How can I check over the network whether a Word file is open?
January 30, 2012 4:45 AM Subscribe
I need a cheap or free, simple solution for two people using Microsoft Word on a local network to see if the other person has a file open.
I have two people working in an office, A and B. A works on a word doc. When she is finished, she saves and close it, then tells B, who has access to A's machine over the network. B drags and drops the file from A's machine to his own. The problem is that A and B just moved offices so they aren't right next to each other any more, making verbal communication as to what files are open more challenging. What I'd really like is a way for B to be able to check by himself if a file on A's machine is still open or not over the local network. Are there any easy solutions for this? They're not tech people and need something simple and basic. Thanks.
I have two people working in an office, A and B. A works on a word doc. When she is finished, she saves and close it, then tells B, who has access to A's machine over the network. B drags and drops the file from A's machine to his own. The problem is that A and B just moved offices so they aren't right next to each other any more, making verbal communication as to what files are open more challenging. What I'd really like is a way for B to be able to check by himself if a file on A's machine is still open or not over the local network. Are there any easy solutions for this? They're not tech people and need something simple and basic. Thanks.
Response by poster: Thanks, but we've noticed that for some reasons Word doesn't always warn. Remember, he's not opening the file on her PC, he's copying it to his. Also, it has to be word, there's complex macros and stuff that can't be moved to Google docs.
posted by unreason at 4:55 AM on January 30, 2012
posted by unreason at 4:55 AM on January 30, 2012
The fact that they are not the same file, but instead copies, when being worked on does make it more difficult. Why is he copying it locally before working on it, instead of working on it where it is stored? If this has to be done this way, my suggestion is to never copy over the master file unless the changes are agreed upon. instead have 3 files, 1 master, 1 for him, and 1 for her.
Another option, if they can be convinced to not copy it locally, would be to enable windows offline sync services. This would allow them to work on the same file even when not physically connected to the network (eg. if they do this because they carry laptops)...when returning there will be some logic involved before the file is updated on the server (eg. changes were detected, confirmation prompts, etc).
posted by samsara at 5:11 AM on January 30, 2012 [1 favorite]
Another option, if they can be convinced to not copy it locally, would be to enable windows offline sync services. This would allow them to work on the same file even when not physically connected to the network (eg. if they do this because they carry laptops)...when returning there will be some logic involved before the file is updated on the server (eg. changes were detected, confirmation prompts, etc).
posted by samsara at 5:11 AM on January 30, 2012 [1 favorite]
With the following assumptions:
1. A is storing the local copy of the file on the desktop
2. B has admin rights on A's PC
Have B go to this location in Windows explorer (\\pcA\c$\documents and settings\userA\desktop (XP) or \\pcA\c$\users\userA\desktop (Vista/7)). Find the file in question & try opening it. Similar to the first response above, if A is working on the local copy, then B would get the read-only or notify choice when opening the file.
posted by AMSBoethius at 5:15 AM on January 30, 2012
1. A is storing the local copy of the file on the desktop
2. B has admin rights on A's PC
Have B go to this location in Windows explorer (\\pcA\c$\documents and settings\userA\desktop (XP) or \\pcA\c$\users\userA\desktop (Vista/7)). Find the file in question & try opening it. Similar to the first response above, if A is working on the local copy, then B would get the read-only or notify choice when opening the file.
posted by AMSBoethius at 5:15 AM on January 30, 2012
The problem is that A and B just moved offices so they aren't right next to each other any more, making verbal communication as to what files are open more challenging.
If this worked fine with verbal communication, can't this be replaced by an Instant Messenger? Even if B) is away from their desk, A's messages should persist telling them which documents are ready.
posted by vacapinta at 5:24 AM on January 30, 2012 [2 favorites]
If this worked fine with verbal communication, can't this be replaced by an Instant Messenger? Even if B) is away from their desk, A's messages should persist telling them which documents are ready.
posted by vacapinta at 5:24 AM on January 30, 2012 [2 favorites]
I suppose if you want a simple, manual solution, you could just add a folder with a name like "_in_use" at the same level as the master file. Then have them move the master file into this folder before copying it for local use. When they copy the file back, they copy it to this folder, overwriting the old one, then move the new master file back out to its original location, freeing it up for someone else.
