Microsoft Office Users Group Managing Files and Folders
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Transcript of Microsoft Office Users Group Managing Files and Folders
© 2005 by The Regents of The University of Michigan • All Rights Reserved
Microsoft Office Users GroupManaging Files and Folders
Judy Barnes Dooley
Operations Analyst
Executive Education
4EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Folder View - Thumbnail
5EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Folder View - Tiles
6EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Folder View – Icons
7EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Folder View – List
8EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Folder View - Details
9EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Customizing Folder View
Folder > Options > General
Choose “Open each folder in the same window” to prevent an unwieldy stack of explorer windows cluttering your screen
10EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Customizing Folder View
Folder > Options > View
Check
Uncheck
Check
11EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Naming Conventions
• The filename or folder name should start with a key word– Improves search response– Alphabetized
• Adopt a naming scheme for your files and stick to it. – Example: CBAgenda051026 or
CBAgenda102605
12EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
For Ongoing Work
• My Documents and the U drive– “My Documents” is synchronized to your space on the U drive– Only RSB faculty, staff and PhD have access to the U drive– To keep My Documents from becoming overfull, use it only for
stuff you’re currently working on. When a project is completed, move it to a departmental network
folder.
– The HELP DESK says the U drive is frequently full. This has caused people to not be able to save important files.
– You should not store in excess of 250 meg on the U drive.
13EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Helpful Tips
• High style folders: Add a picture background to your folder list, right-click on the folder and click “properties.” In the Properties dialog box, click the “Customize” tab. In the Folder pictures area, click “Choose Picture.”
• Don’t save unnecessary files. Use spare moments to clean up your directories.
• Use My Recent Documents in the START menu• Organize and clear out your Internet files
– Organize your IE favorites folders Click on “Favorites” > “Organize Favorites”
– Clear History and Delete Temporary Internet Files Click on “Tools” > “Internet Options” > “General” tab > “Delete
Files” (“Clear History” is in the same tab)
14EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Shortcuts
• Prevent redundant files--use shortcuts!– To create a shortcut, right-click on the file and click “CREATE
SHORTCUT”. Then drag and drop the shortcut to the other location or locations.
15EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Your Desktop
• “Must-have” desktop shortcuts– My Computer– My Documents– Internet Explorer –
www.bus.umich.edu– Shortcuts to most
frequently used network folders
• Use the desktop for short-term storage
16EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
(and if you’re curious, MY desktop)
17EXECUTIVE EDUCATION © 2005 • The Regents of The University of Michigan • All Rights Reserved
Resources
• http://www.microsoft.com/atwork/manageinfo/files.mspxrl• http://www.microsoft.com/atwork/manageinfo/computerclean.mspxrl• http://www.microsoft.com/atwork/manageinfo/email.mspxrl• http://office.microsoft.com/en-us/FX011456171033.aspxrl• http://www.organizetips.com/office.htm• http://www.stevepavlina.com/blog/2005/08/getting-organized/