© 2005 by The Regents of The University of Michigan • All Rights Reserved

Microsoft Office Users GroupManaging Files and Folders

Judy Barnes Dooley

Operations Analyst

Executive Education

Is this YOU?

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Folder View - Thumbnail

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Folder View - Tiles

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Folder View – Icons

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Folder View – List

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Folder View - Details

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Customizing Folder View

Folder > Options > General

Choose “Open each folder in the same window” to prevent an unwieldy stack of explorer windows cluttering your screen

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Customizing Folder View

Folder > Options > View

Check

Uncheck

Check

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Naming Conventions

• The filename or folder name should start with a key word– Improves search response– Alphabetized

• Adopt a naming scheme for your files and stick to it. – Example: CBAgenda051026 or

CBAgenda102605

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For Ongoing Work

• My Documents and the U drive– “My Documents” is synchronized to your space on the U drive– Only RSB faculty, staff and PhD have access to the U drive– To keep My Documents from becoming overfull, use it only for

stuff you’re currently working on. When a project is completed, move it to a departmental network

folder.

– The HELP DESK says the U drive is frequently full. This has caused people to not be able to save important files.

– You should not store in excess of 250 meg on the U drive.

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Helpful Tips

• High style folders: Add a picture background to your folder list, right-click on the folder and click “properties.” In the Properties dialog box, click the “Customize” tab. In the Folder pictures area, click “Choose Picture.”

• Don’t save unnecessary files. Use spare moments to clean up your directories.

• Use My Recent Documents in the START menu• Organize and clear out your Internet files

– Organize your IE favorites folders Click on “Favorites” > “Organize Favorites”

– Clear History and Delete Temporary Internet Files Click on “Tools” > “Internet Options” > “General” tab > “Delete

Files” (“Clear History” is in the same tab)

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Shortcuts

• Prevent redundant files--use shortcuts!– To create a shortcut, right-click on the file and click “CREATE

SHORTCUT”. Then drag and drop the shortcut to the other location or locations.

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Your Desktop

• “Must-have” desktop shortcuts– My Computer– My Documents– Internet Explorer –

www.bus.umich.edu– Shortcuts to most

frequently used network folders

• Use the desktop for short-term storage

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(and if you’re curious, MY desktop)

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Resources

• http://www.microsoft.com/atwork/manageinfo/files.mspxrl• http://www.microsoft.com/atwork/manageinfo/computerclean.mspxrl• http://www.microsoft.com/atwork/manageinfo/email.mspxrl• http://office.microsoft.com/en-us/FX011456171033.aspxrl• http://www.organizetips.com/office.htm• http://www.stevepavlina.com/blog/2005/08/getting-organized/