I have several suggestions for Office files and others, depending on your
file needs. Here they are, from simplest to more complex.
A. USE A NUMBER IN THE FILE NAME. It sounds like you're naming each version
differently. The simplest approach is to put the version number in the file
name: newbizplan_V1.doc, newbizplan_V2.doc, ....
B. BUILT-IN VERSIONS FEATURE, WORD ONLY (I'm using Office XP; if you have
Office 2003, check for this feature in other Office applications.)
Word's versions feature saves each version as a single document with a
single file name. The file automatically opens in the latest version, hiding
earlier versions until you request one. When you open an earlier version, the
two documents appear on the same screen, one above the other, for reference
while making changes. You select earlier versions from a single box, ordered
by date/time, most recent first.
B1: Create a new document. Let's call it BizPlan.doc. When you're ready to
save it, select File> Versions, and in the versions box that opens:
- Click Save Now. This opens a comments box, where you can identify changes
such as "changed fonts" or "added new pricing." Those help later when you're
wondering which version to open. You'll then get the normal save screen,
where you name the file and select its location.
- Optional: Check Save Automatically on close. Unless you manually open the
View Comments box and add text, the "comments" for that version will be
"automatic version." Close the box, and in the document either File> Close or
click the file "save" (floppy disk) icon.
B2: When you're ready to edit, open the saved document and make your
changes. If you set versions to save on close (step B1), hit the Save icon
(floppy disk) or use File> Save. No renaming or browsing to the correct
folder.
B3. Now the magic begins. For the next round of edits, open the document
(remember, there's only 1 to select from); your latest version opens. Before
making changes, you might want to open an earlier version for comparison.
Select File> Versions. In the versions box that opens, select the version you
want; they're ordered by date/time. Click Open in the dialog box; the
earlier version opens underneath the current version, each taking one-half
the screen for comparison. Repeat as desired with each new version. ^_^
REORDER DEFAULT OPEN VIEW
You may set any or all files on your computer to open in "date modified"
order (or any other file attribute). You'll probably have preferences for
different types of files. The steps are the same except for an extra one
required to make a universal change to all files.
APPLICATIONS OR FOLDERS
In Windows Explorer, find the application or folder you want to have the
same settings. Setting views for an application changes all files created
with that application. You'll have to do this separately for each Office
application (unless someone else can tell us how to do it for the entire
suite). Setting views for a folder apply to everything in its subfolders and
files.
The problem with setting "date modified" as the primary order is that all
files appear in their folders by date in Windows Explorer and in File> Open
or File> Save operations. It's tough to navigate to folders or files arranged
by modification date (or other attribute) rather than name. We need a
two-step process. As an example, let's use the Word application to ensure all
Word files open and save the same way.
1. In Explorer, select (highlight) the WinWord application icon. (You may
have to run Search to find it.) Go to View> "Choose details" (NOT to the
bullet "details.") In the dialog box that opens, check the attributes you
want to show in a "details" view. Then move them in the desired order with
the move up/down buttons. I suggest Name first, followed by date modified,
and any other attributes desired. You'll see by the list of attributes why
you might want to set different applications and folders with different
details. Click OK.
ALL FILES ON THE COMPUTER (assuming one Drive C)
In Explorer, select Local Disk (C). Follow above steps to set details. With
the drive still selected, go to Tools> Folder Options. Select the View tab
and click Apply to All Folders. Remember, this changes everything; you'll get
a warning message before committing.
Whew! I hope you come back and find this! Good luck.
P.S. I'm older than your 54, and not a techie, but structures and routines
make working much of the day on my computer more efficient and enjoyable.
