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1996-05-08
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This document is a template that contains macros for Archivist.
|Double-click here to|
| |
Managing Documents (Archivist) ΓÇö Installation
Installation starts automatically when you open document DZM_INST.DOC.
The installation adds macro Archivist to Microsoft Word's global template
(Normal.dot).
If you wish, the installation will also add Document Zip Manager to the
File menu.
This is an option you may select during the installation.
If you wish, you may install Archivist manually. See ΓÇ£Manual InstallationΓÇ¥
below.
Please note:
You must have programs PKUNZIP.EXE and PKZIP.EXE installed on you
computer.
The PATH command in your AUTOEXEC.BAT file should include the directory
in which
these programs reside.
Shareware versions of these programs are available on many bulletin
boards or from
PKWARE, Inc.
9025 N. Deerwood Drive
Brown Deer, WI 53223
Archivist is also available for Microsoft Excel 5.0.
WIN.COM
If you have more than one copy of this file on your computer, the
installation will not succeed. It means that you have installed more
than one copy of MS Windows. The Macro Installer would not know where to
place certain files. You should temporarily rename the ΓÇ£unusedΓÇ¥ WIN.COM
file(s) and restart the installation.
What is Archivist
Microsoft WordΓÇÖs document files may take a lot of space on the hard disk of
your computer. Since you probably work with only a few documents at a
time, you can recover half or even more of the disk space by compressing
the individual files into an archive. Of course, you could store your
documents on diskettes but, compared to the hard disk, diskettes are less
convenient to use.
Archivist is a macro for Microsoft Word 6.0. It allows you to compress
files into archive, list the contents of an archive, and restore files with
the ease of point-and-click, without leaving Word.
When you compress a document, you may expect 50% to 75% reduction in the
amount of disk space it occupies. Please note that you may use Archivist to
compress not only MS Word documents but other files as well.
The macro uses two well respected and widely used programs, PKZIP and
PKUNZIP. These are available for downloading on virtually all bulletin
boards (BBS) and on-line services.
Archivist is shareware. Archivist is not free. If you find Archivist useful
and continue to use it, you are encouraged to register your copy.
Registration fee is $15 U.S., payable to:
Josef J. Polak
39 Greylock Road
Newton, MA 02165
Please include the name of the person to whom Word is licensed (as it
appears in Help,
About Microsoft Word…).
The user who registers receives several benefits:
ΓÇó Technical support by telephone or mail. You can get help with any
questions or problems you encounter in using Archivist.
ΓÇó The opportunity to order the latest version of Archivist and its upgrades
on disk directly from the author.
ΓÇó The opportunity to order the latest versions of macro source code.
ΓÇó The satisfaction of knowing that you are supporting the development of
affordable software.
Archivist is also available for Microsoft Excel 5.0.
Managing Documents ΓÇö Instructions
How to start Archivist
ΓÖª From the File menu, choose Document Zip Manager. Archivist displays its
main dialog box window.
If you did not add Document Zip Manager to the menu, choose Archivist in
macro window (menu Tools, Macro…) and click on the Run button.
The macro automatically looks for archives (files with the extension .ZIP)
in the current directory and selects the first one it finds. You may choose
another archive (see ΓÇ£How to select another archive in the current
directoryΓÇ¥ below). If it does not find any archive, it will inform you that
archiving will create archive DOCS.ZIP.
How to move documents into archive (action Move…)
ΓÖª Click on option button Move file(s) into archive. The list box shows
all files in the directory.
♦ Select a file in list box Files Available:, click on the Select >>
button. (Shortcut: double-click the left mouse button on the name of the
file.) The macro adds the file on its list of files to be moved, shows
the name in list box Selected Files: and removes it from Files
Available:. Select other files you wish to archive.
If you wish to change your selection, select a file in list box Selected
Files. The button text “Select >>“ changes to “<< Remove.” Clicking on
this button removes the file from the list of files to be moved and
places its name back into Files Available:.
ΓÖª Click on the OK button and confirm the move. The macro moves the
selected files into the archive, removes them from your disk and, when
you add a new file to the archive, asks you ΓÇ£Would you like to generate
contents list…?” You should click on the Yes button when you create a new
archive. This list is a file with extension .Z_L, which contains the
ΓÇ£table of contentsΓÇ¥ of the archive. Archivist uses this list when
restoring and deleting files (see Restore below). Once you create the
contents list, Archivist will maintain it for you automatically. You
should keep this file on your disk.
ΓÖª If you wish to move all files in the current directory into the
archive, click on the All Files >> button, then on the OK button. Note,
that archive files (*.ZIP) and list files (*.Z_L) will not be archived.
This action is available only if the current directory contains at least
one file.
How to retrieve documents from archive (action Restore…)
ΓÖª Click on option button Restore archived file(s). The list box now shows
only the files on the list generated after the most recent move and/or
delete (see Move and Delete).
