File management is an important aspect for any individual as it allows them to categorize all the data that is stored on their computer. Just like a library organizes each and every book, the computer also has the capability to organize each and every file saved on it.
However, it is important to realize that the proper organization of the files on the computer should be done so that it is easy to find the file that you wish to look for, even it has been years since the file was created. Here are ten tips which can be followed to organize all the documents and files in the computer system.
#1. Using File types For Organization
This step can be mainly used to organize all the applications present in a computer system. For any executable program such as PowerPoint, Excel, Word, games, other applications, create a different folder. For example, a folder can be created and named application files or any other name. This way, it would be easier to know where all the applications of a system are.
#2. Creating Different Folders in Documents
Computer users often save their files directly in the My Documents for Windows XP or Documents folder for Windows Vista and Seven. In this folder, many subfolders can be created just like a filing cabinet for a large storage space, in this case the computer. So why are computer users simply throwing files into the Documents folder without creating subfolders?
Another thingto do is to name the folders using simple identifiable names. For example, at some point of time in the future, instead of thinking what some abbreviated folder contains, it is best to keep a specific name regarding those files and what they represent.
#3. A single place for everything
Many users create partitions in their hard disk and create different drives. The main aspect of this is to store the data in an organized manner but with time the whole theory goes for a toss. The best thing to do is place each and every document in the Documents folder and not anywhere else. Anything from a simple spreadsheet to an important presentation should be present in the Documents folder so that it can be accessed easily and can be found for creating a backup.
#4. Follow a single naming principle
Many users name their files differently after some point of time for example they use upper case letters for some files and lower case for the other. One of the best organization things to do is use a single naming convention for all the files such as keeping the names in lower case and not using any spaces in between them. This doesn’t mean that this is the hard and fast rule to follow but if the rule has to be broken then be consistent with the new convention.
#5. Create subfolders inside the folders
When the files start increasing in number (or even when they aren’t) create subfolders in the individual folders. For example, folders of audio files can be broken down into genres, then artists, their years etc. One such situation can be songs > rock > ACDC > 2008, 2009, 2010 and so forth. This would work well when finding files specifically and there wouldn’t be any stray files anywhere.
#6. Be precise
It can be easier to organize if files have specific, logical names and also if dates can be added. This is done to ensure that the named file can be told apart even after years without having to open it. For example if the file is a letter written to a client mentioning the price quotation for that time then it can be named as ‘quotation10-10-10’ instead of just prices. However, some more organization has to be implemented to ensure that you also know who the client is and that can be done by following the aforementioned steps.
#7. Organize the folders for convenience
If some folders are used often then it is best to make them come on the first few entries of the file list. This can be easily done by renaming the files with an * or ‘a!’ as it ensures that the folder always come on the first few entries of the list that is being accessed.
#8. Save the file ASAP
The best thing which can be done regarding organizing the files is to save the file when it is created. It is best to get into the habit of using the Save or Save As command to name the file and save it to the right folder in the first place.
#9. Keep filtering the files regularly
It is very common that the computer is filled with a number of files that are quite old. Another organization tip is to delete or filter out the old files which won’t be needed again. However, as a rule, some people just don’t delete the business related stuff unless there is a chance of ever requiring that file. Another thing which can be done to create an Old named folder so that the files can be put directly into it. If the user doesn’t want them after some point of time then he or she knows what folder to delete first of all.
#10. Backup files
The last tip is to keep backing up the files regularly onto another drive or disks so that there is no worry regarding any of the file losses. Just like saving the file into the folder directly should be made a habit, it is important to back up the files regularly.
Some users think that organization of the files is not needed and just the search command can be used to find the file. But nothing can ever match the ease of getting the file directly from the folder. Following the tips would make it almost impossible to lose track of a file on a computer.
Would you like to see more handy tips for organizing your computer files?
I have written many more articles you might be interested in about this subject with step by step instructions, screen shots and even computer video tutorials.
If you have any tips for organizing your computer files please share them with us by leaving your comment below.