Graham Mayor

... helping to ease the lives of Microsoft Word users.

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Save numbered versions add-in for Word 2007, 2010 & 2013

As with all Word template based add-ins the template should be extracted from the zip file to the Word Startup folder - defined in Word Options > Advanced > File Locations > StartUp with Word closed. When Word is started the template will load with Word.

When revising the versioned document - open the LAST numbered version and use the add-in function to save the document with a new name. DO NOT save the document normally before using the add-in to provide a new version number or you will defeat the concept of producing versions.

The add-in adds a button group, illustrated and annotated below, to the add-ins tab of the ribbon.

Save Numbered Versions

With the document open on screen (whether or not it has already been saved) click the Save Numbered Version button. The naming information is stored in document variables. The first time you do this for a given document sequence, the variables will not be present. The function will therefore prompt for the document type. This can be one of the four pre-defined types of any other type entered into the dialog. The rest of the variables will be defined from the document filename and the current date.

If the document has not previously been saved, you will be prompted to first save the document.

The document is saved, then resaved with the new dated filename. The originally named document is removed leaving only version 1 of the document, and the document name and path are added to the Word title bar as shown below. Subsequent saves will add the version numbers as shown in the second of the following illustrations.

In the case of the 'Version' document naming type, the naming type is not included in the name of the first numbered item, as shown in the first of the following illustrations. However with all other types the naming type is included in version 1 as shown in the third illustration below.

The date (if included) is added to the start of the filename in the format yyyy-mm-dd to take advantage of the filename sorting of Windows.

Under normal circumstances a document designated 'Final' should be just that - 'Final' - but the Save Numbered Version tool does allow for having sequentially numbered final documents, but the number can easily be reset using the Change Filename tool.

In the following example the document numbering has reached number 5 and the next save it to be the final version of the document. Instead of clicking 'Save Numbered Version', click instead 'Change Filename'. The following dialog opens showing the current status of the document filename and its associated variables. Use the various options to change the document type, the folder location and the number sequence etc.

Change document name' to save the document with the new name.

Note that for 'Final' and 'Signature' document types it is not possible to change the version number from 1 from this dialog, but you may increment the number by using the Save Numbered Version tool.

Any of the variables stored in the document may be edited using the Bookmarks and Variables etc. editor which you can also download from this site.

When first run (or if the option to show the disclaimer on startup is checked, the application will display the following disclaimer text..

IMPORTANT NOTE:

This add-in features a date picker control on the userform. The date picker may not be available in recent versions of Windows, or if present it may not be in the correct folder or it may not be registered.

If when running the add-in for the first time you immediately see a compile error message, download the control with instructions for installation from http://www.gmayor.com/Zips/MSCOMCT2.zip

- Now download the add-in

 

 

Save versions

Elsewhere on this web site is a macro to produce numbered versions of a document. Feedback from a user prompted me to develop an add-in that extends the concept to produce a flexible means of numbering document versions. The add-in is only loosely based on the aforementioned macro and produces documents that are named differently from those named using that macro.