duplicate files different extentions

M

Matt

I have upgraded our office to Office 2007 Pro. When someone opens a file and
makes changes it creates a new file with the new extention and leaves a copy
of the old file.
Is this correct, and is there a way to remove the old file when it is changed?

Thanks Matt
 
T

Tim

Need more information. What are the extensions? Are these Word documents,
Excel, or PowerPoint documents?

It could be that someone has set their 2007 application to save in the new
format by default and someone else has set their 2007 application to save in
the "old" format by default. Then when people share/edit the documents, the
2007 application will automatically change formats and filename extensions.

Yes, there is a way to remove the old file...the delete key ;-)

Tim
 
M

Matt

Thank you for your reply Tim

When we open all MS Office files (.doc, .xls, and .ppt) we have the choice
of (save) (save as) or (convert). If we click on convert it says it is going
to replace the file (but it doesn't, it creates a new one and it changes it
to .docx, xlsx, and pptx files and now I have two of everything. This also
happens it we select save. We can click on (save as) and select the Office
2003 version and save it as the old file type and then it tell you that some
of the new 2007 functions will not work, even if you convert it.

Yes, I can go in and delete them one by one from hundreds of directories,
but at this time for backup purposes as users keep changing files the backups
are starting to require a lot more space.

Thanks Matt

Thanks Matt
 
T

Tim

It sounds like you have left the default document format to be the new 2007
format. If that is so, what you are seeing is how it's designed to work when
you open older documents.

It looks like you have two choices. You can change the default format from
"2007" format (i.e. docx, xlsx, etc.) to the "97-2003" format. Then you
won't see all of those prompts and warnings. But then you miss out on the
new features of the new format (like much smaller file sizes).

Or you can leave the default format to 2007 and slowly work through
converting all of your legacy documents and manually deal with the
duplicates (maybe a temp worker could covert all of your documents).

Lastly, there is an option in Word (Word Options - Advanced) to "Always
create backup copy". It's not enabled by default and I doubt that it's
related to format conversion...but it's something to check.

Unfortunately, I am not aware of an option to tell it not to create that
additional copy you are seeing. Maybe someone else knows.

Tim
 
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