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Most likely whenever you "create" something on your computer you'll want to
save it.
So before "SAVING" anything, ask yourself the following questions:
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WHO needs it?
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WHAT use is it?
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WHEN will I use it?
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WHERE will I find it?
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WHY do I want or need it?
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HOW long do I need to "SAVE" it?
Just like your "paper" files, you should save/file your computer documents
into folders. Your folders on your computer SHOULD mirror your "paper" file
folders, thus causing less names to remember, and less confusion on where
you saved/filed something.
Microsoft automatically sets up a folder for you titled "MY DOCUMENTS" where
you can save/file your documents. It isn't very efficient if you save/file
ALL your documents in this folder UNLESS you create YOUR own folders within
the "MY DOCUMENTS" folder.
Look at it this way; say you have a file drawer where you keep all your
"paper" files and you call the drawer "MY DOCUMENTS". If you open the drawer
and have no folders, subfolders, or systems in place, how on earth are you
going to locate the document you need? You stand there staring at a drawer
full of documents, scratching your head wondering if you can locate the
document before lunch! How will you know where to put the NEW document you
just created or received that you MUST keep?
HOW TO CREATE NEW FOLDERS
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Click Start (Usually located on the left bottom of your screen)
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Place Pointer on Programs
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Place Pointer on Windows Explorer and Click
You have now entered/opened your electronic file cabinet.
Here you can "see" every document, file, and program
that is on your computer.
We're going to create subfolders (or interior folders) in MY DOCUMENTS
folder... not really mine but yours:-)
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Locate and move POINTER to MY DOCUMENTS
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Double Click on MY DOCUMENTS
You will be presented with a list of all the folders you
have saved/filed in MY DOCUMENTS and/or any folders that you may have
already created INSIDE MY DOCUMENTS folder.
Notice MY DOCUMENTS folder is highlighted, which means ANY folders you
create during this exercise will be located "INSIDE" MY DOCUMENTS folder.
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Move POINTER to File and CLICK
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Move POINTER to NEW
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Move POINTER to FOLDER and CLICK
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Type in the name of your new folder and Press Return/Enter
WA LA!! You have a new folder!
To continue making new folders, move your pointer back to MY DOCUMENTS,
CLICK to highlight and follow the above steps.
You can even create new folders within the ones you just made. Why would you
do that? Let me give you an example:
Let's say you created a folder "CLIENTS". You have three clients, Larry,
Moe, and Curly, that you send/receive email and correspondence from that you
need to save/file, and be able to access when needed WITHOUT LOOKING through
all the "CLIENTS" files. Highlight "CLIENTS" folder and follow the above
process for each SUBFOLDER (Larry, Moe, and Curly) you need to make.
HOW TO SAVE A NEW DOCUMENT
You've just created a new document to Larry and now you need to "SAVE" it.
Your computer will need to get some information from you in order to save
your document and know where to save (file) it to on your hard drive.
Larry is a client and you have already made him a folder. You have completed
the document and it is STILL OPEN (on your screen).
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Move POINTER to FILE
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CLICK on FILE
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Move POINTER to SAVE and CLICK
A SAVE AS Box will appear. Notice the three sections: Save in:, File name:,
and Save as type:.
The Save in: section should have the last folder name that you saved a
document to. In this case you want to save your document in your "Larry"
folder, which is located in the Clients folder, which is located in MY
DOCUMENTS folder.
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CLICK the small black down arrow next to the folder name in Save
in:
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CLICK on MY DOCUMENTS
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Locate the CLIENTS Folder in the box and DOUBLE CLICK on it
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The CLIENTS folder should now be in the Save in: section
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Locate and move your POINTER to the "Larry" folder and DOUBLE
CLICK on it
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The "Larry" folder is now in the Save in: section
Now you have to give your document a name.
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PRESS Your TAB Key to move to File name: or move POINTER to
File name: and CLICK.
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Something will already be there BUT you want to give the
document a name you will remember and can easily locate when
needed.
Let's say the document is about the meeting you had with Larry regarding his
hair stylist on June 12, 2000. You might name the document something like
this:
Hair Meeting 61200
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Type in the name you want to give your document
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Press ENTER/RETURN
OR
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Move POINTER to SAVE and CLICK
WARNING WARNING!!
DO NOT do the above if you need to SAVE the document in a DIFFERENT
FILE FORMAT, such as TEXT or HTML Code.
Save as type: the default is usually Word Document but notice the small
black arrow next to this and CLICK on it. Here is where you are presented
with a list of file types that you might need to save your document into.
Your document is still open (on your screen) after you have named it and
SAVED it. To close the document:
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Move POINTER to File and CLICK
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Move POINTER to Close and CLICK
TIP: If you make any changes inside the document BEFORE you CLOSE it
you will get a prompt asking if you want to save changes, click YES. If you
click NO, your changes WILL NOT be SAVED in the document.
Smiles, not Piles,
Janet L. Hall
Continue to "S
- Stands for SAVE-Part 2" > |
Janet Hall,
The Organizing Wizard and Certified Pyramid Feng Shui Practitioner, offers
professional organizing services to small and large businesses and also
works with individuals, families, seniors, and individuals with ADD and ADHD
in dealing with home clutter and time management. 
D
- BUST YOUR COMPUTER
