Getting Digitally Organized
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GETTING DIGITALLY ORGANIZED 2-Part Series for Tampa Bay Library Consortium Presenter: Diana Silveira
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Transcript of Getting Digitally Organized
GETTING DIGITALLY ORGANIZED
2-Part Series for Tampa Bay Library ConsortiumPresenter: Diana Silveira
Agenda
Delete What You Don’t
Need
Organize Your Files
Organize Incoming
Knowledge
Image Source: https://goo.gl/jmlvvn
Which Operating System are you running?
How do you rate
your digitalorganizatio
n?
Image: http://goo.gl/oZoALN
Image: http://goo.gl/k6ndPI
Organize
DELETE WHAT YOU DON’T NEED
http://goo.gl/nr6WDh
Deleting = Good Try to keep 25% of your hard drive free
(on a 500GB hard drive, that’s 125GB free)
Less space = your computer works harder
Become more productive
Quote sources: http://goo.gl/sQrAF1 http://goo.gl/vj1TeH
Recycle Bin
• Everything “deleted” goes to the Recycle Bin (i.e. still taking up space)
• Shift + Delete to bypass Recycle Bin
• Clean out regularly
Delete Duplicate Fileshttp://www.digitalvolcano.co.uk/dcdownloads.html?from=3.1.5cnet: http://goo.gl/Cqyr96
Duplicate Cleaner
Duplicate Cleaner
Tip: To Preview Image Click on Image Name
DupeGuru
http://www.hardcoded.net/dupeguru/
CCleaner
https://www.piriform.com/CCLEANER
Review/Delete
Installed Programs
• Control Panel > Programs > Uninstall Programs
Do you really need it?
Picture Source http://goo.gl/3z1HBa
Organize Your Files
Create Folders Right Click on Desktop (or within folder)
New > Folder
Name Meaningfully
Everything Has a Place Create as many folders as needed
Folders Need Meaningful Names
Turn on preview (View > Extra Large Icons) to see
Drag items to folders in sidebar
Moving Files
PC:
• Hold Ctrl/Shift to select multiple files
• Control + X = Cut
• Control + V = Paste
• Control + A = Select All
• Right-click and drag to make sure you are moving
Mac
• Hold Command to select Multiple Files
• Click and drag to new folder
Rename Files
• Image003 v. 2011JulyGabrielPoolParty100
• F2 or Right Click > Rename
Rename multiple Files
>
Shift or Ctrl to select multiple files
Rename all at once!
Change Default Save Destination• Save to Desktop
• Not My Documents or Downloads (where things will just gather)
• In Chrome > Settings > “Show advanced settings”
Never Let it Happen Again
• When downloading, rename pictures and documents. Give a meaningful name:
– Date
– Event
– Person
– Tag if possible
• Check EXIT data if unsure (Right click > properties)
What is your
organizational
system? tips?
The Key: Clear Your Desktop Regularly
Organize incoming knowledge to maximize the time you have and to avoid becoming overwhelmed
Consider an Information Diet
Twitter, Email, RSS, Facebook, Google+, Pinterest, LinkedIn
BE AWARE OF NETFLIX QUEUE SYNDROME WITH
YOUR NEWS
Consider Dumping
Redundant News Sources
Those you are “saving” for later
Topics no longer of interest
Social Media Follow in ONE
place Why are you
following them? If you skim or
skip them 70% of the time – delete, hide or unfollow
Cleaning Up
Facebook Delete your “likes”
“Hide” annoying family
“Unfriend” a few people
Create lists of close friends and family
Clean Up Facebook
Look through Likes &
Following
Unroll.me
Boomerang
Challenge• Try out one of the tips mentioned in this
presentation
• E-mail me ([email protected]) which tool and your experience
Ex: “Downloaded Duplicate Cleaner and it found over 2,000 duplicate files. Deleted them and freed up over 500 MB of space!”
GETTING DIGITALLY ORGANIZED: PART 2
2-Part Series for Tampa Bay Library ConsortiumPresenter: Diana Silveira
QUESTIONS & FOLLOW-UP FOR
WEEK 1
Email Management
Additional tips • Schedule times to read email
• Delete without opening
• Action: Reply, Do, Delete
• Pick up the phone
• Turn off Push Notifications on Phone
• Minimize the CC/BCC
• Canned Responses!
Image http://goo.gl/lcBDnu
CLOUD COMPUTING
Cloud Storage
What cloud services do you use?
Remote File
Storage
Dropbox keeps 30 days – back-
up so I can restore
accidently deleted files.
Phew!
Syncing Different Devices
o Desktop Version of Dropbox and keep all documents/folders stored there.
o Download the App
o Web-based access
Auto-Sync Mobile Phone Pictures and Desktop Uploads
Sync Your Ebooks
www.gutenberg.org/
o Open Dropbox on device and read away
o Automate – and send to your Kindle wappwolf.com
ALTERNATIVES TO DROPBOX/
PRODUCTIVITY TOOLS
GetPocket
Evernote
IFTTT
RSS READERS
FEEDLY
Organize your technology to ensure data security, back-ups, and other important processes are running at full efficiency.
Analyze Your Settings
Browser ExtensionsEssentialsGoog.gl (Chrome)/To.ly (Firefox)LastPassPinterestGetPocket/EvernoteLinky
Firefox – Privacy EssentialsLightbeamTerms of Service
Uninstall Programs
• Located in: • Windows: Control Panel• Mac: Go > Applications
> Click & Drag to Trash
Turn off items on start
• Windows: Found in Task Manager• Mac: System Preferences > Users & Groups > Login Items
What tools do you use?What are your organizational Tips?
Staying Safe
Spyware/Antivirus
Microsoft Security
Essentials
Already installed or can be downloaded at: http://windows.microsoft.com/en-us/windows/security-essentials-download
Spybot (Spyware removal)
http://www.safer-networking.org/
Pay Options
o Avira Antivirus
o Norton
Security Tipso Complex & Different Passwords
o Phishing
o Hacked/Spoofing
Beware of “Add-ons”
Passwords
• Change Everything Regularly!
• One word is not enough – words, symbols, numbers, capitalization
• Longer the better
• 2-Step Authentication when possible Great infographic:http://goo.gl/zadn2M
Look into Password Managers
• Features:
– Multi-browser
– Multi-device
– Password Generators
LastPass, Norton, Browsers
Security Questions
LIE!!!!!!!!!
Mother’s Maiden Name?
First Pet?
First Concert?
Favorite Book?
Grandmother’s Maiden Name?
First Car?
Backing Up and Syncing
Data
Image source: http://goo.gl/PK7f8L
Backups
DISCUSSION & QUESTIONS
