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Wednesday, July 29, 2020

7 Tips for Organizing Computer Files

Losing a file in your computer is a frustrating, but common occurrence for everyone. It’s easy to make a mess of photos, videos, documents, and other files you’ll need in the future.

Organizing it all can feel intimidating and might make you want to give up.

But there are benefits to having an organization system. Quick work, efficiency, and easier access turn you into a computer whiz.  If you want to know the best way to organize files on your computer, we have an easy-to-understand guide for you!

Below we have seven tips for organizing computer files that can solve your filing needs:

1. Create an Organization System

First off, you want to decide on a system for computer file organization. This prevents you from unknowingly changing your initial organizational structure. Since there are so many kinds, sticking to your preference makes sure you don’t confuse your system.

Remember that there's no right or wrong choice when it comes to your organizational structure. These are your files after all and you should have the final say. One important factor to consider is it should make sense to you, everyone else is secondary.

Remember, dumping all your files and documents on your desktop, is not an organization system. You are better off taking the extra minute finding its appropriate folder.

2. Delete Your Unnecessary Files

One of the most important tips for organizing computer files is to delete things you no longer need. It’s best to get a step ahead of this as these files can accumulate over the years.

Aside from the fact it consumes space, these files will also slow down your computer.

Duplicate and junk files are common candidates for the recycle bin, as they are unnecessary or a one-time use file.  Find duplicate files and delete a copy so you can get some of the space back. Junk files such as temporary and installer files don’t do much afterward anyway, so delete those.

You can also get help from several cleaning applications. Though we recommend that you do it yourself so you can assess the files and not delete the ones important to you.

3. Have a Proper Name for Files and Folder

Yes, keyboard smashing your way into naming your files is not going to work in the long run. It may be fun and cool at first, but you won't be laughing later when you are searching around some gibberish language you invented at the time.

A proper name for your folders will have a huge impact on how you search for your files and documents later on. This is one of the better tips for organizing files on your computers as it speeds up searches and is easier to file.

You can name it according to the contents of the folder. Try to avoid redundant names and long names. Ask yourself what the document is about and its purpose, this helps generate keywords for a file name.

4. Separate the Folder From WIP and Complete

There are two kinds of work files: Work in Progress and Finished or Complete. Make two separate folders for each of them. It can also help you organize and remind you of the work you need to finish.

You can rename your folders to 'COMPLETE' and 'WORK IN PROGRESS'. Anything you want that can distinguish the two is a big help.

Once you finish something, move it in the 'Complete' folder. Make sure to delete it from the 'WIP' folder so you can avoid any future confusion. Do not make the mistake of creating multiple drafts and edits when it comes to a single document.

5. Archive Your Old Files

The main purpose of archiving your files is to recover the files after years or even decades have passed. This is also a great way to organize your files and take them out from your computer without losing it forever.

There are several factors you should consider when archiving your files.  Knowing how long these will last and how you can identify each file are common standards. You can also use tags to label files in a way that is easy to remember.

Keep consistent with your tags and keep their titles to a minimum.

For photos, you can write the metadata. Metadata is the information about the picture itself. This is useful for cataloging your photo album so you can search the exact photo you might be looking for.

6. Sort It Immediately After

The search functionality is there for you to see files immediately. But often, these can let you down by not working or lagging.

A quick fix is to store files in libraries or use shortcuts to access them from your desktop. You should do this if you are using a particular folder often, or you want a way to get into the folder easier.

Don't be afraid also to create sub-folders when you think it's appropriate. This is great when there's a folder that has way too much stuff in it. Remember, this is convenient, but not an excuse to dump everything on your desktop.

7. Organize and Clean up Daily

Of course, all the tips mentioned above will all be for naught if you don't organize it at least once a month or so. But there will be times where time is of the essence and you don't have the time to find the right folder.

Create a folder that can be your catch-all to be more lenient with mistakes when filing.

But remember to not do this often. Because you might get a habit of putting all your files in there and organizing it 'later'.

Remember, the ultimate key for the organization is consistency.

Follow These Tips for Organizing Computer Files!

Here are the ways you can sort the big mess in your computer and get some organization going on. Follow these tips for organizing computer files and you can be sure not to worry about where to find your files ever again.

But wait, you can still learn so much more! Don't forget to check out some of our blog posts and read them today. We cover everything from tech to general lifestyle tips, right here!
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