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#1
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file naming conventions
I am using Word 2003. I transcribe cases for Justice Dept. I need to save
them with names that identify the region, case number and year. I do it like this 41-23456-08. My manager has told me that I must use a period before the year, like this 41-23456.08. I am sure I once read somewhere that one should not use a period in the file name as the name is actually 41-23456-08.doc and by putting a period before the "08" it can cause the file to become corrupt. Is that correct or would it be in order to name the file 41-23456.08? Your advice appreciated. |
#2
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file naming conventions
Hello Elizabeth
"Elizabeth" wrote: I am using Word 2003. I transcribe cases for Justice Dept. I need to save them with names that identify the region, case number and year. I do it like this 41-23456-08. My manager has told me that I must use a period before the year, like this 41-23456.08. I am sure I once read somewhere that one should not use a period in the file name as the name is actually 41-23456-08.doc and by putting a period before the "08" it can cause the file to become corrupt. Is that correct or would it be in order to name the file 41-23456.08? Your advice appreciated. I've not yet heard of a file getting corrupt like this, but I wouldn't use a dot either. It is not per se forbidden as per, i.e.: http://msdn.microsoft.com/en-us/library/aa365247.aspx HTH Robert |
#3
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file naming conventions
Recent operating systems will not baulk at 41-23456.08.doc or even
41.23456.08.doc; however to save as 41-23456.08 without the doc extension would require you to either use a macro or put quotes around the filename. Word can identify its files no matter what you call them, but using non-standard filename extensions can cause problems with other applications that share the new file extension. You might want to consider creating a macro to save the documents with the required name format. At its simplest that could be Sub myFileSave() Dim sRegion As String Dim sCase As String Dim sYear As String If Len(ActiveDocument.Path) = 0 Then sRegion = InputBox("Enter Region", "Save", "41") If sRegion = "" Then GoTo Cancelled sCase = InputBox("Enter Case No.", "Save") If sCase = "" Then GoTo Cancelled sYear = InputBox("Enter Year", "Save", format(Date, "YY")) If sYear = "" Then GoTo Cancelled ActiveDocument.SaveAs sRegion & "-" & sCase & "." & _ sYear & ".doc" Else ActiveDocument.Save End If Exit Sub Cancelled: MsgBox "User Cancelled!", vbInformation, "Save" End Sub http://www.gmayor.com/installing_macro.htm but it could be improved upon e.g. with a userform to collect all the naming data. For the basics, see Word MVP FAQ - Userforms http://word.mvps.org/FAQs/Userforms.htm for a more in depth explanation, see http://gregmaxey.mvps.org/Create_and...a_UserForm.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Elizabeth wrote: I am using Word 2003. I transcribe cases for Justice Dept. I need to save them with names that identify the region, case number and year. I do it like this 41-23456-08. My manager has told me that I must use a period before the year, like this 41-23456.08. I am sure I once read somewhere that one should not use a period in the file name as the name is actually 41-23456-08.doc and by putting a period before the "08" it can cause the file to become corrupt. Is that correct or would it be in order to name the file 41-23456.08? Your advice appreciated. |
#4
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file naming conventions
"Elizabeth" wrote in message
... I am using Word 2003. I transcribe cases for Justice Dept. I need to save them with names that identify the region, case number and year. I do it like this 41-23456-08. My manager has told me that I must use a period before the year, like this 41-23456.08. I am sure I once read somewhere that one should not use a period in the file name as the name is actually 41-23456-08.doc and by putting a period before the "08" it can cause the file to become corrupt. Is that correct or would it be in order to name the file 41-23456.08? Your advice appreciated. Changing the file extension doesn't corrupt a file. It does, however, make it a little more difficult to open outside of the application. All a file extension really does is "tell" your operating system, such as Windows, which program it needs to open when you double-click on your Desktop or in the Windows Explorer, such as My Computer. These days if you add a period in your file name the extension will not be changed. Your file will be named 41-23456.08.doc. The Office applications are pretty protective of their extensions and will automatically add it. It's more work to force the applications save a file with a different extension. :-) -- ~~~~~~~~~~~~~~~ Beth Melton Microsoft Office MVP https://mvp.support.microsoft.com/profile/Melton What is a Microsoft MVP? http://mvp.support.microsoft.com/gp/mvpfaqs Guides for the Office 2007 Interface: http://office.microsoft.com/en-us/tr...295841033.aspx |
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