Tuesday, April 05, 2005

WINDOWS :: Managing Your PC's Files Effectively

Everyone's had to do it now and then: format the freaking hard drive. It's time-consuming, it's annoying, and to many, it's scary as hell. What if you accidentally wipe out something really crucial or otherwise important in the process? What about little Sally's massive mp3 collection?
Well, aside from the fact that Sally is courting a world of hurt with those mp3s, you can take steps with your Windows machine to help alleviate the pain of having to reformat your drive. Again.

But why do you even have to reformat in the first place? Well, the answer can be a little complex, but there are two main reasons why you would have to do this. The first is that little Sally surfs the web longer and harder than the most dedicated of California waverunners, so naturally she picks up a lot of bugs along the way. Bugs that, if left unchecked, will eventually make themselves permanently at home within Windows. They will ruin the efficient operation of your computer, and really slow things down to the point where simply opening a browser means you have time for lunch and a cigar.
The second reason you end up needing to format is the more complex one, but I will break it down for you thusly: Windows (98 and ME in particular) will slowly give itself a lobotomy over the course of a couple of years. "But why the heck does THAT happen?" you ask, "I defragment my hard drive every month!" Well, to that I would say Good Job. Defragmenting is how you get Windows to put things back in order on your hard drive.
You see, whenever you download, rename, delete, move or copy a file, Windows pushes other files around to help make it easier to deal with that file. This is especially true whenever creating or downloading new files to the hard drive, which includes installing programs. Windows sees that you created something new, and makes the assumption that you will be using the new file(s) the most frequently for now. So, it shoves older stuff to the "back" of the hard drive, and puts the new stuff first, making sure it gets accessed quicker. During this process, some of Windows' own files get pushed around and broken apart. For the most part, Windows doesn't really care about this, because it keeps an internal map, which shows it where all the parts are, and how they relate to each other.
Over time, these files get so fragmented and far apart on the hard drive that Windows can no longer find all of them in the time that it has to complete a particular task. If the file needed is a Windows core file, watch out. Blue screens, reboots and freezes suddenly abound. The bad news is that defragmenting your hard drive, while certainly helping to speed things up, will not help with Windows core files. These files are loaded into memory when Windows starts up, and cannot be moved around. These are the "locked" files that you see in the defrag window.
So over time, Windows scatters itself all over the hard drive, to the point where it can no longer function effectively. It's a sad state of affairs, but it's also the truth of our computer lives today. Try as you might, you simply can't avoid the format monster. There is a way you can make this process a lot easier though. A way that will ease your mind, sure in the knowledge that you got everything you wanted to save.

Say it with me now: Proper File Management Structure.
Sounds official, but the truth of the matter is that I just wanted you to say proper file management structure. It's funny to watch.
The idea behind PFMS is to create *and maintain* an organized layout for your important files. Windows and other MS programs give you a hand with this by defaulting their save directory to My Documents. If you keep everything in there, it won't be hard to go back and find them later. This method won't work for everything though. Can you imagine storing EVERYTHING in there? Talk about cluttered, to say the least! Let's break this down according to the types of files you might install and how you get them.

So anyhow, you get the idea, right? Whenever you're going to have multiple files with a single given type or use, it's best to keep them concentrated in a specific place on your hard drive. Sadly, this method of organization won't help much with fragmentation issues, but it will make your life a heck of a lot easier when it comes time to wipe the drive, or even just finding the files that you want to open faster.

Another trick I've used to keep track of what I had installed (and therefore what could be left out upon reinstallation of Windows), is to copy the start menu over to a floppy or CD before formatting. For Win98/ME users, this can be found under C:/Windows/Start Menu.
For 2000/XP Users, the start menu is located at C:/Documents and Settings/All Users/Start Menu.
Now if you don't want to worry about copying that thing around, you can always print it out, or "print" it to a text (notepad) file. The easiest way to do this is through the Karen's Directory Print program. It's free, and it's easy to understand. I still recommend a quick read through the help file though. You will likely find that the program has a feature that you specifically wanted (for those of you just nerdy enough to have such expectations).

