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Thread: Word 2000 Growing Files
2001-06-08, 20:15 #1
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Word 2000 Growing Files
I was passed the following article. In short, it states that Word 2000 keeps all edits for a document and when that file is open in a previous version (Word 97), all the revisions are displayed. I do not know the source of this article and I have not been able to confirm or deny bug. Has anyone seen this before.
Thanks in advance!
Many users of Microsoft Word 2000 have noticed an annoying phenomenon -- their documents keep getting bigger every time they're edited. Even deleting the entire content of a document doesn't reduce its size. Microsoft recommends using "Save As" to re-save an oversized document into another file, which then reduces the size back to a respectable number of bytes. One day, not long ago, a hapless Word 2000 user reported to this editor that he had learned the hard way why Word documents stay so large -- they retain all the text you ever typed in that document. He
discovered this when a potential employee called to ask why the salary offer he received was less than that offered to another applicant for a similar job. The Word users had done what we all do -- cloned a letter from another similar letter -- never suspecting that Word 2000 would betray them.
It turns out that Word 2000 documents, when opened by previous versions of Word (such as Word 98), reconstitute all the text ever typed in the document! The older versions of Word know nothing of Word 2000's penchant for holding onto old text, so the older versions merge the deleted text right into the latest prose and display it to whoever happens to get your final draft.
Think about that for a minute. Anyone can read all your prior drafts, all the root documents from which you cloned others, and all the hasty things you cast in fontcrete but then had the presence of mind to delete from the final version.
Microsoft has not commented.
There is a workaround: Go back to a previous version of Word. Alternatively, you can copy and paste letters you want to clone and do a Save As on the final version of a document in order to compress out the previous history.
2001-06-08, 23:09 #2
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Re: Word 2000 Growing Files
Perhaps someone else will be able to confirm this authoritatively, but it seems to me that what's described will only happen if:
(1) Allow Fast Saves is turned on (best practice is to leave it off) OR
(2) The File Versions featured has been used (another feature best to avoid).Gary Frieder
2001-06-09, 04:45 #3BAMGuest
Re: Word 2000 Growing Files
Here's some info from one of my previous posts:
Metadata can be categorized in two basic groups, information the user can control and information that is automatically stored.
It is the information that the user controls that can lead to the recovery information still stored in the document but are unable to immediately see it on-screen.
For the most part those are:
- "Fast Saves" turned on in Tools/Options/Save. A fast save simply appends revisions to the document rather then completely rewriting the file.
- A document protected for Tracked Changes. You will see "TRK" in bold in the status bar if this is the case. If in doubt, go to Tools/Track Changes/Accept or Reject to see if changes exist.
- Document Versions, these are found under File/Versions
- Hidden text
- Metadata in embedded objects
The metadata that is automatically stored with the file is the type of information people wish to remove to maintain anonymity (or by those that steal documents so it appears as though they have created them <g>)
That is information such as:
- Your name
- Company name
- Previous authors
- Previous file locations
- Previous file names (Yes you should always be careful of what you use for file names! <g>)
- File properties
As for some type of authority on this actually happening, this same "article" was posted in the <A target="_blank" HREF=http://news://msnews.microsoft.com/microsoft.public.word.application.errors>http://news://msnews.microsoft.com/microso...lication.errors</A> newsgroup recently and there was some discussion on it. One post gained the attention of Richard Roddy from Microsoft Word Support to post a reply in rebuttal.
He's posted in the past - but has never really identified himself until now. IMHO, that's pretty authoritative! <img src=/S/grin.gif border=0 alt=grin width=15 height=15>