And when it does happen, you end up wasting valuable time plowing through dozens, if not hundreds, of files, trying to find what you want. In this lesson, I will show you how to get and keep your files under control. Here are some other topics to be covered in this hour:. Think of the folders you will be creating on your PC as the electronic equivalent of the B drawer at the doctor's office.
The more you compartmentalize, the easier it should be to find what you want, when you want it. Folders can also have subfolders. Consider this example: if I shared a PC with my family, there may be separate folders for each family member Wayne, Jill, Christopher, and Samantha. Each person could then have his or her own group of folders. I tend to divide my Jill folder into subfolders such as Books, Fiction, Proposals, and so on. Then my Books folder may be further broken out by creating a folder for each title I write.
Within that, I have folders for material submitted, author review documents, screenshot files, and so on. Each person's network of folders forms a pyramid, or hierarchy, of sorts. Obviously, the complexity of your network of folders will vary, depending on the frequency with which you use your computer. If you use it once a month to write Aunt Linda a letter, that's one thing; but if you produce document after document for various projects at work or school, then you may benefit greatly from a highly organized system.
You've got mail! Diligent file management is also a good idea for your e-mail correspondence. It not only enables you to find specific notes quickly, but it can also be a great way to document the progress of a project or proposal. Think about your computer use and ask yourself the following questions. Your answers should give you some valuable clues as to which type of file organization may help you most. Is your machine primarily for business, personal use, or a combination of both?
Business or combined use generally would suggest use of a more complex filing scheme. Educational or personal use may warrant a more methodical approach. In your business use of the computer, do you tend to think of items in terms of type of tasks such as a budget, proposals, and so on , or do you plan to work on a variety of document types for various clients?
As you might guess, your answer provides tips for potential folder names. Your top-level folders may be budgets, proposals, and reports with documents named after each company you work with , or they may be JustPC, WalTech, or The Serendipity Shoppe with documents under each named budget, annual report, and so on. Will you use the PC a lot or just occasionally? If you rarely save files on your computer, having a complex folder hierarchy actually might make it more time consuming to find the information you are seeking.
Think the way you work. This concept is closely linked to choosing appropriate filenames because it is extremely useful to have a meaningful naming scheme. Rather than name each related file something outrageously long like cbcnsjan the school's initials, followed by the publication date of this particular newsletter , I create a special CBCNS folder or even a CBCNS Newsletters folder for other work done for the school and give the files simpler names such as jan That way, I can find the file you need in a snap.
Who will be using the new computer? If the new toy is to be shared, then you will want to get the high-level family member folders in place as soon as possible such as the Wayne, Jill, Christopher, and Samantha folders.
That way, everyone's business is kept separate, and you won't be facing a hideously long file-moving session later. Another option might be to create separate Windows XP user accounts for each person using the machine. I will explain how this is done later in this hour.
Now that you have answered some critical questions, it is time to sit down with a pen and paper and jot down a filing scheme that adequately meets your needs. I strongly urge you to take this assignment seriously and give it the time it deserves. The time you invest now will be time saved in the future. I would like to receive exclusive offers and hear about products from InformIT and its family of brands.
I can unsubscribe at any time. Pearson Education, Inc. This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Greg Shultz is a freelance Technical Writer. Previously, he has worked as Documentation Specialist in the software industry, a Technical Support Specialist in educational industry, and a Technical Journalist in the computer publishing industry.
Editing the registry every time you want to switch between the Basic Search interface and the Search Companion would be a real hassle. Registry edits behind the scenes As I mentioned, switching between the Search Companion and the Basic Search tool involves making a slight change in the registry.
In this case, the first thing that the script has to do is add a new key, Use Search Asst, to the registry. Fortunately, the Windows Script Host provides several programming methods that let you quickly and easily automate the process of editing the registry.
In addition, the script lets you launch your Search tool of choice upon exiting the program. Alternatively, you can add folders from within any program you use, as described below. If you can't remember where you saved a file, you can usually search for the file within the program you're using.
In other programs, you may have to use a different Help feature to locate instructions for finding a file. You can also use the Windows search feature to locate a file.
Then make selections in the Search Companion dialog bubble, starting with "What do you want to search for? When you're ready to begin the search, click the Search button which will be located at the bottom of the dialog bubble. Make a note of the location of the file when you find it. Then, if you want to open the file immediately you can double-click the filename.
Note that the "Search Results" window will remain on the desktop until you close it i. This can be a Microsoft Explorer window or a Word "Open" dialog box, for example.
Page maintained by User Support Services. They are intended for non-profit educational use only. Please do not use this material without citing the source. A new folder will appear in the My Documents window with the folder name New Folder highlighted. Type the name you want to give the folder. Repeat steps 2 and 3 for each additional folder you'd like to create.
To create a folder within a folder, double-click the folder within which you want to create a subfolder to open that folder before repeating steps 2 and 3.
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