Internet and Network Security

Couple’s life changes bring Nicholas E. Pierce Technologies to fruition

Security for the Digital World

Efficiency Computer Tips

Organizing Your Electronic Files

• Start from scratch.  If you have a computer full of cryptic files, and you waste more time than you can afford looking for what you need, the easiest way to get yourself out of this predicament is to start over!  To do this, you must ignore all your old files and design a new computer-filing system, using the principles below. Then re-file your old files into the new system as you need them or, back them up, or delete them.

• Choose a logical name.  One of the best ways is to use the full name of the document, the date the file was created and even the time if you created multiple drafts in one day.  If more than one person uses the same computer, you may even include the author’s name.
• Save only what you need. Before saving anything, ask yourself the following questions:
  • Who needs it?
  • What use is it?
  • When will I use it?
  • Where will I find it?
  • Why do I want or need it?

  • How long do I need to save it?

   

• Duplicate your paper system.  Just like your paper files, you should save / file your computer documents into folders. Your folders on your computer should mirror your paper file folders, causing less file names to remember, and less confusion on where you saved something. Microsoft automatically sets up a folder for you titled "My Documents" where you can save your documents. It isn't very efficient if you save all your documents in this folder unless you create your own subfolders within the "My Documents" folder.

• Creating folders and subfolders is easy.  Here is a list of steps for creating new electronic folders:

  • click "start" (usually located on the left bottom of your screen)
  • place pointer on "programs"
  • place pointer on "windows explorer" and click
  • You have now entered / opened your electronic file cabinet. Here you can "see" every document, file, and program that is on your computer. We're going to create subfolders (or interior folders) in "my documents".
  • locate and move pointer to "my documents"
  • double click on "my documents"
  • You will be presented with a list of all the folders you have saved in "my documents" and / or any folders that you may have already created inside "my documents" folder. Notice that the "my documents" folder is highlighted, which means any folders you create during this exercise will be located INSIDE the "my documents" folder.
  • move pointer to "file" and click
  • move pointer to "new"
  • move pointer to "folder" and click
  • type in the name of your new folder and press "return / enter"
  • Voila!! You have a new folder! To continue making new folders, move your pointer back to "my folders," click to highlight and follow the above steps. You can even create new folders within the ones you just made. Why would you do that? Let's say you created a folder called "clients". You have three clients -- Larry, Moe, and Curly -- that you send and receive e-mail and correspondence from that you need to save, and be able to access without looking through all the "clients" files. Highlight the "clients" folder and follow the above process for each subfolder (Larry, Moe, and Curly) you need to make.
  • When you create a new document for Larry, your computer will need to get some information from you in order to know where to save the file on your hard drive. Larry is a client and you have already made him a folder. You have completed the document and it is still open (on your screen).  Now follow these instructions:
    • move pointer to "file"
    • click on "file"
    • move pointer to "save" and click a "save as" box will appear
    • notice the three sections: "save in", "file name", and "save as type"
    • The "save in" section should have the last folder name that you saved a document to. In this case you want to save your document in your "Larry" folder, which is located in the "clients" folder, which is located in the "my documents" folder
    • click the small black down arrow next to the folder name in "save in"
    • click on "my documents"
    • locate and double click on the "clients" folder in the box
    • the "clients" folder should now be in the "save in" section
      locate and move your pointer to the "Larry" folder and double click on it
    • the "Larry" folder is now in the "save in" section
  • Now, you want to give the document a name you will remember and can easily locate when needed. Let's say the document is a proposal you created for Larry on January 12, 2004. You might name the document something like this: "Larry Proposal 1 12 04". Type in the name you want to give your document then press "enter/return" or move the pointer to "save" and click.
  • Do not do the above if you need to save the document in a different file format, such as "text" or HTML code. The default is setting for "save as type" is usually a Word Document -- but notice the small black arrow next to this and click on it. Here is where you are presented with a list of file types that you can choose from.
• Purge often.  Purge your computer files at least as often as you purge your paper files - - which means annually, if not more often.  That includes throwing away (or recycling) old CD-ROMs, disks, and computer manuals that you no longer need or use.