ΓÖª Select a file in list box Archived Files on List (.Z_L):, click on the
Select >> button. The macro displays the file in list box Selected
Files:. Select other files you wish to restore.
ΓÖª Click on the OK button and confirm the restore.
ΓÖª If you wish to restore all files from the archive into the current
directory, click on the All Files >> button, then on the OK button.
This action is available only if the current directory contains at least
one archive and the selected archive has a corresponding list file. When
there is no list file, the name of this action changes to ΓÇ£Restore all
archived files."
How to remove documents from archive (action Delete…)
♦ Click on option button Delete…. The list box now shows only the files
on the list generated after the most recent move and/or delete.
ΓÖª Select a file in list box Archived Files on List (.Z_L):, click on the
Select >> button. The macro displays the file in list box Selected
Files:. Select other files you wish to delete.
ΓÖª Click on the OK button and confirm the delete.
This action is available only if the current directory contains at least
one archive and the selected archive has a corresponding list file.
How to update all documents in archive (action Update…)
♦ Click on option button Update…. List box Archived Files: is dimmed and
shows only the files on the list.
ΓÖª Click on the OK button and confirm the update. Archivist will move into
the archive all files in the current directory that meet the following
three conditions:
19. A file of the same name already is in the archive.
20. The file on you hard disk is newer than that in the archive.
21. The file is not being used by an application. For instance,
Archivist cannot update a document which is open in Word.
This action is available only if the current directory contains at least
one file.
What is the difference between “Update all files…” and moving all files
When you select all files for action ΓÇ£Move file into archive,ΓÇ¥ the macro
moves all files in the current directory into the archive and removes them
from your disk, excluding files with extensions .ZIP (archives) and .Z_L
(list files).
Action ΓÇ£Update all files which already are in archiveΓÇ¥ replaces all files
in the archive with newer ones from the current directory on your disk. The
macro then removes from your disk only those files which are in the
archive. In another words, the macro will not add new files to archive. It
will move file into archive only if a file with the same name already
exists in the archive.
How to name and change archives
Archivist uses the name DOCS.ZIP if the current directory does not contain
an archive. You may select another name:
♦ Click on the Name Archive… button and enter a name for the archive.
This button is available only if the current directory contains at least
one file.
How to select another archive in the current directory
Archivist automatically selects the first archive it finds in the current
directory. If a directory contains several archives, you may select another
archive:
ΓÖª Select an archive in list box Archives (*.ZIP): and click on the OK
button. (Shortcut: double-click the left mouse button on the name of the
archive.)
You may also use the Name Archive… button to enter the name of an existing
archive or name for a new archive.
How to change directory
ΓÖª Click on the Change Directory button. The button text changes to ΓÇ£Show
Files.ΓÇ¥
ΓÖª Choose another directory in list box Directories: and click on the OK
button. Repeat until you reach the desired directory. (Shortcut: double-
click the left mouse button on the name of the directory.) List box
Archives (*.ZIP): will show names of all archives in each directory.
ΓÖª Click on the Show Files button to return to the main dialog box window.
Archivist automatically selects the first archive it finds in the new
directory.
ΓÖª You may also select an archive in list box Archives (*.ZIP): and click
on the OK button (or . double-click the left mouse button on the name of
the archive).
If you change to a directory in which there are no archives, archiving
(Move…) will create one.
How to change drive
The macro itself cannot change drive. However, if you wish archive files
located on another drive, switch to that drive in Microsoft Word first,
before running Archivist:
♦ From the File menu, choose Open….
ΓÖª In drop-down list box Drives: select the drive you wish to use.
♦ Click on the Cancel button (or press the Esc key).
The check box “Restore Directory…”
ArchivistΓÇÖs dialog box contains check box labeled ΓÇ£Restore Directory
Structure Stored in Archive.ΓÇ¥ The check box and the text will be ΓÇ£grayedΓÇ¥
(disabled). This option has no meaning for archives created by archivist.
However, since you may have other archives (ZIP files) on your hard disk,
it is included for you convenience.
Technical footnote:
This check box has meaning for archives created (PKZIP) with options -r,
-p|P. If it is checked, Archivist will restore (PKUNZIP) files with the
option -d.
Cautions
ΓÖª Do not attempt to archive files while they are ΓÇ£open,ΓÇ¥ for example, a
MS Word document file, while you are working with it.
ΓÖª Do not attempt to archive any file whose name starts with the character
ΓÇ£~ΓÇ¥ (tilde).
ΓÖª Do not archive template NORMAL.DOT. You may, however, archive
templates which you seldom use.
ΓÖª Do not archive any .INI file, unless you are certain that they will not
be needed. Same caution applies to .EXE, .COM, .DLL, .DRV, .REG, .386
and other system files.
ΓÖª You may, however, archive some system files which you seldom use, for
example, TrueType font files (.TTF)
ΓÖª Never archive AUTOEXEC.BAT, CONFIG.SYS, WIN.INI and SYSTEM.INI.
How to remove Archivist
ΓÖª Start MS Word.
