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Decatur File Clean Up Guide


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  • 1. File Clean Up GuideHow to clean up your filesfor the migration into theVirtual Office Advantage(VOA) environment.Presented by:The Decatur Technology Committee
  • 2. What is the Cloud? (aka- Virtual Office Advantage)The easiest way to understand the cloud isto think of it as a utility, like electricity.When you plug a device into a wall outlet,electricity flows. You didnt generate theelectricity yourself. Who am I?Cloud computing works on the sameprinciple. Through an internet connection(the equivalent of an electrical outlet),you can access whatever applications,files, or data you have opted to store inthe cloud--anytime, anywhere, from anydevice.
  • 3. Where do we store our files now?1. The Desktop2. My Documents Folder:  Documents  Pictures  Music  Videos3. Elsewhere on the C:/ drive4. A Network Folder
  • 4. How will files be moved to the Cloud?The following files will be moved automatically: 1. Files in the My Documents folder: Documents, Pictures, Videos, and Music 2. Files in the shared network folderThe following files WILL NOT be moved: All files on your desktop Files that exist anywhere on your C: drive besides the My Documents folder
  • 5. How do you prepare for this change?First things first…A page has been created on DecaturNET to shareall the information you’ll need during thisprocess. Check it out for documents, frequentlyasked questions, and other resources: http://orange/cloud/default.aspx
  • 6. How do you prepare for this change?You can also talk to users from thepilot test group from yourdepartment/division:CLICK HERE FOR THE FULL LIST
  • 7. File Clean UpWHY?We need to ensure that you keep all work-essentialfiles you need to do your job, but every piece ofinformation transferred over to the cloud costsmoney. This includes documents, photos, and anyother type of file you have on your computer. Fun Fact! For every 4G flash drive of data that is not transferred to the cloud, the City saves $96 per year. If every one of the drives purchased for this project gets filled up, that will save almost $10,000 this year alone!
  • 8. File Clean UpHOW?1. Go through your work files and delete anything you don’t need (i.e. duplicate documents, blurry photos, outdated items)2. Move all of your personal pictures, music and files off of your work computer. Bertha Hunt (ext. 6516) has flash drives if you need one.3. Create a copy of the files on your desktop so that you can have access to the same items in VOA TIP: Focus on photos and videos as they take up a lot of space!
  • 9. Deleting FilesTake some time to review your work relatedfiles. Make sure to delete any of the following: duplicate documents & photos blurry photos outdated or unnecessary itemsIf you are unsure of what constitutes a workessential file, please contact yourdepartment/division head.
  • 10. Personal Files If you leave personal files in your My Documents folder after the VOA migration, they will then be stored on servers owned by VC3. Not only will the City of Decatur be paying for the space, but now your personal information may have just become someone else’s property. Personal files should be moved to a storage device such as a flash drive (See Bertha Hunt or your department head).
  • 11. How to Use a Flash Drive 1. Plug your flash drive into an available USB port on your computer. 2. Click the start icon in the bottom left corner of the screen and then select computer on the right side of the pop-up menu.
  • 12. How to Use a Flash Drive The flash drive in the example above is called “Kingston urDrive” as you can see in red above. Your flash drive will have a different name. This screen will tell you how much space is available on your flash drive.
  • 13. How to Use a Flash DriveThere are many ways to move files onto aflash drive. Drag and drop Copy and paste Send to functionRefer to the Managing Your Files section ofthis presentation for more information.
  • 14. File Cleanup; The Desktop If you store files on your desktop, please follow these instructions. THESE FILES WILL NOT BE MOVED TO THE VOA.The desktop is the screen that you will see whenyou first login to your computer. Most users willstore at least a few documents here, and itsimportant to know that these files will be lost ifnot moved to a folder in My Documents.
  • 15. File Cleanup; The DesktopWhat is the difference between the files onthe desktop and the files in the MyDocuments folder? • The files on the desktop are stored on your physical computer. • The files in your My Documents folder are stored on the city server. When you click on your My Documents folder, it just tells the computer to look for your files in a particular location on the city server.
  • 16. File Cleanup; The Desktop
  • 17. File Cleanup; The DesktopAs you can see, there is a lot of junk onthe example desktop. The first step is todecide which files are work related andwhich files are personal. Personal filesshould not be migrated into the VOAenvironment. To help with this, create 2folders. One will be called Personal andthe other will be called Work Related.
  • 18. File Cleanup; The Desktop  Once you’ve organized your desktop files into 2 folders, the folder entitled Work Related can now be moved to the My Documents folder. Highlight the folder, right click, select Send To, and select Documents.  The folder named Personal can be sent to you flash drive by highlighting the folder, right click, select the Send to command, and then selecting your flash drive from the resulting pop-up menu.
  • 19. Managing Your Files Use this section to learn how to performtasks like creating folders, deleting files, and moving files from one place to another.
  • 20. Creating FoldersTo create a folder on thedesktop, right click in someopen space on the desktop.Choose “NEW” and anotherbox will appear. Choose“Folder” in the new box.When looking at your files inFile Explorer you will have abutton that allows you tocreate a New Folder.
  • 21. Naming FoldersA folder should now have appeared onscreen with a highlighted box that saysnew folder. Erase that name andrename it to whatever you need.
  • 22. Moving Files: Drag and Drop You can move files in many ways. One way is to simply grab the file by clicking the mouse and holding down the button. You can then drag the file and release the button over the folder to move it.
  • 23. Moving Files; Send to  You can move any file or folder to a new location by right clicking, selecting Send to, and selecting your desired location.  Documents should be used for work related items.
  • 24. Wrap UpYou should now have all of the informationnecessary to organize your computer inpreparation for the VOA migration.If you have any questions, email Jabari Coleat or check witha pilot user from your department/division.