Archive Training Follow Up

Questions and Extras for You

Thank you again for taking the time to review the Archiving Training Webinar

We hope that you walked away at peace about the opportunity to archive as well as having learned one or two new things about the archiving process you may not have been aware of before.


BE IN THE MOMENT - TAKE THE TIME - SAVOUR THE PEACE OF MIND ONLY ORGANIZING, PURGING AND CLEANING UP CAN BRING


As promised, here are a few items we promised to send you and some items from last year's follow up : Compacting your email, Saving Attachments and Emails as one file, Moving files & SmarterMail. Plus a little bit more!

It is mandated that all staff must watch the archiving Webinar before archiving.

Here is the path to the Archiving Webinar. Enjoy!

O:\OPERATIONS\General - Operations\Training\OMGA_ArchTraining_01MY16

FOLDER DELEGATION

Similar to Mid-year archiving, please go to the Folder Delegation document and indicate when you have completed the folder cleanup for the folders you are responsible for.


You will notice that the deadline is December 23, 2016. If you require an extension, please connect with your Manager.


O:\OPERATIONS\Office Maintenance & General Administration 2016-17\Archiving\OMGA_FldrDelegation_21NV16.xlsx

HOW TO MOVE FILES

To move a file or folder to another location on your computer:

  1. Right-click the Start menu button and choose Open Windows Explorer.
  2. Double-click a folder or series of folders to locate the file that you want to move.
  3. Click and drag the file to another folder in the Navigation pane on the left side of the window.

How to Compact Your Email

In your Outlook application:

Go to the menu bar and select Tools

Scroll down to Account settings...

The Account Settings window will pop up

Select the Data Files tab

Select your Personal Folder (email account) H:\System...

Click Settings just above it

Select the Compact button

Give it 20 mins (depending on how much you deleted) to process.

During this time you will not be able to access your email as it is processing your data file.

Saving Attachments and Emails as a File

Open the email

Go to the Office button in top left hand corner

Scroll down to Save As...

Scroll to across and down to Convert to Adobe PDF

Select where you would like the PDF saved to

Give the file an appropriate name

Click Save

An Adobe Acrobat window will open with your email saved as a page. To view the attachments, click the paperclip icon on the left hand side of the email displayed. Your file or files will be listed in the sidebar.


OR


Open your email

Click on Adobe PDF in the tool bar

Scroll to Convert Selected Messages

Scroll to Create New PDF

If you want to append emails to an existing Email PDF, then simply scroll to Append to Existing PDF and select the file you wish to append.


After you save Outlook emails to PDF files, they will be opened in Adobe Acrobat like emails. You can click on any of them to see the whole message and click on the hyperlink of the attachment to open the attachment in another window. It is pretty cool to see all the emails are arranged so perfectly.

SMARTERMAIL

Don't forget...if you use SMARTERMAIL, you will need to clean out your Inbox, Sent Items, Junk E-mail and finally, your Deleted Items.

BONUS: If you need to send a file or store a file for use off site, you can upload it to your File Storage in SMARTERMAIL.

Simply click on the folder icon on the left hand side of the web page

Click on Root Folder

Select Action above it and scroll down to New Folder

Give it a name and click Save

Your folder will appear. Select your folder

Click Upload from the right hand pane of the web page

Click Open

And VOILA!

HOW TO SEARCH FOR FILES AND FOLDERS IN WINDOWS 7

  1. Right Click the Start menu
  2. Select Windows Explorer
  3. Enter the search criteria and location you'd like to search for
  4. Ta Da!

...and don't forget

With every professional training opportunity, each employee must fill out the Appendix D Professional Development form. The link is embedded below for your convenience.


http://intranet.ophea.net/system/files/hrpp/HR_EmploymentPoliciesProcedures-App_D.pdf

READY...SET...ARCHIVE!!

Further questions can be directed to either Natalie, Leigh or Remmy