Herding Cats: Managing with Electronic Documents

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Herding Cats Managing with Electronic Documents
Part 1 Introduction to Windows Explorer and
Electronic Documents

• How a better organized computer and email in-box
  can help you save time, money and paper

Presented by Dena Gazin, PaperCuts Coordinator,
Seattle Public Utilities
September 26, 2006
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Agenda

• Computers simple vs. reality
• What are electronic documents?
• Introduction to Windows Explorer
• Folder views (Details, List, Thumbnails)
• File folder hierarchy
• Naming folders and files
• GroupWise
• HyperSnap Screen capture program

Reminder Please sign-in
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Your friend, the computer
From http//www.princeton.edu/aiteachs/nttr/file
s/
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_at_! computers
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Electronic Documents

• Easier to find
• Easier to send
• Readily portable
• Easier to store
• Saves trees and water
• USE LESS PAPER
• Hard to find
• Hard to read
• Can print poorly

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Windows Explorer Your computers electronic
filing cabinet
Windows Explorer isnt just that place where
your files are stored, you can also

• Create folders
• Copy files
• Move files
• Rename files
• Open files
• Delete files
• Find/Search files
• Display file information
• File type, size, date created, date modified,
  etc.

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Opening Windows Explorer

• Right click on the Start Menu in the lower left
  of your computers toolbar
• Select Explore
• The next screen you see is Windows Explorer

Keyboard shortcut To quickly open Windows
Explorer from any application, simply hold down
the windows key (next to the Ctrl key) and press
E
Shortcut WINKEY E
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Windows Explorer Toolbars

• Pane View
• Title, Menu, and Standard Buttons Toolbar

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Windows Explorer File Views

• Details
• List
• Thumbnails

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Directory and Folder Structure

• Question on tools
• Location
• Think paper filing cabinet
• Logical and organized
• Lower level folders used to sub-divide the one
  above
• Little to no duplication
• Name
• Organized alphabetically (default)
• Easily understood/ deciphered by others (and
  yourself if viewed later)
• Length should be no more than two words short
  is good!
• Use of Capitalization
• Consistent separator
• Underscore _
• Hyphen
• Period .

• Question on tools
• Location
• Think paper filing cabinet
• Logical and organized
• Lower level folders used to sub-divide the one
  above
• Little to no duplication

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File Hierarchy Exercise
Long names
Important is subjective use better name
Capitalization hyphen use
New Orleans isnt in the NW
Buried folder. Private under Public
unnecessary
Long name, parentheses, incorrect location (not
in Seattle)
Ballard should come first, hyphens, all caps
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Naming Folders

• Not So Good

• Better
• No folder needed move any files in this folder
  to other more aptly named ones

Bottom-line Use words and terms that make sense
for you and your group
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File Hierarchy Before After
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Naming Files - General

• Choose a name that is easily recognizable
• Include date created or modified
• A word on spacing
• Start general and add on specific details
• Use consistent modifiers and capitalization

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Windows Explorer - Exercise

• How do I rename a file or folder?
• Highlight folder or file you wish to rename
• Right click
• Create new name
• How do I move a file into a different folder?
• Make sure Windows Explorer shows two panes
  (folders button is pushed in)
• Click on folder or file you would like moved (I
  prefer to select file/folder from right pane and
  drag to left, but not necessary)
• Holding down the left mouse button, drag to new
  folder
• Release mouse key and drop file into new
  location
• How do I create a shortcut?
• In Right pane Right click on file or folder
• Select Create Shortcut Shortcut appears under
  original
• Drag to new location

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File Management - Saving

• Denas trick!
• Cue Windows Explorer
• Create shortcut to the shared folder you use most
  frequently and place on desktop
• When you need to save/find a file, click on
  Desktop first, and now your shortcut

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Printing Tips Using HyperSnap

• HyperSnap is screen capture program available to
  all City employees
• Hypersnap usually is located in a network
  application area
• Ask you IT dept if you cannot locate
• To use HyperSnap
• Open HyperSnap program
• The following screen will appear
• Click on Capture Region button (Shortcut CTRL
  SHIFT R)
• Your cursor turns into a crosshairs tool.
  Holding down the right mouse button, you can drag
  the cross around to highlight the image you need
• Release the right mouse button once you have
  selected the area you would like, and then click
  on right mouse button a second time.
• Image is now captured and appears in HyperSnap as
  a .jpg

Print, Save or email as you see fit!
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Printing Best Practices

• Ask yourself if you really need it. Can you just
  keep/make an electronic copy?
• Ask colleagues to email or post on website
• Adjust margins and fonts to reduce the number of
  pages in your documents
• Proofread and preview documents before you send
  to printer
• Before making several copies of one document, do
  a one-copy test run
• Print on both sides (duplex)

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Cat Herding

• Just like it is possible to herd cats, it is
  also possible to manage electronic information!

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Thank you!

• Other City of Seattle training websites
• http//www.seattle.gov/papercuts/
• http//inweb/clerk/RecordsManagement/
• http//inweb/technology/employee_services/elearnin
  g.htm
• http//inweb/personnel/training/materials.asp
• http//sclweb/training/ City Light
• http//dpdwinw113/dpdweb/HR/Home/index.htm DPD
• http//spuweb/HRTraining/default.htm SPU
• http//inweb/sdot/hr/training.htm SDOT

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