Filing System for Artwork or Photos
Some small business clients have problems retrieving artwork or photographs when working with their designer for custom websites or printed marketing material. Here is a tutorial on how to save, store, and retrieve graphics on your computer. Advice is based on using Outlook for email, and selecting "folder view" in the toolbar of My Documents. The steps may be slightly different depending on your email program, but use the program help files to adjust the system.
1. Create a New Folder in My Documents
Go to My Documents and click on "file" in the menu located in the upper left hand corner of the window and next select "new" and then "folder".
This creates an empty folder entitled "New Folder" and the name should appear immediately and be highlighted in blue with white lettering. Do not click or hit enter, simply begin typing on your keyboard and type "Artwork". The new folder should now be there with the title Artwork.
If the folder is still named "New Folder", right click on the name and select "rename". This will highlight the name again, so just type "Artwork" to rename it.
Note: Do this on all artwork or photos received before you delete any email. If you find an email with something that you need to send to someone, open that email and click "forward" to send the original email with the graphics attached. Just fill in the "to" address, and click "send".
2. Store Artwork or Photographs from Your Received Email
Open your email program and find any email from a person with artwork attached. Click once on that person's name to highlight that email. Next, look at the top of your email list and there will be a title bar for the column "From". Click on the "from" bar, and the program will rearrange the order of your emails and show all from that one person together in one list. Once done you may restore the list in date received order by clicking on the title bar "received".
Next, double click on the first email with artwork attached to open the email. Under the subject box will be "Attachments" incuding a file name or zipped folder name. Right click on the file and then select "save as". This opens a new window with your My Documents list of folders.
Find the folder entitled "Artwork" and double click on that to open the folder, and then select "save". This saves a copy of your artwork to the Artwork folder. Continue and do the same on all artwork or photographs received that you want to store.
Note: After saving to the folder you may want to "unzip" files that were sent to you in a zip folder. Once saved to your My Documents artwork folder, right click on any zip folder and select "extract all" and it will automatically unzip the individual artwork files and add them to the folder.
3. Store Artwork or Photographs Received on a CD
This is similar to graphics received by email. The only difference is the source. Place the CD in your CD drive, and for most computers the file list opens automatically. If not, go to My Documents and locate the drive name containing the CD under My Computer to see the list of iles on the CD. To copy files to your hard drive right click on the file names on the CD and select "send to" and then "My Documents" to transfer all from the CD to your hard drive. Remove the CD and store it in a safe place as backup.
Next, under My Documents, locate the same files, hold the CTRL key, and then right click the file names to highlight each. Once highlighted, left click on any one and drag your mouse to the "Artwork" folder icon. Release your mouse, and all files will be copied to the artwork storage folder for you to retrieve later.
4. Retrieve Stored Artwork to Send in a New Email
Open your email program and create a new blank email. Complete the "to", "subject", and write your message. Next, view the menu across the top and click on "insert" and then "file" to add an attachment. This opens a new window with your My Documents list of folders. Go to the "Artwork" folder and find the file or zip folder that you want to forward and double click on the file, or single click and select "insert".
Confirm that the attached file is displayed in your email next to "Attachments" under your "Subject" box, and then click send to email the artwork.
If any of the terms are unfamiliar, or you use a different program than Outlook for email, you may use the help files to adjust your filing system.
Later when you need to retrieve or forward important artwork or photographs, you will have a system in place to do this quickly and easily.
1. Create a New Folder in My Documents
Go to My Documents and click on "file" in the menu located in the upper left hand corner of the window and next select "new" and then "folder".
This creates an empty folder entitled "New Folder" and the name should appear immediately and be highlighted in blue with white lettering. Do not click or hit enter, simply begin typing on your keyboard and type "Artwork". The new folder should now be there with the title Artwork.
If the folder is still named "New Folder", right click on the name and select "rename". This will highlight the name again, so just type "Artwork" to rename it.
Note: Do this on all artwork or photos received before you delete any email. If you find an email with something that you need to send to someone, open that email and click "forward" to send the original email with the graphics attached. Just fill in the "to" address, and click "send".
2. Store Artwork or Photographs from Your Received Email
Open your email program and find any email from a person with artwork attached. Click once on that person's name to highlight that email. Next, look at the top of your email list and there will be a title bar for the column "From". Click on the "from" bar, and the program will rearrange the order of your emails and show all from that one person together in one list. Once done you may restore the list in date received order by clicking on the title bar "received".
Next, double click on the first email with artwork attached to open the email. Under the subject box will be "Attachments" incuding a file name or zipped folder name. Right click on the file and then select "save as". This opens a new window with your My Documents list of folders.
Find the folder entitled "Artwork" and double click on that to open the folder, and then select "save". This saves a copy of your artwork to the Artwork folder. Continue and do the same on all artwork or photographs received that you want to store.
Note: After saving to the folder you may want to "unzip" files that were sent to you in a zip folder. Once saved to your My Documents artwork folder, right click on any zip folder and select "extract all" and it will automatically unzip the individual artwork files and add them to the folder.
3. Store Artwork or Photographs Received on a CD
This is similar to graphics received by email. The only difference is the source. Place the CD in your CD drive, and for most computers the file list opens automatically. If not, go to My Documents and locate the drive name containing the CD under My Computer to see the list of iles on the CD. To copy files to your hard drive right click on the file names on the CD and select "send to" and then "My Documents" to transfer all from the CD to your hard drive. Remove the CD and store it in a safe place as backup.
Next, under My Documents, locate the same files, hold the CTRL key, and then right click the file names to highlight each. Once highlighted, left click on any one and drag your mouse to the "Artwork" folder icon. Release your mouse, and all files will be copied to the artwork storage folder for you to retrieve later.
4. Retrieve Stored Artwork to Send in a New Email
Open your email program and create a new blank email. Complete the "to", "subject", and write your message. Next, view the menu across the top and click on "insert" and then "file" to add an attachment. This opens a new window with your My Documents list of folders. Go to the "Artwork" folder and find the file or zip folder that you want to forward and double click on the file, or single click and select "insert".
Confirm that the attached file is displayed in your email next to "Attachments" under your "Subject" box, and then click send to email the artwork.
If any of the terms are unfamiliar, or you use a different program than Outlook for email, you may use the help files to adjust your filing system.
Later when you need to retrieve or forward important artwork or photographs, you will have a system in place to do this quickly and easily.
Labels: advice, photographs, tutorials
Jim Degerstrom 
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