This page and accompanying workshop serve as advice, tips and how-tos for organizing, backing up, and archiving files and email before the re-imaging process). NOTE: This page was created for teacher MacBooks.

Organization of Files

  1. Do NOT use your Desktop as a file storage area!
    • Using your Desktop as a temporary holding space is fine, but try to clean it off every few days or so. Think of it as your desk.. piles are fine, but you need to clean and sort your stuff every once and awhile.
    • BEWARE! The Desktop is NOT backed up to WSD's H drive, therefore anything that is on there will be lost if your hard drive dies.
  2. Move everything you want/need backed up to your Documents folder. The Documents folder is the only area of your computer that is backed up on the WSD server. See below for more info about backing up.
  3. Your Documents folder should contain FOLDERS, not individual files.
    • Think of your Documents folder as a filing cabinet. Individual files go in folders, not hanging out willy-nilly in the file cabinet drawer
    • Create Folders within your Documents folder for different categories of files.
  4. Open 2 Finder windows side-by-side to drag and drop files easily.
    • Delete files as you organize. Do not move a file to a new folder unless you know you absolutely need it. If not, trash it!
  5. To check the size of your folders, control-click (right-click) the folder and then choose "Get Info".
    • You can sort by size of file in the Finder by choosing the "list view" and then clicking the column name.


Backing Up Your Files for Reimaging

  1. Your MacBook will be wiped clean during the re-imaging process. ANYTHING you want to save must be backed up before you turn in your computer.
    • The Documents folder is the only area of your computer that is backed up on the WSD server.
    • As you have been made aware, WSD does not have the space to backup your photos, videos, and music files.
    • Documents folders are synced and backed up to the district server - manually, by you.
    • Documents folders are monitored. LARGE folders will be looked at and files will be deleted. Be sure not to save any iMovie project files, music, personal photos, iPhoto Library, etc in your Documents folder. Your files may absolutely be deleted without warning. You are so warned!!
  2. As the WSD server does support the backing up of photos, videos and music, you will have to back them up on your own to an External Hard Drive or Flash Drive. Check out the Macbook to Dell transition page and the links below to help with the backup process.
  3. Information from these programs are NOT backed up in your Documents folder so please follow the directions below to back up your data: SMART Notebook "My Content", iCal, iWeb, Bookmarks (Firefox & Safari), and Stickies.

Resources for Re-imaging:

Email Maintenance & Archiving in Entourage

  1. Create folders in Entourage to organize your emails. Click HERE to learn how to do that.
  2. Use the different columns to sort your emails- by size, attachment, date, from, subject, etc.
    • Use the "View" menu from the top menu bar, select "Columns" to select the columns you can see
    • It is a good idea to add a Size column, so you can easily sort by size and delete the biggest files first.
  3. You have a limited amount of storage space in your mailbox. When you get close or over the limit you will get an email from the "System Administrator". You will then need to either delete or back up your emails.
    • To check the size of your mailbox and the folders within, control-click (right-click) on your mailbox name at the top of the left column and choose "Folder Properties", then "Storage".
    • To clean up your mailbox, delete items from the "Sent items" folder first, then go to "Deleted Items" and delete from there.
  4. To back up your emails, create a new folder in your Documents folder called "Archived Emails" and drag your emails to it. Be sure to go back and delete them from Entourage once you have dragged it over to free up your mailbox space!
    • You can use the "Folders on my Computer" area in the left-column of Entourage for a temporary holding spot. However, this will not be backed up permanently.
  5. To back up your group mailing lists, open up the list, select all the email addresses, and click and drag them into Word or Excel. This will preserve the list for you so that you can re-create them when you get your computer back after re-imaging.
    • Make sure you save this file in your Documents folder so that it is backed up!


Maintaining your MacBook

  1. Cleaning Your MacBook -Follow these general rules when cleaning the outside of your computer and its components:
    • Shut down your MacBook, detach the power adapter, and remove the battery.
    • Use a damp, soft, lint-free cloth to clean the computer’s exterior. Avoid getting moisture in any openings. Do not spray any type of liquid directly on the computer.
    • Don’t use aerosol sprays, solvents, or abrasives.
  2. Cleaning Your MacBook Display -Follow these general rules when cleaning the screen:
    • Shut down your MacBook, detach the power adapter, and remove the battery.
    • Dampen a clean, soft, lint-free cloth or paper with water only and wipe the screen. Do not spray liquid directly on the screen.
  3. Storing Your MacBook
    • If you are going to store your MacBook for an extended period of time, keep it in a cool location (ideally, 22° C or about 71° F) and do one of the following to preserve your MacBook battery life:
    • Discharge the battery 50 percent before storing your MacBook.
    • When storing your computer for longer than five months, discharge the battery to approximately 50 percent and then remove it from the MacBook. If you are storing your computer for an extended period, recharge your battery to 50 percent every six months or so.

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