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Organize Your Documents Online

Organize Your Documents Online

If you’re one to work away from home and like things accessible while mobile, you’ve already changed to an email client like Gmail, and are on your way to creating a completely online office.

Filing and organizing paper documents is a chore and takes up space so you may be digitizing them already via your scanner. This way any documents you receive online don’t have to be printed off; although you’ll probably keep hard copies of all your important documents somewhere.

Put these together and you’re looking for a way to organize your documents online. Here’s three ways and how they differ.

box.net document organizing

    Box.net

    An excellent online storage solution, Box.net offers 1gb free with the ability to share with other Box.net users.

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    It’s a simple and good looking app that makes it easy to upload in bulk, documents and other filetypes, organize in folders and tag files. Box.net’s search is excellent with sorting by Date and Size also available.

    If you want to increase your storage, to unlimited for free, and still have access to files from one login; here’s how you do it.

    • 1. Find an email client that supports sending emails from different accounts, such as Gmail.
    • 2. Create some new email accounts and have them accessible through your main one.
    • 3. Create new Box.net accounts with these emails.
    • 4. For each account, add your main Box.net account to the Network and Share the ‘Upload From Email’ folder with it.
    • 5. Email files to upload@box.net

    If you send from your main email, the files will appear in the ‘Upload From Email’ folder in your main Box.net account. If you send from your extra email accounts, they will go to your extra Box.net accounts, but be Shared with your main account under the Updates tab.

    There you can’t search or tag files, but you can download or add them to your account.

    Pros

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    • Great interface
    • Any filetype can be uploaded
    • Can make files public and display on a public page, where RSS is available
    • Upload from email
    • Embed widget

    Cons

    • Can’t view documents in browser
    • Storage relative to number of email accounts accessible [1=1gb]
    scribd document organization

      Scribd.com

      This is a relatively new addition to the ‘YouTube for documents’ scene. Here you can upload your documents like you would a video or photograph on a social network. Sharing and finding documents is simple and easy.

      The interface is a little clumsy but you can still tag everything to keep things organized and My Collections feature allows you to organize things further into folders. If you want to keep certain docs away from prying eyes, each item can be switched to Private.

      With all the beta-ness of Scribd, it’s strengths lie in compatibility. You can upload anything from Microsoft Word docs and PDFs to Excel and Powerpoint files.

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      After the document is up, you can download it as either a PDF, a doc, a text file or an MP3. No matter what format you upload in, as long as there is legible text, the output is good. And I thought OCR was dead.
      Each file is viewable in an attractive [and embeddable] Flash holder where you can scroll, zoom and print the document from.

      Pros

      • Instant file conversion – including audio
      • Read documents within browser
      • Find interesting documents from social network
      • Embed widget

      Cons

      • Buggy and unattractive interface
      • Searching your own documents requires Advanced fields
      • Only document filetypes accepted
      • Can’t upload from email
      gmail document organizing

        Gmail + G-Drive

        We previously mentioned using filters in Gmail to organize anything you uploaded through Gmail Drive. This works simply for documents.

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        • 1. Download Gmail Drive
        • 2. Create and organize folders within the Gmail drive on your computer
        • 3. Create Gmail filters with queries such as GMAILFS: /contracts/ and GMAILFS: /receipts/ in the Subject field. This will create labels in Gmail to reflect your folders.

        Anything you add to the Gmail drive on your computer will be sent to your Gmail account as an email. With specific filters added, each file will be moved to the corresponding label/folder in Gmail.

        Pros

        • Move documents to folders from your computer like normal
        • Almost 3gig of storage
        • Any filetype can be uploaded
        • New files [or plain emails] can be labeled within Gmail into your system
        • Easily share files through email forwarding
        • Upload via email
        • Gmail search
        • Can integrate documents with Calendar, Google Docs etc

        Cons

        • No native sub-label function
        • When searching, requires Label: field to exclude searching emails

        As much as there may always be documents you never want available online, for the sake of backups and accessibility, these options aren’t half bad. Know any better?

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        Last Updated on September 17, 2018

        Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

        Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

        Are you one of those people who are always suffering setbacks? Does little ever seem to go right for you? Do you sometimes feel that the universe is out to get you? Do you wonder:

        Why do I have bad luck?

        Let me let you into a secret:

        Your luck is no worse—and no better—than anyone else’s. It just feels that way. Better still, there are two simple things you can do which will reverse your feelings of being unlucky.

        1. Stop believing that what happens in your life is down to the vagaries of luck, destiny, supernatural forces, malevolent other people, or anything else outside your self.

        Psychologists call this “external locus of control.” It’s a kind of fatalism, where people believe that they can do little or nothing personally to change their lives.

        Because of this, they either merely hope for the best, focus on trying to change their luck by various kinds of superstition, or submit passively to whatever comes—while complaining that it doesn’t match their hopes.

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        Most successful people take the opposite view. They have “internal locus of control.” They believe that what happens in their life is nearly all down to them; and that even when chance events occur, what is important is not the event itself, but how you respond to it.

        This makes them pro-active, engaged, ready to try new things, and keen to find the means to change whatever in their lives they don’t like.

        They aren’t fatalistic and they don’t blame bad luck for what isn’t right in their world. They look for a way to make things better.

        Are they luckier than the others? Of course not.

        Luck is random—that’s what chance means—so they are just as likely to suffer setbacks as anyone else.

        What’s different is their response. When things go wrong, they quickly look for ways to put them right. They don’t whine, pity themselves, or complain about “bad luck.” They try to learn from what happened to avoid or correct it next time and get on with living their life as best they can.

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        No one is habitually luckier or unluckier than anyone else. It may seem so, over the short term (Random events often come in groups, just as random numbers often lie close together for several instances—which is why gamblers tend to see patterns where none exist).

        When you take a longer perspective, random chance is just . . . random. Yet those who feel that they are less lucky, typically pay far more attention to short-term instances of bad luck, convincing themselves of the correctness of their belief.

        Your locus of control isn’t genetic. You learned it somehow. If it isn’t working for you, change it.

        2. Remember that whatever you pay attention to grows in your mind.

        If you focus on what’s going wrong in your life—especially if you see it as “bad luck” you can do nothing about—it will seem blacker and more malevolent.

        In a short time, you’ll become so convinced that everything is against you that you’ll notice more and more instances where this appears to be true. As a result, you will almost certainly stop trying, convinced that nothing you can do will improve your prospects.

        Fatalism feeds on itself until people become passive “victims” of life’s blows. The “losers” in life are those who are convinced they will fail before they start anything; sure that their “bad luck” will ruin any prospects of success.

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        They rarely notice that the true reasons for their failure are ignorance, laziness, lack of skill, lack of forethought, or just plain foolishness—all of which they could do something to correct, if only they would stop blaming other people or “bad luck” for their personal deficiencies.

        Your attention is under your control. Send it where you want it to go. Starve the negative thoughts until they die.

        To improve your fortune, first decide that what happens is nearly always down to you; then try focusing on what works and what turns out well, not the bad stuff.

        Your “fate” really does depend on the choices that you make. When random events happen, as they always will, do you choose to try to turn them to your advantage or just complain about them?

        Thomas Jefferson is said to have used these words:

        “I’m a great believer in luck and I find the harder I work, the more I have of it.”

        Ralph Waldo Emerson said:

        “Shallow men believe in luck. Strong men believe in cause and effect.”

        Your luck, in the end, is pretty much what you choose it to be.

        Featured photo credit: LoboStudio Hamburg via unsplash.com

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