A question re corruption

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A

aalaan

Quite a lot has been written about avoiding corruption of documents, and
one piece of advice has been "do not save to A: from Word (though from
Explorer is okay). I habitually save to a memory stick/flash drive in
drive E and I would like to automate this with a VBA macro. Does anyone
have any information on why saving to A: from Word causes corruption,
and more importantly whether or not saving to E: poses the same danger?
Alternatively (and OT) is it possible to write a VBA (or other) Macro to
invoke this procedure from a hot key while in Windows Explorer (where I
currently do this manually)?

TIA
 
I could try to give you the reason I've been told - but probably would end
up phrasing it wrong. All I know is that it has to do with the temp files
created - and that it only takes a few more moments to do it correctly.
 
The main problem with using floppies is that they don't offer much space.
Others are that they are a lot slower than disk access, and that the user
might take the medium out before everything has been written and temp files
have been cleaned up.

I have heard from Microsoft that they did a lot of work on the issues with
removable media (floppys, memory sticks...) in recent versions, and that it
is less problematic today.
Personally I still avoid to work on removeable media (including to open/save
files on them directly from Word).

You could write a macro, but I'm not sure it is worth the trouble. You can
copy the file path from Word's File dialogs (right-click on the file,
Properties > Location), and paste it into the Explorer.

Greetings,
Klaus
 
The reasons were mainly that floppies are (relatively) VERY slow to read or
write and not the most reliable media. When Word saves (especially in older
versions), it needs to build up the saved file and it does this by creating
a temporary file in the target folder gradually adding or overwriting bits
until it has a complete file. This is then rewritten and saved as the
document file. But the temp file is locked and active until the document is
fully closed and Word/Windows releases the temp file.

Problems become serious if the file is fairly large or the floppy is
partially filled because the document file and the temp files may have
insufficient room to co-exist on the floppy. To make matters worse,
simultaneous reading and writing to the floppy is happening at the very slow
rate of the floppy drive.

So all in all, it was hardly surprising that floppies were a disaster with
Word! The best and safest solution for you is to write your macro to save
the file to the main HDD and then COPY or MOVE it to the mem stick.

Although Word is not so demanding these days, problems still do occur. I
have a colleague who has now twice corrupted large documents using a memory
stick to move between home and work to continue working on a document.

You now know the risks!

--
Terry Farrell - Word MVP
http://word.mvps.org/

: Quite a lot has been written about avoiding corruption of documents, and
: one piece of advice has been "do not save to A: from Word (though from
: Explorer is okay). I habitually save to a memory stick/flash drive in
: drive E and I would like to automate this with a VBA macro. Does anyone
: have any information on why saving to A: from Word causes corruption,
: and more importantly whether or not saving to E: poses the same danger?
: Alternatively (and OT) is it possible to write a VBA (or other) Macro to
: invoke this procedure from a hot key while in Windows Explorer (where I
: currently do this manually)?
:
: TIA
 
Thank you, Terry. I had part of it right but you said it ever so much better
than I would have.
 
I take it that you all see no problem in copying and pasting within
Windows Explorer then (rather than via a Macro in Word). Or, another
thought, can one access Windows Explorer from Word, do it there, and
come back again - all in a Macro?
 
No, because the file is then closed. There should also not be any problem
using a macro to copy a closed file.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP
 
You can also do it from the File, Open or File, SaVeAs dialog from Word.
Right-click on the file and use Sent To, Drive X.

Terry

:I take it that you all see no problem in copying and pasting within
: Windows Explorer then (rather than via a Macro in Word). Or, another
: thought, can one access Windows Explorer from Word, do it there, and
: come back again - all in a Macro?
:
:
: TF wrote:
: >
: > The reasons were mainly that floppies are (relatively) VERY slow to read
or
: > write and not the most reliable media. When Word saves (especially in
older
: > versions), it needs to build up the saved file and it does this by
creating
: > a temporary file in the target folder gradually adding or overwriting
bits
: > until it has a complete file. This is then rewritten and saved as the
: > document file. But the temp file is locked and active until the document
is
: > fully closed and Word/Windows releases the temp file.
: >
: > Problems become serious if the file is fairly large or the floppy is
: > partially filled because the document file and the temp files may have
: > insufficient room to co-exist on the floppy. To make matters worse,
: > simultaneous reading and writing to the floppy is happening at the very
slow
: > rate of the floppy drive.
: >
: > So all in all, it was hardly surprising that floppies were a disaster
with
: > Word! The best and safest solution for you is to write your macro to
save
: > the file to the main HDD and then COPY or MOVE it to the mem stick.
: >
: > Although Word is not so demanding these days, problems still do occur. I
: > have a colleague who has now twice corrupted large documents using a
memory
: > stick to move between home and work to continue working on a document.
: >
: > You now know the risks!
: >
: > --
: > Terry Farrell - Word MVP
: > http://word.mvps.org/
: >
: > : Quite a lot has been written about avoiding corruption of documents,
and
: > : one piece of advice has been "do not save to A: from Word (though from
: > : Explorer is okay). I habitually save to a memory stick/flash drive in
: > : drive E and I would like to automate this with a VBA macro. Does
anyone
: > : have any information on why saving to A: from Word causes corruption,
: > : and more importantly whether or not saving to E: poses the same
danger?
: > : Alternatively (and OT) is it possible to write a VBA (or other) Macro
to
: > : invoke this procedure from a hot key while in Windows Explorer (where
I
: > : currently do this manually)?
: > :
: > : TIA
 
