Managing Pictures

Managing Pictures

Libraries: Pictures

Organize your pictures in 5 easy steps…no kidding!

Can you really learn how to organize your pictures in just 5 steps? If you have been trying to find a simple way to organize your growing collection of digital pictures, you are probably frustrated by now because everyone seems to have a different method. Why is my method better? Because it is simple ! Yes, I believe it is the simplest and most efficient method to organize your digital pictures…for most people.

Introduction

This simple method for organizing your pictures is based on Events. The steps are all centered on creating a folder structure organized around the events that occur in your life. The steps are simple: establish one folder as your base, create large categories of events, create a sub-folder for each year, create a precise name for each folder containing pictures from a particular event. Last but not least…be consistent.

Why not learn how to organize that “pile” of digital pictures?

This picture organization method is based on events. Why? It’s simple: our lives are filled with events, some more important than others. From getting up in the morning, going to work, getting a hair cut to traveling, getting married and giving birth, the events in our lives vary in their impact to our lives. Those events that are most important to our lives become the subject of our pictures. So the basic criterion of organization must match the main subject of our lives.

STEP 1: Have only ONE folder that has all your pictures folders.

All your pictures folders should be contained in only one folder. Usually it’s My Documents/My Pictures or just My Pictures. You must start here, otherwise you will be lost.

STEP 2: Add a folder for each significant category of events

The next step is to create a folder for each significant category of events. The criterion for this folder structure is events.  We’re creating folders for significant categories of Events.

The criterion for this folder structure is events. We’re creating folders for significant categories of events. These folders DO NOT represent the subject of the pictures, but they are groupings of events.

The structure shown below outlines the folder structure created for a fictitious family: CARLY(pictures containing events for their daughter Carly), FAMILY (pictures containing family events), FRIENDS (for all the pictures containing events that involve their friends), CHURCH (for all pictures containing church events) and WORK (for pictures containing work events). Also, they’re adding a folder called MISC to include miscellaneous events and other pictures.

REMEMBER: These folders DO NOT represent the subject of the pictures, but they are groupings of events. We’re just grouping the events into large categories. This way you’re dividing a large quantity of event pictures into more manageable chunks.

STEP 2: Add Category Folders

» My Pictures

    » CARLY

    » CHURCH

    » FAMILY

    » FRIENDS

Top of Form

Bottom of Form

STEP 3: Add a folder for each year.

There is one thing still missing. While adding categories certainly helps, the FAMILY folder will grow very large very quickly as time passes by and events accumulate. So, “divide and conquer” is called for here. For this reason I recommend creating a folder for Each Year in the FAMILY folder. You may add folders for years in the other category folders as well but that may be too much for a folder like WORK where there might be only one or two events per year. However, if you anticipate that any category of events will grow very much, then you should add folders for each year.

If you anticipate that a category of events (i.e. FAMILY, WORK) will grow very much, then add a sub-folder for each year in that category folder. This way you can divide the quantity of pictures even more.

STEP 3: Add Year Folders

» My Pictures

    » CARLY

    » CHURCH

    » FAMILY

      » 2009

      » 2010

      » 2011

      » 2012

    » FRIENDS

STEP 4: Create and name your folders.

This is the most important step. The folder structure you create here is the backbone of my folder based method. In order for us to remember an event we need two pieces of information, namely an approximate date and an approximate description. You must include both of these in your folder names. You must name your folders as follows:

§ 4 digits for the year (i.e. 2012)

§ 2 digits for the month (i.e. 08 for August)

§ 2 digits for the day – the day is not required, but if you remember it put it in the folder name. If an event spans more than one day, use only the month.

§ description – you need two things: the place and a description of the event. Use one or two words to describe the place and a max of 3 short words to describe the event.

§ Don’t leave blank spaces in the folder names, instead use the hyphen (or underscore) sign between your words. This way your folders will be automatically sorted properly.

§ Examples of good folder names: 06_08_11-tony_restaurant_dads_bday, 05-07-california_family_trip.

§ Examples of good descriptions: “kings_cyn_hiking”, “mandalay_beach_church_picnic”, “grandma_visit”, “our_house_christmas”, “petersens_4th_july”

STEP 4: Create and name your folders

You MUST name your folders as follows:

(read this article to see why.)