♦ From the Tools menu, choose Macro…
ΓÖª Delete macros Archivist, ArchivistPart2 and ArchivistPart3 (select the
macro, choose the Delete button and confirm the deletion).
ΓÖª Delete files WMM60UNZ.PIF and WMM60ZP.PIF from your WindowsΓÇÖ directory.
You may also let Archivist remove itself automatically:
ΓÖª Open the installation document DZM_INST.DOC.
|Double-click the left mouse |
|button on |
|Remove Archivist |
|located at the end of the |
|document. |
Manual Installation
How to install manually
ΓÖª Open document DZM_INST.DOC.
♦ From the Tools menu, choose Macro… and click on the Organizer… button.
The Organizer dialog box lists macros stored in INST_DZM and in the
Normal document template.
ΓÖª On the left side of the Macros tab select macros Archivist1,
ArchivistPart2 and ArchivistPart3 and click on the Copy >> button.
ΓÖª On the right side of the Macros tab, select macro Archivist1, click on
the Rename… button, type in Archivist as the new name (that is, remove
the trailing ΓÇ£1ΓÇ¥) and then choose the OK button.
ΓÖª Choose the Close button.
Archivist also needs files WMM60UNZ.PIF and WMM60ZP.PIF. They are included
in ARCW6M.ZIP. Please copy those two files from the distribution diskette
into your Windows directory (most likely C:\WINDOWS).
It is possible that the installation of Archivist will not find programs
PKZIP.EXE and/or PKUNZIP.EXE even though they are on your computer. and the
PATH command in your AUTOEXEC.BAT file includes the directory in which
these programs reside. This is because they might be marked as ΓÇ£hiddenΓÇ¥
and/or ΓÇ£systemΓÇ¥ files. You can remedy this either in File Manager or in
DOS.
In File Manager:
♦ From the File menu choose Search…
ΓÖª In text box Search For: type PK*.EXE and press the Enter key.
Highlight both programs in the Search Window, e.g.,
c:\pkware\pkunzip.exe
c:\pkware\pkzip.exe
♦ From the File menu choose Properties…
ΓÖª Clear the check boxes System and Hidden, click on the OK button.
In DOS, type the following:
ΓÇó cd \pkware
ΓÇó attrib -s -h pkunzip.exe
ΓÇó attrib -s -h pkzip.exe
Messages
The following table lists messages and problems you might encounter.
|MESSAGE or PROBLEM |CAUSE |REMEDY |
|Archive x.ZIP is not |No archives in the current |Archiving will |
|present in… |directory. |create it. |
|There are no files to |The directory is empty. |None |
|be archived. | | |
|The name is not valid.|You entered a name which is |Choose another |
| |not a valid MS-DOS file |name. |
| |name. | |
|Cannot archive into |Attempt to archive x.ZIP |None |
|itself! |into itself. | |
|You have to wait |The macro is completing some|None |
|about x second(s). |task. | |
|File(s) will not |Your disk might be full. |Remove some |
|restore. | |files. |
|I moved a file into |The archive may be damaged. |Restore all |
|archive, but the file | |files, then |
|is still on my hard |The file may be marked as |delete the |
|disk. |ΓÇ£read-only.ΓÇ¥ |archive. |
| | |Clear the |
| |Your disk might be full. |attribute (use |
| | |DOS command |
| | |attrib). |
| | |Remove some |
| | |files. |
|File x.Z_L is not a |You removed all files from |Generate new |
|valid list. |archive x.ZIP |after move. |
| |The file is damaged |Generate new. |
| |(corrupted or lost data) |Choose another |
| |x.Z_L was created by another|name. |
| |application. | |
|I asked for a new |The archive may be damaged. |Restore all |
|list, but I still get | |files, then |
|“…is not a valid | |delete the |
|list.ΓÇ¥ | |archive. |
Distribution
The Archivist software, and the associated documentation are © 1995, 1996
Josef J. Polak.
You may distribute this software as long as the following files are
included:
AREG.TXT
FILE_ID.DIZ
INST_DZM.DOC
PACKING.LST
READ_DZM DOC
README.TXT
WMM60ZP.PIF
WMM60UNZ.PIF
All of the above files must be combined into a single ZIP file (or other
compression format) for distribution. Beyond a fee for the reproduction and
media cost, no fee may be charged for distribution of this software.
Disclaimer
This software is provided on an ΓÇ£as isΓÇ¥ basis without warranty of any
kind, expressed or implied, including but not limited to the implied
warranties of merchantability and fitness for a particular purpose. The
person using the software bears all risk as to the quality and performance
of the software. The author will not be liable for any special,
incidental, consequential, indirect or similar damages due to loss of data
or any other reason, even if the author or an agent of the author has been
advised of the possibility of such damages. In no event shall the authorΓÇÖs
liability for any damages ever exceed the price paid for the license to
use the software, regardless of the form of the claim. This software
remains the property of the author and may not be modified in any way.
|Double-click here to|
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