It's not foolproof, but if they can get into a routine of doing it, they should find that it works well enough.
posted by le morte de bea arthur at 5:30 AM on January 30, 2012
It's not foolproof, but if they can get into a routine of doing it, they should find that it works well enough.
posted by le morte de bea arthur at 5:30 AM on January 30, 2012
Response by poster: They don't want to use IM. I installed it and they never use it. As I said, they're not tech savvy and my ability to get them to change on this is limited.
With regards to trying to open files first locally and things like that, again, they're not going to do it. For one thing, these are large word files with linked docs, they'd take a long time to open over the network. Trust me, I tried. As I said in the post, B needs a way of checking for himself if A's file is open.
posted by unreason at 5:33 AM on January 30, 2012
With regards to trying to open files first locally and things like that, again, they're not going to do it. For one thing, these are large word files with linked docs, they'd take a long time to open over the network. Trust me, I tried. As I said in the post, B needs a way of checking for himself if A's file is open.
posted by unreason at 5:33 AM on January 30, 2012
Tell A to right click in the folder, and navigate to the "Create New Text Document" context item. Tell A to delete the file after she closes it.
If B sees "New Text Document.txt" next to the Word document then A has it open.
posted by ish__ at 5:37 AM on January 30, 2012 [1 favorite]
If B sees "New Text Document.txt" next to the Word document then A has it open.
posted by ish__ at 5:37 AM on January 30, 2012 [1 favorite]
If IM won't work, can they use the telephone? I find a lot of people these days will try to design complicated systems, or engage in massive email exchanges, to solve problems that could be solved with a simple phone call. I've even reached the point of designing an email template that says, in effect, "We need to talk about this. When is a good time for me to call?" Synchronous communication has its advantages, and even the least tech-savvy employee should be able to use a phone (and voicemail, if necessary).
posted by brianogilvie at 5:41 AM on January 30, 2012 [2 favorites]
posted by brianogilvie at 5:41 AM on January 30, 2012 [2 favorites]
Telephone.
posted by EndsOfInvention at 5:44 AM on January 30, 2012 [1 favorite]
posted by EndsOfInvention at 5:44 AM on January 30, 2012 [1 favorite]
Word creates a hidden file in the same directory as the open file that contains the name of the person who has it open. The file is called ~Whateveryourfileis.docx (or .doc, depending on the version). By default the file is hidden so it doesn't show up in the default folder view.
It shouldn't be difficult to write a small script to check for the existence of this file and pop up a message. If this file is a huge part of their workflow you could even have a green/red icon in the task bar that changes color depending on if the document is open.
posted by ChrisHartley at 5:53 AM on January 30, 2012
It shouldn't be difficult to write a small script to check for the existence of this file and pop up a message. If this file is a huge part of their workflow you could even have a green/red icon in the task bar that changes color depending on if the document is open.
posted by ChrisHartley at 5:53 AM on January 30, 2012
I wrote a short script to check for the existence of a file and pop up a dialog box. The source is here.
Copy and paste the code in to notepad, change the filename on line 4 to the file you want to test and save it with the extension .vbs When they run the script (by double clicking) it will check if the file exists.
Or you could change the folder view settings so hidden files are visible and they can just look to see if the ~ file is there.
posted by ChrisHartley at 7:57 AM on January 30, 2012 [1 favorite]
Copy and paste the code in to notepad, change the filename on line 4 to the file you want to test and save it with the extension .vbs When they run the script (by double clicking) it will check if the file exists.
Or you could change the folder view settings so hidden files are visible and they can just look to see if the ~ file is there.
posted by ChrisHartley at 7:57 AM on January 30, 2012 [1 favorite]
The incentive for them to get this feature is *not to copy the file*. It's that simple.
