
Teri D MT





  #14  
Old December 19th 04, 07:58 AM
Graham Mayor
external usenet poster
 
Posts: n/a
Default

The removable media suggestion is potentially a good one, but unfortunately
Word and such removable media do not sit comfortably together. Recent
security updates have contrived to make it difficult to save to them, not
least because of the potential for document corruption. If this works, there
should not be a problem, provided the documents are small, but with the most
recent version of Windows XP, it could be an issue, and there is always the
potential for document corruption lurking in the background. I would
therefore treat this method with caution.

A removable hard drive may be a better bet, though as with any removable
media there is a danger that it could fall into the wrong hands.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org




Sam Hobbs wrote:
This is a little (a lot?) off-topic, but I can suggest other
possibilities. If you choose to pursue one of these, then there are
other groups that can help.

I assume the files do go somewhere before they are deleted, and I
assume they are copied. It might work to simply move them instead of
copying them.

Another possibility is to use removable media, and then the documents
can exist only in the removable media. At the end of the day, remove
the media and send to wherever the data is destined for. There are
some wonderful technologies currently available, such as Flash Drives
and USB drives. We can now have a GB of data stored in a device that
is about the size of a postage stamp; the same type of thing used in
Cell phones and cameras for their memory. However for those (Compact
Flash cards) we need a reader/writer, but those are cheap. A USB
drive is about the size of a thumb and plugs directly into a USB
port. One place to look for good deals on things like that is:

http://rasputinj.com


"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information on
our computers (we work at home for a hospital). I would like to
make a macro that we could run that would automatically find and
delete all the dictation
that we typed that day so that it will not stay in our computers. I
myself
of course know how to delete files manually, but some of the newer
users are
petrified of trying anything, so I'd like to make them a macro to do
it for
them until they get a little more used to Word. Thank you for any
help. --
Teri D MT



  #15  
Old September 23rd 21, 09:44 PM
MSWordGuy MSWordGuy is offline
Junior Member
 
First recorded activity by WordBanter: Aug 2010
Posts: 4
Default

Well, I can tell you that a good solution would be to send your colleagues to professional development, this can be done with tutors, they are also engaged in training new specialists, this can be done through the website https://medicmind.com.au/anz-interview-tutoring/
 




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