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FileControl for Excel Documentation 12/27/93 ABOUT FileControl ----------------- FileControl for Excel is an Excel spreadsheet that is designed to help you manage your files. It works with Excel release 4 for Windows. Although not tested with release 5 (as it is not available at this time), it should work fine. Current plans are to develop an upgrade incorporating Excel 5 features. With FileControl, you do not need to leave Excel to rename, copy, move or erase files. In addition to the file management features, FileControl allows you to easily find and open worksheets. All these features and more are managed for you by FileControl. A key feature of FileControl is that it allows you to maintain documentation on each of your files, so that you do not have to rely on DOS's eight character filename to tell you what a file contains and what its purpose is. Descriptions of over two hundred characters can be associated with each file. A file can easily be located by using FileControl's search feature that searches not only the file list, but also the descriptions on the files. And if the file is a spreadsheet, it can be automatically opened into Excel. FileControl does this by maintaining information about your files in a specially designed Excel spreadsheet called FILECTRL.XLS. A macro add-in called FILECTRL.XLA does the file management functions. To handle special needs such as renaming or copying files, a support program, named CTRLEXCL.EXE is called by the macros. Each file is identified by its file name and type, the directory it is located in, when it was last modified, the size of the file, and by the file's documentation. The following is a typical file list for a directory: +---------------------------------------------------------------------+ | C:\XLSFILES\COST Cost Studies | | ACTUAL.XLS 7/10/93 9:38 87180 Actual annual cost data | | EARNINGS.XLC 8/30/93 15:31 45016 Product earnings graph | | PLAN1.XLS 7/10/93 16:25 51379 Moderate expansion case | | PLAN2.XLS 7/10/93 11:57 11749 Expansion with competition | | RANKINGS.XLS 7/9/92 11:25 37472 Product performance indices | +---------------------------------------------------------------------+ The information shown on each file is (as of the last update run) the day and time last modified, the file size, and a comment describing the file. Although the documentation shown above is very short, you can use over 200 characters to document a file. The first 33 characters will be visible on the screen. The rest can be viewed by clicking on the documentation cell. You can edit and update the documentation anytime you want. And, FileControl has a search feature that allows you to scan the file names, the documentation or both for matching text. As the above example illustrates, you can also have documentation that describes the purpose of a directory. You will also notice that the cells containing the directory information is lightly shaded. You have the option to shade or color code directories and files to help them standout on the screen. FileControl works for both files that you maintain on your hard drive and on your floppy disks. Of course, maintaining your files on your hard drive makes it easier to retrieve a file when you want it. And, with FileControl, you can easily create directories to store files in. In addition to using FileControl to manage your spreadsheet files, you can also use it to keep track of your other files. For example, it can keep track of PRN files, DOC files, ZIP files, BAT files, and graphics files. However, only spreadsheets can be opened. ONE THING TO REMEMBER: TO MAXIMIZE THE BENEFIT OF FileControl, DO NOT REMOVE IT FROM MEMORY. It is most useful if it is immediately available when you need it vs having to load it into memory each time. CONDITIONS OF USE ----------------- LICENSE AGREEMENT FileControl is being distributed by Macro Systems as shareware. This means you can copy the unregistered version of FileControl to evaluate it for a 60 day period. Use beyond this period without registering your copy is strictly prohibited. You will need to register your copy of FileControl if you intend to use FileControl beyond the allowed evaluation period. The program can be stored on multiple machines and payment made for only a single copy only as long as the copies on the different machines are not used simultaneously. Under the software license from Macro Systems, registering a copy of FileControl gives you only the right to use the program. It does not give you the right to resale or distribute the program or prepare or distribute a derivative work or modified version of the program. The shareware version of Filecontrol is the complete program. No features have been held back. Please note that the money you pay to a shareware distributor is to cover his distribution costs, and is not for the purchase or registration of a copy of the program. Macro Systems encourages you to make copies of the UNREGISTERED version of FileControl and give them to others to evaluate. Please feel free to upload the UNREGISTERED version of FileControl to your favorite bulletin boards. The files your are allowed to distribute are the original UNREGISTERED files you received. Do not distribute your copy after you have used it, as it contains information about your files, and has been customized to your machine. If you are a shareware distributor you may distribute the UNREGISTERED version of FileControl software as long as you distribute all the files intact and in an unmodified form. Also, you may not charge more than a reasonable distribution fee. REGISTERED VERSIONS OF FILECONTROL MAY NOT BE DISTRIBUTED TO OTHERS, MAY NOT BE DISTRIBUTED AS SHAREWARE, AND MAY NOT BE PUT ON BULLETIN BOARDS. To determine which version you have, install the software, and run the command "ABOUT" from the FileControl menu when you load the spreadsheet. Do this for both the Excel version and the 1-2-3 version of FileControl. COPYRIGHT AND TRADEMARKS The software files that comprise FileControl are copyrighted (c) software of Macro Systems. All rights reserved. It is not in the public domain nor is it freeware. It is the property of Macro Systems. Modifying the program in any way is strictly prohibited. FileControl is a trademark of Macro Systems. 1-2-3 is a trademark of Lotus Development Corporation. Excel is a trademark of Microsoft Corporation. LIABILITY AND WARRANTY This software is distributed "as is" and without warranties. No statement made about this software by distributors, in advertisements, in software reviews, or in the documentation constitutes a warranty. The user must test the program thoroughly. In no event shall Macro Systems, owner of the copyright, or the author of the program be liable for any loss of profit, any problems or any damage resulting from the use or evaluation of this software. Evaluate and use this program at your own risk. There is no guarantee that this software will operate uninterrupted or error free. Any liability will be limited exclusively to product replacement or refund of purchase price. By using FileControl, you agree that the only remedy available to you will be a refund of the purchase price of the FileControl program. EXCEPT AS EXPRESSLY PROVIDED HEREIN, THERE ARE NO OTHER WARRANTIES, EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT TO THE SOFTWARE AND ANY ACCOMPANYING WRITTEN MATERIALS. IN NO EVENT WILL MACRO SYSTEMS BE LIABLE TO YOU FOR DAMAGES, INCLUDING ANY LOSS OF PROFITS, LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE THE SOFTWARE, EVEN IF MACRO SYSTEMS OR AN AUTHORIZED REPRESENTATIVE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. This limited warranty gives you specific legal rights. Some states provide other rights, and some states do not allow excluding or limiting implied warranties or limiting liability for incidental or consequential damages. As a result, the above limitations and/or exclusions may not apply to you. Some jurisdictions have statutory consumer protection provisions that may supersede this section of this Agreement. Evaluation, use, distribution, or purchase of this software