» Rule: YYYY_MM_DD-[place]_[description]

» 4 digits for the year [YY]

» 2 digits for the month [MM]

» 2 digits for the day (optional) [DD]

» 2 words max description of the place

» 3 words max description of the event

» examples of efficient folder names:

  »» 2009_10_23-grandma_family_trip

  »» 2010_08_11-tonys_restaurant_dads_bday

Final Example

» My Pictures

    » CARLY

    » CHURCH

      » 2011_05_10-mandalay_park_picnic

      » 2012_07_04-beach_july_4th

    » FAMILY

      » 2009

      » 2010

      » 2011

        » 2011_01_15-grandma_family_trip

        » 2011_02_18-tonys_restaurant_dads_bday

        » 2011_04-yosemite_park_family_trip

      » 2012

        » 2012_01_01-smiths_new_years_party

    » FRIENDS

Setting Up Folders

When you are organizing your pictures, you will first need to create a set of folders, using the logic described above.  This is very easy in Windows 7.  First you need to open up your "My Pictures" folder. 

Click on Windows Explorer 

You can find this by left-clicking on the ">" in front of the "Pictures" folder in Windows Explorer to show the folders under it (i.e., included in it).

    

These will be "My Pictures" and "Public Pictures". 

Then left-click on "My Pictures" to open up this folder.  This will show all the pictures and folders already in this folder.  

You can add new folders in the "My Pictures" folder by left-clicking on "New Folder" in the tool bar (above the pictures).  A new folder will appear on the screen with the title "New Folder" highlighted.  Just begin typing the desired title for this folder (no need to put the cursor in the box) and the push the "Enter" key on the keyboard to title this new folder appropriately.  Continue adding as many folders as needed.  You can double-click on any folder to open it up and then add new folders in that folder.  This is the way to build up a system of folders as described in the above section.  Please note that empty folders were added for “Dogs” and “Drives”

Moving or Copying Files

Once you set up a system of folders, you will need to move pictures already in your "My Pictures" folder or in other less useful folders (such as folders labeled only with a date) into folders appropriately titled.  There are several ways to do this but the safest way is the "right-click" method.  Find the picture you want to move and right-click on it.  This will bring up a menu that includes, among other things, "Cut" and "Copy".  If you left-click on "Cut" it will move the picture into the Clipboard (a temporary storage device in Windows).  If you left-click on "Copy", it copies the picture into the Clipboard, leaving a copy of the picture behind.  Choose the one that works best for you, but remember that always using "Copy" will clutter your folders.

 

Then move the pointer over the folder you want to move the picture to.  Then right-click on that folder

A menu will come up that includes "Paste", among other things. 

Left-click on "Paste", and that will move the picture from the Clipboard into the folder. 

You can move or copy a contiguous group of pictures all at the same time by first "selecting" them all before performing the move or copy as described above. 

To "select" them, find the first picture in the contiguous group and left-click on it.  Then hold the "ctrl" key down and click on and highlight all the pictures you want to move or copy.  You can go down several rows if needed. You will see the highlighting progress as you proceed. Be sure to hold the "ctrl" key down until you finish the "Selecting" process.  Then release the "ctrl" key and proceed with the cut or copy process, using the "right-click" method described above.  If you wish to un-select the pictures, just left-click on any blank space in the folder. 

Continue doing this until all your pictures are properly located.  This will probably result in some folders that are no longer needed, since they are not usefully titled.  It is best to delete the folders to simplify your system of picture management.  If they contain copies of pictures that are in appropriately titled folders, these picture copies can be deleted along with the unneeded folders.

STEP 5: Be consistent!

Now, use the same techniques every time you transfer more pictures from your camera to your computer. However, it is very important that you remain consistent every time you transfer new pictures to your computer. If you become lazy again, you will have to go through the same process later on. However, it will take more time because you will not remember what has been organized and what hasn’t.

STEP 5: Be consistent!

You MUST use the same rules every time:

» you download new pictures from your camera

» you download new pictures from the web

» you download new pictures from emails

Congratulations! You have just organized your pictures in 5 easy steps…wasn’t that cool 

Downloading from Your Digital Camera to your Computer:

1.     Set your computer to the Desktop.

2.     Attach the camera to the PC with the USB wire.

3.     Turn on the Camera and wait for the Action window.

4.     Double click the Photo Gallery Icon to import.

Option 1 - Import all New pictures only:

A.    Type the Name for the desired folder. (May be an existing one).

B.    Click Import.

C.     Photo Gallery will open with the imported pictures placed.

Option 2 – Review, Organize and Group to Import pictures:

A.    Click Next.

B.    Select (Highlight) the pictures to import.

C.    Click on the little Folder shown and type the Name for the desired folder. (May be an existing one).

        You can type the same folder name for each group or a different name to place pictures in a new folder.