One more thing to worry about organizing: desktop icons. You know, all those little picture thingies sitting there on the screen when you first turn on the computer? Do you even USE half of those shortcuts? How many of those icons are installation files that you downloaded to there, used them to install the program, then left them there in a fit of laziness? Did you know that all those icons are slowing your computer down and *gasp* using up your computer's memory?
You need to organize here too. Move those zip and installer exe files somewhere else on your drive (like maybe the zip folder) and get them off your desktop. Also, those little shortcuts that programs put on the desktop. You know, the "Try AOL Free Now!" icons that some programs create? Wipe 'em. That is, unless you really gotta have AOL a few weeks from now, and don't know if you can rely on the mail to bring those CDs regularly enough. Anyhow, you get my point.
Other targets for your icon-deleting frenzy should be those RealPlayer and Quicktime icons. Do you ever open those programs by themselves, just to look at them and "ooh" and "ahh" over the interface? No. You installed those programs because some video clip on a website or that you downloaded required those programs in order to play. So I think you know how it works in general. You installed Quicktime, and now every .mov file you click automatically starts Quicktime. Duh. Simple. SO, delete those program shortcuts too. In fact, delete them from the Quickstart bar (down by the start button) too. Clutter = hard-to-find shortcuts = BAD.
It's also a good idea to get rid of those Quicktime, Realplayer, Winamp etc programs running in the background when you don't even need them. (Do you really need Quicktime running all the time in the background? I know I don't, and I use Quicktime all the time.)

Be anal about what gets to run on your computer in the background, and what gets to keep icons on your desktop. Make it an obsession to keep things out of the way and organized. You're computer-using life will be SO much easier. Been there, done that.

So for now, I bid you good day, and happy reformatting. It isn't every day I get to wish something like that! :)

Deadweasel formats his hard drive just to watch the pretty lights blink.

Comments:
a windows post?! wow im impressed! handy thoughts for joe average!
 
Is this another tongue-in-cheek thing? Heh. I thought it would be handy for someone to stumble across, since it's something I use every day to keep things happy, smooth and easy to find.

That IS what this site's about, right?

/skeptical
 
Yeah, ok, apparently you missed Windows for idiots 101.

My documents is the best thing since sliced bread. Most everything you suggested is either already handled or already in the best place possible for Joe User.

Lets see.. "Proper File Management Structure". Who decided this? You? It might work for you, but not everyone.

"Desktop backgrounds".. My Pictures.. easy enough, oh AND its in My Documents. C drive.. psh most people dont even know what "c drive" is.

Installation files... GAY! By the time the average user formats, that software is so out of date its not funny. Bad idea, period.

MP3s. Well, you little n00b, most idiots use software like Kazaa, Bearshare, and Shareaza, these all save, by default to either my documents or c:\downloads (my documents is better).

Windows sounds. If you use your own sounds, that means you are gay.

WTF? Printing out whats on the start menu? Copying it to a floppy? HAAHAHA, ok, so copy it back and see 1000 icons that are broken shortcuts.. good idea!

People LIKE desktop icons, cause then they dont have to search the the start menu.

People dont care about what is on their computer as long as they can listen to their hillbilly music and watch farm porn.

Also, the average user will NOT format their own computer, PERIOD. I know this first hand as I have worked with a friend on his business of pc repair. Over 50% of his business is formatting computers because people don't want to deal with it.

In other words, this whole article was a waste of time and anyone that knows enough to format has prolly already organized their shit the way they want.
 
First off, I don't know what crawled up your butt, but you really need to settle down. I notice you remain "anonymous", and that's usually the first clue that you either have limited experience with the subject at hand here, or you think that "anonymous" means you have the ability to abuse people with impunity.

Now on to your "rebuttals" such as they are.

My documents is the best thing since sliced bread.
Yes, it is. That's why I suggested using it for all the documents that a user might create.

"Proper File Management Structure". Who decided this? You? It might work for you, but not everyone.
As a matter of fact, yes I did decide this. My credentials as a Windows user since v2.0 give me the right to offer my OPINION on the best way to get through a format procedure with little fuss.

Installation files... GAY! By the time the average user formats, that software is so out of date its not funny. Bad idea, period.
Hmmm. Apparently you've never installed a handy freeware tool only to discover it was replaced with a pay-only version or dropped altogether a couple years later. Did you know that Winzip used to be free? How about a well-featured color picker? Not anymore. Oh wait, I still have my original install files, so while you spend time dealing with spyware and popups to find a crack for a program, I'm up and running with the software I came to know and use often.

