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Making tasks easier


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This presentation examines such things as trying to manage all those files saved on your desktop, or trying to manage a My Docs file that makes it impossible for users to find anything. It is all about taking advantage of the capabilities of our computers.

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Making tasks easier

  1. 1. Making Tasks Easier<br />Using the Computer to Get Organized<br />
  2. 2. 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 />
  3. 3. Does your computer desktop look like this?<br />
  4. 4. Or perhaps this?<br />
  5. 5. Or, maybe this one is yours?<br />
  6. 6. Desktop Myth<br />“If I place it on my desktop, I will be able to find it and retrieve it faster.”<br />
  7. 7. 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 />
  8. 8. Desktop Organization Principle 1<br />Keep all but what is absolutely necessary off the desktop. Use a minimum of folders and icons.<br />
  9. 9. 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 />
  10. 10. Desktop Organization Principle 4<br />Clear your desktop periodically. Move the icons to the docs folder, docs archive folder, or recycling bin.<br />
  11. 11. Desktop Organization Suggestions<br />Use some kind of desktop framing system.<br />
  12. 12.
  13. 13. Organizing Your My Documents Folder<br />Does you’re My Documents Folder look like this?<br />
  14. 14. Or do you have subfolders of subfolders?<br />
  15. 15. Windows 7 Libraries<br />Windows 7 has files called “Libraries.”<br />
  16. 16. 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 />
  17. 17. 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 />
  18. 18. Option 2 for Windows 7 Users<br />Create three folders on desktop: Docs, Docs-Archive, Program Shortcuts.<br />
  19. 19. 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 />
  20. 20. 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 />
  21. 21. 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 />
  22. 22. 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 />
  23. 23. 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 />
  24. 24. 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 />
  25. 25. 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 />
  26. 26. 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 />
  27. 27. Getting Started with Google Desktop<br />Download Google Desktop from<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 />
  28. 28. 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 />
  29. 29. 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 />
  30. 30. 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 />
  31. 31. Other Desktop Tools<br />Reach easily used programs using Rocketdock.<br />
  32. 32. Other Desktop Tools<br />Use a Sticky Notes Program<br />
  33. 33. Other Desktop Tools<br />Use Google Desktop Gadgets<br />
  34. 34. Other Desktop Tools<br />Use Tray-it to minimize programs to the system tray.<br />