A Term Paper on

CONVENTION AND ORGANIZING FILES

FOR PARTIAL FULFILMENT OF THE REQUIREMENTS OF THE

COURSE GNS 301

Instructor: Mr Adediran

Submitted by

YAKEEN SAHEED

16/69/0008
CONVENTION AND
ORGANIZING FILES

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ABSTRACT

This is our pleasure to inform you that we have accomplished our project on
solution of business proposal methodology. Our work was mainly dependent on
studying secondary sources and execution of our strategic thinking. Moreover,
we have tried at our best to come up with solution based proposal report
following the guidelines and criteria we are given to. We also do believe that
this write up will provide the necessary knowledge in every organizational
need.

As secondary source we have mainly referred internet base data that means
PDF, journals, articles and internship report. Among plenty of data, it was
really confusing to select the most serviceable materials. We have basically
asked to build a training manual which company can use further to train and
teach employee about data organizing, folder naming, referencing and mailing
issue. All over, we gave our effort to originate an efficient report and we made
it. We would like to express our gratitude to you for giving us this eminent
opportunity and your valuable guidelines and insightful discussion to make it
wonderfully.

Sincerely,

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PAPER CONTENTS:
ABSTRACT
INTRODUCTION
DETAILED CONTENTS
CONCLUSION
REFERENCES

CHAPTER ONE

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 INTRODUCTION:
1.0 ORIGIN OF THE REPORT

A company is any entity that engages in business. It also may be a voluntary

association formed and organized to carry on a business. It also means a
business organization that makes, buys, or sells goods or provides services in
exchange for money. Company offers many marketing proposals and strategic
direction to clients. In today’s competitive market companies have to have a
good marketing proposals and strategic plans.

If the company makes any mistake it will lose their market position. So every
firm should be careful about that. We are given a project in which the company
offers marketing proposal and strategic direction to the client. Of all the
employees everyone uses computers. Some of the employees have graduated
from universities but there are also some employees who are from colleges. So
there is a gap of knowledge between the employees.

Some employees lack in knowledge and some in experience. Also there

are some problems occurring in the company regarding many issues. The
director has received complaints from their clients and internal stakeholders’
issues regarding document, reference, language and email. In documentation
PDF and MS Word document are not professional and the file name is
meaningless. Also the file convention has not done properly.

Also there were no appropriate referencing and it was really difficult for
the clients to have reviews if they needed to. The proposal was not written in
professional language. There were also some issues with emails sent from the
company to the clients. There was no subject in the email and no body
description and also there was no signature with contact details. These are the
problems the clients are complaints about which are needed to be solved as
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soon as possible. Otherwise the company will be affected badly for these
mistakes. To solve these mistakes the director of the company has hired our
team of five members and we have to solve those issues by proposing
guidelines for the employees. We are to make the guidelines in such a way that
it could work as the training manual as well.

1.2 OBJECTIVES OF THE REPORT:

The objectives of this report are given below:

1. To learn about file and folder naming convention and how to organize
files in server.
2. To learn to write a good email and the use of signature at the end. Also
using various common elements in email client such as Gmail.
3. To learn to write good introduction and executive summary of the report.
4. To understand the use of all the useful features in MS Word available in
the ribbon. Also how to create table of content, screenshot, use of page
break, use of heading styles, spell check, work count & more.
5. To learn the basic of APA referencing, avoiding common mistakes in
referencing with examples and using reference tools in MS Word.
6. To learn using MS Word and attach in appendix: general official letter,
email with signature, leave request form.

1.3 METHODOLOGY:
The data that has been used to prepare this report has been obtained from two
sources:

1.4 PRIMARY DATA

1. Group discussion.
2. Observations and Findings.
3. Lectures.
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1.5 SECONDARY DATA:
1. Online articles
2. Relevant websites.

1.6 SCOPE:

Marketing proposals and strategic directions to clients are most important part
of work of a company. Any mistakes in these causes the company falls in the
market place. The clients lose their interest. The company itself loses its
credibility. This report shows how to overcome such situation by solving
problems. Also the guidelines provided in this report will be helpful in the
future as well.

