Editing a Word Document via an Email attachment

G

GaryZ

Warning! Don't do it!

This problem has to do with either Word or Outlook, but in my opinion, it
needs to be fixed PRONTO!

Here's the story.

I was getting ready to send out an installation setup with the Setup.EXE and
installation instructions in a Word document as attachments. I opened the
document via the attachment (at least that's what I thought it was). I looked
it over and thought, "I can do tbetter than this."

So, I run through the entire installation process, writing down in detail
every possible scenario that could happen durring the installation, all the
while saving my changes more than 10 times during the writing. After awhile I
forgot that I was in the attachment. I mean, it looks like you are editing
the original document. There's absolutely nothing to inform you that you are
editing an email attachment.

So, I finally get the document to the way I want it. One final save to the
document (or so I think), Exit word. Then I think, "This attachment is old.
I'll just attach the updated document. So I delete the attachment. Open up
the original word document, and find that none of my changes are there.
That's three hours of work down the drain! The attachment's gone, taking all
my hard work with it!

Boy am I steamed!

Oh well, I've got three more hours of work to do now.

You'd think that Word would be saving to both the attachment and the
original document (if it's on the local hard drive or local network), but
apparently NOT. Well, I found out the hard way.

GaryZ.
 
G

GaryZ

[email protected] said:
Is the atytachment and the document not to different
physical files???
Click to expand...

Yes. Now I know that they are. And that's the root of the problem. With two
physical copies, the attachment gets updated, but the originating document
does not. IMO, there is really no need for two separate files until the
email is actually sent.

What good is it to be ability to edit an email attachment when you send out
the modified attachment and you're left with an outdated original?

Another part of the problem is when you open a Word document email
attachment for editing, it looks like you're working on the actual document.
There is nothing to inform you otherwise. And if you really get into the
editing like I did, after awhile it seems like you're really are working on
the document. That's what happend. When I made the final save, I thought I
was working on the actual document and that the changes were saved in that
document.

Here are three possible solutions:

1. On the Composer side, disallow editing of email attachments altogether.

2. Email attachments should work like file listings in Windows Explorer.

When you double-click on a filename in Windows Explorer, the actual file is
opened.

Likewise, If you are the composer of an email containing a Word document
attachment and the originating document is available, double-clicking on the
attachment should open the originating document for viewing and editing.

If, for some reason, the originating document is not available, the
attachment should be opened for viewing only, no editing. If editing of the
attachment is attempted, display a message: "Originating document
'<filepathandname>' is not available for Editing." and disallow the editing.

If you are the recipient of an email containing an Word Document attachment,
prior to saving to disk, you should be able to open the attachment copy for
viewing and editing since the attachment is the only physical copy.

After saving the attachment to disk, the disk copy should become the only
phsical copy. Double-clicking on the attachment should open the saved copy of
the document for viewing and editing.

3: On the Composer side, if editing of the email attachment is attempted,
Outlook or the file's originating application (in this case Word) should
display a message: "You are editing an email attachment. Changes will NOT be
saved to the originating file '<filepathandname>'."

I'd prefer number 2 since it would allow editing of the original document
from within Outlook.
 
B

Beth Melton

When you open an attachment from an email then a Temp folder is used
for the files. Your document is there - but it could be difficult to
find due to the nature of the Temporary Internet folders.

The best thing to do is open the attachment again, use File/Save As to
locate the folders. Then start looking in the current folder or any of
the subfolders below your Temporary Internet folders. I've had this
happen to me in the past as well and I was able to find it but it took
awhile. Also note each save creates another copy of the file and they
are usually named something like <FileName>2.doc, <FileName>3.doc,
etc.
--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/
 
B

Beth Melton

Hi Gary,

No, an application will not update multiple copies of a file. There is
no link between a file attachment and an original document just as
there is no link between a document and a copy of the document. When
you create a file attachment you are taking a copy of the file and
attaching it to the message.

This has been the case for email programs and applications since they
came into existence.
--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/
 
B

Beth Melton

Hi Gary,

I realize you deleted the attachment and recreated the document. :)
My note was for future reference.

Microsoft's answer to this btw, is SharePoint and live attachments.

--
Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/
 
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