How to Use Zapps Pro
Pro Editor: File Doctor
Use File Doctor to make important changes to multiple Word files at once.
- Rename files
- Convert Word files to other document formats
- Add password protection for opening and editing Word documents.
The File Doctor button opens a dialog box that contains 3 tabs for the 3 functions File Doctor performs. Click on the function name you need to perform the actions you require.
- Rename - Rename any file on your computer; not just Word files
- Convert - Word only. Convert .doc files to .docx; Convert .docx files to .PDF; Convert .docx files to .HTM; Convert .docx files to .RTF
- Protect - Word only. Apply new passwords, update passwords, or remove passwords.
All of these functions can be performed on multiple files to save you from having to perform the tasks manually, one file at a time.
To Rename Files
Use the Rename function to rename any file on your computer; the files do not have to be just Word document files. You can:
- Rename all files in a designated folder or just the files you individually select
- Rename Partial file names or Full file names
- Add a Prefix to file names
- Add a Suffix to file names
- Add an automatic numbering scheme to file names
- Replace or Remove file extensions
- Remove a specified number of characters from the front or end of file names
Special considerations when using Rename
All renaming options work individually or collectively so you can perform each rename action one at a time on the files you want to rename, or you can make all of the adjustments in one fully encompassing action.
The “Find” and “Replacement” of text is case sensitive.
If you are fully replacing the names of all files in a folder you must use the “numbering” option so that each file ends up with a unique name.
In a partial replacement of file name text, you can leave the “Replacement” text box empty and this results in the removal of matching “Find” text from the file name.
Replacing or removing a file name extension does not convert the file to a different file format. It only hides the file’s actual format type. Some organizations use this for security purposes.
If you want to add file extensions to files that currently do not have file extensions, then use the “Add Suffix” option of this tool. If you want to remove file extensions, then designate in the Replace Extension “From” box the extension to remove and leave the Replace Extension “To” box empty.
When the renaming process completes, if there were any exceptions generated you will be notified. The exceptions will be listed in a file “Zapps Pro Exceptions Report” and placed on your Desktop.
To Convert Files
The Convert function only works with Word files. It does not work with Word Template files, and should not be used with document files that contain macros because the macros are removed.
This function can perform
4 types of conversions:
- Convert the old binary Word 97 – 2003 “doc” formatted files to the Word 2007 and later “docx” format.
- Convert “docx” formatted files to “PDF” files.
- Convert “docx” formatted files to “HTM” files
- Convert “docx” formatted files to “RTF” files
SPECIAL CONSIDERATIONS WHEN USING Convert
To perform a conversion the files you want to convert must be opened, which Zapps Pro does automatically.
If the files are password protected you will need to provide those passwords.
You can add a Prefix and/or Suffix to all converted files.
You can have the converted files saved into a separate folder, which we highly recommend.
Any processing exceptions that occur during the file conversion process will be listed in the Zapps Pro Exceptions Report, which is placed on your Desktop.
Be aware that converting very large files to PDF can take a number of minutes.
A visual Progress Bar will allow you to monitor your Convert operations.
Be patient and let the Zapps Pro software do its job.
To Protect Files
The Protect function also only works with Word documents. On the documents you designate, Protect can be used to:
- Apply new passwords
- Update passwords
- Remove passwords.
Special CONSIDERATIONS WHEN USING Protect
To update or remove passwords from a document requires that you know the current passwords applied to the document.
At the same time as you are protecting the designated documents you can add a Prefix or Suffix to the file name.
You can store the newly protected documents in a new sub-folder to the original location.
Processing exceptions will appear in the Zapps Pro Exceptions Report located on your Desktop.