File management

Use ____________________ in description so that it is easier to read

Capitalization

Nest Folders Within Folders

Create other folders within these main folders as need arises. For instance, a folder called "Invoices" might contain folders called "2018", "2017" and "2016". A folder named for a client might include the folders "customer data" and "correspondence". The goal is to have every file in a folder rather than having a bunch of orphan files listed.

Be Specific

Give electronic files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look. So if the document is a letter to a customer reminding him that payment is overdue, call it something like "overdue_20180115"; rather than something like "letter". How will you know who the letter is to without opening it?

Order Your Files for Your Convenience

If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a ! or an AA at the beginning of the file name.

Where should you keep all of your documents?

In one place

CONSISTENCY IS ....

KEY

Good File Management Makes Finding What You Want Easy

Managing electronic documents should be part of an overall document management strategy for your business. A proper document management plan should include all aspects of handling documents, including storage, retrieval, backups, and security.

One Place for All Documents

Place all documents under a single "root" folder. For a single user in a Windows environment, the default location is the My Documents folder.2 In a file sharing environment try to do the same. Create a single root folder (called "Shared Documents" for example) and store all documents in subfolders inside the root folder. Having a single location for all electronic documents makes it easier to find things and to run backups and archives.

How do you share and collaborate with Google Docs?

Select the file you want to share; click share; under share with people and groups, enter their email address; select what the veiwer can do to your document (view,edit, or comment

Describe what type of file your app creates?

Sheets lets you handle task lists, create project plans, analyze data with charts and filters, and more

Follow the File Naming Conve

Some operating systems (such as Unix) do not allow spaces in file or folder names, so avoid this if your computing environment is mixed.3 Instead, use the underscores as a delimiter (e.g. Doe_John_Proposal.doc.) Other characters such as / ? < > \ : * | " ^ are also prohibited in file or folder names under Windows.4

Cull Your Files Regularly

Sometimes what's old is obvious as in the example of the folder named "Invoices" above. If it's not, keep your folders uncluttered by clearing out the old files. Do not delete business related files unless you are absolutely certain that you will never need the file again. Instead, in your main collection of folders under your root folder, create a folder called "Old" or "Inactive" and move old files into it when you come across them.

File as You Go

The best time to file a document is when you first create it. So get in the habit of using the "Save As" dialogue box to file your document as well as name it, putting it in the right place in the first place.

What should you use for program files?

The default installation folders

Create Folders in a Logical Hierarchy

These are the drawers of your computer's filing cabinet, so to speak. Use plain language to name your folders; you don't want to be looking at this list of folders in the future and wondering what "TFK" or whatever other interesting abbreviation you invented means.

Use __________________ in between sections

Underscores

Use the Default Installation Folders for Program Files

Use the default file locations when installing application programs. Under Windows, by convention application program files reside under the (Drive Letter:)->Program Files directory. Installing applications elsewhere is confusing and unnecessary

Back up Your Files Regularly

Whether you're copying your files onto another drive or onto tape, it's important to set up and follow a regular back up regimen.

What type of file does google docs create?

With google docs you can write reports, create joint project proposals, keep track of meeting notes and more

How do you add content to a sheet?

You can add text, charts, images, drawings, functions, notes, and more. You can add text by clicking anywhere and typing and you can insert other things like images and drawings