MP3s. Well, you little n00b, most idiots use software like Kazaa, Bearshare, and Shareaza, these all save, by default to either my documents or c:\downloads (my documents is better).
First off, I take exception to that "little" part. I'm bigger than you are. Guaranteed. My attempt on this site is to help Windows users become more productive and reliable users. People who use Kazaa, Bearshare etc for snagging illegal files are asking for trouble. Bittorrent or WinMX all the way for MP3s, but that's for a different article. :) Also, Kazaa in particular does NOT save to the My Documents folder by default. It saves to My Shared Folder. Woe be to the casual user who allows Kazaa and its like to share the My Documents folder. Tell me, if you gave me your user name, could I use Kazaa to search for your tax documents? Oh wait, you aren't even old enough to do taxes yet, are you?

Windows sounds. If you use your own sounds, that means you are gay.
Seems like you have a little problem with the "gay" thing. You sure you're not having a problem with self-projection? Look, many people are happy with the stock Windows event sounds. Other people, who know enough to be dangerous and like something a little more customized, might want to choose there own sounds instead. What about folks in an office who aren't always in front of the screen, but want to hear a little more than a simple ding when a process completes or an email is received? Didn't think about that did you? Now who's the n00b?

WTF? Printing out whats on the start menu? Copying it to a floppy? HAAHAHA, ok, so copy it back and see 1000 icons that are broken shortcuts.. good idea!
Printing the Start menu (either to paper or a file) is a great way to re-hash what you had installed before you formatted. It's really a pain to know that there's a tool I used before, but can't remember the name because it was a new install. There are many situations where this would be a benefit to the user, but, again, the goal here was to make some suggestions, based on what I myself have tried over the years, to make the whole process easier.

People LIKE desktop icons, cause then they dont have to search the the start menu.
Oh sure, I like desktop shortcuts just fine as well. My problem with them comes from the endless "advertising" icons that are installed with a different application, (such as the "Try AOL Today" icons I mentioned before). They build up over time, and extra icons WILL slow your system down, which, again, is part of what this article was all about.

People dont care about what is on their computer as long as they can listen to their hillbilly music and watch farm porn.
Well, according to the customers who visit our service lab, they are VERY concerned about what's on their computer. I have yet to meet a person who actually wanted spyware and trojans on their system. As for the hillbilly music and porn, well, if that's the kind of thing you're into...

Also, the average user will NOT format their own computer, PERIOD. I know this first hand as I have worked with a friend on his business of pc repair. Over 50% of his business is formatting computers because people don't want to deal with it.
Care to back up that 50% estimate with some hard facts? My own experience shows that although many customers don't like to deal with it, there are many more who would do it if they knew how. My article targets neither of them. My target audience are the folks who understand how Windows works in general, and want to make their machines work better for themselves. On the other hand, for those who have no fear of trying something out for the first time, like formatting, there is always a really handy resource at hand called the Internet. Unfortunately there are people like yourself there who will simply laugh at them and call them "n00bs" and "gay" until they give up in frustration. I feel really sorry for your "friend's" customers if you indeed work with him, and if it is indeed a true "business" and not some little fly-by-night operation in mom's basement.

In other words, this whole article was a waste of time and anyone that knows enough to format has prolly already organized their shit the way they want.
This article was quite obviously a waste of time for you, because your responses strongly indicate that you didn't even read it very thoroughly. Also, yes, if a user can format a drive, they probably DO have everything roughly organized. However, I spent a few years to work out a method that seems relatively smooth, and really helps make a format go smooth. It was my intention to share what works for me. I'll tell you something, if you're not afraid to invest just a little time into the project, it beats spending the cash for something like Ghost to do the job for you (GoBack is a joke, so don't even start on that one).

Now, all personal issues aside, you really should take a good hard look at what you wrote here, and think about how much higher your perceived worth on the Web would be if you simply offered rational arguments instead of falling back to the now cliche "1337sp34k" and namecalling. As it is, your responses have reached an audience that stopped caring about your opinions when you opened with insults.
Next time try to at least act adult in your responses, and you might get actually learn something from a friendly debate instead of the pointless hurling of insults.

All that approach will get you is labeled as that which you apparently most hate: a n00b. Oh yeah, and gay.

Cheers!
 