indicates your agreement with the terms and conditions of the Limited Warranty/Limitation of Remedies and the other terms and conditions in this document. If you do not agree with the terms and conditions, do not use FileControl, and, if applicable, return the copy you purchased. FEEDBACK / TECHNICAL SUPPORT ---------------------------- All feedback, both positive and negative is welcome. I do like my programs to be as error free as possible, and if possible will try to solve the problem you have. If you have problems, PLEASE CHECK THE DOCUMENTATION FIRST. THERE IS A SECTION ON PROBLEMS THAT WILL HELP. If this does not resolve your problem, I may be contacted by mail at: Macro Systems 1008 Lawndale Road Wilmington, DE 19810 or via CompuServe (ID: 72774,416). You may also fax or call 302-475-0142. Please note that faxes will be answered by mail and phone calls will be returned collect only. Also, phone calls can only be returned in the evening (East Coast time), time permitting. THE FILES THAT MAKE UP FileControl ---------------------------------- THERE ARE TWO VERSIONS OF FileControl: One for Lotus 1-2-3, and one for Microsoft Excel. They are being distribted separately. However, if you register for one version, you do not have to register the other version. So you get a two for one deal. However, you will have to download or order the copy you don't have. The files that make up FileControl are listed below. The files are being distributed in compressed format. The naming convention of the ZIP file is: CTRL-Lxx.ZIP for the Lotus 1-2-3 version CTRL-Exx.ZIP for the Excel version where the x's are replaced with the version of FileControl for Lotus 1-2-3 and Excel respectively. This release is CTRL-E10.ZIP, indicating that this is version 1.0 for Excel. Thus you can tell from the title if the version you are using is different from another that may be on your bulletin board. For the 1-2-3 version of FileControl the files are: FILECTRL.WK3 - The 1-2-3 worksheet for FileControl FILECTRL.FM3 - The WYSIWYG format file for the above file AUTO123.WK3 - Auto opening worksheet to open FILECTRL.WK3 CTRL123.EXE - support program called by FILECTRL.WK3 INST123.EXE - INSTALLATION program for 1-2-3 version CTRL123.TXT - ASCII documentation for the Excel version 123DOC.EXE - Compressed documentation in Microsoft Word 2 for Windows for the 1-2-3 version. Also may be read and printed by Ami Pro and WordPerfect. Key points are emphasized and pictures are much better. - CTRL123.DOC created when run. - DISTRIBUTE the EXE file not the DOC file. README.TXT - Order form for FileControl, along with the benefits you get by registering. For the Excel version of FileControl the files are: FILECTRL.XLS - Excel 4 FileControl worksheet FILECTRL.XLA - Excel 4 add-in CTRLEXCL.EXE - Support program called by FILECTRL.XLA INSTEXCL.EXE - INSTALLATION program for Excel version CTRLEXCL.TXT - ASCII documentation for the Excel version EXCELDOC.EXE - Compressed documentation in Microsoft Word 2 for Windows for the Excel version. Also may be read and printed by Ami Pro and WordPerfect. Key points are emphasized and pictures are much better. - CTRLEXCL.DOC created when run. - DISTRIBUTE the EXE file not the DOC file. README.TXT - Order form for FileControl, along with the benefits you get by registering. HOW TO INSTALL -------------- The install program installs these programs: - An Excel worksheet called FILECTRL.XLS - A Excel macro add-in called FILECTRL.XLA - A support program file called CTRLEXCL.EXE Both FILECTRL.XLS and FILECTRL.XLA should be installed in your Excel startup directory. One of the items you need to know is the name and path of this default directory. For example, if you have installed Excel on your C drive, then the default directory is C:\EXCEL\XLSTART. You can use Windows' file manager to find out where this directory is located. After you have the above information, run INSTEXCL by one of the following approaches: - Typing A:INSTEXCL (if "A" is not the floppy drive containing the installation disk, enter its letter instead, or the path where the file is located) at a DOS prompt or in the Program manager's run box. - If you are running Windows, type the above in the RUN box of the Program Manager, or double click on INSTLEXCL.EXE from within File Manager. - If you have copied the files to a directory on your hard drive, you can run INSTLEXCL.EXE by going to that directory and typing INSTLEXCL (or go to it in the File Manager and double clicking on it). The install program will prompt you for the information it needs and then install the files as discussed above. If you are installing a new release, follow the procedure outlined above. The install program will detect the present of an existing FILECTRL.XLS spreadsheet and install only the add-in sheet and the support program. The XLS spreadsheet does not have to be replaced when installing a new release. Please note that IF YOU INSTALL THE FILES IN ONE DIRECTORY AND THEN MOVE THE FILES, you must run the macro ResetFileControl. To run the macro, select "Macro" and "Run" from the Excel menus. Then type in "ResetFileControl" (all one word). Please note that you will not see this macro listed. You will get a confirmation screen saying FILECTRL.XLA has been reset. Then, exit Excel and relocate the files. THE 1ST TIME YOU RETRIEVE FILECTRL.XLS -------------------------------------- By placing the two spreadsheets in your startup directory, Excel will automatically load them into memory when Excel is started. You will not see nor be able to go to FILECTRL.XLA because it is an add-in file. Both files must be loaded into memory for FileControl to work. You will first see the copyright box. Following this, first time users will see the following box: +-----------------------------------------------------------------+ | The location of the Excel Add-in Library and add-in FILEFNS | | has not yet been specified. Choose OK now to update. Until | | specified, many of FileControl's functions will not work | | | | OK CANCEL | +-----------------------------------------------------------------+ FileControl needs to know where the Excel add-in FILEFNS.XLA is located. This add-in is critical to the operation of FileControl. It is normally installed with other Excel add-in files in a directory called EXCEL\LIBRARY. When you click OK, the following dialog box appears, which allows you to specify where this add-in is located: +--------------------------------------------------------------------+ | EXCEL LIBRARY LOCATION PANEL | | | | | | Please specify where the Excel Add-Ins are Located | | | | O C:\EXCEL\LIBRARY | | O D:\EXCEL\LIBRARY | | O E:\EXCEL\LIBRARY | | O F:\EXCEL\LIBRARY | | O User Specified Directory | | | | If the user specifed directory is selected, specify the full path | | and directory where the Excel Add-Ins are located in the edit | | box below. | | +----------------------------------+ | | | | | | +----------------------------------+ | | | | OK | +--------------------------------------------------------------------+ If you are uncertain were this file is located, use the Windows file manager to search for it. If it is not installed, you can run the Excel setup program (found on the first of the Excel disks) and select the customize install option. This will allow you to just install the add-ins. The next step in the installation process is to confirm that the support program CTRLEXCL.EXE can be accessed. This is done automatically by the program. Once you have satisfied the first time installation procedures, you will end up in the FILECTRL.XLS spreadsheet. The add-in sheet, FILECTRL.XLA, is hidden from view. The following is what FILECTRL.XLS looks like once you get past the setup screens: +--------------------------------------------------------------------------+ | DIRECTORY: ENTER PATH AND DIRECTORY HERE | | FILETYPE: XL* 1 <- Do Sub-directories (1=Yes, 0=No) | | LAST UPDATED: 1 <- Display empty directories (1=Y,0=N) | | DESCRIPTION: | +--------------------------------------------------------------------------+ The block of rows with the words "Directory" is called a section. Sections are used to group related files. The