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Give your Desktop a Fresh Start for 2019

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When your desktop is so cluttered, you can no longer view the wallpaper or picture you set as the background, that’s a clear indication it’s time to organize and purge some files.

The fact is if you haven’t opened any of those files within the last 12 months, you should file/archive them into folders, or simply delete them. Not only will you be able to find things easier, feeling organized can lead to less stress and improved mood. It makes sense that when things are in order, you’d feel good about that!

Consider these simple tips for cleaning and organizing so you can start fresh in 2019:

- Clean up your desktop files first so you can view that nice wallpaper/picture background.
- Empty your recycle bin on your computer and your junk mail, clutter, and deleted items in your email program?
- Check your downloads folder. All the files you download from your email and browsers are stored there, which can take up a lot of space – until you go in and purge.
- Delete programs you don’t use.
- Organize your photos into folders by subject or year, or both, and delete duplicates.
- Consider investing in a utility software like Clean My Mac (Mac) or AVG PC TuneUp (Windows) that helps you clean up your files and programs.

In 2019 work smarter, not harder! The first step in doing so is organizing your workspace – both physical and digital. Take some time to clean up, purge, archive, organize, file, and go into the New Year feeling optimistic for what’s ahead.
#ENnews #PSPinc #Blog #Marketing #Advertising #B2B #SmallBusiness #Email #Inbox #Desktop #OfficeTips #2019 #NewYear

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Tips for Organizing your Desktop Computer

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Nowadays, everything is electronic. File folders on our computers act like file folders we used to have in actual cabinets. But just like our filing cabinets of old used to get messy with paper documents, our computers can get cluttered with electronic documents. It’s time to clean up so we can find things easier.

Here are some tips to consider when filing documents:

Use/Label Folders. Think of organizing folders on your drive like you would organize folders in an old cabinet or file box. For example, create a folder for each year by simply naming it 2019 or 2018. Work within the current year’s folder, but files from previous years will be easy to find when needed.

Use Special Characters. Your computer will sort file names alphabetically, but if you want to beat that system and sort a file or a folder above the rest, consider using special characters (i.e. ! @ # $) or numbers to your advantage. By placing ! in front of your folder name, such as, !Holiday_Party, you’ve now bumped it up ahead of the folder titled, Employee_Policies. Use this filing strategy when you’ll want easy access to a file or folder that would otherwise be pushed down the list. Also note that your computer will categorize folders with special characters in the order the symbols appear on your keyboard, so 1)! 2)@ 3)# and so on.

Tag Files. Certain software programs like Microsoft Office will let you add information to your file, beyond what you name it. From the file menu, if you view properties you’ll see where you can add a title, tags (keywords), and comments. Adding these elements to your document will make it easier to find when using the advanced search feature.

A cluttered desktop can result in frustration and time wasted more than anything. Start the New Year fresh with some new strategies for naming your folders and filing your documents.
#ENnews #PSPinc #Blog #Marketing #Advertising #B2B #SmallBusiness #Organizing #OfficeTips #2019 #NewYear

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Take Advantage of your Email Archive

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This month we’re covering some tips on cleaning up your virtual office, starting with email. We’ve discussed making your inbox a priority on your to-do list, now let’s discuss the advantage of using your sent and archive folders to help you organize.

I try to keep about three months’ worth of emails in my sent folder, but typically when I send an email, I BCC myself to receive a copy of it in my inbox. Having a copy land in my inbox helps me stay on top of tasks. It also helps me remember to file the important emails once they land in my inbox.

In Outlook, Thunderbird, or MacMail, you can set up your email program to automatically delete emails older than a certain time period, but I prefer to manually clean up so I can review my tasks once more. It’s all a matter of preference, and these are simply ideas to consider.

A lesser-used but highly beneficial folder is the archive folder. It’s a great place to file emails “just in case” you need that information ever again. Your archive folder stores all emails on your local drive (or in a cloud-based drive). Most email programs compress this folder so your disk space doesn’t get filled up as fast as keeping them in your inbox or sent folder. Yet you can still search emails in your archive folder in case you need to retrieve the information again.

Moving emails from your inbox to the archive is simple -- just drag and drop, and enjoy a little peace of mind that your information is safely organized for use later on.
#ENnews #PSPinc #Blog #Marketing #Advertising #B2B #SmallBusiness #Email #Inbox #OfficeTips #2019 #NewYear

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‘Tis the Season to Organize your Virtual Office

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It’s hard to believe we are counting down the final days of the year. The holiday season can be a quieter time in the office – which makes it a great time to do some house-cleaning so you can start fresh in 2019! Follow along this month as we cover some tips on how to organize your virtual office.

First, we have to ask the big question: How many emails do you have in your inbox? 10, 100, 1000, or don’t have a clue…? Typically, in Outlook, you’ll see “items” in the bottom corner of your screen followed by the number of emails. Next to it, you’ll see the amount of “unread” emails.

Cleaning your inbox may seem like a chore, but putting it on your to-do list is a worthy idea. Cleaning up your virtual spaces, such as your inbox, can feel just as great as walking into a freshly cleaned office or kitchen or bedroom. And just like walking into a clean office space where you can find things easier, and the things you need are more accessible, the same can be said for email.

Ever searched for a keyword to find something in your inbox and several emails come up? When you think of all the times you’ve had to wade through old emails (some with the same subject line) to find what you need, the time really adds up. Think of it this way. If it takes about 3 minutes to read one email, how many minutes or hours have you wasted in just the past year scanning over old information?

To increase your email efficiency, start sorting:

- Trash
- Assign to someone
- File to a folder accordingly
- Keep it as your task to complete
- Archive

You might start by going way back to the earliest emails you have in your inbox and see if you can mass delete a bunch of them based on the dates and subjects. Don’t forget to check your spam, outbox and drafts folders to see if you can clear those out as well.
#ENnews #PSPinc #Blog #Marketing #Advertising #B2B #SmallBusiness #Email #Inbox #OfficeTips #2019 #NewYear

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