D.    Click Import.

E.    Photo Gallery will open with the imported pictures to the Folders chosen.

Downloading from your E-Mail with a picture attached:

When using Google Chrome:

Next to the picture, click on Download.


In the lower left corner, click on the Photo Gallery Icon.

In the upper left corner double click the Photo Gallery Icon to Edit, Organize to open Photo Gallery.
    
 You can now Drag and Drop the picture from the Download folder to an existing picture folder or create a new folder with a new name where you can place the picture.

To drag and drop, place the arrow on the picture and press and hold the left button of the mouse. Slide the mouse over to the folder desired and when it highlights, release the button.

Downloading from your E-Mail with a picture attached:

When using Internet Explorer

Next to the picture, click on Download.  Click on the Save box.  

In the left Panel under Libraries, select Pictures, My Pictures and the folder you
want to save the picture in. You can also create a new folder with a new name where
you can place the picture.  To make a new folder, click the right button of the mouse.

Slide down to New and select Folder. When it is highlighted, you can type the name
of the new folder. 

 Click on Save.     

Click on Open and the Allow to View the saved picture. Remember where you saved it so you will be able to find it later.

How to Save an Embedded Picture in an Email:

The following steps can be used to save a picture that is embedded in an email that you receive with any email program, such as  GMail, Yahoo Mail or Hotmail.

Steps:

1.     Make sure you know the folder name that you save the picture(s) to.  This can be your “My Pictures” folder if you don’t have many pictures, or a specific titled folder in your “My Pictures” folder.  If you need a new folder for this, do the following:  Go to your “My Pictures” folder and click on “New folder” in the tool bar right above the white space.  A new folder will appear in the white space with a title “New folder” that is highlighted (blued over).  Begin typing the title you actually want this folder to have, that is appropriate for the type of picture you want to save (e.g., “Grandchildren”), and when you have finished typing, hit “Enter”.  You will see that you have created a new folder that has the appropriate title.  You may now close the folder.

2.     Go to your email program and open the email that contains the picture you wish to save.  Put the mouse pointer (it will actually change to a hand with a finger pointing) in the center of  the picture and right-click the mouse.  A menu will come up.  One of the items in the menu will be “Save Picture As…”.  Left-click this line.  Then a “Save Picture” panel will come up which will have your “My Pictures” folder in it.  If you want to save it there, go to the next step.  If you have a special folder to save the picture in, find it and double-click (left) on it to open it up.

3.     There is a “File Name” box under the folder(s).  It will already have a title in it which will not be the one you want.  You should replace it with a unique title that fits the subject of the picture.  Each picture in a folder must have a unique title.  To replace the existing title, just left-click on the existing tile to highlight it , and then type in the title you want.  Then left-click on the “Save” button right beside the title box.

4.     Go to the “My Pictures” folder and open the folder you saved the picture to.  It should be there.

5.     Continue saving each picture that you wish to save by using the same steps.  Be sure to have an appropriate folder for the picture and a unique title for each picture.  If you have several pictures with the same subject (e.g., several pictures of “Bob”), then you can put a different number after the name (e.g., Bob1, Bob2, Bob3) or a date or any other unique description.

6.     After you’ve saved the pictures from an email, you can delete the email.

Word 2007-2

Setting Up Your Word Environment

Introduction

Before you begin creating documents in Word, you may want to set up your Word environment and become familiar with a few key tasks such as how to minimize and maximize the Ribbon, configure the Quick Access toolbar, display the ruler, and use the Word Count and Zoom tools.

Tasks to Set Up and Use Word

To Minimize and Maximize the Ribbon:

• Right-click anywhere in the main menu.
• Select Minimize the Ribbon in the menu that appears. This will toggle the Ribbon on and off.

 

The check mark beside Minimize the Ribbon indicates the feature is active.

The new, tabbed Ribbon system replaces traditional menus in Word 2007. It is designed to be responsive to your current task and easy to use; however, you can choose to minimize the Ribbon if you would prefer to use different menus or keyboard shortcuts.

To Add Commands to the Quick Access Toolbar:

• Click the arrow to the right of the Quick Access toolbar.
• Select the command you wish to add from the drop-down list. It will appear in the Quick Access toolbar.

