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Take Charge of Errant Files and Folders!
Take Charge of Errant Files and Folders!
By: Brandon Doyle
If you are like most people, you have hundreds of
important files spread all over your hard drive. It
seems that there is not a universal way of handling
these files and folders. Luckily there are a few
simple things that you can do to manage and organize
all your work.
1. Keep it simple. If you have multiple
customers/clients/patients that need extra
information stored about them outside of your usual
database, create a file folder for the information
and use the same naming conventions on all the
files. For example: You could use the first three
letters of a last name followed by 01.
2. Numerical files can be sorted numerically. When
dealing with numerical files, make sure to add an
initial zero before the number 1 or 2. For example:
If you have one file named customer10 and another
file named customer1, the customer10 file is sorted
first if you sort by name. This can be really
annoying. However, if customer1 is renamed to
customer01 it will take care of the problem.
3. The amazing Windows Run command. If you have
Windows 95 or higher, you have access to the nifty
run command. In our testing, the run command will
open any folder or file in the Windows folder and
any other folder locations specified in your
Autoexec.bat. These are known as paths. Common paths
are the Windows folder and system folders. Paths can
also be C:Program Files\Microsoft Office. This means
that in the Run window, you can type 'excel' and
Microsoft Excel will open. You can also open
folders. Just type the name of the folder and it
opens right up. If you type 'calc' in the Run window
and press Enter; Calculator opens. Very cool! Poke
around and see what else you can do with the Run
command. You can access Run by clicking on Start and
Run.
4. Working with Microsoft Excel spreadsheets.
Speaking of Excel, it is easy to work with different
sheets inside the same Workbook. Think of the
Workbook as the single *.xls file. When Excel starts
a new Workbook, you have Sheet1, Sheet2, and Sheet3
on the bottom of the screen. You can right click on
any of these sheets and rename them to something
else. Simply left clicking on the Sheet takes you to
that Sheet.
5. Working with Microsoft Word Documents. It is easy
to add revision remarks and page numbers to Word
Documents. Revision remarks are important if you are
working on a Document that needs to be seen by
multiple people multiple times. For example: A small
to medium project. Developers use Version numbers to
track their software; the same should be done with
Word Documents. To open the Header or Footer of a
Word document, click on 'View | Header and Footer'.
Next, click on the 'Switch between Header and
Footer' button to switch between the two. Click on
the 'Insert Page number' button to automatically add
page numbers to the Document. (It would be
embarrassing to give a technical presentation
without page numbers. Your audience would lose
confidence in your presentation, not to mention your
word processing abilities.) Next, you can add
revision remarks. Simply type 'Rev. A' below the
line that has the page number OR whatever remarks
you want.
6. Finally, have you ever been inside a folder and
you can't find a sub-folder or a file? Well, it is
very easy to get those folders and files to shape
up. Click on 'View | Arrange Icons By' and choose an
option. This will get those wandering folders and
files to get back in line!
Author Bio
Author: Brandon Doyle
www.doylesoftutah.com
Article Source:
http://www.ArticleGeek.com - Free Website
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