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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 [email protected]

    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 October 30, 2018

        How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

        How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

        Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

        For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

        Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

        13 Simple Ways to Motivate Yourself Right Now

        Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

        1. Go back to “why”

        Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

        If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

        2. Go for five

        Start working for five minutes. Often that little push will be enough to get you going.

        3. Move around

        Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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        4. Find the next step

        If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

        Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

        5. Find your itch

        What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

        Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

        6. Deconstruct your fears

        I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

        Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

        7. Get a partner

        Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

        8. Kickstart your day

        Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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        Having a morning routine is a good idea for you to stay motivated!

        9. Read books

        Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

        Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

        10. Get the right tools

        Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

        Building motivation is almost as important as avoiding the traps that can stop it.

        11. Be careful with the small problems

        The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

        Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

        12. Develop a mantra

        Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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        If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

        13. Build on success

        Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

        There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

        How to Stay Motivated Forever (Without Motivation Tricks)

        The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

        Here are some other things to consider making work flow more naturally:

        Passion

        Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

        Not sure what your passion is to get you motivated? This will help you:

        How to Get Motivated and Be Happy Every Day When You Wake Up

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        Habits

        You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

        Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

        This guide will be useful for you if you’re looking to build good habits:

        Understand Your Habits to Control Them 100%

        Flow

        Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

        Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

        Easily distracted and hard to focus? Here’s your solution.

        Final Thoughts

        With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

        Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

        Featured photo credit: Pexels via pexels.com

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