Organizing computer files tips

At this point you will want to decide how you are going to go about organizing the files, such as by date or project name. If you choose to organize by date, try to use one format consistently. For example, you might use "March" or " If you organize your files by project name, try to keep a uniform capitalization scheme throughout the files, and don't use special characters or spaces -- most operating systems won't even allow this [source: Organizing Computer Files ].

If you are using a Windows operating system , there are tools built in that will help you find and edit files. The "My Computer" function and the "Windows Explorer" function both allow you to look for files and edit their names or locations.

You can also delete files using the same applications. Grouping by application is another useful way of organizing computer files. You can sort files labeled "documents" or "downloads" into separate locations. Once you have decided on a method for organizing your computer that works well for you, the next step is naming the files you have decided to keep and putting them in their proper folders. Need some tips on what or how to name your folders?

Check out the next section to get some useful tips on properly labeling computer file folders. A study conducted by Ontrack Data Recovery showed that the first reaction by many people to their computer freezing or crashing is to vent their frustration on it [source: Sullivan ].

Of those surveyed, 7 percent said they reacted by hitting their computer, and 13 percent said they yelled at it. These kinds of reactions can make things worse, so relax, call a technical support company, and leave the fixing to the professionals. When you have decided what files you want to keep on your computer, you can put them in folders. Creating a folder can, in most cases, be done by right-clicking and selecting "New" and then "Folder," at which point you will be able to give that folder a specific name.

When naming your folders, keep the names short and simple. Try to avoid using abbreviations, because there's always the chance you may forget what the abbreviation represents. Then you'll end up having to go through the folder to figure out what's inside, defeating the purpose of naming the folder in the first place. Sometimes your computer will automatically save your files in a certain location in an effort to keep itself organized.

This can backfire, though, if you don't pay attention to the address of the file when it's created. Creating your own folders can help you stay organized in a way that is familiar to you. When you are in the process of naming files and assigning them to different folders, it may be helpful to limit the type of files that go into each folder. Keep all Word documents in one folder and spreadsheets in another. Later, you'll be able to locate what you are looking for in a quick and efficient manner.

Once you have established a system, do your best to maintain it. If you create a new file or program, put it in the appropriate folder immediately. Sorting files and folders on a regular basis is one of the keys to keeping your system neat and organized.

Organizing and maintaining files on your computer is a great step in the right direction. There are other ways to store your files if you feel that keeping them all on your computer is taking up too much memory space. In the next section, you'll learn about other options for storing your computer files.

Tired of searching through that growing list of folders? Create a shortcut on your desktop to the folders you use most often. Save yourself some valuable time and keep your desktop looking clean and uncluttered in the process. Most computers will automatically save your data to the hard drive , usually known as the C drive.

This is the most common place to store files. However, if your computer crashes, your data could be lost, so it's important to always back up important files.

When deciding where else to store your files other than on your computer, you have a variety of options. When it comes to your computer, there should be a place for everything, and everything should be in its place. If you need a file on the desktop because you use it so frequently, then create a desktop shortcut for that file, but keep the file in its proper location. A cluttered and messy desktop is the last thing you need to maintain a tidy, productive life.

If the first thing you see when you turn on your computer is a crowded screen full of documents placed haphazardly with no rhyme or reason, use this guide to organize your digital files. A lmost every aspect of our lives these days is digital and nearly every important document we own can be stored in a digital form including e-receipts, contracts, work presentations, and insurance documents, among others.

Given the diversity of documents in your computer, the first step is to take a quick scan of the types of documents you have and sort them into categories. Organizing your computer files doesn't have to be complex. The rule of thumb is to go from general to more specific. For instance:. Each main category will be your primary folder. Once you have identified the main categories, create sub-folders for each and place your documents where they are the most relevant.

Desktops tend to be crowded with apps and miscellaneous files. Make sure to only keep essential apps and files for easy access. When in the process of arranging your digital files, delete redundant documents to empty space on your computer. Uninstall applications that you no longer use to help your computer run faster and clear out the clutter.

It is typical to have unclear names for documents. To help you and your relatives find important documents or pictures, rename any that currently have cryptic naming conventions.

Keep the names clear and consistent. If using dates in your file naming, be sure to keep all dates written the same way. Assign intuitive names that will make recognizing your documents easy. Simply start with those that have ambiguous or unclear names. Having to open three or four folders to access a single document can get frustrating and confusing.

For files and documents that you know your relatives will need to access, create shortcuts on your desktop. Shortcuts give you and your relatives direct access to the documents or folders that you need to access frequently from any location on your computer.

Shortcuts are usually set up on the desktop, but you can locate them anywhere. Thanks to this alias, you can directly access any nested document or folder from anywhere on your computer.

Doing this will move the location of your original file instead of creating an alias. Make sure to create an alias and avoid any messy confusion. To create shortcuts in Windows 10, you have two main options:. Whether you use a Mac or Windows computer, you can easily set up shortcuts so you or your relatives can access any file quickly.

Organizing photos is a fun part of uncluttering your digital files. During the process, you can go through and relive all the happy adventures and life events that bring back joyful memories. Protecting and organizing these kinds of photos is important. To protect your digital photos and create a system that is easy to access, you must first choose the appropriate storage system.

An appropriate storage system will support large quantities of photos and serve as a digital backup as well. You may choose to utilize more than one of the following options to reduce the risk of losing files. The main benefit of an external hard drive is its massive storage capacity. In addition to organizing files and folders neatly, an external hard drive functions as a backup to your computer. Most external hard drives today are pocket-sized and affordable. Depending on the number of files that you want to store, you may want an option as large as a 4 Terabyte TB external hard drive.

Not only can you backup your valuable files to your external hard drive, but given its compact size, you may carry it with you when you need to and upload on the go. An external drive allows you to keep all of your photos uploaded and stored for quick access in one location.

Cloud services are a great option to store and organize your photos. The main providers of cloud storage services are Google, Dropbox, and iCloud. If you have an email account, you might already be using one of these.

Then you can add details to file names, such as the year. If you have too many year folders, you can always create a folder titled Archive for folders from more than a few years ago.

Tell your organization how to organize digital files. Make it easy for your coworkers to name files correctly and save them in the right place. Make sure everyone knows to back up their files regularly. If people must save files on their computers, make sure they save a backup copy.

You might excel at organizing digital files, but others might not, so try not to stress about it. Schedule recurring file maintenance time to move misplaced files—and gently explain to people what the correct location is. Or designate someone on your team as the go-to person for all file-organizing questions. Encourage people to ask first, rather than possibly saving something in the wrong place.

Check in with your team by to see whether your organization system is working and adjust as necessary. Finally, congratulate yourself on finishing a daunting project that will save your organization a lot of time!

Communicate and collaborate on files with a free group chat app , or get started right away with a comprehensive suite of business apps to help you stay organized. The Microsoft team is focused on sharing resources to help you start, run, and grow your business. Business Insights and Ideas does not constitute professional tax or financial advice.

You should contact your own tax or financial professional to discuss your situation.. Microsoft Team. Set goals for digital file organization Organizing digital files can take over your life if you let it, so start by getting specific about what you want to accomplish. Start by asking who, when, and how: Who needs to understand your digital file organization system?

When will you start this, and how much time can you spend? Prepare and get input Talk to the leadership team at your organization so you understand their priorities. Here are a few questions to start with: What do they like and dislike about the current computer file organization system?

What are their suggestions for how to organize digital files? Supplies: Paper and pen for jotting down notes or reminders optional. Time: At least two hours, unless you have very few files. Organizing by date Best for: Organizations with large amounts of files tied to time periods, like a financial services business.