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Lesson 8. Managing Your Computer > System Tools - Pg. 37

Managing Your Computer 37 This is an extremely valuable resource to business travelers or offices with remote employees and teleworkers. Many services are free and allow you to upload important files right on to their servers. You simply sign up, pick a password, and create your own Internet office. You can also provide staff members with passwords to selected areas so that they can view, add, or delete files. Try an Internet search for Internet storage, or go to and search for Internet file space. This site also maintains a list of services and gives their pros and cons. E-mail folders E-mail folders are created for organization of e-mail and easy retrieval. Your software application dictates the manner in which that is done. It isn't hard to do in any e-mail application; if you do have a problem, just go to the Help menu for instructions. Typically, your e-mail application will include default folders titled Inbox, Outbox, Sent Items, and Deleted Items. Use the same naming methods for your e-mail folders, such as Client Name, Product Type, Project, or Activity. Plain English Default refers to a selection automatically used by a computer program if the user makes no specific choice. For maximum efficiency, your organization might create a company filing system similar to your paper file system. Then office staff could be trained to follow the system. When office team members leave the company, their files should be easy to understand. Tip Some remote storage Web sites also collect e-mail from several accounts. Check out http://,, and Software Compression software compresses and stores large data files. The compressed files can even be stored on disks and compact disks. For retrieval and expansion back into normal format, just access them through the same compression software. These applications from several manufacturers are easily accessible through the Internet. They include Nico Mak's WinZip ( [] and PKWare, Inc.'s PKUNZIP ( []. You can download free, 30-day evaluation copies of compression software. Purchase price is about $30. System Tools Just as with a car, your hard drive needs a periodic tuneup. Most operating systems have system tools to eliminate unnecessary data and organize the data and applications. Called defrag, scan- disk, and disk-cleanup, they tune your hard drive for fast retrieval and reduce software conflicts. Tip Use the "uninstall" feature on software applications to take them off your hard drive. It's cleaner and more efficient than using the Delete button. Protection Surge protectors reduce the likelihood of electrical surges from damaging the computer and pe- ripherals.