Herding Cats: Managing with Electronic Documents

Part 1 – Introduction to Windows Explorer and Electronic Documents
How a better organized computer and email in-box can help you save time, money and paper

Presented by Dena Gazin, PaperCuts Coordinator, Seattle Public Utilities

September 26, 2006

Agenda
• Computers – simple vs. reality • What are electronic documents? • Introduction to Windows Explorer • Folder views (Details, List, Thumbnails) • File folder hierarchy • Naming folders and files • GroupWise • HyperSnap Screen capture program Reminder: Please sign-in
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Your friend, the computer

From: http://www.princeton.edu/~aiteachs/nttr/files/

$%@&! computers

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City of Seattle – Managing With Electronic Documents

Electronic Documents
• • • • • • • • • Easier to find Easier to send Readily portable Easier to store Saves trees and water USE LESS PAPER Hard to find Hard to read Can print poorly

Windows Explorer – Your computer’s electronic filing cabinet
Windows Explorer isn’t just “that place” where your files are stored, you can also:

• • • • • • • •

Create folders Copy files Move files Rename files Open files Delete files Find/Search files Display file information
– File type, size, date created, date modified, etc.

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City of Seattle – Managing With Electronic Documents

Opening Windows Explorer
1. 2. 3. Right click on the Start Menu in the lower left of your computer’s toolbar Select Explore The next screen you see is Windows Explorer Keyboard shortcut To quickly open Windows Explorer from any application, simply hold down the windows key (next to the Ctrl key) and press + E

Shortcut: WINKEY + E

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City of Seattle – Managing With Electronic Documents

Windows Explorer – Toolbars
• Pane View

• Title, Menu, and Standard Buttons Toolbar

Windows Explorer – File Views

• Details • List • Thumbnails

Directory and Folder Structure
• • Question on tools… Location
– – –

Think paper filing cabinet Logical and organized Lower level folders used to sub-divide the one above Little to no duplication
Organized alphabetically (default) Easily understood/ deciphered by others (and yourself if viewed later) Length should be no more than two words – short is good!

Name
– – –

• •

Use of Capitalization Consistent separator
– – – Underscore _ Hyphen – Period .

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City of Seattle – Managing With Electronic Documents

File Hierarchy – Exercise
Long names Important is subjective; use better name Capitalization + hyphen use New Orleans isn’t in the NW Buried folder. “Private” under “Public” – unnecessary Long name, parentheses, incorrect location (not in Seattle) Ballard should come first, hyphens, all caps

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City of Seattle – Managing With Electronic Documents

Naming Folders
Not So Good Better

No folder needed – move any files in this folder to other more aptly named ones Bottom-line: Use words and terms that make sense for you and your group

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City of Seattle – Managing With Electronic Documents

File Hierarchy – Before & After

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City of Seattle – Managing With Electronic Documents

Naming Files - General
• Choose a name that is easily recognizable • Include date created or modified • A word on spacing • Start general and add on specific details • Use consistent modifiers and capitalization

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City of Seattle – Managing With Electronic Documents

Windows Explorer - Exercise
• How do I rename a file or folder?
1. Highlight folder or file you wish to rename 2. Right click 3. Create new name

• How do I move a file into a different folder?
1. Make sure Windows Explorer shows two panes (folders button is pushed in) 2. Click on folder or file you would like moved (I prefer to select file/folder from right pane and drag to left, but not necessary) 3. Holding down the left mouse button, drag to new folder 4. Release mouse key and “drop” file into new location

• How do I create a shortcut?
1. In Right pane: Right click on file or folder 2. Select Create Shortcut; Shortcut appears under original 3. Drag to new location

File Management - Saving
• Dena’s trick! [Cue Windows Explorer]
1. Create shortcut to the shared folder you use most frequently and place on desktop When you need to save/find a file, click on Desktop first, and now your shortcut

2.

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City of Seattle – Managing With Electronic Documents

Printing Tips – Using HyperSnap
• HyperSnap is screen capture program available to all City employees

Hypersnap usually is located in a “network” application area Ask you IT dept if you cannot locate

To 1. 2. 3.

use HyperSnap Open HyperSnap program The following screen will appear Click on Capture Region button (Shortcut: CTRL + SHIFT + R) 4. Your cursor turns into a “crosshairs” tool. Holding down the right mouse button, you can drag the cross around to highlight the image you need 5. Release the right mouse button once you have selected the area you would like, and then click on right mouse button a second time. 6. Image is now captured and appears in HyperSnap as a .jpg

Print, Save or email as you see fit!

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City of Seattle – Managing With Electronic Documents

Printing Best Practices
1. Ask yourself if you really need it. Can you just keep/make an electronic copy? 2. Ask colleagues to email or post on website 3. Adjust margins and fonts to reduce the number of pages in your documents 4. Proofread and preview documents before you send to printer 5. Before making several copies of one document, do a one-copy test run 6. Print on both sides (duplex)
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Cat Herding
Just like it is possible to “herd” cats, it is also possible to manage electronic information!

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City of Seattle – Managing With Electronic Documents

Thank you!
• Other City of Seattle training websites:
– – – – – – – – http://www.seattle.gov/papercuts/ http://inweb/clerk/RecordsManagement/ http://inweb/technology/employee_services/elearning.htm http://inweb/personnel/training/materials.asp http://sclweb/training/ [City Light] http://dpdwinw113/dpdweb/HR/Home/index.htm [DPD] http://spuweb/HRTraining/default.htm [SPU] http://inweb/sdot/hr/training.htm [SDOT]

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City of Seattle – Managing With Electronic Documents

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