Take Charge Of Errant Files And Folders!
by: Brandon Doyle
If you are like most people, you have hundreds of important files spread all over your hard drive. It seems that there is not a universal way of handling these files and folders. Luckily there are a few simple things that you can do to manage and organize all your work.
1. Keep it simple. If you have multiple customers/clients/patients that need extra information stored about them outside of your usual database, create a file folder for the information and use the same naming conventions on all the files. For example: You could use the first three letters of a last name followed by 01.
2. Numerical files can be sorted numerically. When dealing with numerical files, make sure to add an initial zero before the number 1 or 2. For example: If you have one file named customer10 and another file named customer1, the customer10 file is sorted first if you sort by name. This can be really annoying. However, if customer1 is renamed to customer01 it will take care of the problem.
3. The amazing Windows Run command. If you have Windows 95 or higher, you have access to the nifty run command. In our testing, the run command will open any folder or file in the Windows folder and any other folder locations specified in your Autoexec.bat. These are known as paths. Common paths are the Windows folder and system folders. Paths can also be C:\Program Files\Microsoft Office. This means that in the Run window, you can type 'excel' and Microsoft Excel will open. You can also open folders. Just type the name of the folder and it opens right up. If you type 'calc' in the Run window and press Enter; Calculator opens. Very cool! Poke around and see what else you can do with the Run command. You can access Run by clicking on Start and Run.
4. Working with Microsoft Excel spreadsheets. Speaking of Excel, it is easy to work with different sheets inside the same Workbook. Think of the Workbook as the single *.xls file. When Excel starts a new Workbook, you have Sheet1, Sheet2, and Sheet3 on the bottom of the screen. You can right click on any of these sheets and rename them to something else. Simply left clicking on the Sheet takes you to that Sheet.
5. Working with Microsoft Word Documents. It is easy to add revision remarks and page numbers to Word Documents. Revision remarks are important if you are working on a Document that needs to be seen by multiple people multiple times. For example: A small to medium project. Developers use Version numbers to track their software; the same should be done with Word Documents. To open the Header or Footer of a Word document, click on 'View | Header and Footer'. Next, click on the 'Switch between Header and Footer' button to switch between the two. Click on the 'Insert Page number' button to automatically add page numbers to the Document. (It would be embarrassing to give a technical presentation without page numbers. Your audience would lose confidence in your presentation, not to mention your word processing abilities.) Next, you can add revision remarks. Simply type 'Rev. A' below the line that has the page number OR whatever remarks you want.
6. Finally, have you ever been inside a folder and you can't find a sub-folder or a file? Well, it is very easy to get those folders and files to shape up. Click on 'View | Arrange Icons By' and choose an option. This will get those wandering folders and files to get back in line!
About The Author
Brandon Doyle
http://www.doylesoftutah.com
