Renaming Multiple Documents in the Shared Drive

In Windows Explorer you can rename multiple files at one time, however it will the same file name with a sequential number at the end. To do this highlight or select all the files you want to rename in Windows Explorer, then right-click the first one and select Rename. Type your desired base file name and press Enter. All the files that were highlighted will be renamed to that exact same file name with a sequential number at the end. This is useful especially if you have pictures or graphics that are similar.  Here are more details to do this function that applies to Windows XP, Vista and Windows 7 and 8,  How to Rename Multiple Documents in Windows XP.

All File Renamer, File Renamer and Rename are free renamerapplications that allow renaming of files, folders and documents in a batch mode and offer a lot more functionality. These tools actually allow you to change multiple files with only a partial change and not a full change. For instance, let’s say you have a client file and want to add to all the documents, the client name in the name of the document without changing the original file names, these utilities will do it.

To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.

File and Folder Utility Tools to Organize and Manage Electronic Data

These file and folder utility system tools work with Windows Explorer and offer additional file management functionality that is not available in Windows Explorer. These tools can help to organize and manage electronic data.

Sky Juice Software: Sky Juice Software offers multiple products, including Quick File Rename and Fast Folder Rename, which allow users to rename multiple files or documents at one time. Folder Maker allows users to create multiple files and folders at one time automatically.

Folder Marker: Folder Marker Home allows users to change folder color or mark folders to indicate priority level and status.

Snag It: This software creates screen images or Print Screen features. It allows users to capture a screen shot, edit, and file it. This is a useful tool to capture file hierarchies in Windows Explorer.

Print File List Pro:  Print File List Pro provides the ability to print a file directory within Windows Explorer. Windows Explorer does not offer a way to print or share file hierarchy structures.

To learn more how to organize computer documents, download the free report How to Organize Your Computer Documents.

Organizing Cloud Based Files- Otixo File Manager

OtixoAs if organizing electronic files on your local drive hasn’t been hard enough, we now have electronic files in cloud-based services such as DropBox, Picasa, Google Drive, FTP servers, SugarSync, and a host of others. There is a great app, Otixo, that is a cloud-based file manager that helps to solve at least part of the problem. Otixo is essentially an app that allows you to view and access your data across multiple platforms. Otixo is not a hosting service all the data still resides on the original app, it merely provides a dashboard to manage all your cloud based files in one screen view. It uses an OAuth to connect to your accounts, so it doesn’t see nor collect usernames and passwords. The platform also allows users to click and drag files from one cloud-based platform to another. You can also preview, delete, rename, organize and search across multiple platforms all within Otixo.

Another great feature is Otixo Spacestheir ‘spaces’ which is a collaboration tool. Let’s say you are working with vendors or contractors on some projects. They of course have an on-line platform they use, DropBox, and your company prefers Google Drive. Until now, usually one entity has to compromise to use another’s platform. With Otixo, you don’t have too. Otixo allows a collaboration space to be created that will connect multiple accounts and platforms. The user who sets up the space can provide permissions to users. Otixo also tracks all activity and provides an easy log to see who has accessed, changed, and updated files to a space. You can add notes and comments to documents that are separated from the document but easily seen in Otixo.

This is an excellent and well-designed app to help manage cloud-based files and applications. And a great deal at $47.90 per year or 4.99 per month.