COASTWEEK - -  Want to save a file ?

Well just choose Save from the File Menu or Save from the Standard Toolbar, writes VIPUL PATEL.

As easily done as said yet how many of us make this mistake of doing just that.

Now you may ask me why what's wrong in that ?

Well nothing wrong in the process but where did you save ?

Do you know that ?

Many times we face this question when we are looking for a particular file which you are sure was saved yet cannot find it.

No, there nothing wrong with the computer or the program you are using, it is you who is doing it the wrong way !

Just like in an office you keep all your files in the correct shelf on the correct cupboard or drawer we should also learn to do the same when saving files in the computer.

Here are some basic rules to follow:

First create two folders in a folder called My Documents, which is already there on your hard drive, by default.

Name the two folders as BUSINESS and PERSONAL.

Now under business folder keep all your official correspondence or data files pertaining to the business you carry out.

In the personal folder keep all your personal documents like letters to friends, photos, etc.

You can then add more folders or rather sub-folders to both the main folders and give them an appropriate name for the content inside.

For example if you have a number of letters written to Client X then keep all the letters to Client X in a folder called Client X.

The same goes for any other documents that are similar in nature or links to a particular person or company.

Likewise in the personal folders you do the same, this time adding folders like PHOTOS which have more sub folders for the various occasions or people connected to the photographs.

I am sure you have such documents in your own computer saved in the same folder and it find it frustrating looking for them.

Don't worry nothing is lost simply create the folders and subfolders like above and simply drag the relevant files by clicking once on them and dragging them to the appropriate folder.

Remember by keeping your files in a proper order will not only save you time and getting irritated but helps your computer to process your data more systematically thus increasing its performance.

Here are some small tips on Microsoft Word:

There is a quick way to close all open Word documents at once: hold down the SHIFT key and click File in the menu bar.

The Close All command replaces the Close command on the File menu.

When you choose Close All, Word closes all your open documents, pausing only to ask if you want to save changes.

Word has two features that let you easily insert frequently used text. The first one is the AutoCorrect feature.

For example, if your company name is long, like: African Lakes Corporation PLC, it is not necessary to type all of this every time.

Just select Tools, and AutoCorrect. In the box that says Replace what with what, type in your shortcut.

I typed replace ALC with African Lakes Corporation PLC.

So, now every time I type ALC and hit the spacebar to move on, the company information is replaced.

You can also do this for long addresses.

I chose to replace VMP with Vipul Patel.

Go on try it out and have fun !

• VIPUL PATEL is Sales and Marketing Executive with AfricaOnline Mombasa.