The Save, Undo, and Redo commands appear by default in the Quick Access toolbar. You may wish to add other commands to make using specific Word features more convenient for you.

To Display or Hide the Ruler:

• Click the View Ruler icon over the scrollbar.

The View Ruler icon works as a toggle button to turn the ruler on and off.

Challenge!

• Open Word 2007 on your computer. A new blank document will appear on the screen.
• Make sure your Ribbon is maximized.
• Display the Ruler.
• Add any commands you wish to the Quick Access toolbar.
• Close Word without saving the document.

Text Basics

Introduction

It is important to know how to perform basic tasks with text when working in a word processing application. In this lesson you will learn the basics of working with text including how to insert, delete, select, copy, paste, drag and drop text.

Text Basics

Working with Text

To Insert Text:

• Move your mouse to the location you wish text to appear in the document.
• Left-click the mouse. The insertion point appears.
• Type the text you wish to appear.

To Delete Text:

• Place your cursor next to the text you wish to delete.
• Press the Backspace key on your keyboard to delete text to the left of the cursor.
• Press the Delete key on your keyboard to delete text to the right of the cursor.

To Select Text:

• Place the insertion point next to the text you wish to select.
• Left-click your mouse and while holding it down, drag your mouse over the text to select it.
• Release the mouse button. You have selected the text. A highlighted box will appear over the selected text.

When you select text or images in Word, a hover toolbar with formatting options appears. This makes formatting commands easily accessible, which may save you time.

To Copy and Paste Text:

• Select the text you wish to copy.
• Click the Copy command on the Home tab.
• Place your insertion point where you wish the text to appear.
• Click the Paste command on the Home tab. The text will appear.

To Drag and Drop Text:

• Select the text you wish to copy.
• Left-click your mouse and drag the text to the location you wish it to appear. The cursor will have a text box under it to indicate that you are moving text.

• Release the mouse button and the text will appear.

If text does not appear in the exact location you wish, you can click the Enter key on your keyboard to move the text to a new line.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing Word document.
• Select a sentence.
• Copy and paste the sentence from one location in the document to another.
• Select another sentence.
• Drag and drop it to another location in the document.
• Select the entire document.
• Change the font style, size, and color.

Saving Documents

Introduction

It is important to know how to save the documents you are working with. There are many ways you share and receive documents, which will affect how you need to save the file. 

Are you downloading the document? Saving it for the first time? Saving it as another name? Sharing it with someone that does not have Word 2007? All of these things will affect how you save your Word documents. In this lesson you will learn how to use the save and save as commands, how to save as a Word 97-2003 compatible document, and how to save as a PDF.

How to Save Documents

To Use the Save As Command:

• Click the Microsoft Office Button.
• Select Save As  Word Document. The Save As dialog box appears.

• Select the location you wish to save the document using the drop-down menu.
• Enter a name for the document.

• Click the Save button.

To Use the Save Command:

• Click the Microsoft Office Button.
• Select Save from the menu.

Using the Save command saves the document in its current location using the same file name. If you are saving for the first time and select Save, the Save As dialog box will appear.

To Save As Word 97 - 2003 Document:

• Click the Microsoft Office Button.
• Select Save As  Word 97-2003 Document.

• Select the location you wish to save the document using the drop-down menu.
• Enter a name for the document.
• Click the Save button.

To Download the PDF Extension:

• Click the Microsoft Office Button.
• Select Save As  Find add-ins for other file formats. This will open your web browser to the Microsoft site.
• Follow the instructions on the Microsoft site for downloading the extension.

To Save As a PDF:

• Click the Microsoft Office Button.
• Select Save As  PDF. The Save As dialog box will appear.

• Select the location you wish to save the document using the drop-down menu.
• Enter a name for the document.
• Click the Publish button.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing Word document.
• Save the document with the file name trial.
• Save the same document as a PDF file.
• Close the document.
• Open another existing Word document.
• Save the document so that it is compatible with Word 2003.
• Close the document.

Proofing Features

Introduction

Worried about making mistakes when you type? Don't be. Word provides you with several proofing features that will help you produce professional, error-free documents. In this lesson you will learn about the various proofing features, including the Spelling and Grammar tool.

Using the Proofing Features

Various Line Colors:

By default, Word automatically checks your document for spelling and grammar errors. These errors are indicated by colored wavy lines.