CHAPTER TWO

2.0 NAMING CONVENTION AND ORGANIZING FILES:

WHY?

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 It is to be said that there is a place for everything and everything should be
in it. An organization is basically a hub of information or data. So in order to
keep tracking those data, we need to make them organized in such way so that
employees don’t need to waste their time only to find out that what had
happened in last year on that month in that project and to follow up the new
project. A flexible database system is a benevolent solution of that.

All they have to do to go in their company server and have a little search
then a final click. Sometimes indistinct name of folders used to create more
confusion and disturbance at work. Whereas most of the organizations do not
have any established policy for official standards of file naming or storage
policy conventions, stakeholders and clients are bound to face some difficulties
while dealing with them. Company server users can be its administrative body,
managerial body, executives, personnel, clients even its volunteers or interns.

Therefore for all departments like marketing, IT, human resource,

accountant and user pool the organization server should be efficient, accessible,
non-frustrating, appropriate, share describes the file server content and
subfolders are logically laid out. Each company implies different models but
here we aim to show a standard lay out or an ideal structure. We hope that our
suggestive way will sort out the problems company is having right now and
make its speed faster.

2.1 WHAT IS GUIDELINE?

To organize the folders in a synchronized and organized way, we would like to

propose some method of naming structure. Basically, the strength of a folder
and file naming convention is dependent on the quality and quantity of the

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elements data and accurate naming composition preferred to build it. No
wonder that for any business purpose there is always an ideal naming
convention (Santaguida, 2010).

WHAT CAN BE DONE & HOW?

STAGES:

1. In case of multi-folders, firstly decide on the main departments in

organization. Usually, these are going to be major business activities like
human resource, marketing, IT, finance extra. Further, create parent folders
that correspond to those departments and activities. It is the first stage
(Nonprofit Technology Collaboration, 2014).
2. Next step, identify sub-departments that correspond to groups of specific
tasks, business activities that relate to the main department, or types of
documents and arranged them in synchronized structure. Examples of
subfolders- suppose under IT department there could be graphics, service
and software marketing sub-department (Nonprofit Technology
Collaboration, 2014).
3. Thirdly we can also organize the folders on yearly basis. Using the version
system we can arrange the folders from previous years to present. It will
facilitate to locate and detect data according to necessity. As well as we can
remove the unnecessary past records.
4. Creating an empty group of folders and subfolders as a template if the same
subfolders will be used throughout the folder structure or need in future
purpose. Non-time consuming that means this will allow quickly copy and
paste the template of subfolders into new folders instead of manually
creating each subfolder. For example, every folder created inside the
“Event” folder could use a template of “Picture” subfolder (Smith, 2011).
A diagram from Nonprofit Technology Collaboration (2014) given below
will give example of above 3 steps:

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 Figure: 1

5. It may be unrealistic to build every single folder that will not be much
required, so from a very level users can create their own subfolders.
Instituting the first few levels in the hierarchy and then let users create
subfolders according to their level, considered as a good approach. Like,
under the folder “Personnel”, users would create subfolders as needed
(Smith, 2011).
6. Creating folder by overlapping categories is not appreciated. Suppose, there
are two top level folders- People and Pictures. If an employee asked to insert
his photo on database. Where could he upload it? Uploading in any of the
file could create confusion. As a result for avoiding this problem, we can
insert the “picture” folder into the “people” folder.

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7. If existing folder is too disorganized then the company can create a new one.
Two ways- first one is moving existing item within the new structure and
secondly, cutoff date at which point the old location becomes a read only
archive (Smith, 2011).
Some screenshots (Nonprofit Technology Collaboration, 2014) are given
below to show the implications of the processes discussed above-

Figure: 2

Figure :
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CHAPTER THREE
3.0 USING FEATURES IN MS WORD: THE RIBBON

Ribbon is a large selection of formatting tools and options available for you to
use in Microsoft Word 2010.Most of these formatting options are found along
the top of the window. This is the Ribbon. It is currently set to the “Home” tab.
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On the “Home” tab, each of the buttons and drop down menus affects the
formatting of your typed characters and words.

