Why Versions isn't a good idea

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I've just read an interesting article on why using Versions can lead to a
corrupt file.
Is the same true if I save each new version using a different file name?

The suggestion I've read on the MVP website is to put version numbers in the
headers & footeres instead of using the Versions option. But I have a couple
of questions, if anyone can help.

1 What is the point of using version numbers in the header or footer?
2 Why not just overwrite by saving using the same file name?
3 How does this method prevent file corruption? I'm not clear.
4 Is it possible to go back to a previous version using this method?
 
No, saving each new version to a different name is a good way of preserving
your workflow. It is the "versions" feature that causes the problems.
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide

See also the MVP FAQ: http://www.mvps.org/word which is awesome!
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Hi Jackie
1 What is the point of using version numbers in the header or footer?
Click to expand...
If I am writing a large document, I may create Version 1 and distribute it
to my colleagues for comment. I might then amalgamate their feedback into
Version 2 and distribute it back to them. After I get more feedback I might
create Version 3 to send to my boss for approval. In this case, various
people in the office might have printed copies of the document, but they
won't be the same. Some will have the first version, some will have the
second, some will have the third. So putting a version number in the header
or footer identifies which document is which.
2 Why not just overwrite by saving using the same file name?
Click to expand...
Not a bad idea. But if for some reason I want to be able to refer to the
earlier version, it might be helpful to have a copy.
3 How does this method prevent file corruption? I'm not clear.
Click to expand...
Word has Versions functionality that keeps track of different versions of a
document. However, this keeps everything in one big file. That is, all the
different versions of a document are maintained in one large file. There is
a risk that Word might lose track of which bit belongs where. The larger and
more complex the file, the more things that can go wrong.

If you save in separate documents, the files are smaller and less complex,
and therefore less prone to corruption.
4 Is it possible to go back to a previous version using this method?
Click to expand...
Yes.

The safest thing to do is to save different versions of your document with
different file names and/or in different foders. For example, you might save
a document as SalesReport_1.doc, SalesReport_2.doc. Sometimes it's useful to
put the date in the file name, for example SalesReport_27June2005.doc and
SalesReport_2August2005.doc. Or, you could create separate folders to hold
the different versions.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word
 
I've just read an interesting article on why using Versions can lead to a
corrupt file.
Is the same true if I save each new version using a different file name?
No.

The suggestion I've read on the MVP website is to put version numbers in the
headers & footeres instead of using the Versions option. But I have a couple
of questions, if anyone can help.

1 What is the point of using version numbers in the header or footer?
Click to expand...
So you can identify which file -- and therefore which version -- was
used to print the copy you're looking at. This isn't required, just a
helpful suggestion.
2 Why not just overwrite by saving using the same file name?
Click to expand...
Because then you would lose the ability to go back to a previous
version (your #4). If there's only one name, then there's only one
file and thus only one version (if you're not using the Versions
feature).
3 How does this method prevent file corruption? I'm not clear.
Click to expand...
First you need to know why the Versions feature can cause
corruption... A Word file on disk is a very complex structure,
containing the text, tables of numbers that describe the formatting,
and other tables of numbers that describe where the formatting is
applied. The Versions feature saves all of that, for all versions of
the document, in one file. Sometimes the code that manages the
connections becomes confused by multiple changes within the same area
-- that's what document corruption is.

Keeping each version in a separate file greatly reduces the difficulty
of keeping the connections accurate.
4 Is it possible to go back to a previous version using this method?
Click to expand...
If each version is in its own file, all you have to do is open the
correct file.
 
Thanks very much for your help Shauna. This explains it very clearly. Really
appreciate your lengthy response.
 
Thanks Charles.
--


Many thanks
JD


Charles Kenyon said:
No, saving each new version to a different name is a good way of preserving
your workflow. It is the "versions" feature that causes the problems.
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide

See also the MVP FAQ: http://www.mvps.org/word which is awesome!
--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.
Click to expand...
 
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