How a disk drive is organized. Think of your disk drive as one big file cabinet. You will stash your work in the file cabinet. But you can't just throw documents in willy-nilly. You have to have an organizational structure to your filing system. Folders provide that organizational structure to a disk drive, just as they do in a file cabinet. First, you will put labeled folders into your cabinet/drive. Each folder will have a name. When you view the contents of a disk drive, folders are normally listed in alphabetical order. Inside the folder, you will put your documents. In order to be able to find your documents later within an overstuffed folder, you will give each document a name. On a PC, it is wise to use the following naming conventions for both folders and files: A file name is made up of two parts: (1) the name of the document and (2) the file extension. You may name a file anything you wish, but it is preferable to name a file something you are likely to remember later. File names should be no longer than 8 characters. Although Windows 95 (and Macs) allow longer file names, you will be in for some nasty surprises if you use longer file names. The second part of a file name is the extension. sIn the file text.doc, the word text is the file name and the .doc is the extension. A period always separates the two. The extension identifies what kind of a document you have. Some examples of file extensions are:
.doc - Micrsoft Word Document
.htm - Web document
.gif - image
.jpg - image
.ppt - PowerPoint Presentation
1. Organize by file types. Make applications easier to find by creating a folder called Program Files on your drive and keeping all your applications there. For instance, the executables for Word, PowerPoint, Simply Accounting and WinZip would all reside in the Program Files folder.
2. One place for all. Place all documents in the My Documents folder and no where else.
3. Create folders in My Documents. These are the drawers of your computerÕs filing cabinet, so to speak. Use plain language to name your folders; you donÕt want to be looking at this list of folders in the future and wondering what ÒTFKÓ or whatever other interesting abbreviation you invented means.
4. Nest folders within folders. Create other folders within these main folders as need arises. For instance, a folder called ÒInvoicesÓ might contain folders called Ò2004Ó, Ò2005Ó and Ò2006Ó. A folder named for a client might include the folders ÒcustomerdataÓ and ÒcorrespondenceÓ. The goal is to have every file in a folder rather than having a bunch of orphan files listed.
5. Follow the file naming conventions. Do not use spaces in file names, keep file names under 27 characters, and use all lower case. So a file named for a client should be jackdawson rather than Jack Dawson. If you break any of these rules, be consistent about it.
6. Be specific. Give files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look. So if the document is a letter to a customer reminding him that payment is overdue, call it something like Òoverdue081206Ó rather than something like ÒletterÓ. How will you know who the letter is to without opening it? See the next point.
7. File as you go. The best time to file a document is when you first create it. So get in the habit of using the ÒSave AsÓ dialogue box to file your document as well as name it, putting it in the right place in the first place.
8. Order your files for your convenience. If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a ! or an AA at the beginning of the file name.
9. Cull your files regularly. Sometimes whatÕs old is obvious as in the example of the folder named ÒInvoicesÓ above. If itÕs not, keep your folders uncluttered by clearing out the old files. Do NOT delete business related files unless you are absolutely certain that you will never need the file again. Instead, in your main collection of folders in My Documents, create a folder called "Old" or "Inactive" and move old files into it when you come across them.
10. Back up your files regularly. Whether youÕre copying your files onto another drive or onto tape, itÕs important to set up and follow a regular back up regimen. The search function is a wonderful thing but it will never match the ease of being able to go directly to a folder or file. If you follow these file management tips consistently, even if you donÕt know where something is, you know where it should be Ð a huge advantage when it comes to finding what youÕre looking for.
Open .exe with any Windows Operating System
Open .doc with Microsoft Word or Pages
Open .jpg with Mac's Preview
Open .mp3 with Quick Time Player or iTunes
Open .mov with Quick Time Player
Open .mpg with Quick Time Player
Open .pdf with Mac's Preview
Open .pps with Powerpoint or Mac's Keynote
Open .swf with SWF Movie Player
Open .wmv with Windows Media Player
Open .xls with Excel or Mac's Apple Works or Mac's Numbers