Recovering Lost Files

Prevent lost-file panic by training users on find-file searches.

As Microsoft Windows has become a more mature platform, PC users don’t tend to get much operating system training anymore. Your users don’t need to be experts on Microsoft Windows, but they do need to know some basics -- such as how to find a missing file.

More Must Hear End User Training on Recovering Lost Files

Just as every small business PC user should know how to recover a wayward Microsoft Office Toolbar, as we saw in Chapter 3, don’t forget to train users on how to search for missing files. 

Because a lost document can cause panic that sets off a chain of events, often including an expensive emergency call to your computer consultant, you’ll want to prevent these crises before they start by providing some targeted training.

Regardless of which versions of Microsoft Windows are in use at your company, Windows Explorer (also known as Exploring Windows or Windows NT Explorer) has remained relatively similar for many years. Here are some Windows Explorer basics to incorporate into your end user training.

Seven Steps to Fewer Panic Calls to the Consultant with Recovering Lost Files

1) Show how to launch Windows Explorer, through either the Start Menu or through a Desktop Shortcut, if you’ve created one for this purpose.

2) Discuss how Windows Explorer allows you to view, create, delete, manage, move and copy folders and subfolders.

3) Demonstrate how the left panel shows drives, folders and subfolders, and the right panel displays individual files within various drives, folders and subfolders.

4) Explain the different drive letter conventions in use at your company, encompassing both local and network drive mappings.

5) Show users how to reveal All File Details, so they can see not only the file name but also the file type, size and last modified date and time stamp.

6) Demonstrate how to sort on a file property by clicking once or twice at the top of the column in Windows Explorer. Let’s say you’ve misplaced a Microsoft Excel file, but you have a pretty good hunch it’s in a certain directory. However, with more than 400 other files there, you’re having a hard time finding it. By choosing View, All File Details and clicking once or twice at the top of the Type column, you’ll group all the Microsoft Excel Workbook files (.xls) together, making for easier visual inspection. If all 400 files in the folder are Microsoft Excel files, you could sort on the file size or date and time stamp to help find the lost workbook.

7) Demonstrate how to use the Find File or Search command to search on a file name, file type, file size, or file date and time stamp. For example, last summer you created a Microsoft Word file somewhere on your X drive. Now the file is missing. You can search on *.do?, encompassing Microsoft Word documents (.doc) and templates (.dot). Then add in a date range of perhaps May 1 to Oct. 1 of the relevant year.

You cannot possibly plan for every lost-file contingency, but your PC users should be armed with basic knowledge on how to hunt down any files they suspect have disappeared. This sense of empowerment will do wonders to reduce user anxiety and your computer support costs.

Recovering Lost Files Action Items

Are PC users in your company trained on how to find lost files?

Do your PC users know how to tap into Windows Explorer to manage various folders and subfolders?

Are your PC users aware of how to reveal All File Details in Windows Explorer, so that they can view and sort on various file properties such as the file type, size and last modified date and timestamp?

Do your PC users know how to run a Find File or Search command to locate a lost file based on knowledge of the file name, file type, file size, folder path or date and timestamp?

 

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