4 Steps – How to save your files

Lets start the new year by organising our PCs.  This is a good time of year while everyone is still on holidays to start clearing out unwanted files, and set up streamlined systems to handle a busy workload.

We’ve been warned many times to back up our files on PC, but how many of us pay attention to it, until we get into strife.  Let start this year by setting up a system of backing up files.

What kind of backup options do we have? First identify how much storage space you need for Word files, photographs, audios, etc.

  1. CDs/DVDs.  These are good for easy copy/back of files.  Always label them and store in coloured cases for easy and quick identification.  Store away from PC in a cool place. The process of copying/transfer data onto CDs depends on type of CDs, PC, software. 
  2. USB Memory Sticks.  These are easy to transfer/store data between PCs.  There is no need to spend time formatting before transfer of file. However, some of these Memory Sticks are tiny and can be easily misplaced. Some can also break easily.
  3. Back up hard drives.  You would need to purchase one with double the memory of your files.  Schedule the PC to regularly backup your computer, either daily or weekly. 
  4. On the web.  There are a few online applications where you can store your data and view it on any computer anywhere in the world. 1) Google Docs allows you to upload your Word/Excel/PowerPoint files. 2) MSN also have webspace to upload your files.

Working in the computer industry for the past ten years, has taught me a few lessons to always back up important data/files in 1 or more storage devices.  All machines have their shelf life and I have gone through a few PCs which have crashed for no reason. After doing a lot of research I have now settled on a good PC.   I have found CDs and the webonline facility more dependable to use.

Next, find your My Documents folder where you usually file everything and start deleting unnecessary data/files/photos/audios.  Once you have deleted, check your Recycle Bin folder and clear that too. After you have deleted and recycled, go into your Systems Tools folder located in Accessories and click on Disk Clean up and/or Defrag.  Its a good idea to set up your PC schedule to Disk Clean and Defrag once a week at least.

If you need help with organising your files on disc, please contact me at manager@xpress-secretary.com and I will be happy to help you.

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About Mary Jordon

Professional and highly skilled Secretary, providing online help with typing. Assists clients in Australia and also USA and UK with formatting documents and transcription of audio recordings - research focus groups, academic, legal/medical. Skilled in Word Processing, Web applications, Transcriptions, Resumes, Writing letters and reports, formatting Manuals, PowerPoint Presentations, Newsletters, Blog management, Social Media management. Online Monday to Saturday xpressonline@bigpond.com.
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