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Technology Support Center - DAS Agency User Tips
TOPICS
Emailing Attachments
Moving Folders or Files
Saving on the "C" Drive
Computer Basics
Guides - Manuals - Info
 

Emailing Attachments
When sending large attachments within your Division or Unit, highlight the folder path and send a link to the file instead.  Like this:
 
O:YOUR_DIVISION\Your_Unit\FolderName\FolderName\FileName.doc
 
If there are no spaces in the folder and file names the path will be intact and the recipient can just click on it.  If there are spaces in the folder and file names then the recipient will have to copy/paste the path into the browser.
 
Why should we do this instead of emailing the attachment? 
  • There are size limits on attachments that can be sent through the email server (20MB internal and 10MB external agencies).
  • Large attachments take longer to send.
  • Large attachments use up your and the recipients email account space. Especially if it sits in your "sent" items.
  • Some types of attachments are blocked (exe, zip files, mdbs, etc).

Moving Folders or Files
When users transfer files or folders, Microsoft gives you two options, copy or move.
 
COPY: When you use copy, the file remains in its location and a copy of the file appears in the new location. Here’s the kicker: The copy in the new location inherits the security of the new folder and will accept future security changes to the parent folder structure. [Reminder: If you no longer need the file in its original location, delete it when the copy is complete.]

MOVE: When you use move to place a file into another location, Microsoft deletes the folder or
file from its original location and places it in the new location. Here’s the kicker: A “moved” file maintains the security settings from its original location. Moved files do not inherit the rights of the new location and future security changes to the parent directory will not apply to moved folders or files. 

Correct way to "move" a folder or file
MORE WORK BUT WORTH IT...
 
Even though copying requires a bit more work, it is best practice for two reasons. First, a copied file inherits the security of the new location. Second, if a move fails, the files are deleted from the original location and may not be retrievable. The copy function prevents such an occurrence. 
 
If you try to open a file within a folder and it fails to open, or it opens but you cannot make or save changes, ask yourself, “Did someone else put the file in the folder for you?” If you answer yes, then someone probably “moved” the file instead of copying it. 
 
EXAMPLE:
Jill handles hundreds of invoices for various business units. She scans the invoices and saves them in an Accounting folder under her business unit directory. 
 
One of the managers in her unit has a question on an invoice so he navigates to the Accounting folder where Jill saves invoices. He cannot open the invoice. He is puzzled, as he knows he has access to this folder. 
 
The manager calls the TSC help desk and confirms that he has access.  While talking to the help desk, he mentions that Jill put the invoice in the folder. TSC contacts Jill to learn her process for invoices. She explains that she scans them and then “moves” them to the Accounting folder.  TSC looks at the rights on the Scanning folder and confirms that the manager does not have access. Because Jill used “move” instead of “copy,” the invoice files kept the permissions of the Scanning folder. The mystery of why the manager could not open the invoice is revealed!
 

Saving to your "C" Drive
Knowing where to save your files can be confusing.  At home, we usually save our folders and files to the "C" drive.  This is fine at home, but here at work in a networked environment it can be disastrous if your computer were to crash. 
 
Why?  Because the C drive is not backed up.  This means that anything you save directly to your desktop or within your C Drive folders will be lost if your computer ever crashes. 
 
It can be very convenient to save files to your desktop for easy access later.  Instead of saving them directly to your desktop do this. 
  • Create a folder in your "home" drive.  This should be your "H" Drive. Name it something like "QuickAccess" so that you know what you use that folder for. 
  • Now, right click that folder and "send to desktop as shortcut".
  • When you download or save items to your desktop, save them in that shortcut folder.  That way you still have easy access but the items will be backed up because they reside on the network. 
 
How can you tell if the files on your desktop are shortcuts or the originals?
 A shortcut will have an arrow in the corner like this.    
 
 An original file will not have an arrow in the corner.    
 

DAS AGENCY COMPUTER BASICS
Most of us take our Agency's network for granted.  We log into our computer, click on our folder shortcut and open our document, spreadsheet, form, etc.   We don't think about the directory structure or how by clicking on a folder we are allowed to "open" that folder to view the contents, and how network security makes that possible. 
 
With any job, when you hired, you are given tasks, and most times, equipment to complete that task.  If you are in construction you may use a hammer, a skill saw, or other power tools, and wear protective gear to protect yourself.  You must learn how to use the equipment "safely" in order to protect yourself and your work.
 
Your computer is an essential piece of equipment needed to complete your day-to-day work.  You must learn how to use this equipment "safely" in order to protect your folders and files. It used to be that knowing how to type and save a file was enough.  The evolution of the PC, software and our ever increasing dependence on electronic documents, as well as, computer security, has become more and more complicated since its creation.  We have reached a point where it has become necessary to become proactive and educate ourselves on network security and a few other "basics". 
 
The information provided here are a courtesy to aide you in your efforts to educate yourself on network basics. 
 
NETWORK DIRECTORY BASICS  
FOLDER AND FILE NAMING BASICS  
SECURITY - FOLDER ACCESS 
 
 

Guides - Manuals - Info
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SmartBoard Manual 
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