spreadsheet comes with several such sections for your use. And, you can add sections as you need them. EXERCISES TO ILLUSTRATE KEY FEATURES ------------------------------------ The following is a set of small exercises that will illustrate some of the key features of FileControl: The first exercise illustrates how to use the UPDATE option. This is the option that creates a list of the files that are found in a specified directory. In the cell with the label "Enter Directory and Path here", enter the directory and path where your spreadsheets are found. For example if your spreadsheet files are in a directory called "XLSFILES", and it is located on the C-drive, you would enter "C:\XLSFILES". - If all your files are on floppies, enter the letter of your floppy drive and put a disk containing spreadsheet files in that drive. - If you are uncertain where your files are stored on your hard drive, enter just the letter of the drive . For example "C" for the C drive. Now, with the cell pointer in the section heading (the cells with the solid border), bring up the main menu by clicking on the main menu button found at the top of the spreadsheet. The main menu looks like this: +----------------------------------+ | MAIN MENU | | | | FILE OPTION | | O Rename a File | | O Copy a File | | O Move a File | | O Duplicate a File | | O Erase a file | | | | DIRECTORY OPTIONS | | O Update a Directory or Section | | O Create a Directory | | O Copy a Directory or Disk | | O Erase a Directory or Disk | | | | OTHER OPTIONS | | O Add a Section | | O Setup Options | | O About FileControl | | | | OK CANCEL | +----------------------------------+ At this time, choose the option labeled "Update a Directory or Section". A small menu will appear asking you to confirm your update request. Please do so. As the update is being run, you will see a series of informational messages go across the bottom of the screen. And, at one point, the screen will "whiteout" as control is transferred to the support program CTRLEXCL.EXE. When the update is complete, you will see a message bar that says "UPDATE COMPLETE.". When you click on OK, you will see a list of the files (of the file type listed in the section heading) that are in the directory. If the directory has sub-directories, you will see them listed, along with the files that they contain. Beside each file will be the date and time the file was last modified, and the size of the file. You should run an UPDATE any time you want to update the information on the files or the file list. At this stage, none of your files are documented. Move the cursor to one of the file rows, and place it in column "F". Type in some documentation. As much as you want (up to about 240 characters). Now do this on several more files. One thing you might want to do is to enter two spaces at the beginning of each line of documentation. This improves readability. (Whenever an update is run, the two spaces are automatically added for you.) Let's say you come across a spreadsheet file that you don't recall what it was for, so you don't know what documentation to enter. No problem. Place the cell pointer anywhere on that file's row, and click on the open button. This will open the file. Examine it and figure out what it is. Once you are done, close the file. If you see several files that you want to open, you can do so simultaneously vs. one at a time. Just hold down the CTRL key and highlight a single cell on each file row. Then select the open button. Once the files are opened, the Excel window panel is displayed for you to select the file you wish to go to first. You can repeat the above process until you've documented your files. However, let's demonstrate how to create a file using FileControl first. Place the cell pointer anywhere in the directory listing where you want to create a new file. Then click on the "create" button. When you do so, a menu box will appear asking you to enter the filename, select the desired file type (worksheet, graph, etc.), and to enter documentation. It looks like the following: +---------------------------------------------------+ | **** CREATE A NEW FILE **** | | | | DIRECTORY Filetype | | C:\EXCEL O Worksheet | | O Graph | | O Macrosheet | | New Filename O WorkBook | | +------------------+ | | | | | | +------------------+ Worksheet Type | | O Normal | | O Excel 3 | | FILE DOCUMENTATION | | +--------------------------------------+ | | | | | | +--------------------------------------+ | | | | OK CANCEL | +---------------------------------------------------+ When you click on OK, a new file will then be created and immediately saved in the directory and by the name you requested. And, you document files as you create them. Please note that you can use Excel to edit and change the documentation anytime you need to do so. To do the next exercise, close this file that was just created, so it can be used in the next exercise. This next exercise illustrates how the RENAME option in FileControl works. Place the cell pointer anywhere on the row of the file you just created. Then display the FileControl menu and select the RENAME option. A small menu will now appear so that you can enter in the new filename (and change the documentation). This menu looks like this (assuming you were renaming a file called EXPENSES.XLS): +----------------------------------------------------------+ | Please enter the new name for EARNINGS.XLS | | +-----------------+ | | | | | | +-----------------+ | | (Enter only a filename. Do not enter the filetype) | | | | Enter New Documentation if disired | | +--------------------------------------------------+ | | | | | | +--------------------------------------------------+ | | | | RENAME CANCEL | +----------------------------------------------------------+ When you select "RENAME", the screen will blank momentarily, and the CTRLEXCL.EXE file that was read in during the install process takes over and renames the file. Once the EXE file is done renaming the file, control returns to the spreadsheet, and the name on the file row is changed, and the set of files are re-sorted. You will notice that the documentation stays with the file. The CTRLEXCL.EXE file is called whenever a file MOVE, COPY, RENAME, OR DUPLICATE option is used. It is also called when you do a number of directory functions such as copying, erasing, or creating a directory. The blanking that takes place is normal as control is transferred to the EXE file. Once it completes its task, control is returned to the spreadsheet. MANAGING NON-WORKSHEET FILES ----------------------------- As mentioned earlier, FileControl CAN BE USED TO HELP YOU KEEP TRACK OF NON-WORKSHEET FILES, such as text documents or graphics files. The following illustrates how to use FileControl to do this: First you would set up a separate section for the files. The next step is to run an update on this section to get a listing of the files. On the files that you obviously recognize, go ahead and document the files. To document the remainder, first printout this section and load in the software that created the files. Use it to view the unknown documents. Make note of what they are on your printout. If you want to rename a document, mark down a new name. And if you don't need the document, make a note of that also. Next return back to FILECTRL.XLS. Now you can go to the section on your these files, and add documentation, rename and delete files per your notes. You would repeat this process for each different type of file (for example, PRN files, ZIP files, DOC files, etc). As with any system, the first time is painful. However, once you've got the bulk out of the way, future documentation and file maintenance can be done once a week or so, and in just a few minutes. SETTING UP A BUTTON TO ACTIVATE FILECTRL.XLS -------------------------------------------- One of the first things you should do first is to set up a button on the Excel toolbar that automatically returns you to FILECTRL.XLS when you are in a different file. To do this, make the following selections from the Excel menu bar: - Options, - Toolbars - Customize At this point, select the "CUSTOM" categories of tools. Select an icon to