Sorry Guys, now I'm really confused! Surely it has been said here that
saving to A: or even E: direct from Word is likely to cause corruption.
Therefore 'save as' is not right (which is what I used to do). But
copying from C: to E: under Windows Explorer is OK away from Word. Then
my question was: can we use a macro in Word to get temporarily out of it
to Windows Explorer and then do the copy and then return, like System
used to get you out of BASIC (shows age <g>) and let you do things in
DOS and then return.

Alternatively, can I make some form of macro that will operate from a
hot key when in Windows Explorer? BTW, I have got VB5. This would be
OK as I spend a lot of time in Explorer...
 
If the document is closed, you can right-click on the filename in Word's
File Open dialog and use Send To to send (copy) it to any drive (or any
other location). that's on your Send To menu.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.
 
JoAnn said:
I could try to give you the reason I've been told - but
probably would end up phrasing it wrong. All I know is that
it has to do with the temp files created - and that it only
takes a few more moments to do it correctly.
Click to expand...

It has to do with the temporary files created during editing.
SAVING to A should be OK, but trying to edit a file while it's on
the A drive will quickly use up all the available space on A, and
causes corruption in the process.
So, Save to A is OK. Opening a file on A to edit it, is not
OK because of all the temporary files that Word will create.
It's the space available that becomes the problem; nothing else.

HTH
Pop
 
TF said:
The reasons were mainly that floppies are (relatively) VERY
slow to read or write and not the most reliable media. When
Word saves (especially in older versions), it needs to
build up the saved file and it does this by creating a
temporary file in the target folder gradually adding or
overwriting bits until it has a complete file. This is then
rewritten and saved as the document file. But the temp file
is locked and active until the document is fully closed and
Word/Windows releases the temp file.

Problems become serious if the file is fairly large or the
floppy is partially filled because the document file and
the temp files may have insufficient room to co-exist on
the floppy. To make matters worse, simultaneous reading and
writing to the floppy is happening at the very slow rate of
the floppy drive.

So all in all, it was hardly surprising that floppies were
a disaster with Word! The best and safest solution for you
is to write your macro to save the file to the main HDD and
then COPY or MOVE it to the mem stick.

Although Word is not so demanding these days, problems
still do occur. I have a colleague who has now twice
corrupted large documents using a memory stick to move
between home and work to continue working on a document.

You now know the risks!
Click to expand...

But over 50% of the things you said are just plain wrong and
belong in the myth category; sorry.
 
Sorry Guys, now I'm really confused! Surely it has been
said here that saving to A: or even E: direct from Word is
likely to cause corruption.
Click to expand...

That depends on the size of the file and whether or not you are
editing it on that drive. Save To simply writes to the target
drive. Nothing wrong with that and it's very similar in context
to a Copy except hte file is open.
BUT, after you've done a Save As, do NOT continue to edit the
file, because you will now be editing ON that drive.
Save As has to be the LAST save you do. Which means, of
course, also Save a copy of the same thing to the C or D or
whatever drive it started out on, for further editing in the
future. So using the Save As method, you effectively have to
save twice to keep it all in sync.
So, Save As, though it works, is not a panacea. Copying the
closed file is the best method.


Therefore 'save as' is not
right (which is what I used to do). But copying from C: to
E: under Windows Explorer is OK away from Word.
Click to expand...

Copying a closed file is OK from any app anywhere. Word does not
have a Copy function, afaik.

Then my
question was: can we use a macro in Word to get temporarily
out of it to Windows Explorer and then do the copy and then
return, like System used to get you out of BASIC (shows age
<g>) and let you do things in DOS and then return.
Click to expand...

