by: Laura Stack, MBA, CSP
What happened to the paperless office? We generate more paper now than we
ever did
before the advent of the computer! A computer's hard drive can get just as
cluttered as
any other part of the office. With seemingly limitless storage capacity,
it's easy to create
piles of files on your computer. This section will help you file your
documents more
logically and find them more easily.
1. Use directories and subdirectories. The first step in creating your
electronic filing
system is to create the structure. Let's say you had a filing cabinet where
you stored
your paper files. If every folder were labeled "My Documents," you wouldn't
find
anything. Microsoft automatically sets up a folder titled "My Documents,"
where you
can save your documents. If you save EVERYTHING under this directory, you
will
never be able to find what you need. Just like your paper files, you should
save your
computer documents into folders, sometimes called directories and
subdirectories.
2. Set up your filing system. The most important thing is to point all
your saved files into
ONE main directory. You won't believe how incredibly easy it is to do
backups: you
simply burn one directory to a CD. I don't use the "My Documents" directory
(although you can, with subfolders). In Windows Explorer, I created a
directory called
c://a_laura under my c: drive. If you put the letter "a" in front of your
name with an
underscore, it will always be the FIRST directory in the folder list, making
saves faster.
Under your main directory, create subfolders with the main categories of
documents
you save. Don't worry about the TYPE of document (word processing,
spreadsheet,
database, etc.), just think about the category. For example, I use the
following
subdirectories:
a_laura/business
a_laura/personal
a_laura/school
Then within each subdirectory, I create additional folders.
Under my business directory, I use:
c://a_laura/business/articles...Associations, Backups,
Book, Clipart, Contracts, Courses, Keynotes, Marketing,
Media, Newsletters, Policies, Postcards, Products,
Promotional, Templates, Websites
Many of the above then have additional subdirectories. Some folders go eight
subfolders
deep.
3. Save documents in the correct location. Each time I create a document,
regardless of
the program it was created in, I save it in the appropriate directory. You
will have
Word documents, Excel spreadsheets, and PowerPoint presentations all in the
same
directory, which doesn't matter because the correct files display when you
open a file
from the correct software program. Select "File," "Save As," and use the
"up" arrow
until you locate the correct directory. Change your saving preferences in
Word under
"Tools," "Options," "File Locations." When you save a new document, it will
automatically go to the correct directory location.
4. Create naming conventions for your files. Now that you've located the
correct
directory, you have to give it a name that will make it easy to find later.
I save
contracts in the format YYMMDD CLIENT PROGRAM. I would save a contract under
c://a_laura/business/contracts/2003. All the contracts within that directory
would
be listed in chronological order. When I first started using computers, they
were all
DOS-based (now I'm feeling my age). I used to have to name files with eight
letters.
Thank heavens for Windows! Now we have a 255-character capability for file
names,
so go ahead and make the name as long as you want! The bigger the name, the
more
likely you will be able to find it again using a keyword search. Ask
yourself, "If I want
this file again, what words or phrases would I think of first?"
5. Find what you need. If your directory system hits a snag, don't
despair! You can still
find that file you created using the "Search" feature of your operating
system. If I'm
out of town and John needs to quickly locate a file to send to a client, he
can go to the
Start Menu, Search, files or folders, select a_laura, and type in any words
he thinks
would describe the document, and it's there! We also have a printout of my
file
directory, so he can quickly locate files in Windows Explorer as well.
My colleagues and clients are always amazed when we're on the phone
together and they
request a piece of information, I can locate it in seconds. It's easy to
create documents and
save them. The big trick is retrieving them again. Using the five steps I
described above,
you will be able to find the files you want, when you want them, in 30
seconds or less.
Make it a productive day!
About The Author
(C) Copyright 2004 Laura Stack, MBA, CSP. All rights reserved. Portions of this newsletter may be reprinted in your organization or association newsletter, provided the following credit line is present:
"Laura M. Stack, MBA, CSP, is "The Productivity Pro"? and the author of Leave the Office Earlier. She presents keynotes and seminars on time management, information overload, and personal productivity. Contact her at 303-471-7401 or Laura@TheProductivityPro.com."
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Color Laser Printers Of Today
Color Laser Printers Of Today
by: Florie Lyn Masarate
The next printer you will ever want in your desk is a color laser printer. It is likely you would want to forget about inkjet printers already. They are cheap and the manufacturers know about that.
Do you already have a black and white laser printer? This is the kind of printer that is best for home office. Cheap and guilt-free printing with higher qualities reserved for larger office. The price is just right for the home models too. You can almost buy your own printer for the cost of a black and a color ink cartridge.
What about color laser jet printers? Color laser jet works just like a black printer except that it has 4 toner cartridges. Each one has its own life.
Photo printing is a must these days. It is obvious you want to print your pictures without the fear of using up all the ink. Digital cameras are rampant but getting the right quality perfect photo is the biggest challenge...
Color Laser Printers Of Today
Computer printers > Color Laser Printers Of Today
Is Your Computer Strong Enough For A work From Home Internet Business
Is Your Computer Strong Enough For A work From Home Internet Business
by: Tom Worsley
If you are planning on doing business online with one of the many work from home based businesses available on the internet, then you are going to want to make sure your computer is up to the task.
Although it is possible to get by with a Pentium 1, at today?s prices there is no reason to do so. Pentium 4 computers and AMD equivalent computers have dropped in price enormously.