If they want to know when someone else is using a file, they open the file where it is, not start copying it around all over the place.
posted by devnull at 8:30 AM on January 30, 2012 [2 favorites]
If they want to know when someone else is using a file, they open the file where it is, not start copying it around all over the place.
posted by devnull at 8:30 AM on January 30, 2012 [2 favorites]
I don't know 100% if this will work, but it sounds like a job for Dropbox.
On the most basic level, where will be one location that they share for working documents. It will operate just like their existing folders, and will always remain in sync.
If one person has a document open, and the other person starts working on the same file, it will create a conflicted copy. That way no one will lose any work they've done, and at a later time you can go back and clean up the useless files.
Now this next part I can't vouch for personally, but if they are both on Windows you can also add NotifyBox, which will do a basic check-in check-out system associated with Dropbox. Watch the video, I don't think you'll find a simpler solution out there.
posted by shinynewnick at 10:09 AM on January 30, 2012
On the most basic level, where will be one location that they share for working documents. It will operate just like their existing folders, and will always remain in sync.
If one person has a document open, and the other person starts working on the same file, it will create a conflicted copy. That way no one will lose any work they've done, and at a later time you can go back and clean up the useless files.
Now this next part I can't vouch for personally, but if they are both on Windows you can also add NotifyBox, which will do a basic check-in check-out system associated with Dropbox. Watch the video, I don't think you'll find a simpler solution out there.
posted by shinynewnick at 10:09 AM on January 30, 2012
With regards to trying to open files first locally and things like that, again, they're not going to do it. For one thing, these are large word files with linked docs, they'd take a long time to open over the network. Trust me, I tried. As I said in the post, B needs a way of checking for himself if A's file is open.
Give offline synchronization a shot which is built into Windows. It will give you them the benefit of not having to copy down the document each time it is opened (only when it is changed). This will in turn will make opening the document much smoother. If online, it will also see that someone else has the document open and will notify the 2nd user of who has it open.
If offline (eg. on a laptop or disconnected) it will still allow work to be done on the document, and will prompt what to do with the document if changes are done in between connections (eg replace/copy/discard).
Windows 7 does this a little more gracefully than XP but overall it should be a very seamless solution as long as they aren't breaking integrity and/or track-ability by manually copying the files. You other option is to have them temporarily rename the file before it is copied down so it is date-stamped and noticed (like a check out...eg: myfile-checked_out_by_bob.doc)
If all else fails, the dropbox idea looks like a good one if the department doesn't mind paying the subscription fee. Otherwise you're looking at a somewhat high maintenance solution via scripting or policy/procedure.
posted by samsara at 12:48 PM on January 30, 2012
Give offline synchronization a shot which is built into Windows. It will give you them the benefit of not having to copy down the document each time it is opened (only when it is changed). This will in turn will make opening the document much smoother. If online, it will also see that someone else has the document open and will notify the 2nd user of who has it open.
If offline (eg. on a laptop or disconnected) it will still allow work to be done on the document, and will prompt what to do with the document if changes are done in between connections (eg replace/copy/discard).
Windows 7 does this a little more gracefully than XP but overall it should be a very seamless solution as long as they aren't breaking integrity and/or track-ability by manually copying the files. You other option is to have them temporarily rename the file before it is copied down so it is date-stamped and noticed (like a check out...eg: myfile-checked_out_by_bob.doc)
If all else fails, the dropbox idea looks like a good one if the department doesn't mind paying the subscription fee. Otherwise you're looking at a somewhat high maintenance solution via scripting or policy/procedure.
posted by samsara at 12:48 PM on January 30, 2012
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This only works though if they can both access the same network drive (possible using Windows file sharing - one person shares a folder and the other person accesses that folder.
Otherwise, Google Docs is a good alternative - they can both access it & edit simultaneously and the changes are seen instantly by the other person and the top right corner has an indicator as to who the other viewers/editors are.
posted by MesoFilter at 4:51 AM on January 30, 2012 [1 favorite]