Productivity and Organization “Physical and Virtual”

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					Productivity and Organization
    “Physical and Virtual”
       Virtual Presentation
       Sara Christopherson
         Valley TechTrain
                    What we’ll cover
• General Rules on Computer File Organization
• File Organization
  – General Office Files
  – Programming Files
  – How to
     • Windows XP and Vista
• Email Organization
• Productivity Tips
  – Shortcuts
  – MS Application Tips
           Basic File Management Tips
• One Place For ALL
  – Place all documents in the My Documents folder and no
    where else. So whether it’s a spreadsheet, a letter or a
    PowerPoint presentation, it goes here. This will make it
    easier to find things and to run backups.
• Create Folders that mimic your own filing system
  – These are the drawers of your computer’s filing cabinet, so
    to speak. Use plain language to name your folders; you
    don’t want to be looking at this list of folders in the future
    and wondering what “TFK” or whatever other interesting
    abbreviation you invented means.
                Basic File Management Tips
• Create Sub-Folders
   – Create other folders within these main folders as need arises. For instance,
     a folder called “Invoices” might contain folders called “2004”, “2005” and
     “2006”. A folder named for a client might include the folders
     “customerdata” and “correspondence”. The goal is to have every file in a
     folder rather than having a bunch of orphan files listed.
• Follow a file naming convention
   – Use the same format to name each folder, including subfolders so its not
     confusing later.
• Be Specific
   – Give files/documents logical, specific names and include dates in file
     names if possible. The goal when naming files is to be able to tell what the
     file is about without having to open it and look. So if the document is a
     letter to a customer reminding him that payment is overdue, call it
     something like “overdue081206” rather than something like “letter”. How
     will you know who the letter is to without opening it? See the next point.
             Basic File Management Tips
• File As You Go
  – The best time to file a document is when you first create it. So get in the
    habit of using the “Save As” dialogue box to file your document as well as
    name it, putting it in the right place in the first place.

• Learn to Order and Sort Files
  – If there are folders or files that you use a lot, force them to the top of
    the file list by renaming them with a ! or an AA at the beginning of the
    file name.
  – Learn to use the folder views and sort functions to find files easily
             Basic File Management Tips
• Clean Up Your Files At Least 4 Times a Year
  – Keep your folders uncluttered by clearing out the old files. Do NOT
    delete business related files unless you are absolutely certain that you
    will never need the file again. Instead, in your main collection of
    folders in My Documents, create a folder called "Old" or "Inactive" and
    move old files into it when you come across them.

• Back Up, Back Up, Back Up!
  – Purchase an external hard drive and back up your
    files at least once a week.

                       Tips Adapted from 10 File Manaement Tips
                          written by Susan Ward for
                      Filing System
• Use a similar file system in your physical
  environment as in your virtual one
  – Let’s look at the example Kathryn used - but now
    on the computer.
     • File Path
     • Folders, Sub-Folders, Document Naming Method
     • Looking for documents
                         Let’s Do It!
•   Creating a Folder
•   Creating a Sub-Folder
•   Navigating the Folders
•   Sorting
•   Creating Files
    – In application
    – In folder window
                  Searching For Files
• Searching for lost files should be a thing of the
  past but…
  – Ways to Search
     • In File Window
     • In application
                 Creating a Shortcut
• Frequently Used Files
  – Create a Desktop Shortcut
  – But, remember to avoid desktop clutter, it can be
• While we’re here
  – Sorting the Desktop Icons
  – Keeping Your Desktop Clean
     • Using the Quick Launch Menu
                      Organizing Email
• Even more important than your computer files
   – Can get cumbersome
• Create Folders
• Use Organize Wizard and Rules
   – Colors
   – Auto-Move Rule
• Have a “clean up” schedule
• Use Spam Filters/Junk Mail (but check them often!)
• Archiving Email
   – What’s it all about?
                  Productivity Tips
• Shortcuts
  – Keyboard
  – Mouse
• Other Tips
  – MS Word
  – Internet Explorer

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