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Manage File Extensions Name / Save Systematically a. use naming schemes others would understand b. save files in one location
Create an organization system
Use your system tools a. Backup b. = Scheduled tasks c. Defragmenting
Unleash the Power of File Management!
Back up, back up, back up!
Manage File Extensions File Extensions are the three-letter suffixes that control which program is associated with a file. Microsoft Word documents end in “.doc”, this means that when you double-click a file that ends in “.doc”, Microsoft Word will open the file. It is important to know how to show these extensions and change the programs with which the file extensions are associated. Show file extensions: Open a folder on the desktop… on the folder menu bar choose view à folder options… click the View tab… uncheck the box next to “Hide file extensions for known file types. Change the application associated with a particular file extension: Open a folder on the desktop… on the folder menu bar choose view à folder options… click the File Types tab… click a file type… then click the Edit button to change the program to which that file type is registered OR click the New Type button to set up a new association.
Prepared by Charles L. Kirkpatrick 7/29/02
apr” for an April Budget report for example.doc” for a Word document. The printers and network drives will not be available if you do not log in.File Management 2 The battle between Netscape and Explorer is an example of when two programs try to control the same extension. “April Budget Report.) . Choose Start à Documents. or My Computer for the disk drives)… Right-click the item and choose Create Shortcut… right-click the shortcut and choose rename.” Open a file with another application: (For example opening a WordPerfect file in Word. Preview a document without opening the program: Right-click the file name (on the desktop or in your folders) and choose “quick view. ! Correct unusual extensions: If you receive files that contain an unusual extension “Budget Report.” Create a shortcut to a printer icon or disk drive: Open the folder that contains the item (Start Menu à Settings à Printers for Printers. ! Always log in to computers on campus: When you are using computers on campus it is very important to log in. delete the words “Shortcut to. and select a file name to open it. change to All Files… then locate the file and double-click to open it. Quick access to your files Recently used documents are displayed on the Start Menu. documents folder. To remove an item from the taskbar. copy a shortcut for the printer or disk drive in c:\windows\send to (see the tip on creating these shortcuts above. “April Budget Report.” To change the features available in the “send to” feature. Put commonly used documents / applications on the task bar: Drag the shortcut or file icon on to the taskbar.) Open the program you have chosen… select File Menu à Open… under “Open files of type” at the bottom. Under File Types you can decide which you would prefer. change the extension to the associated file extension. right click the icon on the taskbar and choose delete.xls” for an Excel Spreadsheet. You can access your network drive from anywhere you log in on campus! Move or print a file without opening the application: Right-click the file and select “Send To.
do not count on your Hard Drive as a reliable place to save. easily opened by other users. open a file you want to convert… select View à Toolbars à Adobe PDF Maker 5. b. Create subfolders within My Documents to reflect your method of organization (see page 6 for examples of how to organize). back up. make sure all related files include that name in the title. You must have adobe acrobat installed to do this! In Word. and it will be viewable on the web. My Documents is a great choice for a place to save. If Harrison hall burns to the ground will you still have your files in tact (maybe. 3. PDF is the file extension for Adobe Acrobat documents.” The new PDF file will be smaller in size than the Word file was. Back up. Even so. a. back it up on the network! . If something is important to you. Pick one location where you always save your files. if your office is not in Harrison – or if you remember to save to a location. a.” and choose the name and location for the new PDF document you are creating… click “Save. Back up to both another drive (like the A: drive or P: drive) and make sure you have saved a copy off site. Name your files systematically. b. ! Your computer Hard Drive will fail at some point: Computer Hard Drives today are comparatively more stable than those from even a few years ago. back up. or carry a backup disk somewhere outside of your building. and it will be protected from being edited or changed.0… Click the icon “Convert to PDF. If you are working on the October 2002 Budget Report.File Management 3 Send a read-only file to someone who does not have your software: Convert your file to a PDF document. Name & save systematically! 1. Write that location on a post-it and put it on your monitor to remind yourself. 2. At least once a week make sure you back up the files you use.
