Manage your files better

Digital files are no different than paper files.  If you don’t have a decent organization method, things get lost.    The first step is to familiarize yourself with the search features built into Windows.  If you have XP, click here.  The following tips will help you save the time and headache of searching for files, and help you manage your files better.

Use Documents

Take advantage of the Documents feature (also called My Documents in Windows XP and earlier versions).  Open Documents in Windows by clicking Start, and then click Documents.  Documents makes it easy for you to store your files.  By using Documents, you will be better able to find files, backup files, and keep files seperate from programs.

Adopt or create a consistent method for file and folder naming

Develop a naming scheme for your files.  For instance, create a folder in Documents called Pictures for all pictures.  Some Windows versions also have a Pictures folder for that purpose.  Or, create a folder called School for all of your school related documents.  You can even break it down further by creating a subfolder in the school folder called Math.  You get the idea.

Keep file and folder names short

Long file names are hard to read.  Rather than creating a file called “Mathematics 101 for my math class.doc”, create a memorable short name like “M101.doc”.  Keep file names short by using abbreviations.  This helps make finding files using search more eay.

Avoid using too many subfolders

If you have to put so many subfolders in a folder that you can’t see all of them at a glance, finding your files becomes more tedious.  As a general rule of thumb, only create subfolders if the # of files become so much that you are scrolling forever.

Use shortcut links instead of multiple copies

If you need to get the same file from multiple locatoins, don’t create copies of the file.  Create shortcuts instead.  To create a shortcut, right-click on the file and click Create Shortcut.  Then, you can drag and drop the shortcut to other locations.

Put a Documents folder shortcut on the desktop.

You can save several click of the mouse to get where you want to be sooner.

Using these tips, you can better arrange and manage your files.  Think of your computer as a desk.  A desk has several drawers for files and the desktop.  Keep those files organized and filed away in your Documents folder as you would with a tabbed file system in your desk drawers.  Also, keep your desktop clean and clutter free.  Not only does this help you manage your files better, it also increases the startup time of your PC.

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