Thinking about the essential time saving tools that a Windows office worker would want beyond the ubiquitous MS office suite, and decided to build a small collection. These are things I’ve blogged on before in various ways, but I’ve never listed them together. So here we go…
Search
Due to the volume of files and emails we have to deal with, we need a search tool to find stuff that’s way better than the Windows Search tool. I use a couple of them. First up is X1(www.x1.com) which I have used for years now. It finds files and emails INSTANTLY and has a wonderful columnar layout.
I also use the Copernic (www.copernic.com) search tool on my family PC. It’s quick, free, and simple enough for my family to use.
Images
We’re so visual these days, that grabbing and using an image has become a necessity. For viewing, I use the wonderful free Irfanview utility. For capture, I use either HyperSnap (www.hyperionics.com)or SnagIt (www.techsmith.com). Both are excellent and make getting the right image into your document or web site very easy.
Backup Software
You only think of this category if you have lost an important file. Did you know that most electronic file loss is caused by accidential deletion? That’s right — we do it to ourselves. So get one of these nifty backup utilties and be safe. I use Mozy (http://mozy.com/)on my laptop because I only have documents and source files to back up. Mozy’s 2GB limit on the free version nicely covers me on this. I pay about $5/month (less if you pay for the year) to have Carbonite (http://carbonite.com/) running on my family PC. Simple and unobtrusive, Carbonite backs up tons of family photos, our financial files and lots of little documents you forget about like your daughter’s dissertation on why you are the World’s Greatest Dad.
To-Do List / Reminders
For quick reminders, I use the Stickies for Windows utility (www.stickiesforwindows.com). It creates various colored sticky notes on your desktop that you can use to organize things you don’t want to forget. If you need these reminders (as I do) in different locations, then use Gubb (www.Gubb.net). I have used many to-do list makers and found Gubb to be the best because it is easy, nice looking, and single-minded about its purpose. I’m using both at the moment.
PDF Makers
What office worker’s day would be complete without sending out documents? Since PDF files are smaller and nearly everyone in the known universe has a PDF viewer, I send out PDF files instead of Word documents.
Here are two free PDF creators that install like a printer: CutePDF and doPDF. They both work similarly: you select them when printing any document (Word, Excel, PowerPoint, Visio, etc.) and the tool then prompts you where to save the resulting PDF file.
Personal Labeler
If you were sending out a big batch of letters for the same purpose, you’d run a mailmerge and use laser labels. But what about those of us that just mail out bills or send a few letters a week? It’s time-consuming (and sloppy if you write like I do) to hand write these envelopes. My solution is the Dymo LabelWriter 330 (http://global.dymo.com/enUS/Categories/LabelWriter_Printers.html). Type the address once and after that it’s two clicks to get a label out (select, print).
Hope you found something useful here.
For many more time saving tools and tips, please visit Best Time Tools (www.BestTimeTools.com) and don’t forget to send me your favs!
