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Article Number T03032002 Organizing your files Many of our customers, when saving the documents they have created, save them in inappropriate folders or use file names that they can never remember and so end up thinking their documents are gone forever when they are unable to locate them again. Here are a few suggestions to stop this happening and to help with organising your documents so that you can easily locate them again. 1. Use your 'My Documents' folder In Microsoft Windows 95/98/2000/ME/NT/XP there is a really useful folder called 'My Documents'. It is usually located on your desktop. This is a great place to store all your Serif product documents as it is easy to get to and if you un-install a product there is no danger of your files being deleted with the program. To save to the My Documents folder in a Serif product just click on File>Save As, then in the drop down 'Save In' box, find 'Desktop'. Click on this to select your Desktop contents. In the list of items, you will see a folder called My Documents. Double left click on this to open the folder. Now type in the name of your document (say, 'test1') and click on the 'Save' button. You have just saved your first file to the 'My Documents' folder! 2. Organize your files It is all very well saving to the 'My Documents' folder but what if you create hundreds of documents and have to look through them all to get to the one you want? Well, organizing your files into different sub-folders in the 'My Documents' folder is the answer. To do this go to your Desktop. Double left click on the 'My Documents' folder icon on your Desktop. Single right-click in the window that appears (make sure you do this on a bit of blank space in the window). A drop-down menu will appear: you are looking for 'New'. Single left-click on 'New' then single left click on 'Folder' (If you do not have these options then it is likely that either you did not click on a bit of blank space or your right mouse button is set to something other than right click). You will see a new folder appear in the window with the folder name highlighted in a colour (usually blue if you have not changed your default colour scheme) you can just type something on the keyboard at this point as this will overtype what is already there. Type a new folder name in here, say 'Serif' - for Serif files - and press ENTER on the keyboard to save the name. You can create more folders for saving other documents - 'Bank correspondance' for your letters to your bank, 'Money' for your accounting spreadsheets, ' Birthdays' for cards you make for your friends. Call the folders what you like but the trick is to make the names meaningful. If you have more than one Serif product and you would like to keep each type of Serif document separate, just double click on the Serif folder you have just created. This will take you into that folder and you will see a blank window. Just follow the instructions above (right click>New>Folder) to create folders for all your Serif Product documents ('PagePlus', 'DrawPlus', '3DPlus' etc.) Then when you are in that program use 'Save As' to save your documents in the appropriate folder. 3. Back up your files There are many proprietory backup systems on the market (tape backups etc) and of course you have the Backup facilities in Microsoft Windows itself, but the most simple backup method is making a copy of your files in another folder. It will not protect you against your computer hard drive failing but if your PC crashes (and they do!) and corrupts your document you will have a spare to go back to. 4. Viewing your files You can look at your My Documents folder at any time but what if you have a couple of hundred pictures in your 'My holidays' folder and you want to find the amusing one with the sandcastle for instance? We have a new product called MediaPlus with which you can catalogue all your pictures, Serif documents and multimedia files then view thumbnails of them quickly and easily. |
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