I would also like to add one thing to my reply to the "anonymous" flamebait post above:

Someone who has experience in the field of PC repair would also be familiar with the hordes of people who don't even know where their documents are saved, even though the Save dialog in most Windows programs clearly shows where they will go by default (if you don't select a different location yourself).
So it seems to me that unless a user actively saves a document in a location that they themselves created, every time and without fail, they can't become more readily knowledgeable about how to get to those documents to back them up.
In Windows XP, having documents that are stored at C:/Users and Settings/'username'/My Documents, a directory that was created automatically during install, can be as lost to them as civility is apparently to you.
Teaching people how to organize their systems more efficiently can only result in people who are more aware of how the Operating System actually works, and are therefore smarter about how to save their files, and their time, more efficiently.
 
Actually I was trying to be an asshole and piss you off. Unfortunitly, it didn't work.

Long story short, a good portion of what you wrote is ok (less the start menu crap and most freeware crap, if it's good, it stays free).

I have been working with computers for 20 years now (starting with good ole C64, on up to 8088 w/Dos and DesqView on into Windows 3.1->95->98->2000->XP->2003.

I am a developer that mainly uses MS products but I also know my way around a Linux box. I've run servers from RH5.1 and NT4 all the way up to Gentoo and Win2k3 (comparing times).

I have helped on my buddies business, which by the way, is now supporting him full time with over $60k annual profits with him as the only fulltime employee.

I hate desktop icons, I prefer the "Pin to Start Menu for my common stuff.

I still stand by the fact that people don't care whats on their computer as long as it doesnt distrupt their mp3 or pr0n downloading habbits. I have seen it time after time (customers, friends, and family alike... ok, maybe not pr0n in the family, thank god!).

Unfortunitly, I am old enough to pay taxes and Im pissed that social security won't be around when I need it.

Oh, and windows machines use c:\documents and settings\username, not c:/documents and settings/username. Yes it works, but it's not proper ;).
 
Oh, I help your brother all the damn time, he can verify that :).
 
Actually I was trying to be an asshole and piss you off. Unfortunitly, it didn't work.
A HA!! Nice try actually. I try to keep an even keel when responding to stuff like that, because I'm sure you know that people like that do make the rounds on the web.
In that case, you are hereby forgiven your transgressions, although you owe me a new spacebar for all that typing. :)

windows machines use c:\documents and settings\username, not c:/documents and settings/username. Yes it works, but it's not proper ;).
A HA YET AGAIN!! A Linux junkie eh? And a Commodore fella as well! Same here! AWESOME! I'm just getting into Linux myself, but have gotten just familiar enough with it to know that "rm -rf" must be used like garlic: very sparingly. ;)
Yes I understand it's not proper, and I admittedly suck with my / vs \, but I feel safe in letting Windows be my crutch in this instance. Linux is definitely a hardass about it, but something just "clicks" with the slashes when I see the good ole command line.

In light of what you were trying to pull off, my apologies for any offense I might have given in my previous replies. When dealing with what appears to be a forum troll, one must break out the mace and keep an itchy trigger finger.

I still believe that, for the intermediate Windows user with lots of software installed and used daily, getting a visual layout of your start menu is a very handy reference for rebuilding after a format. Now, I agree that copying the damned thing and trying to restore it is plain stupid. Yes, all the shortcuts will be broken, but that wasn't the goal of saving the start menu in the first place.

Okay, I'm done explaining myself to excess. Sheesh.
Good to meet another Commie and Linux nerd, even if he is "Anonymous". Since you work with my brother, we should all get together and have a beer sometime. Relive old times, good hardware, that sort of thing.

Ciao!
 
Keyboards are cheap :) I have overstock of $5 keyboards cause I go thru em like toilet paper (no, I don't rub my ass on my keyboard!).

I wouldn't say Linux junkie... I wont put Linux on my iPaq or every computer in my house. I WILL build a MythTV box (when I can afford it). I would say I use Linux where it excels for my uses (routers/vpn/firewall/MythTV) but everything else is MS for me. I can run the equivilent in Linux, but with Windows, its just easier. GUI config vs vi /etc/wordtoyermutha/fuckingconfig.conf, ya know? If you are a good admin/developer, runs just as well too.

Apologizing? For what? I was trying to piss you off :-P! And besides, anyone can hide behind a keyboard and monitor and bitch at people.. anyone who is honestly offended by that needs a reality check anyway.

As for beers, we keep saying we need to, but never do. Im in the 275+Mich Ave area, so his area is a hike :). Novi is a good middle meeting ground. It's just a matter of me driving my fat ass out there!

Asta!
 
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