Figure 1: The Ribbon

HOME TAB

CLIPBOARD

This is the clipboard area of the Ribbon. If you want to copy

and paste characters and words from other places it is quite
useful to do that.

For instance, we can copy some characters and text from an

Internet web site and paste it into this document using these
tools and buttons.

3.1 STEPS YOU CAN FOLLOW:

Step1: First go the file or desired website

Step2: Select the portion you want to copy

Step3: After selecting click the right button of mouse or mouse pad, a pop up
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or dialogue box will come where you will find copy (Don’t select cut as it
erases the portion you have select if it lets you enable the file)

Step4: Come back to the word file where you want to copy

Step5: Select the paste button which will automatically paste the selected
portion in your file

The following section has been copied from the wikipedia article on microsoft
office:

Microsoft Office is an office suite of applications, servers, and services

developed by Microsoft. It was first announced by Bill Gates on August 1,
1988, at COMDEX in Las Vegas. Initially a marketing term for a bundled set of
applications, the first version of Office contained Microsoft Word, Microsoft
Excel, and Microsoft PowerPoint. Over the years, Office applications have
grown substantially closer with shared features such as a common spell
checker, OLE data integration and Visual Basic for Applications scripting
language. Microsoft also positions Office as a development platform for line-of-
business software.

FONT

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This is the Font area of the Ribbon.
For example, most of this document has been typed using Font called “Century
Gothic”. This section of text is typed using a different Font; this one is called
“Times New Roman”.

CHANGING THE FONT OF TEXT:

Step1: Simply select the block of text that you would like to change (also
called “Highlighting”).
Step2: Go the Font area of the Ribbon as you can see the screenshot
Step3: Select the desired front (to see the effect of different fronts you can
simply scroll on different fronts which will automatically appear on your
selected block of text)

CHANGING THE SIZE OF THE FONT:

Step1: Go the next box of the Font name (The number in the box next to the
name of the font is the size of the font).

Step2: You can give your desired font from the given list or you can simply put
your number there
Other features of the Font area of the Ribbon:

These two buttons increase and decrease the size of the

font (respectively).

This next button changes the case of the characters and

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 words that you have typed.

Case is related to capital letters. Several Examples are given below:

1. We provide marketing service to our customers ( when you select

“sentence case”)

2. we provide marketing service to our customers ( when you select “lower

case”)

3. WE PROVIDE MARKETING SERVICE TO OUR CUSTOMERS

( when you select “UPPERCASE”)

4. We Provide Marketing Service To Our Customers ( when you select

“Capitalize Each Word”)

5. WE PROVIDE MARKETING SERVICE TO OUR CUSTOMERS

( when you select “toggle cASE”)

Clicking this following button will show you the different options that you
have for case formatting. Usually, you will use the top option (which is the
default option), called “Sentence case.”

3.2 FEATURES OF OTHER BUTTONS:

This is a button that clears the formatting of a section

of text. This will revert the formatting of a section of
text back to the default format settings set up by
Microsoft. This is very useful if you want to remove
lots of different formatting effects on a whole section

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 of text.

This button allows you to add extra characters to a

section of text to make it easier to read. This tool is
only useful for documents that are meant to be read by
people who have trouble reading typed words (for
instance, people who suffer from Dyslexia).

This button is used to draw a box around characters and

words. Selecting some text, then clicking this button will
draw a box around that text.
For instance, this text has a box drawn around it.

Underneath the Font box (on the second row of buttons), are a selection of
buttons that are used to change the typography of the characters and words.

This button is called “Bold”.

Feature: This tool affects selected characters and
words by emboldening them.

Example: This sentence has been emboldened;

notice how thecharacters and words in this
sentence appear darker and thicker than the others
in this document. This is used to bring your
attention to a very important sentence or block of
text.

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 This button is called “Italics”.

Feature: The tool affects selected characters and words

by leaning them to the right a little.

