Tuesday, May 27, 2008
Adding the Path to Your Filenames
If you work with content development team like I do, chances are that you are continually sharing versions of files and improving on each other's work. Content management at its best enables you to all work with a single document without duplicating or accidentally replacing or losing earlier changes. One simple way to manage versions is to ensure that everyone is drawing their file from the same place. (Yes, there are more sophisticated ways of doing this, including using Office Live Workspaces or SharePoint to check files in and out, but when you work in an office that is slowly deploying and warming to high-end features, sometimes simple is best.)
Here's a simple little technique that has saved us a lot of hassle. Add the file path to the filename in the footer of your document. That way you can ensure that people are using the same file and any stray versions can be weeded out. Here are the steps:
1. Open the document you want to use.
2. Click the Insert tab and click Footer.
3. Click Edit Footer.
4. Click in the footer at the bottom of the page. In the Insert group on the Design tab of the Header & Footer Tools, click Quick Parts, and then click Field.
5. In the Field Names list, click FileName. Click the Add Path to Filename checkbox in the right side of the dialog box. Click OK.
There. Now you're one step closer to that smooth content development process you've been dreaming about. :)
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