file naming conventions

[Elizabeth]

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.

 

[Robert M. Franz (RMF)]

Hello Elizabeth

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

 

[Graham Mayor]

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_employ_a_UserForm.htm

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Beth Melton]

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/training/HA102295841033.aspx