Example: This sentence has been italicised; notice how

the charactersand words in this sentence appear as if
they are leaning to the right-hand side of the page.
There is no standard usage for this formatting option.

This button is called “Underline”.

Feature: This tool draws a line underneath selected

words and characters.

Example: This sentence has been underlined; notice how

the characters and words inthis sentence have a line drawn
underneath them. This tool is used to make section headings
immediately obvious.

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4.0 CONCLUSION
Every company wants to have the strong position in this competitive business
world and to hold and maintain that position they have to present professional and
meaningful marketing proposals and strategic direction to their clients. Also to see
their company in a better position they must need to have skilled employees. For
making the employees skilled and professional they need to get trained and for that
purpose our proposed guideline is on the way to make the situation improved. Our
report reflects on the fact to make the employees more effective and more
professional in their work. The insightful learning of
this report is to reduce employee inexpertness and make the company methodology
sustainable.

By following the guidelines and instructions that are given in the report employees
will also be able to understand what mistakes they made in the past and they will
try to learn from those mistakes which are more effective. Also this report will help
them to increase their knowledge about computer skills which can be used as a
competitive advantage for the company. To sum up we can say that this report is
the overall guideline of showing the steps about being professional and skilled in
every stages of work.

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REFERENCE:

Naming Conventions. (2012, September 7). Retrieved January 25, 2016, from
Harvard Record Management Services:
http://library.harvard.edu/sites/default/files/NamingConventions.pdf

Organizing Computer Documents. (2014, March 18). Retrieved January 23, 2016,
from Baylor:
http://www.baylor.edu/content/services/document.php/224575.pdf

APA Referencing. (2016, january). Retrieved February 1, 2016, from waikato:

http://www.waikato.ac.nz/__data/assets/pdf_file/0014/236120/APA-Quick-
Guide-6th.pdf

Akter. (2015). Internship Report on RAK. dhaka.

Doyle, A. ( 2015, September 28). Sample Cover Letter Formats. Retrieved January
20, 2016, from about career:
http://jobsearch.about.com/od/coverlettersamples/ig/Sample-Cover-Letter-
Format/Email-Signature.htm

GUIDELINES FOR WRITING ACKNOWLEDGEMENTS. (n.d.). Retrieved january

22, 2016, from polyu: http://www2.elc.polyu.edu.hk/FYP/html/ack.htm

Laserfiche. (2015, February 18). How to Make HR Records Management Way

Easier: Part 1. Retrieved January 23, 2016 , from Laserfiche:
https://www.laserfiche.com/ecmblog/how-to-make-hr-records-management-
way-easier-part-1/

Noor. (2010). Effective communication process. dhaka.

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Rux, E. B. (2007, April 24). Let’s Get Organized: File Server Basics. Retrieved
January 25, 2016, from Windows IT Pro: http://windowsitpro.com/systems-
management/let-s-get-organized-file-server-basics

Santaguida, V. (2010). Folder and File Naming Convention – 10 Rules for Best
Practice. Retrieved January 28, 2016, from Exadox:
http://www.exadox.com/en/articles/file-naming-convention-ten-rules-best-
practice

Smith, E. (2010, November 11). 5 Tips for Setting Up An Organized Folder

Structure. Retrieved January 24, 2016, from DAM Learn Center:
http://www.damlearningcenter.com/resources/articles/5-tips-for-setting-up-
an-organized-folder-structure/

Table of Contents. (n.d.). Retrieved january 25, 2016, from bizplanit:

http://www.bizplanit.com/table-of-contents-sample/

Taylor, J. (2010). The Microsoft Office Ribbon What Does This Button Do.
Retrieved january 28, 2016, from wordpress:
https://arkhhull.files.wordpress.com/2011/10/microsoft-word-2010-the-
ribbon-what-does-this-button-do.pdf

The University of Auckland Library. (2014, October 23). APA Referencing : A

guide for business students. Retrieved January 22, 2016, from The
University of Auckland Library: Libraries & Learning Services:
http://www.library.auckland.ac.nz/subject-
guides/bus/topicguides/apa_for_business.htm

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