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Making Tasks Easier<br />Using the Computer to Get Organized<br />

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

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Does your computer desktop look like this?<br />

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Or perhaps this?<br />

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Or, maybe this one is yours?<br />

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

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

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

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Desktop Organization Principle 2 <br /><ul><li>When you save things on your desktop, move them promptly after use to your desktop folders: Docs, Docs Archive, Recycling Bin.</li></li></ul><li>Desktop Organization Principle 3<br />Place your program icons somewhere other than your desktop. Place icons you only use every day.<br />

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Desktop Organization Principle 4<br />Clear your desktop periodically. Move the icons to the docs folder, docs archive folder, or recycling bin.<br />

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Desktop Organization Suggestions<br />Use some kind of desktop framing system.<br />

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Organizing Your My Documents Folder<br />Does you’re My Documents Folder look like this?<br />

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Or do you have subfolders of subfolders?<br />

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Windows 7 Libraries<br />Windows 7 has files called “Libraries.”<br />

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

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

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

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

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

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

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

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

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

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

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

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

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

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Conducting a Google Desktop Search<br />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.<br />

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Conducting a Google Desktop Search<br />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.<br />

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

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

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Other Desktop Tools<br />Use Google Desktop Gadgets<br />

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