Herding Cats: Managing with

Electronic Documents

Presented by Dena Gazin, PaperCuts Coordinator, Seattle Public Utilities

September 26, 2006

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

Part 1 – Introduction to Windows Explorer and Electronic Documents

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

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Reminder: Please sign-in

Your friend, the computer

From: http://www.princeton.edu/~aiteachs/nttr/files/

$%@&! 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

Windows Explorer – Your computer’s electronic filing cabinet

• 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.

Windows Explorer isn’t just “that place” where your files are stored, you can also:

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Opening Windows Explorer1. Right click on the Start

Menu in the lower left of your computer’s toolbar

2. Select Explore3. 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

Windows Explorer – File Views

• Details• List• Thumbnails

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 .

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• 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

File Hierarchy – Exercise

Important is subjective; use better name

Capitalization + hyphen use

New Orleans isn’t in the NW

Buried folder. “Private” under “Public” – unnecessary

Long name, parentheses, incorrect location (not in Seattle)

Long names

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

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Bottom-line: Use words and terms that make sense for you and your group

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?

1. Highlight folder or file you wish to rename2. Right click3. Create new name

• How do I move a file into a different folder?1. Make sure Windows Explorer shows two panes

(folders button is pushed in)2. 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) 3. Holding down the left mouse button, drag to new folder4. Release mouse key and “drop” file into new location

• How do I create a shortcut?1. In Right pane: Right click on file or folder2. Select Create Shortcut; Shortcut appears under original 3. Drag to new location

File Management - Saving

• Dena’s trick![Cue Windows Explorer]

1. Create shortcut to the shared folder you use most frequently and place on desktop

2. 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

locateTo use HyperSnap1. Open HyperSnap program2. The following screen will appear3. Click on Capture Region button

(Shortcut: CTRL + SHIFT + R)4. 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

5. Release the right mouse button once you have selected the area you would like, and then click on right mouse button a second time.

6. Image is now captured and appears in HyperSnap as a .jpg

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Print, Save or email as you see fit!

Printing Best Practices

1. Ask yourself if you really need it. Can you just keep/make an electronic copy?

2. Ask colleagues to email or post on website3. Adjust margins and fonts to reduce the

number of pages in your documents4. Proofread and preview documents before

you send to printer5. Before making several copies of one

document, do a one-copy test run6. 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/elearning.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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