represent FileControl and drag it to the toolbar by holding down the left mouse button. Release the icon at the location you want it inserted on the tool bar. At this point, you are asked to specify a macro to associate with this tool. Type in the words "ActivateFileControl" without any spaces. (You will not see this listed in the selection box that appears) Finally, select "Close" to exit the toolbar customize menus. Now, whenever you click on the FileControl icon you will be taken back to FILECTRL.XLS so that you can perform file operations. ABOUT SECTIONS -------------- To provide organization in FILECTRL.XLS, groups of related files are organized into sections. You can have as many sections as you want. The following are examples of a section: - files that are on a floppy, - files in a directory, - the files in a directory plus all the files in that directory's sub-directories. Each section has the following identifying information, as illustrated by the following example: +--------------------------------------------------------------------------+ | DIRECTORY: C:\EXCEL | | FILETYPE: XL* 1 <- Do Sub-directories (1=Yes, 0=No) | | LAST UPDATED: 9/28/93 1 <- Display empty directories (1=Y,0=N) | | DESCRIPTION: Files and directories for Excel | +--------------------------------------------------------------------------+ The directory entry tells FileControl which directory to scan for files. Examples of some other possible directories are: - C:\XLSFILES - R:\SHARED\ANALYSIS - A: - B:\MISC As these examples illustrate, a floppy drive can be listed as a directory. This tells FileControl to scan a floppy disk for files. You can have multiple sections for the same drive - as many as you have disks. You could, if you want to, use C:\ as the designated directory. However, you are much better off using sub-directories of your main directory, as files of a given type are typically grouped in sub-directories of the root or main directory. Also, it is faster to do an UPDATE on just the directories needed vs. all the directories on your disk. For example, assume C:\XLSFILES is a sub-directory of C:\. Your worksheets could then be stored in this directory and in its sub-directories. For example, cost studies could be stored in a directory called C:\XLSFILES\COST. Then, if you specify C:\XLSFILES as the section's directory, only it and its sub-directories must be searched for your spreadsheet files instead of the entire hard disk. Your entry for a directory in a section heading must meet certain simple format requirements. For example, it must contain the full path of the directory starting from the first directory. Thus, it must begin like C:\directoryname\directoryname... Examples of incorrect entries are "STUDIES" (does not contain path information) and "\XLSFILES" (path information incomplete). Also, you do not need to end the directory name with a "\". If you do, FileControl will remove it as it is not needed. When FileControl scans the designated directory, it looks for files of the specified file type. In the above example, the type is XL*, with the "*" representing a wild card character. This particular file type entry scans for XLS, XLM, XLW and XLC files. Other examples of valid file types are PRN, WK*, DOC, TXT, ZIP, BAT, EXE, and * (for all files). Thus, FileControl can help you maintain documentation on all your files. One caution: Do not use a "*" for the file type unless you really want to see all the files in a directory. When you specify the directory, you also have the option of scanning or not scanning the directories under the specified directory. A value of "1" for "Do sub-directories" scans for sub-directories. A value of "0" does not. You also have the option to display or not display the directories that do not contain files that match the specified file type. This is controlled by the value set for the "Display empty directories" option. You can use Excel's format options to color the cell containing the directory name and the three cells to the right. If you do, all the directories of the section are given this color coding after an UPDATE is run. This helps you readily identify which section you are in, as well as identifying each directory. You can also color code individual files. However, that coding will be retained only if there is an entry in the file's documentation cell. (If it is important enough to color, it is important enough to document.) The line in the section heading with the title "DESCRIPTION:" can be used to provide a description of the section. In the case when A: or B: are specified, you can use the description line to record the floppy label information. Use of the description line is optional. UPDATE OPTIONS -------------- You have the option of updating a single directory that is listed in a section instead of updating all the directories in an entire section. Do this by placing the cursor on the single directory's name (found in column B) instead of the directory listed in the section heading. Do this when you want a quick update of a single directory. You can update all the directories in a section by first placing the cell pointer in the section heading then selecting the update option. If you have many directories and want to update several, highlight a single cell in each directories listing. Then select the update option. You do not need to run the UPDATE option every time you retrieve FILECTRL.XLS. Run an UPDATE if you have issued DOS commands outside of FileControl that affect the files in a given section. Or when you want to update the date, time and size information on your files. You can use either the UPDATE button that is on the top row of the worksheet or you can select the "Update a Directory or Section" option from FileControl's main menu. They both do the same thing. THE FileControl TOOLBAR ----------------------- At the top of the FILECTRL.XLS worksheet is the following toolbar to help you do a number of useful commands: +---------+ +------+ +----+ +------+ +----+ +---------+ +------+ +----+ |MAIN MENU| |SEARCH| |OPEN| |CREATE| |NEXT| |PREVIOUS | |UPDATE| |SORT| +---------+ +------+ +----+ +------+ +----+ +---------+ +------+ +----+ The first command displays the main menu. An illustration of the main menu was shown earlier in the manual. The main menu options are discussed in detail in the next section. The Search option allows you to find text in FILECTRL.XLS. You can search for a file name, a directory name or part of the documentation. The following is the panel that appears when you click on the search button. +--------------------------------------------------+ | Search | | O From the top of the current section | | O From the top of the spreadsheet | | O From the cell pointer location | | | | Enter Text to be searched for: | | +-------------------------------------------+ | | | | | | +-------------------------------------------+ | | | | Use F7 to find the next occurence | | | | OK CANCEL | +--------------------------------------------------+ You can continue the search for matching text by pressing the F7 button after you have found the first text match. The F7 button will cycle through the matches, so you can repeatedly check out the text matches. The next button on the toolbar is the OPEN button. This allows you to open one or more files simultaneously. To open just one file, highlight a single cell anywhere on the row of the file to be opened and click on the open button. The file is opened immediately. If you want to open multiple files, highlight a single cell on each file's row (by holding down the control key when you click on the cell) and then click on the open button. The files can be in different directories when you do this. There is a minor restriction - you can only open 30 files simultaneously! The next button is the CREATE button. This allows you to create a new Excel file. To use, first place the cell pointer anywhere in the directory listing where the file should be created. It can be on a row containing a file name or on the row containing the directory name. Then click on the CREATE button. Then fill out the following panel and select OK. +---------------------------------------------------+ | **** CREATE A NEW FILE **** | | | | DIRECTORY Filetype | | C:\EXCEL O Worksheet | | O Graph | | O Macrosheet | | New Filename O WorkBook | | +------------------+ | | | | | | +------------------+ Worksheet Type | | O Normal | | O Excel 3 | | FILE DOCUMENTATION | | +--------------------------------------+ | | | | | | +--------------------------------------+ | | | | OK CANCEL | +---------------------------------------------------+ Once you click on the OK button, FileControl records the information about the file in FILECTRL.XLS, then it creates a new file and saves it to the directory you specified. Please note that you do not enter the file type. YOU SHOULD ALWAYS CREATE YOUR NEW FILES THIS WAY INSTEAD OF SELECTING "File, New" FROM THE EXCEL MENUS. Using FileControl's create button gives you the opportunity to document a file when you first create it, and insures it is saved in the directory where you want it stored. If you forget and create a new file using the Excel menus, the file will not be listed in FILECTRL.XLS until you run an UPDATE. The next two buttons are labeled "NEXT" and "PREVIOUS". These buttons allow you to quickly move from one section to another. The NEXT button takes you down the file, and the PREVIOUS button takes you back up the file. These buttons are very useful if you have long section listings, and insure you go to the top of the next or previous section. Following these buttons is the UPDATE button. Use it when you want to update the file information and the list of files on either a single directory or on an entire section. First place the cell pointer in either the directory or the section, then click on the UPDATE button. After you click on OK on the confirmation menu, FileControl updates the information. The last button on the toolbar is the SORT button. It allows you to sort either a single directory or all the directories in a section. If you are located in a directory, then only the directory is sorted. If you are located in a section, then all the sections are sorted. Sort options are file name, date & time, and file size. Sort options are file name, date & time, and file size. Please note that the files are automatically sorted in alphabetical order when an update is run. THE MENU OPTIONS ---------------- When you click on the main menu button you are presented with following menu: +----------------------------------+ | MAIN MENU | | | | FILE OPTION | | O Rename a File | | O Copy a File | | O Move a File | | O Duplicate a File | | O Erase a file | | | | DIRECTORY OPTIONS | | O Update a Directory or Section | | O Create a Directory | | O Copy a Directory or Disk | | O Erase a Directory or Disk | | | | OTHER OPTIONS | | O Add a Section | | O Setup Options | | O About FileControl | | | | OK CANCEL | +----------------------------------+ To use a feature on the menu, YOU MUST FIRST SELECT THE FILE, DIRECTORY, OR SECTION THAT WILL BE SUBJECT TO THE REQUESTED OPTION BEFORE DISPLAYING THE MAIN MENU. For example to rename a file, you must first place the cell pointer anywhere on the row of the file to be renamed before selecting the rename option from the main menu. If you want to execute a menu selection on a group of files or directories, you can do so by selecting a single cell on each of the rows of the files or directories involved. Do this by holding down the control key as you click on a cell. After you have made your selections, then click on the main menu. The only exception to the above rule is when you want to create a new directory or a new section. Then the cell pointer must be on a blank row in order for the option to work. The following are the menu's features: RENAME A FILE This option allows you to rename a file. The file type can not be changed. You can also change the documentation at the same time you rename the file. The following illustrates the selection box that appears if you were to select this option for a file named EARNINGS.XLS: +----------------------------------------------------------+ | Please enter the new name for EARNINGS.XLS | | +-----------------+ | | | | | | +-----------------+ | | (Enter only a filename. Do not enter the filetype | | | | Enter New Documentation if disired | | +--------------------------------------------------+ | | | | | | +--------------------------------------------------+ | | | | RENAME CANCEL | +----------------------------------------------------------+ COPY A FILE This option allows you to copy a file from one directory to another or to a floppy drive. The row of information on the file is also copied to the destination directory. You have the options of copying the file to a directory listed in FILECTRL.XLS, to a floppy drive (A: or B:), or typing in a directory name and its path. If you want to copy a file from a floppy disk or unlisted directory to a directory listed in FILECTRL.XLS, choose the COPY A DIRECTORY option. The following is the selection box that appears when you select this option. Please note that the actual file name, directory, and documentation that appears is that of the file that the cell pointer is on when this option is selected. +-------------------------------------------------------+ | The following file has been selected to be copied: | | | | EARNINGS.XLS | | C:\XLSFILES | | Product earnings information | | | | Please select the destination | | | | O To a directory listed in the spreadsheet* | | O A: | | O B: | | O User specified directory | | | | | | OK CANCEL | | | | * If this option is selected, place the cell pointer | | in the destination directory and double click the | | mouse or press enter | +-------------------------------------------------------+ If you select the first option, to a directory listed in the spreadsheet, you are returned to FILECTRL.XLS to select the destination directory. Do so by double clicking on the destination directory. You must do so or hit ESC to exit the copy routine as the macro is active and running at this point. Once you select the destination for the file, a confirmation menu appears and then the file is copied. MOVE A FILE This option allows you to move a file from one directory to another. The documentation is moved also. You can move files between hard drives using this option. By using the CREATE A DIRECTORY feature discussed below, you can create new directories and then use this option to move files into them. The result will be a much better organization to your files. The selection box that appears when you select this option is identical to the one illustrated above in the copy a file section of the manual. DUPLICATE A FILE This allows you to make a copy of a file and give it a different name, so that both the original and duplicate file are in the same directory. This option is very useful if you routinely create new spreadsheets by modifying an existing spreadsheet. Say for example that you create a new report each month. What you can do is to use FileControl to rename the current spreadsheet you are using to the month's name (Jan, Feb,...). Then when you go to do next month's report, you duplicate the old spreadsheet and give it the name of the next month. And you can go one step further. Create a new directory whose purpose is to store just these spreadsheets. Then use the MOVE A FILE option to put these spreadsheets in this directory. This gives you a much better organization to your files. The following illustrates what the selection box looks like when you select this option for a file called JAN.XLS in directory C:\XLSFILES: +-------------------------------------------------------+ | To create a duplicate copy of the following file | | | | JAN.XLS | | C:\XLSFILES | | Monthly sales and earnings report | | | | Enter a new filename in the box below | | Do not enter a period or the filetype | | +-------------------+ | | | | | | +-------------------+ | | | | Documentation for new file: | | +-----------------------------------------+ | | | Monthly sales and earnings report | | | +-----------------------------------------+ | | | | OK CANCEL | +-------------------------------------------------------+ ERASE A FILE This option allows you to erase a file from your