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Let your folders do some of the naming. Rather than create a file called Great American Novel One Fumbling First Effort.doc, why not build a folder structure like this
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A structure like this can alleviate the temptation to use verbose file names.
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Part 4: Storage and File Management
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Managing and Finding Files Segregate current and completed work One way to simplify your storage system is to remove completed work, either by archiving it to an offline storage medium (a backup tape or recordable CD, for example) or by moving it to an archival subfolder. It s also an excellent idea to compress archived documents; even a huge hard disk eventually fills to capacity. For information about using file compression, see Maximizing Storage Space with NTFS Compression and Compressed (Zipped) Folders, page 626. Store like with like Restricting folders to a single document type (or predominantly one type) allows you to take advantage of Windows Explorer s new folder templates and makes it easier for you to find documents you need later on. With all of your pictures for a given trip or time period in a single folder (and nothing else), for example, it s easy to use the new Filmstrip view and slide show feature to find the right picture for your newsletter. Avoid flat folder structures If you need to put so many subfolders in a folder that you can t see all of them at a glance in the Folders bar, consider creating an alphabetic menu, like the one shown in Figure 17-1.
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Use shortcuts and OLE links instead of multiple document copies If you need to be able to get to the same document from multiple locations, don t create copies of the document. Create shortcuts to it instead. For details, see Creating and Customizing Document Shortcuts, page 623. Similarly, if you need to reuse boilerplate text in multiple documents, use your application s Paste Link command, instead of its normal Paste command. The resulting object linking and embedding (OLE) link stores a pointer in your document to the boilerplate source. If you change the source, all the documents with links to the source are updated automatically.
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Figure 17-1. too flat.
An alphabetic menu can keep your folder structure from becoming
Microsoft Windows XP Inside Out, Second Edition
Using Tools for File Management
You can move and copy files the same way you move and copy text within a document by copying or cutting to the Clipboard and then pasting in a new location. But keep in mind that Windows also provides a wealth of tools that make file transfer even simpler, help you track document statistics, enable you to compress and decompress files, and perform other vital document management tasks.
Manipulating Files with the Folders Bar
When you re using Windows Explorer to move or copy files from one folder to another, particularly if the folders are widely separated in your folder hierarchy, the simplest method is often to display the Folders bar and drag the file or files with your mouse. Any folder in the Folders bar can serve as a drop target. To move an item from Folder A to Folder B, display it in Folder A, display the Folders bar, then drag the item from Folder A and drop it on Folder B in the Folders bar. Windows Explorer doesn t display the Folders bar by default. You can make it appear by clicking Folders on the Standard Buttons toolbar or by choosing View, Explorer Bar, Folders. Note The Folders bar is a little easier to work with in Windows XP than it was in earlier versions of Windows. For more information, see Navigating the Folders Bar in Simple Folder View, page 579.
Inside Out
Use Ctrl+Z to reverse accidental bulk renaming If you select a group of items in Windows Explorer and then click File, Rename or press F2, it will appear as though you are about to rename only the last item you selected. After you type a new name and press Enter, however, you will find that all items in the selection have acquired the new name with numbers in parentheses to distinguish one renamed item from another. For example, select three files with dissimilar names, press F2, type NewName, and then press Enter. Your three files will be named NewName, NewName (1), and NewName (2). This bulk-renaming behavior is new in Windows XP and might come as a surprise to some users. If you accidentally rename a folder full of files when you mean to rename only one, press Ctrl+Z (or choose Edit, Undo Rename). The last of your files to be renamed (NewName (2) in the example just given) will regain its former name. Press Ctrl+Z again and another file will revert. Continue in this manner until all but the intended files have shed their new names.
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