Yes, a VB script or macro or windows script or even a batch file
could do that.
Alternatively, can I make some form of macro that will
operate from a hot key when in Windows Explorer? BTW, I
have got VB5. This would be OK as I spend a lot of time in
Explorer...
Click to expand...

Yes, that will suffice. So would a batch file if you'd rather
write that. Either way, you need to be copying a closed file,
that's all. Once they're closed it doesn't much matter what
created them.
You might also want a script to pull the file back off A or E
for when you want to do further edits to it. It could do the
copy and start Word for you.

I do not write scripts for others though; sorry.

If you know VB a little, you might enjoy RemoteKeys at
http://www.freewarehits.de/
Caveat: I believe it's unsupported and not all the
documentation is in English, but it's bug free near as I can tell
and incredibly useful. Handles both mouse/keyboard macros at
same time. Takes a few minutes to get your head around, but once
you do, it's very easy to use. It can even be activated when an
app starts, or by a hot key you decide on. Incredible program,
IMO. Like I said, not supported, though; the author seems to
have moved on but left his site behind.

HTH
Pop
 
Suzanne said:
If the document is closed, you can right-click on the
filename in Word's File Open dialog and use Send To to send
(copy) it to any drive (or any other location). that's on
your Send To menu.
Click to expand...

That's an extremely useful tip that many people overlook! I
forget it myself from time to time. This is one of those
times<G>.

Pop
 
One other problem with saving to A:, though, is that it remains your logged
drive till you select another. Removing the floppy from the drive while it's
still active can cause problems, though probably not as many problems as can
be caused by editing a file on the floppy drive (where you can get into
serious trouble if you remove a disk prematurely--that is, before Word is
through doing all the file swapping and deleting it does when you close the
file).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.
 
Thanks for that, Pop.

POP said:
That depends on the size of the file and whether or not you are editing it
on that drive. Save To simply writes to the target drive. Nothing wrong
with that and it's very similar in context to a Copy except hte file is
open.
BUT, after you've done a Save As, do NOT continue to edit the file,
because you will now be editing ON that drive.
Save As has to be the LAST save you do. Which means, of course, also
Save a copy of the same thing to the C or D or whatever drive it started
out on, for further editing in the future. So using the Save As method,
you effectively have to save twice to keep it all in sync.
So, Save As, though it works, is not a panacea. Copying the closed file
is the best method.


Therefore 'save as' is not

Copying a closed file is OK from any app anywhere. Word does not have a
Copy function, afaik.

Then my

Yes, a VB script or macro or windows script or even a batch file could do
that.


Yes, that will suffice. So would a batch file if you'd rather write that.
Either way, you need to be copying a closed file, that's all. Once
they're closed it doesn't much matter what created them.
You might also want a script to pull the file back off A or E for when
you want to do further edits to it. It could do the copy and start Word
for you.

I do not write scripts for others though; sorry.

If you know VB a little, you might enjoy RemoteKeys at
http://www.freewarehits.de/
Caveat: I believe it's unsupported and not all the documentation is in
English, but it's bug free near as I can tell and incredibly useful.
Handles both mouse/keyboard macros at same time. Takes a few minutes to
get your head around, but once you do, it's very easy to use. It can even
be activated when an app starts, or by a hot key you decide on.
Incredible program, IMO. Like I said, not supported, though; the author
seems to have moved on but left his site behind.

HTH
Pop
Click to expand...
 
Suzanne said:
One other problem with saving to A:, though, is that it
remains your logged drive till you select another. Removing
the floppy from the drive while it's still active can cause
problems, though probably not as many problems as can be
caused by editing a file on the floppy drive (where you can
get into serious trouble if you remove a disk
prematurely--that is, before Word is through doing all the
file swapping and deleting it does when you close the
file).
Click to expand...

True! Good point, and a good catch.

Pop
 
Send To is not Saving the file: it is MOVING a copy to location X. You are
just using the File, Open or File Save dialogs as a way to select the file
for the move.

