December 2005, V4#12: Computer Friday, Dec 26 2008 

Organization – part 2

Once you have decided whether to have one main organization structure, or divide files by type and then organize, it’s time to do some serious directory making and/or “moving in”.

Don’t start moving your files until you have your main directory structure thought out.  For instance, don’t make “photo” and “graphic” file folders in My Documents/My Pictures and the move all your graphics, then decide to make folders in photo for subjects, dates, etc. – this would make you more work by having to move the same file every time you choose do divide it more.  First take a look at your overall structure you have decided, think about the type of files you have and/or may be making – plan a structure and file folders that will make items easy to find.  Once the structure is in place, you can start moving in.

One easy way to move files follows: click Start, then click My Documents.  From there, double click a file folder you wish to move into.  Continue double clicking into sub folders until you get to a folder you plan on moving files into.  Next go back and click Start then My Documents again.  If files need to be moved from here just place the mouse on the item, hold down the left mouse button and drag it to the other file folder window and release.

Continue repeating steps until files are in correct folders.  Don’t worry if you find as you move you need more folders, just make them :o)

Note – if you find you’ve placed a file folder in the wrong place, the whole folder can be moved just like a single file: drag and drop.

More next month…

Advertisements

November 2005, V4#11: Computer Friday, Dec 26 2008 

Organization – part 1

Having trouble finding anything on your computer?  Are you a “file dumper” into My Documents?  Consider that today’s hard drives have space to hold a room full of filing cabinet information.  Too many people don’t treat their hard drive like the filing system it is.  Many of those that do, start out with good intentions and then for some reason, over time, “just save it” with the intention of moving it later.  At best, this makes the file hard to find, at worst it results in different versions of the “same” files or even exact duplicate files (taking up usable space).

First thing to do when deciding on how your filing system should work is decide what level you (and others using the computer)  are at.  Realize that different types of software programs produce different types of computer files.  Can you look at an “open” directory and see the files you want to open and ignore the rest?  Example:  A novice is working in Word (word processor) and wishes to open a photo.  They will generally try File, Open – resulting in “gobilty gook”.  If this is your problem, I suggest start out segregating your types of files – in “My Documents” have a file for each type of program you use, i.e. Word, Works, Adobe Acrobat, Publisher, Draw, Family Tree Maker, Quark, Photoshop, etc.  From then on, never save a particular format file in a different programs area.  This cuts down on trying to open files the wrong way, but adds to your organization structure. 

One way to make all purpose files: click Start, from menu go to My Documents – this will open a window. From the left column you may choose “make a new folder”. If selection is not available, click in blank area to deselect any folders.  (If column is not there , click File, slide down to new, slide over and click Folder)  Name your folder next, and repeat as necessary.  When you are ready to build folders in any one of the folders you have made, double click it and begin.

More next month…