1. © 2005 by The Regents of The University of Michigan All Rights Reserved Microsoft Office Users Group Managing Files and Folders Judy Barnes Dooley Operations Analyst Executive Education

2. Is this YOU?

3. © 2005 The Regents of The University of Michigan All Rights Reserved 3 Organizing Your Working Files Improve your productivity and efficiency Reduce frustration Build your professional reputation

4. © 2005 The Regents of The University of Michigan All Rights Reserved 4 Folder View - Thumbnail

5. © 2005 The Regents of The University of Michigan All Rights Reserved 5 Folder View - Tiles

6. © 2005 The Regents of The University of Michigan All Rights Reserved 6 Folder View – Icons

7. © 2005 The Regents of The University of Michigan All Rights Reserved 7 Folder View – List

8. © 2005 The Regents of The University of Michigan All Rights Reserved 8 Folder View - Details

9. © 2005 The Regents of The University of Michigan All Rights Reserved 9 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

10. © 2005 The Regents of The University of Michigan All Rights Reserved 10 Customizing Folder View Folder > Options > View Check Uncheck Check

11. © 2005 The Regents of The University of Michigan All Rights Reserved 11 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

12. © 2005 The Regents of The University of Michigan All Rights Reserved 12 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.

13. © 2005 The Regents of The University of Michigan All Rights Reserved 13 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)

14. © 2005 The Regents of The University of Michigan All Rights Reserved 14 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.

15. © 2005 The Regents of The University of Michigan All Rights Reserved 15 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

16. © 2005 The Regents of The University of Michigan All Rights Reserved 16 (and if you’re curious, MY desktop)

17. © 2005 The Regents of The University of Michigan All Rights Reserved 17 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/