How do I create a document link table?

If there are hundreds of thousands of documents to be sorted out, there is no sense of powerlessness, don't worry. The home of the system tells you how to use Printfolder and Excel two software to create a document directory that contains open links to greatly improve the efficiency of document usage and management.

Now the computer hard disk capacity is more and more large, download the use of various types of documents are more and more, over time, inevitably there will be some important documents difficult to find. In the face of thousands of personal documents, even people who have a good memory are not able to quickly find their desperately needed documentation every time. Windows operating system with the file search function, although it can be based on file name, type size, including text and other information related to the document search, but the search results are not easy to save, even if the next to find the same document, still want to search again, it is a bit of a waste of time. In fact, with the help of Printfolder and Excel two software, as long as after a few steps simple operation, can quickly for a hard disk partition or folder, make a containing open link document directory, not only convenient for us to understand the overall distribution of various documents, but also can save some documents to find time, Improve the efficiency of document usage and management.

First, get the document information under the target partition

The ability to extract the name, type, size and other information of all files under the specified partition or folder is a lot of software, the choice here is Printfolder Pro Chinese version (download address: http://www.onlinedown.net/soft/3577.htm), Install to run the software, first open the upper left "Options" tab, click the Edit button to open the Advanced dialog box, and under the Include File Information tab, select the file attributes you want to extract, such as the full name of the file (that is, the file name + extension,%name), the file principal name (%fnam), the file type ( File name extension,%fext), file path (%path), File Size (%size), and so on, add the file creation date (%date) under the Include File Timestamp tab. To make it easier to create hyperlinks to access files later, you also need to include the file path and file name. The extension is combined into a new data item%path%name added to the example, notice the middle with "|" To separate it for text in Excel, or you can enter a string directly in the sample text box%fnam|%fext|%size|%d Ate|%path%name (Figure 1).

Click the Exclude button to open the Exclude dialog box, where you can set the file type or file (folder) name you want to exclude from searching; Click the More Options button, and you can also make related output settings for folders, files, and lists, where options such as ignore empty folders, full path, and size units in kilobytes are selected. That is, to ignore empty folders in search results, the full path shows where all the files are stored and the size of the files in kilobytes.

Return to the Navigator tab, select the partition or folder where you want to set up the document-linked table, select E disk, enter *.doc;*.xls;*.ppt in the search file type, look for three common office document types, and note that different document types are separated by semicolons in half-width states; Check the "Recursive subfolders" and "subfolders of all series" in the lower left, and after clicking OK, the system will soon help us to search for the specified property values for all relevant documents in the partition and automatically "|" Symbol separation (Figure 2).

Create a document link table in Excel

In the Search Results box to the right of the Printfolder software, right-click to open the shortcut menu, follow the Select all and copy commands, copy the search results, and then open Excel2007, paste it all into a new worksheet, and then select the column data to execute the data-columns command. Through the Text Column Wizard, select the text separator as "|" To display the individual document property values (Figure 3).

Set the corresponding Excel header according to the table contents. If you want document directory retrieval to be more convenient, you can select the entire range of data and sort the document by the specified property value, which is the primary keyword of the file type, sorted by the creation date as the secondary keyword. Insert the HYPERLINK function in column F, which is to "create a shortcut or link to open a document stored on a local hard disk, a LAN server, or the Internet", and the Link_location parameter represents the file path, which corresponds to the contents of the G column. The Friendly_name parameter represents the name of the hyperlink, which is set to open, and the function copy is applied to the entire column cell to complete the creation of the document link (Figure 4).

After this simple operation in Excel, we will soon be able to get the document directory of the specified partition, all the document names are sorted in order by the specified keywords, easy to find; Each document name is followed by an access link that is open quickly.

Fast deletion of unwanted files through batch processing commands

In the use of the document linked table to see the use of various documents in the process, it is inevitable to find some duplicate or already useless documents, one by one open folders, of course, can delete operations, but the efficiency of manual operation is not flattering. In fact, we can also use the above document directory, by adding a secondary column before the file path, the document that requires bulk deletion is set to the same symbol, such as *, and then sorted with the secondary column as the primary keyword, you can immediately filter out the documents that you want to delete in the different files (Figure 5).

Open a temporary worksheet, first, enter the open symbol @echo off of the batch command in cell A1, enter the Force Delete command del/f/s/q in the A2 cell, and copy to the other cells in column A, where the/F parameter indicates a forced deletion of the read-only file; The s parameter indicates that the specified file is deleted from all subfolders; the/q parameter represents quiet mode, that is, no confirmation action is required for deletion. Next, copy and paste the file path information that you want to delete into the column B cell at the beginning of cell B2. Finally, copy everything on the worksheet and paste it into a notepad document, execute the file → Save As command, and dump the text content to a Windows batch file with the extension bat (Figure 6). Double-click the file to quickly delete all of the unwanted files in bulk. If you want to copy important documents that are distributed in different folders to a backup in the same folder, simply modify the Delete command del to copy command copy, adjust the parameter to/y, set up the backup folder in column C, and refer to the generation method of the batch file mentioned above, also can realize the quick bulk backup operation of the document.