Brief explanation and tips for file management

1. File ManagementFile Management
A beginning towards our main goals.A beginning towards our main goals.
Which are…Which are…

2. Time management andTime management and
working effectivelyworking effectively
Using the tool we as Palladia staffUsing the tool we as Palladia staff
cannot avoidcannot avoid

3. The ComputerThe Computer

5. Defragging the ComputerDefragging the Computer

6. What is Defragging the computer?What is Defragging the computer?
• It gets to the stage in your PC's life where thingsIt gets to the stage in your PC's life where things
just don't seem to go as fast as they used to.just don't seem to go as fast as they used to.
• Is it time for a new computer? Not necessarily.Is it time for a new computer? Not necessarily.
• Every now and then your PC could use a littleEvery now and then your PC could use a little
shake up of the information on the hard drive &shake up of the information on the hard drive &
let it settle back in place again.let it settle back in place again.

7. ContinuedContinued
• When you save information like, programs, photos,When you save information like, programs, photos,
emails (& your PC is doing it automatically every dayemails (& your PC is doing it automatically every day
with temporary internet files) the information is storedwith temporary internet files) the information is stored
as best as it can be in the same area, but over time youas best as it can be in the same area, but over time you
delete stuff & it leaves gaps where some newdelete stuff & it leaves gaps where some new
information fills up the space but still has a bit left overinformation fills up the space but still has a bit left over
& is broken up & stored "way over there" (bit like& is broken up & stored "way over there" (bit like
filling a huge ice cube tray, you rarely have it all filledfilling a huge ice cube tray, you rarely have it all filled
evenly).evenly).

8. HenceHence
• The need to defrag theThe need to defrag the
computercomputer

9. Steps to follow for DefragmentationSteps to follow for Defragmentation
• Double-click My ComputerDouble-click My Computer
• Highlight a hard disk drive byHighlight a hard disk drive by
clicking on it once.clicking on it once.
• Right clickRight click the highlightedthe highlighted
drivedrive
• Click propertiesClick properties
• Click theClick the tools tabtools tab (as(as
pictured) and click thepictured) and click the
defragment now button.defragment now button.

10. Here is a screenshot whenHere is a screenshot when
defraggingdefragging

11. Managing your files inManaging your files in
Outlook 2003Outlook 2003

12. Creating FoldersCreating Folders
• On theOn the FileFile menu, point tomenu, point to NewNew, and then, and then
clickclick FolderFolder..
• In theIn the NameName box, enter a name for the folder.box, enter a name for the folder.
• In theIn the Folder containsFolder contains box, click the type ofbox, click the type of
folder you want to create.folder you want to create.
• In theIn the Select where to place the folderSelect where to place the folder list,list,
click the location for the folder.click the location for the folder.

15. Archiving filesArchiving files
• Outlook automatically creates a folder labeledOutlook automatically creates a folder labeled ArchiveArchive
FoldersFolders after you run Auto-Archive to back up yourafter you run Auto-Archive to back up your
items. Outlook stores the archived items in this folder.items. Outlook stores the archived items in this folder.
• If you create additional data files for organizing itemsIf you create additional data files for organizing items
on your own, Outlook adds each data file and itson your own, Outlook adds each data file and its
folders to thefolders to the Folder ListFolder List in thein the Navigation PaneNavigation Pane
underunder Personal FoldersPersonal Folders..

16. Archiving Cont.Archiving Cont.
• To keep your mailbox manageable, you needTo keep your mailbox manageable, you need
another place to store (another place to store (ArchiveArchive) the old items) the old items
that are important but not frequently used.that are important but not frequently used.
• You also need a way to automatically moveYou also need a way to automatically move
thosethose old itemsold items to the archive location and toto the archive location and to
discard items whose content has expired and isdiscard items whose content has expired and is
no longer valid.no longer valid.

17. ContinuedContinued
• The first timeThe first time Auto-ArchiveAuto-Archive runs, outlookruns, outlook
creates the archive file automatically in thiscreates the archive file automatically in this
location:location:
• C:Documents andC:Documents and
SettingsSettingsyourusernameyourusername LocalLocal
SettingsApplicationSettingsApplication
DataMicrosoftOutlookArchive.pstDataMicrosoftOutlookArchive.pst

18. QuestionsQuestions

19. God Bless you all
And thanks for listening