• The blue line indicates a contextual spelling error.
• A contextual spelling error is when an incorrect spelling of a word is chosen. For example, if I write, "Deer Mr. Theodore," at the beginning of a letter, deer is a contextual spelling error because I should have used dear. Deer is spelled correctly, but it is used incorrectly in this letter.
• The red line indicates a misspelled word.
• The green line indicates a grammar error.

To Use the Spelling Check Feature:

• Right-click the underlined word. A menu will appear.
• Select the correct spelling of the word from the listed suggestions.
• Left-click your mouse on the word. It will appear in the document.

You can choose to Ignore an underlined word, add it to the dictionary, or go to the Spelling dialog box.

To Use the Grammar Check Feature:

• Right-click the underlined word. A menu will appear.
• Select the correct word from the listed suggestions.
• Left-click your mouse on the word. It will appear in the document.

You can also choose to Ignore an underlined word, go to the Grammar dialog box, or find out more information about the word and its usage.

You can also wait and run the spelling and grammar check after completing the document. Click the Spelling & Grammar command on the Review tab.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing Word document.
• Type the following sentences at the beginning of the document:
• I really enjoy learning an computers and about new skillz.
• I like to take tutorials were I can learn independently.
• Correct the spelling errors in the sentences.
• Correct the grammar mistake that appears in one of the sentences.
• Use the Spelling and Grammar command to check the remainder of the document.

Working with Hyperlinks

Introduction

A hyperlink is a piece of text or an image in an electronic document that can connect readers to another portion of the document or a different web page. In addition, a hyperlink can be used to connect to and open an email client window. 

Ever noticed the active links on web pages that allow you to jump from one page to another? You just used one to open this lesson. These are hyperlinks. You can use these in electronic versions of your Word documents just like you do in web pages. In this lesson you will learn the basics of working with hyperlinks, including how to insert and remove them in your Word document.

Hyperlinks

To Insert a Hyperlink:

• Select the text or image you would like to make a hyperlink.
• Select the Insert tab.
• Click Hyperlink in the Links group. The Insert Hyperlink dialog box appears. If you selected text, the words will appear in the Text to display: field at the top.
• Type the address you would like to link to in the Address: field.

• Click OK. The text or image you selected will now be a hyperlink.

To Make an Email Address a Hyperlink:

• Type in the email address.
• Highlight the text and select the Insert tab.
• Click Hyperlink in the Links group and the Insert Hyperlink box appears.
• On the left of the box where it says Link to: click on Email Address.
• The Insert Hyperlink box will change to the one shown above.
• Type the email address you want to connect to in the Email Address box and hit OK.

You can also insert a hyperlink that links to another portion of the same document.

Word recognizes many email and web addresses as you type and will format them as hyperlinks automatically after you press the Enter key or spacebar.

To Remove a Hyperlink:

• Select the hyperlink you would like to deactivate.

• Select the Insert tab.
• Click Hyperlink in the Links group. The Edit Hyperlink dialog box appears.

• Click Remove Link.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing Word document.
• Type the following sentence:
• For great computer training, visit GCF today!
• Select GCF.
• Insert a hyperlink that connects to www.GCFLearnFree.org.
• Remove the hyperlink.

Printing

Introduction

Once you complete your document, you may want to print it for various reasons. This lesson covers the three basic features of printing in Word including Print Preview, Quick Print, and traditional Print.

Printing

To Preview the Document Before Printing:

• Click the Microsoft Office Button.
• Select Print  Print Preview. The document opens in Print Preview format.

• Click Print to print the document or Close Print Preview to exit the preview format and make changes to the document.

In Print Preview format, you can do many tasks including:

• Modify the margins
• Change page orientation
• Change the page size
• Zoom in and out to view various parts of the document
• View multiple pages
• Access Word Options to change many Word settings
• And more

To Print:

• Click the Microsoft Office Button.
• Select PrintPrint. The Print dialog box appears.
• Select the pages you would like to print -- either all pages or a range of pages.
• Select the number of copies.
• Check the Collate box if you are printing multiple copies of a multi-page document.
• Select a printer from the drop-down list.

• Click OK.

To Print via Quick Print:

• Click the Microsoft Office Button.
• Select PrintQuick Print.
• The document automatically prints to the default printer.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing document.
• View the document in Print Preview.
• Close the Print Preview format without printing.
• Print two copies of the document.