One of the most common questions we receive is how can I better organize the files on the computer to work more efficiently. Let’s go over some ideas on organizing your folders and some tips on naming your files.
Where are Files & Folders Located: Wondering where your files typically get stored on your computer? Well, windows create personal folders for documents, music and pictures plus a shared document folders for every user on the computer. Become familiar with Windows explorer as this skill will help you better manager your files by knowing how to create new ones in other locations; finding and even prevent losing files. This knowledge will give you time to focus on doing what you really need and want to be doing on your computer.
Organize your files: At Service Desk West we always approach a solution with what does our customers business need; what is their objective and what approach will work best for them. Whatever method you use for organizing your files take this same approach as it will allow you to develop a process which will develop into a habits and consistency on storing files intp their designated locations.
Depending on how long you’ve been using your computer, you may have quite a few files stored in My Documents. There are a wide variety of ways to organize folders in your Windows Explorer such as basing it on dates; projects or customers just to give a few ideas.
Naming Files and Folders: When learning how to manage files and folders, it is important that you develop a naming scheme for the kinds of files you create most often and then stick to it. Remember to keep names short or at least do not make them longer then needed. To change an existing file or folder name, right-click the name in the folder structure, click rename, and then type the new name.
Ongoing: Completed and Unnecessary. Consider creating a folder for documents you are currently working on at this time then create a short-cut on your desktop as well as adding it to the favorites section in Explorer. This will let you quickly access them. Once completed with them move them to their location in the folder structure you previously created.
Finally, one of the simplest tips is to not keep what is not needed, what has become unnecessary as this will just overload your folders. If you must keep everything create a separate folder called Archive to move outdated folders and files to it when you need to keep it but it is no longer relevant to be in ongoing or completed.
How you organize your files is a personal choice that is best based on business and personal objectives with processes that coincide with those purposes.
About Your Columnist
Francine Otterson is a featured columnist for Women Taking Charge, the official blog of Connected Women of Influence, where she covers technology and business solutions. Currently, Francine is the CEO and Chief Technologist of Service Desk West where they specialize in providing the SMB sector with full service IT support and business technology solutions.