I have to admit, I am still using an Intel Celeron 766 Mh computer but I upgraded the ram to 384 Mb and the hard drive to 80 Gb. Also a high speed internet connection is a must. I am connected to the internet from 8:00 Am to 2:00 Am (18 Hours) continuously every day. This means my security including firewall must be set up properly and working. But that?s another article for another time.
Why do you need a powerful computer for your work from home internet business? Well...
Is Your Computer Strong Enough For A work From Home Internet Business
Computer printers > Is Your Computer Strong Enough For A work From Home Internet Business
Get Rid Of Spyware From Your Computer
Get Rid Of Spyware From Your Computer
by: Ismael D. Tabije
The Internet has revolutionized the whole ambit of communications and has proved to be a boon to mankind. However, its privacy and security is being threatened with Spyware, which can intrude into the computer and cause great damage to the whole system. Most malicious Spywares can access the valuable personal data that might be stored in your computer and cause financial and personal losses. If you don?t protect your computer from spyware, it will be just like keeping your doors open to unwanted elements.
Your computer can get affected with Spyware or Adware very easily but this happens mostly through ?pop up? ads, downloadable games, music and screensavers. Spyware is a term which covers a vast variety of illicit software that has the capability to intrude, intercept and take control of the operations of the computer that it invades without the approval of the owner or user of the computer....
Get Rid Of Spyware From Your Computer
Computer printers > Get Rid Of Spyware From Your Computer
Are Color Laserjet Printers Worth The Money?
Are Color Laserjet Printers Worth The Money?
by: Stuart Simpson
The next printer you?ll want on your desk is a color laser printer.
Forget those cheap outdated inkjet printers.
They are cheap for one reason, to get you to buy ink.
I?m not making that up.
It came right from an executive of a leading inkjet printer manufacturer.
Do you have a black and white laser printer?
These gems are the best for the home office.
Cheap, guilt free printing with high quality usually reserved for a large office.
The price is right on the home models.
You can almost buy one for the cost of a black and a color ink cartridge.
But let?s talk about color laser jet printers.
A color laser jet works just like a black printer except it has 4 toner cartridges.
Each one has its own life.
The base printers I was looking at had a recommended monthly volume of...
Computer printers > Are Color Laserjet Printers Worth The Money?
3 Simple Ways To Save A Bunch Of Money When Buying A New Computer!
3 Simple Ways To Save A Bunch Of Money When Buying A New Computer!
by: Kris Bickell
Looking to buy a new computer?
Overwhelmed by all of the options available to you?
Stressed by the high cost of computers today?
For most people, buying a new computer does not have to be as stressful as buying a new car. Nor does it have to be as expensive. If you?re like most people, and you have a limited budget for buying a computer, then you need to try to get as much computer for your money as possible.
Here are 3 simple ways anyone can save money when buying a new computer:
1) Shop around for best deal.
Sounds pretty obvious. But many people don?t realize they don?t need the fastest, most expensive computer with the most ?extras?. In fact, if you are already using an older computer, even the least expensive new computer will be a big upgrade. If you don?t know a lot about computers, you can learn a lot by shopping around...
3 Simple Ways To Save A Bunch Of Money When Buying A New Computer!
Computer printers > 3 Simple Ways To Save A Bunch Of Money When Buying A New Computer!
About Centralized Computer Systems
About Centralized Computer Systems
by: Florie Lyn Masarate
Before networking was used in computer systems, copying and printing was treated in varying ways. Many companies place inexpensive printers on each employee?s desk. Talk about using maximum number of resources. As this is quite convenient for every employee, not all company can afford having to buy many printers and other things that needed for them.
Today?s printers however, thanks to modern technology, does not only copy. They are now made to follow instructions that come from network devices. This is printing centralized printing style.
The manufacturers have also added printing capabilities to these copiers to add more usable features and convenience without having to use many equipments and tools. With additional charge, of course. But compared to having to buy many printers to be used, the price is a small thing to consider. Centralizing printing has many advantages both...
Computer printers > About Centralized Computer Systems
Day Trading Computer
Day Trading Computer
by: Dan Alvarez
Computers are so cheap nowadays that almost any new computer will be sufficient for day trading. Below I will highlight the basic components that you need for your day trading system: hardware, software, Internet connection, and system protection.
Hardware for day trading
This is a typical trading computer setup with two monitors connected to the same computer. This allows the day trader to expand the trading screen across both monitors as if was one big rectangular monitor. Thus, more graphs and other market data can be observed by the day trader at the same time. Even though I do not have a Ph.D. in computers, I have used and helped people set up computers for day trading, and know other people that use computers for the same thing. Below I have provided the minimum general specifications for day traders followed by the preferred specifications (in parentheses):
Computer printers > Day Trading Computer
Good Computer Maintenance - Part One
Good Computer Maintenance - Part One
by: Marv Ko
Normally we think of maintenance as a chore, something we have to do to keep things running smoothly and prevent problems down the road, whether with our car, house, or computer.
But with a PC, maintenance can actually be fun ... approached from the right perspective.
Automatic Updates
The "joy" of computer maintenacne takes many forms.
These days, automation is the byword.
Operating systems such as Microsoft Windows and Symantec's Norton Interenet Security let you automatically keep crucial parts of your computer system up to date.
It's fun to watch the technology keep tabs on itself.
The security vulnerablilites of Windows are legion, and this forces you to download patches and updates if you want to minimuze your exposure to hackers seeking to break into your system over the Internet.
You can run Windows Update periodically through Microsoft...
Good Computer Maintenance - Part One
Computer printers > Good Computer Maintenance - Part One
Computer printers
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