Terry

: Sorry Guys, now I'm really confused! Surely it has been said here that
: saving to A: or even E: direct from Word is likely to cause corruption.
: Therefore 'save as' is not right (which is what I used to do). But
: copying from C: to E: under Windows Explorer is OK away from Word. Then
: my question was: can we use a macro in Word to get temporarily out of it
: to Windows Explorer and then do the copy and then return, like System
: used to get you out of BASIC (shows age <g>) and let you do things in
: DOS and then return.
:
: Alternatively, can I make some form of macro that will operate from a
: hot key when in Windows Explorer? BTW, I have got VB5. This would be
: OK as I spend a lot of time in Explorer...
:
: TF wrote:
: >
: > You can also do it from the File, Open or File, SaVeAs dialog from Word.
: > Right-click on the file and use Sent To, Drive X.
: >
: > Terry
: >
: > :I take it that you all see no problem in copying and pasting within
: > : Windows Explorer then (rather than via a Macro in Word). Or, another
: > : thought, can one access Windows Explorer from Word, do it there, and
: > : come back again - all in a Macro?
: > :
: > :
: > : TF wrote:
: > : >
: > : > The reasons were mainly that floppies are (relatively) VERY slow to
read
: > or
: > : > write and not the most reliable media. When Word saves (especially
in
: > older
: > : > versions), it needs to build up the saved file and it does this by
: > creating
: > : > a temporary file in the target folder gradually adding or
overwriting
: > bits
: > : > until it has a complete file. This is then rewritten and saved as
the
: > : > document file. But the temp file is locked and active until the
document
: > is
: > : > fully closed and Word/Windows releases the temp file.
: > : >
: > : > Problems become serious if the file is fairly large or the floppy is
: > : > partially filled because the document file and the temp files may
have
: > : > insufficient room to co-exist on the floppy. To make matters worse,
: > : > simultaneous reading and writing to the floppy is happening at the
very
: > slow
: > : > rate of the floppy drive.
: > : >
: > : > So all in all, it was hardly surprising that floppies were a
disaster
: > with
: > : > Word! The best and safest solution for you is to write your macro to
: > save
: > : > the file to the main HDD and then COPY or MOVE it to the mem stick.
: > : >
: > : > Although Word is not so demanding these days, problems still do
occur. I
: > : > have a colleague who has now twice corrupted large documents using a
: > memory
: > : > stick to move between home and work to continue working on a
document.
: > : >
: > : > You now know the risks!
: > : >
: > : > --
: > : > Terry Farrell - Word MVP
: > : > http://word.mvps.org/
: > : >
: > : > : > : Quite a lot has been written about avoiding corruption of
documents,
: > and
: > : > : one piece of advice has been "do not save to A: from Word (though
from
: > : > : Explorer is okay). I habitually save to a memory stick/flash
drive in
: > : > : drive E and I would like to automate this with a VBA macro. Does
: > anyone
: > : > : have any information on why saving to A: from Word causes
corruption,
: > : > : and more importantly whether or not saving to E: poses the same
: > danger?
: > : > : Alternatively (and OT) is it possible to write a VBA (or other)
Macro
: > to
: > : > : invoke this procedure from a hot key while in Windows Explorer
(where
: > I
: > : > : currently do this manually)?
: > : > :
: > : > : TIA
 
So which bits are wrong? There's no myths there. These are facts and
observation over many years of using Word, reading MSKB articles and
discussions with other Word experts that know far more than me..

tf


: TF wrote:
: > The reasons were mainly that floppies are (relatively) VERY
: > slow to read or write and not the most reliable media. When
: > Word saves (especially in older versions), it needs to
: > build up the saved file and it does this by creating a
: > temporary file in the target folder gradually adding or
: > overwriting bits until it has a complete file. This is then
: > rewritten and saved as the document file. But the temp file
: > is locked and active until the document is fully closed and
: > Word/Windows releases the temp file.
: >
: > Problems become serious if the file is fairly large or the
: > floppy is partially filled because the document file and
: > the temp files may have insufficient room to co-exist on
: > the floppy. To make matters worse, simultaneous reading and
: > writing to the floppy is happening at the very slow rate of
: > the floppy drive.
: >
: > So all in all, it was hardly surprising that floppies were
: > a disaster with Word! The best and safest solution for you
: > is to write your macro to save the file to the main HDD and
: > then COPY or MOVE it to the mem stick.
: >
: > Although Word is not so demanding these days, problems
: > still do occur. I have a colleague who has now twice
: > corrupted large documents using a memory stick to move
: > between home and work to continue working on a document.
: >
: > You now know the risks!
: >
: >
: > : > > Quite a lot has been written about avoiding corruption of
: > > documents, and one piece of advice has been "do not save
: > > to A: from Word (though from Explorer is okay). I
: > > habitually save to a memory stick/flash drive in drive E
: > > and I would like to automate this with a VBA macro. Does
: > > anyone have any information on why saving to A: from Word
: > > causes corruption, and more importantly whether or not
: > > saving to E: poses the same danger? Alternatively (and
: > > OT) is it possible to write a VBA (or other) Macro to
: > > invoke this procedure from a hot key while in Windows
: > > Explorer (where I currently do this manually)?
: > >
: > > TIA
:
: But over 50% of the things you said are just plain wrong and
: belong in the myth category; sorry.
:
:
 
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