Word 2003 creating copy documents

[Jackie]

Some of my users are having copy documents created automatically.
They're called 'copy of doc 1 etc'. Any idea how this can happen?

 

[Suzanne S. Barnhill]

Is any document management system in use? There is also an "Open as Copy"
option in the File Open dialog, but it would have to be selected explicitly
unless some macro is forcing it.

 

[Jackie]

No Suzanne. What's happening is a secretary is creating a document and
saving it into someone else's folder. She then e-mails that person with
the name of the document and they open it up from the folder. It's not
a case of the secretary still having the document opened as they don't
get any warning message and the secretaries assure me they've closed
the document down. From what I can see most of them are double
clicking to open the document. I'm baffled!

 

[Suzanne S. Barnhill]

Me, too!

 

[Jackie]

Thans for this John - but I'm afraid we don't use Outlook for e-mail -
we use Lotus Notes! The secs are definitely not copying part of the
document or sending a document link - they are emailing the document
name as info only. I'll check out the file types option though - so
thanks.

 

[John McGhie [MVP - Word and Word Macintosh]]

Bingo!! There you go

Lotus Notes does not send a user a unique document internally, it sends the
user a LINK to the original. When the user opens the link, Notes makes a
copy or the original, which the user must then save somewhere

See your Notes Administrator: they may need to adjust their user access
permissions for the users who are experiencing this problem.

(The way a Notes system is usually set up, no users have the ability to
actually "change" an original document, Notes keeps the original read-only
and enables users to create new "versions" of the original).

Cheers

Thans for this John - but I'm afraid we don't use Outlook for e-mail -
we use Lotus Notes! The secs are definitely not copying part of the
document or sending a document link - they are emailing the document
name as info only. I'll check out the file types option though - so
thanks.

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 (0) 4 1209 1410

 

[Jackie]

I'm assured that they are not sending links or indeed the document, but
simply the document name, the user then browses to this folder and
opens the document. they are later finding that a copy has been
created. I will investigte though that they are not sending a link
without realising.

 

[John McGhie [MVP - Word and Word Macintosh]]

Yeah: It's unusual for Lotus Notes to allow ANY user to edit the original
document from the Notes database, regardless of WHAT gets sent to the other
user

I'm assured that they are not sending links or indeed the document, but
simply the document name, the user then browses to this folder and
opens the document. they are later finding that a copy has been
created. I will investigte though that they are not sending a link
without realising.

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 (0) 4 1209 1410