Making tasks easier

Making Tasks Easier
Using the Computer to Get Organized

Session Overview
How to organize your desktop for maximum efficiency
How to organize you’re my Documents or Documents Library
Using Google Desktop to find documents on your computer
Other desktop and organizational tools

Does your computer desktop look like this?

Or perhaps this?

Or, maybe this one is yours?

Desktop Myth
“If I place it on my desktop, I will be able to find it and retrieve it faster.”

Desktop Reality
You have to spend time “deciding” whether it is worthy of desktop placement.
If unsure, toss it on the desktop.
There are better ways to organize your desktop so that files can be retrieved even faster.

Desktop Organization Principle 1
Keep all but what is absolutely necessary off the desktop. Use a minimum of folders and icons.

When you save things on your desktop, move them promptly after use to your desktop folders: Docs, Docs Archive, Recycling Bin.

Place your program icons somewhere other than your desktop. Place icons you only use every day.

Clear your desktop periodically. Move the icons to the docs folder, docs archive folder, or recycling bin.

Desktop Organization Suggestions
Use some kind of desktop framing system.

Organizing Your My Documents Folder
Does you’re My Documents Folder look like this?

Or do you have subfolders of subfolders?

Windows 7 Libraries
Windows 7 has files called “Libraries.”

Windows 7 Libraries
There are four folders in the libraries:
Documents
Music
Pictures
Video
When you install various programs, they tend to create various subfolders within these libraries.

Option 1 for Windows 7 Users
Use existing folder system, and do not create new folders.
Save all documents in the documents folder.

Option 2 for Windows 7 Users
Create three folders on desktop: Docs, Docs-Archive, Program Shortcuts.

3-Folder System for Windows 7
Docs Folder
Location of working files, projects, and tasks.
Items in this folder change regularly.
Should be cleaned out periodically.
Docs-Archive Folder
Location for completed files, projects, and tasks.
Should have NO SUBFOLDERS and functions like a library.
Program Shortcuts Folder
Program icons placed here.
Usually only programs I access regularly.

Organizing the Win XP My Documents Folder
In your My Documents folder create the following subfolders:
Backup
Docs
Junkdrawer
Multimedia
Misc

Six Folders of My Documents Filing System
Backup
First place to back up files.
Program backups go here.
Docs
Location of working files, projects, and tasks.
Items in this folder change often. Should be cleaned out periodically.
Docs Archive
Location for completed projects, files, or tasks.
Should have NO SUBFOLDERS and functions as library.

Six Folders of My Documents Filing System
Junkdrawer
Place for temporary files not needed long term.
Set web browser to download here.
If you need to keep files from here, move to Docs Archive.
Multimedia
Music, video, photos.
Makes easy for backup procedures.
Misc
Anything you need for ready access, but does not fit in any other folders.
Script files can go here.

6 Principles of Managing Computer Files
Keep your file system simple. Use no more than six folders.
Clean out your Docs folder regularly and move them to docs archive.
Use no subfolders. Subfolders mean valuable time spent sorting.
Find a minimum number of folders for your needs.
Fewer folders= Less sorting time and less searching time.
Don’t be afraid to toss them all in docs archive.

Features of Google Desktop
Google Desktop makes searching your computer as easy as searching the web.
Desktop application allowing full search capabilities of: Gmail, files, music, photos, web pages viewed, and more.
Puts information at fingertips and makes manually looking for items obsolete.

Specific Google Desktop Features
When you search, you get a search page with most relevant results first: includes file name, brief snippet with search terms highlighted.
Use the “Quick Search Box” activated by simply hitting the CTRL button twice.

Specific Google Desktop Features
Uses Smart Indexing.
Has an Advanced Search Form.
Ability to search for and within certain files types.

Getting Started with Google Desktop
Download Google Desktop from http://desktop.google.com/
Install the software.
Once installed, access the Googel Desktop Preferences from the Start Button. The preferences screen will open in your default browser.
From the preferences page, choose how you wish Google Desktop to operate.

Conducting a Google Desktop Search
If you have the Quick Search Box activated, press CTRL twice. When the Box appears, type in your search words or phrases.

As you type, possible selections appear just below the bar. If you seen the one you wish to access just select it by clicking on it and it will load.

If you do not have the Quick Box activated, you can install the search bay on the taskbar or use Google Desktop in the regular browser.

Other Desktop Tools
Reach easily used programs using Rocketdock. http://rocketdock.com/

Other Desktop Tools
Use a Sticky Notes Program http://www.hottnotes.com/

Other Desktop Tools
Use Google Desktop Gadgets

Other Desktop Tools
Use Tray-it to minimize programs to the system tray. http://www.teamcti.com/trayit/trayit.htm

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Making tasks easier

by John Robinson

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