MS Office - Documents vs. Files
I've always thought of every document as its own file, I guess in the same way every HTML file is usually a single page - you don't have 2 web pages in the same HTML file, so I guess that thinking is the way I look at documents.
But one file can hold multiple pages of information. I think of a page as a fixed size and a file as zero or more pages of information.
I tend to make different documents for different parts that live in a parent directory (like someone said before). So, my client correspondence would be in a folder called ‘Client32’ (for example) and in a particular file. The invoices I send would be in different files (invoice_20-MAY-04.doc etc.).
My folders for documents are called "Correspondence", "Auditor", "Work", "Personal". Each has files named something like "Customer1", "Customer2", "Tax2003", "Colleague1", "JoS", etc.. Each of those files have pages with the appropriate headings and/or sheet names. So Tax2003 will have a sheet labelled "Trial Balance" among others and "Customer1" will have pages titled "Quotation", "Invoice", "Request for Clarification" among others, either as page titles or as the subject fields of letters. So to locate any information on any individual/topic, my search is more of a Ctrl-F rather than a Win-F.
With Word your boss is 100% right. Each document you send out is a separate entitiy and should be filed as such. Then keep a separate folder for each client. That is the dead tree model - you have separate letters kept together in a folder.
Incidentally there is nothing to stop you keeping one "consolidated" copy of everything in addition to the individual copies.
But then Stephen, is it not inefficient to have N number of one-page Word .DOC files - invoices/bills - in a folder rather they being in one file called, say, 'Bills', or as I am doing, customer-specific? As I mentioned earlier, I find a File-Start/Scroll Down-Eyeball faster than navigate through the FileSystem.
Keep all the files separate but have another Word Document called "Consolidated" and cut and paste them all in, if that's your worry.
I had the hardest time understanding your question, because I was thinking, you can't possibly mean you put everything into one Word document, can you? But that's apparently exactly what you're doing, which is a recipe for disaster. It's also not how Word is supposed to be used. It's a word processor, not a file system.
How is having around 50 odd pages in a Word document a recipie for disaster? Does MS Word break with so much in it? None of my correspondence with my customers or my auditor has exceeded that. The max I have is with one customer who has placed orders with us about 5 times this year and their 'file' is 56 pages 'thick'.
So each time you do a new order or whatever you fire up the same word file? You foul up one time and the whole lot of documents has gone.
Word can handle 50 pages easily. What Stephen's concerned about is constant shuffling of individual pages into and out of a file. I have to agree I think it's asking for trouble. Not necessarily because Word will have an issue, but as he alludes to in his latest post - because users will have issues. Pages will get pasted in the middle of other pages, pages will get deleted wholesale without anyone noticing, one Ctrl-A, delete, close and you may be completely screwed, etc.
KayJay, do you have any bullets or autonumber paragraphs in that document? For if you do... you should really read the two earlier threads on that subject.
I have to agree with your boss for multiple reasons.
By the way, if you add enterprise search capability, it's going to locate terms and return links to files - having 50+ documents in a file means having to search again...
Call me Word challenged, but I could never even get the cover sheet and bibliography pages of papers in school in the same Word document without fouling up the formatting.
OK. Thaks all of you. Since it has been unanimous thus far, I'll switch over.
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