Microsoft Office Users Group Managing Files and Folders

1. Microsoft Office Users GroupManaging Files and Folders Judy Barnes Dooley Operations Analyst Executive Education

2. Is this YOU?

3. Folder View - Thumbnail

4. Folder View - Tiles

5. Folder View – Icons

6. Folder View – List

7. Folder View - Details

8. 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

9. Customizing Folder View Folder > Options > View Check Uncheck Check

10. 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 orCBAgenda102605

11. For Ongoing Work • My Documentsand 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.

12. 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)

13. 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.

14. 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

15. (and if you’re curious, MY desktop)

16. 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/