Step 3, working with files and folders.

Now that you have mastered using the trip data form, lets talk about saving files, storing them in folders and how it all works. It's very easy, really, because all we're going to do is set up another special folder, save the trip information as a single file and then try to remember where it is!

Start by creating a special folder…

In the above picture note these two things: 1) Save in "My download files" and 2) file name "truckyou_database".

Now this can be very confusing if you're not use to working with files, folders, and directory structures. It isn't that hard just confusing and I'll try to make it more clear and hopefully not, more "muddied up". Okay, a folder looks like a folder, smells like a folder, acts like a folder and most importantly, stores files like a folder should. In this case, "My download files" is a "folder".

A "file" that goes into a "folder" is a document, picture, trip sheet or anything that you can "save" and for this example, "truckyou_database" is a "file".

In general, everything works in the automatic mode when you open "files" and "folders" (programs open according to the files that depend on them to be read or work properly) except their locations. This means you need to have some kind of "map" to find your "file". The "map" in this case is the "path" to your file/s. You have to remember where you put your "files" and "folders"in the "directory structure" (the map of the path to your files in their folders). Don't tell me you're confused?

Let's say you have a trip sheet (a file that needs stored in a folder) filled out and want to save it so you can email it to yourself, to use at your home office. Go to the trip sheet that you have open in MS Excel and click on "file" in the menu at the top left of the screen…

Click on "save as" in the menu…

The file will be saved with a name you give it in a "folder" where you want it…

In this example, "My documents" is the folder where I will save the file. Now pick a file name. I would suggest you name your trips by date. For example: "trip 272000" means the trip is from Feb. 7 in the year 2000.

You're set up and all you have to do is hit the save button and wow, home free at last. Just for fun though, open "Windows Explorer" and find the file you just saved.

Now that you have this under your belt and are ready for "brain rest" or "brain death" lets do a couple more things to get you on the way to better more efficient record keeping, the electronic way. Proceed to step 4 when you feel up to it, you're very close to being a master at making life easier.

Copyright © Jeffry Blair