disk. Files that are erased from the disk are gone. So, be careful. If you accidentally erase a file, and then realized that you should not have, do not save or copy any files to your disk. And, get help from someone who knows how to recover a deleted file. However, recovery may not be possible. Please note that you can erase multiple files by first selecting a cell on each file's row then selecting the erase option on the main menu. UPDATE A DIRECTORY OR SECTION This option allows you to update the file list an entire section and all its directories OR just a single directory. New files are automatically added and the rows for files which no longer exist are automatically removed. Formatting on a file will be retained through an update (if the file has been documented). To scan for files once you've filled in the directory, first place the cell pointer anywhere in the section heading. Then, click on the menu button to bring up the FileControl menu. Select UPDATE. It then asks you to confirm your request, and then does the update. When the update is complete, you will see a list of files by directory. The directory name is at the top of each group of files. Each directory and its group of files are separated from the others by a blank line. Do not remove these blank lines. They are needed to allow the macros to find the beginning and ending of a directory's list. The amount of time it takes to do an UPDATE depends on the number of files and sub-directories, the number of files documented, and the speed of your computer. For example a 386 16 Hz machine will scan and update a section containing 100 files in 15 directories in about a minute. A 486 66Hz machine will do this same chore in 5-10 seconds! CREATE A DIRECTORY This allows you to create a new directory. By using multiple directories, you can better organize your files. Groups of related files should be kept in their own directory to make it easy to find and manage them. To create a directory within an existing section, first put the cell pointer on a blank row and then select this option from the main menu. A menu box like the following appears (assuming you are creating a sub-directory to your C:\EXCEL directory): +------------------------------------------------------------+ | NEW DIRECTORY DIALOG BOX | | | | Please enter the new directory name and the complete path | | +----------------------------+ | | |C:\EXCEL\ | | | +----------------------------+ | | | | Please enter documentation on the directory | | +-----------------------------------------------------+ | | | | | | +-----------------------------------------------------+ | | | | OK-Create new directory CANCEL | +------------------------------------------------------------+ Once you have filled it in and selected OK, FileControl creates the new directory for you. Don't worry if you create it out of alphabetical order. When you next run an update, the directories are sorted in alphabetical order. You will notice that FileControl puts the directory heading information from the section information in for you. Add the name for the new directory to this information. This is required, as the new directory must be a sub-directory of the directory listed in the section heading. Then fill in the documentation and select OK to create the directory. To create a new directory for a new section, follow the instructions on creating a new section below. COPY A DIRECTORY This option also allows you to copy all or just some of the files in a directory listed in the spreadsheet to either a floppy, to another directory listed in FILECTRL.XLS., or to a destination drive or directory that you specify in a dialog box. You can also specify a floppy drive as the source of the files. Do this when you want to copy one or more files from a floppy to a directory listed in FILECTRL.XLS. If a file by the same name exists in the destination directory or floppy, you are given the option to over-write the file or leave it intact. If you want to move all the files in one directory to another, first copy the files to the destination directory. Then, use the ERASE option to erase the old files and directory. If you select as your source a floppy or a user specified directory, and your destination is a directory listed in FILECTRL.XLS, an UPDATE is run automatically on the destination directory after the copying is done. This avoids you having to do this yourself. The following is the selection box that appears if you were to select a directory called C:\XLSFILES and then select the "copy a directory" option from the main menu: +------------------------------------------------+ | Choose the source of the files to be copied: | | | | Files in: | | O C:\XLSFILES | | O A: | | O B: | | O User specified directory or drive | | | | OK CANCEL | +------------------------------------------------+ The actual directory that appears is the one that the cell pointer is on when you select this option. You will be given the option to select the files that will be copied after you specify the destination. ERASE A DIRECTORY This option allows you to erase all the files in a directory or on a floppy. Before the files are erased, you are presented with a list of the files to help you confirm that you truly want to erase them. If you want to do a selective erase of a floppy, or if the floppy contains directories, then you should create a new section for the floppy and scan for files and directories using the UPDATE option. Then use the file erase and directory erase options to remove the un-needed files and directories. CREATE A NEW SECTION This option allows you to add a new section. For example, say that the first section is for files in a directory called C:\XLSFILES and its sub-directories. If you have worksheets stored in another directory (say C:\INACTIVE), then you would want to add a new section to keep track of those files. If you like to keep your files on floppy disks, you can create a new section for each floppy disk. Each section is independent of the other sections. To use this option, first place the cell pointer on a blank row where you want the new section, then select this option from the main menu. If there is a directory located below where the new section would be added, FileControl assumes you are creating a section for this directory. Otherwise, the directory box is blank. If a directory is supplied, you can specify a different directory name. But be careful - if the directory that is listed below the new section is not a sub-directory of the one you specify, it will not be listed in FILECTRL.XLS when the next update is run. You will be given the option to specify the color coding and the section options. You can change the color coding manually if you don't like what you picked. If you want a new section for a new directory, select this option and enter the full path and the name of the new directory. The new directory will be created following your confirmation. Be careful where you add a new section. It should be after all the files in the previous section. Use the first section in FILECTRL.XLS for the files you use most often. Its easiest to get to (by pressing CTRL-HOME). And, each time you open FILECTRL.XLS, the cell pointer is placed at the top of sheet A. If you decide that you don't want a section you have created, you can remove it without affecting the files. For example, say that you created a new section to document the files on a floppy and now you don't need it. Just use the Excel commands to delete the un-needed rows. This removes it from the spreadsheet, but doesn't delete the files. However, if you wish to delete the files and directories, then you will need to use the "ERASE DIRECTORY" option on the menu . Once you have deleted all the files and directories, use the Excel commands to remove the rows containing the section heading. The following is the selection box that appears when you select this option. +-----------------------------------------+ | NEW SECTION DATA | | | |Enter full path and directory name | |+-------------------------------------+ | || | | |+-------------------------------------+ | | | |Enter Filetype (Ex: XL*) | |+-------------------------------------+ | || | | |+-------------------------------------+ | | | |Enter documentation | |+-------------------------------------+ | || | | |+-------------------------------------+ | | | | OK CANCEL | +-----------------------------------------+ Please note that the directory entry is blank unless there is a directory below the row that was highlighted when this option was selected. Following this selection box are two additional boxes. The first allows you to select the colors for the directory name and its background. It looks like the following: +-----------------------------------------------------------------+ | Please select the colors to be used for the text and forground | | of directory cells. This will highlight all directory rows in | | this section. If you choose to not specify any of the below | | colors, you can use the Excel formatting commands to add color | | later. (Whenever you run an update, the latest color specified | | on the directory in the section head is used.) | | | | Text Foregound | | O Black O Green | | O White O Dark blue | | O Red O Yellow | | O Green O Magenta | | O Blue O Cyan | | O Yellow O Lightly shaded | | O Magenta O None | | | | USE ABOVE SELECTIONS | | | | DO NOT COLORIZE | +-----------------------------------------------------------------+ The second allows you to specify the directory options. It looks like the following: +--------------------------------------------+ | Please specify the section options | | | | +-------------------------------------+ | | | O Search sub-directories for files | | | | O Do not do sub-directories | | | +-------------------------------------+ | | +-------------------------------------+ | | | O Display empty directories | | | | O Do not display empty directories | | | +-------------------------------------+ | | | | OK | | | +--------------------------------------------+ These options are discussed in detail in the part of the manual about sections. After the section heading is added following the above menu boxes, run an update to see a listing of the files in the directories of the section. SETUP OPTIONS The following is the first setup selection box that appears when you select this selection on the main menu: +----------------------------------------------------------------+ | FileControl SETUP PANEL | | | | MAXIMIZE OPTION | | +-------------------------------------------------+ | | | O Maximize when activated or main menu pressed | | | | O Do not maximize | | | +-------------------------------------------------+ | | | | MINIMIZE OPTION | | +----------------------------------------------------------+ | | | O Minimize FILECTRL.XLS after a file is created or opened| | | | O Do not change size of FILECTRL.XLS | | | +----------------------------------------------------------+ | | | | DIRECTORY FOR TEMPORARY WORKING FILES | | +----------------------------------+ | | | O Use default directory | | | | O Specify the directory to use | | | +----------------------------------+ | | | | OK | +----------------------------------------------------------------+ The first option controls what happens when you return to FILECTRL.XLS. The second option controls what happens to the FILECTRL.XLS spreadsheet after you either create or open a file. The next panel that appears controls the directory used to create working files. Working files are erased immediately after the option is run, and they are extremely small. The normal default directory is your first directory (C:\ for example). For some users who are on LANs, this directory can not be written to. When this is true the user must specify a directory that can be used. The last panel to appear is the following, which is used to specify where the add-in called FILEFNS.XLA is located. +--------------------------------------------------------------------+ | EXCEL LIBRARY LOCATION PANEL | | | | | | Please specify where the Excel Add-Ins are Located | | | | O C:\EXCEL\LIBRARY | | O D:\EXCEL\LIBRARY | | O E:\EXCEL\LIBRARY | | O F:\EXCEL\LIBRARY | | O User Specified Directory | | | | If the user specifed directory is selected, specify the full path | | and directory where the Excel Add-Ins are located in the edit | | box below. | | +----------------------------------+ | | | | | | +----------------------------------+ | | | | OK | +--------------------------------------------------------------------+ This add-in, FILEFNS.XLA is critical to the operation of FileControl. If you have done a normal installation of Excel, then it will be located in one of the above directories. ABOUT This option displays information about the release of FileControl. COPY, MOVE, AND RENAME WARNING ------------------------------ If you rename a file that is referenced in formulas by other files, then those files will continue to refer to the old name. There is no warning that a spreadsheet has a reference to a non-existent file unless you edit the cell containing the reference. To fix this, you must manually edit the files to refer to the new name of the file. Using the search and replace feature makes this a fairly simple task. 1-2-3 LOTUS WORKSHEETS AND FileControl -------------------------------------- Although the FileControl spreadsheet has been designed primarily for Excel spreadsheets, you can use FileControl's options to copy, move, rename, etc. 1-2-3 worksheets. FileControl automatically handles the 1-2-3 format files. For example, if you rename a worksheet, its WYSIWYG (or Impress or Allways) format file is renamed also. HOW TO COPY A SINGLE FILE FROM A FLOPPY DISK TO A DIRECTORY ON YOUR HARD DISK ---------------------------------------------- Let's say someone walks into your office and has a file that you want that is on a floppy disk. How do you get it stored on your hard drive? First, decide if you want to put the file into an existing directory or into a new directory. If an existing one, then you can go to the next step. If a new directory is needed, first create a new directory using the CREATE A DIRECTORY option. Next, display the main FileControl menu, and select 'COPY A DIRECTORY'. Choose the floppy drive containing the disk. You are then asked to specify the destination directory by double clicking on its listing in FILECTRL.XLS. Then the FileControl support program executes, and displays a list of the files on the floppy. Choose the ones you want to copy. After the copy is done and you exit from the support program, an UPDATE is run automatically. Once the update is complete, you will see the new file and can add documentation. Another way to get the file on your hard disk is to use Windows' file manager. If you do so, you will need to run an update on the directory you copied the file to in order to have the new file to be listed in FILECTRL.XLS. FINDING ALL YOUR FILES ---------------------- If you are uncertain where all your files of a given type are, then do the following to find them. - Add a section at the end of one of your existing sections, or change an existing one per the following. - In the directory cell, enter "C" for the C-drive, (or "D" for the D-drive, ...) - Make the file type the type desired. "XL*" would result in all Excel spreadsheets being found. Although you can use "*" as the file type, this is not recommended. You probably have one to two thousand files on your disk and don't realize it. Although a "*" will work, it may take a few minutes to do the update, and you will have too many files to document. - Set the options on doing sub-directories to a "1" - Set the option to show empty sub-directories a "0" (this will keep directories that do not contain any files of the specified type from being displayed). Finally, run the UPDATE option on this section. Once you have identified where all your files are, use the other options in FileControl to organize the files into the directories that you want them stored in. If necessary, add new sections and directories to organize your files. PRINTING -------- FileControl does not come with any menu options that print your file information. You can use Excel commands to print. To maximize the amount of documentation that is printed, print in compressed landscape mode. THE MACROS ---------- The macro code that makes FileControl work has been placed on a hidden add-in worksheet. DO NOT UNHIDE this sheet. And, DO NOT CHANGE THE MACROS. The macros are not simple. If you do go and look at the macros, in some cases you will say "I can write this command better". DON'T. Some things have been done in certain ways to avoid problems that can occur in just the right situations. Also, there are a lot of error checking routines that you should leave alone. You will also see a number of range names in the macro worksheet. DO NOT DELETE ANY OF THEM. They are there for a purpose. MORE WORKSHEET DON'TS --------------------- In addition to the first commandment above (DON'T CHANGE THE MACROS), there are several other commandments you must obey: DON'T ADD OR DELETE ANY COLUMNS - ANYWHERE DON'T CHANGE THE LAYOUT OF THE SECTION HEADING. DON'T PUT ANYTHING IN COLUMN A. DON'T CREATE A NEW SECTION BY USING EXCEL COMMANDS TO COPY AN EXISTING SECTION. DON'T REMOVE THE BLANK ROWS THAT SEPARATE DIRECTORY LISTINGS, AND DON'T REMOVE LINE 4 WHICH IS BLANK. DON'T RENAME THE SPREADSHEET If you disobey the above commandments, the macros won't work. It's that simple. For those of you who don't believe this, perhaps the following will help convince you: - The macros use column A and the cells in this column with a space in them to find the beginning and ending of a section. and its files. If you put something else in column A, or remove the cells with a space by them, then the macros won't work correctly. - The macros look for information to be in certain columns and cells, so if you delete or add columns, then the macros won't find the information, and they won't work correctly. - The same goes for the layout of the section heading. The macros look for information to be in certain places. When it isn't were it's supposed to be, the macros won't work right. THINGS YOU CAN DO ----------------- Delete entire sections and all the rows in them. This is the easiest way to get rid of a section you don't want listed in FILECTRL.XLS. Please note that the files still exist and are not erased. Change column widths and formats. Colorize and do any formatting to any file name or its documentation. Please note that the formatting will only remain on files with documentation when an update is done. Change the column widths to whatever size you want. Move a section and its file and documentation list to a new location - IF you include column A in the move command. TYPICAL PROBLEMS AND SOLUTIONS ------------------------------ Problem: I have more floppies than I have sections. What should I do? Solution: Use the option to add new sections for the floppies. You can add as many sections as you need. Problem: I relocated FILECTRL.XLS and FILECTRL.XLA to a different directory, and now XLA won't load. I get a message like "CAN NOT OPEN A DEPENDENT DOCUMENT THAT CONTAINS REFERENCES TO DIFFERENT SHEETS AT THE SAME TIME." Solution: Before you relocate the files, you must run the macro "ResetFileControl". This removes the references causing the problem. First, exit Excel and move the files back to the directory where they originally were. Then load Excel and FileControl back in. To run the macro, select "Macro" and "Run" from the Excel menus. Then type in "ResetFileControl" (all one word). Please note that you will not see this macro listed. You will get a confirmation screen saying FILECTRL.XLA has been reset. Then, exit Excel and relocate the files. If this doesn't work, re-install FileControl. If you do this, FILECTRL.XLS will not be replaced, only the XLA and EXE file will be replaced. Problem: An error message saying that the directory may not exist appears when I run an update or open a file. Solution: Check the spelling to make sure that the directory is spelled correctly. Run an update on the entire section if you were just trying to update a single section. (This will remove any directories and files that don't exist) If the directory is located on a LAN, make certain you are still connected to the LAN system. If a floppy, the floppy may not be formatted or may be formatted for an Apple machine instead of an IBM machine. Use the Windows file manager to check on the directory's existence. Problem: I try to open, move, rename or move a file and it says its not there. Solution: Run an update on the directory in question. Odds are that the file has been deleted, rename, or moved and the listing has not been updated. This happens if you do these activities outside of FileControl. Also, your problem may be solved by one of the suggestions in the preceeding problem's solution. Problem: I ran an update on a section that I use for a particular floppy. However, I put the wrong floppy in and all my documentation is gone, and there is a different list of files for the floppy. Solution: Close the FILECTRL.XLS spreadsheet without saving it. Then, re-open it. Problem: I disobeyed the instructions and modified the macros. Now they don't work. What can I do? Solution: Follow the instructions on installing a new release. This will put a new copy of FILECTRL.XLA in your default directory. Problem: I tried to set up an icon to be one of the hot keys, but it won't work. Also make certain FILECTRL.XLA is loaded by re-loading it. Solution: Check the spelling very carefully. Just a single letter off is all that it takes to create this problem. Problem: The buttons in FILECTRL.XLS don't work. Solution: The XLA file is not loaded. It needs to be loaded for the macros to work. Problem: I renamed FILECTRL.XLS to something else, and now the macros don't work. Solution. The filename can not be changed. You need to name it back to FILECTRL.XLS. Problem: FILECTRL.XLS doesn't load automatically when I start up EXCEL. Solution: You've installed them in a directory that is not your start-up directory. You can either move the files to your default start-up directory or make the directory where the files are you default directory. To make this directory your default directory, run the Excel add-in called ALTSTART.XLA found in your Excel LIBRARY sub-directory. Problem: The screen breaks up when the CTRLEXCL.EXE file is run when I'm in Windows.. Solution: You'll need to use a different video driver. Your particular video card and its driver is taking "shortcuts" and thus causing the breakup. Problem: I inserted some rows and copied the section heading using Excel commands. I ran an update on this new section, and it worked fine. Later, I ran an update on the directory above it, and my new section and all its directories disappeared. What happened? Solution: DO NOT create sections manually. Using the menu option to create them. The cell to the right of the word "DIRECTORY:" has a space and a label in it. What you created didn't. So FileControl thought your section was just a continuation of the directories above. As they weren't, the rows were erased in the update process. The files still exist. Problem: I color coded a file row, but when I ran an update, the color coding disappeared. Solution: To retain color, you must document the file. If its important enough to color code, its important enough to document. Problem: I tried to copy a file that I share on a LAN with a co-worker, but FileControl won't copy it. Solution: When this has happened in our testing, we found that the co-worker had the file loaded into Excel when we thought he didn't. Unload the file and try again. Problem: When I ran a SORT, it said the arrangement of my information does not correspond to the layout expected. Solution: FileControl expects a blank row between directories, and each group of files to be headed by a directory. And each section must consist of just four rows, with the word "DIRECTORY:" on the top row. Check your spreadsheet and remove any extra rows you may have added. Problem: The buttons such as the MAIN MENU button disappear when I page down the spreadsheet. Solution: You need to go to the top of the spreadsheet, and set a pane that covers just row one of the spreadsheet. Do this by grabbing the small black bar just above the top scroll arrow and pulling it down to this position. After doing this, select Window, Freeze Panes.