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Greetings!
We have space in our weekly newsletter for guest editors. If you would like to have your article read by many businesspeople in the Valley, please send your article to cecile@ceocomputers.com.
Sincerely,
Jamshid Javidi, President, CEO Computer |
How to Manage Your Files
(from Microsoft.com - edited by Cecile Bendavid)
Use these tips to help manage your files:
1. Use Documents. For many reasons, it's smart to take advantage of the Documents feature (called My Documents in Windows XP and earlier versions) in Microsoft Windows.
To open Documents in Windows, click Start, and then click Documents. Documents provides an easy way for you to store your personal documents.
By using Documents, you will be better able to:
Find files. Windows provides easy access to the Documents folder (and its subfolders) in many places: through the Start menu, the task pane in Windows Explorer, common File Open and File Save dialog boxes, and other places.
Back up files. You should (MUST) back up files regularly. If you keep all your files in folders located in Documents (or My Documents), you will make your backup easier and more efficient.
Keep files separate from programs. By separating document files and program files you reduce the risk of accidentally deleting your documents when you install or upgrade programs.
2. Adopt consistent methods for file and folder naming.
Develop a naming scheme for the kinds of files you create most often and then stick to it.
3. Keep names short. Even though Windows allows you to use long file names, it does not necessarily mean you should. Long file names are harder to read.
Use folders to do some of the naming. For example, if you are writing a book, create subfolders in my documents folder to hold the various drafts of the book with names such as My Book; then under that make a folder called First Draft, Second Draft, etc., or a folder called Chapter One and then Chapter Two, etc. Keep all the subfolders under the name of the Book.
4. Separate ongoing and completed work. To keep the Documents folder from becoming too large, use it only for files you're actively working on. As a result, you can reduce the number of files you need to search through and the amount of data you need to back up. Every month or so, move the files you're no longer working on to a different folder or location, such as a folder on your desktop, a special Archive folder, flash drive, external hard drive, or even on a CD.
5. Store similar files in the same location. Restricting folders to a single document type (or predominantly one type) allows you to take advantage of folder templates in Windows Explorer. This makes it easier for you to find files. For example, with all your graphics in a single folder, it's easy to use the Filmstrip view and slide show feature in Windows Explorer to find the right picture for your newsletter.
6. Avoid big folder structures. If you need to put so many subfolders in a folder that you can't see all of them at a glance, consider creating an alphabetic menu.
7. Use shortcuts and shortcut links instead of multiple copies. If you need to get to the same file from multiple locations, don't create copies of the file. Create shortcuts to it instead. To create a shortcut, right-click on the file and click Create Shortcut. You can drop and drag the shortcut to other locations.
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How to Recover a Deleted Recycle Bin File?
Onceyou empty the Recycle Bin, it looks as if the file has been erased from the hard drive. However, only the reference to the deleted file is deleted permanently, so the operating system has no easy way to find the file. The file data actually remains on the hard drive until another file utilizes that same space.
If you delete a file from the Recycle Bin in error, you can immediately restore the deleted file by clicking
Restore all Items from the Task pane.
For those files that have been deleted for a while and are not recoverable with Restore all Items, programs such as FarStone's RestoreIT! or Norton's GoBack can be used; however, the longer you wait to recover a deleted file, the chances of a full recovery decrease. That is because the probability that you file has been overwritten increases.
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Information obtained from Technology in Action, Fifth Edition, Alan
Evans, Kendall Martin, and Mary Anne Poatsy
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I hope you enjoy reading the weekly newsletter and will contribute to future issues.
Sincerely,
Cecile Bendavid
CEO Computers, Inc. |
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