W.”… Give this backup job a name -. Verify the amount of disk space available on a particular drive: Right-click the drive and choose “Properties.m.” Use the Scheduled Tasks tool to remind you to back up.“weekly backup. Check out this process on the next page! .” With this example every day at 4 p. and click “Next. M. Increase the disk space available by using the Disk Cleanup tool: Go to Start Menu à Programs à Accessories à System Tools à Disk Cleanup… select the C:\drive… check the items you want to delete… click OK.File Management 4 Use the built in backup tool: Go to Start Menu à Programs à Accessories à System Tools à Backup… Select “Create a new backup job”… click “OK”… Select “Backup selected files. You will need to click “Backup” for the weekly backup to run.” Free space is colored bright purple. Go to Start Menu à Programs à Accessories à System Tools à Scheduled Tasks… Double-click “Add Scheduled Task”… on the dialogue box that appears. F… click “Next”… click “Finish. Th. The amount of free space is displayed for you. folders. click “Start. Increase the Hard Drive’s performance. by defragmenting the drive once a month. click “Next”… Scroll down to backup.m. drives”… click “Next”… Double-click the C:\ drive icon… check the box beside “My Documents”… click “Next”… Decide whether to back up all selected files or only new or changed files… click “Next”… choose where to save the backup… click the folder icon to change the location… (It is a great idea to save to your P:\ drive!) Then click “Next”… Leave the next screen as is. the backup program will open. 4:00 p.” for example… to run the job. T. click once to select it… click “Next”… give your backup job a name… select how frequently you want it to run… click “Next”… select the time and days you want the job to run: for example.
can take a good while. Defragmenting may also save wear and tear on your hard drive and extend its lifespan.boogiejack. especially on a greatly fragmented drive. Close all programs and turn off any screen saver or power saver settings. Out of memory messages. you should check weekly to see if your system needs defragmented. try starting it when you don't need to use your computer. Minimally. like on your lunch break or before you leave for the day. Choose the drive you want to defragment and choose OK. It will certainly be worth the trouble.File Management 5 Defragmenting Your Hard Drive1 You can increase your systems performance by defragmenting your hard drive regularly. go to Start Menu à Programs à Accessories à System Tools and choose Disk Defragmenter. What Does Defragmenting Do? You computer stores your files by hunting for the nearest free space. This isn't always optimal as groups of files linked by your applications can be spread far and wide on your system. Your computer should not have anything else going on when you defragment. 1 From Boogie Jack’s Web Depot: http://www. check once a month. By defragmenting your hard drive you can restore the speed at which your computer operates to its optimum level. and a fragmented disk makes that harder for it to do. How Do I Know If I Need To Defragment? A few signs of a hard drive that has become to fragmented include: • • • Slowing or sluggish performance. Failure to complete tasks. Ideally. How Do I Defragment My Computer In Windows 95 and 98. For this reason. so do it when you can let it work without the interferrence from your other duties. If you use your computer during the defragmentation process it has to keep starting over and can take all day that way. As applications and files are saved and deleted they gradually cause your hard drive to fragment.html . This simply means your files become scattered all over the drive instead of being optimized in logical locations. Defragmenting your hard drive on a regular basis groups these files in a logical order. follow the instructions.com/computer019. Your PC frequently needs to call upon the hard drive to store files in virtual memory. Closing Tip Defragmenting. If your disk doesn't need defragmenting it will give you the option to continue or cancel.
Remember to place all of these folders in one main location (C:\My documents. Instead of forcing yourself to do this all at once.” “Professional / Personal.doc I:\Training Lab 1. or emails in the correct folders. Can I easily find it elsewhere? d. Mark your stopping place on a post-it. 3. a.) b. Will I use it again? c. 4. Categorize your folders. b. Make sure to name files and documents using this question: ”Under what name will I look for it?” d. numerical.File Management 6 A file organization system in 4 simple steps : These steps are just as useful for paper files as they are for your electronic files and e-mails. or with a brightly colored piece of paper. Will something bad happen if I toss this? e. For e-mail you might include special folders like “e-mail from friends. Ask these questions. 1.” etc. for example. electronic documents. c. a. Is it worthwhile? b. Have only 10 files in a folder. geographical. Classify your documents into sub-groups with one of the following systems: alphabetical. or subject. At some point in the process create a file index that looks something like this: Category Training Training Sub-Category Word I Word I File Name Location Word I. . chronological. and keep the important stuff. Use general groupings like “Active / inactive. a. Filter the information you are storing. as well as new information that comes in. Do I need the whole item? 2.doc I:\Training An index is crucial for easily retrieving files! Keep it in a place where you or others with access to your files can find it easily. Go through and place all of your files. spend 15 minutes a day.” or “personal” c.
ISBN:0-7645-5300-3 . Then choose Insert à Break à Continuous Section Break. Additional Resources: Bob O’Donnell: Personal Computer Secrets.xls”.) For example. Use cut and paste to move the different items to the same file. have all monthly budget reports contained in one file for the entire year. to put in a section break.File Management 7 ! Final Tip -. This allows you to set some pages to Portrait orientation. while others are in Landscape orientation. Combine reports and their associated graphs or charts. like “2002 Budget Report. ISBN:0764531336 Eileen Roth. Elizabeth Miles: Organizing For Dummies®.Combine related spreadsheets & documents: Put related spreadsheets in to one workbook (an Excel document is called a workbook.
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