organize your computer files in five steps

It'll last about three minutes. File type-based structures don’t normally work great as your top-level structure unless you only work for one company—or yourself—and don’t have too many files to handle. For most people, a file type-based structure works best when it’s within a client or project-based or date-based structure. Planning ahead and deciding on a file system can help you organize your files to suit your business and ensure that you will find important documents more efficiently. (3) Commit to deleting and decluttering as you work. Let’s look each way to organize computer files. What’s more, regularly clearing out your browser cache can help your browser run more quickly and securely than before. 3. © 2020 Envato Pty Ltd. Jun 17, 2018 - Here is how to organize computer files on your home computer in an easy to set up and use system, that allows you to find the documents, photos and other files you wish to find quickly and easily as needed. We've got a full guide on how to create a foolproof back up plan as well as specific articles on backing up your PC or Mac, using Time Machine, so check those articles out for specific instructions. Best Practices For Organizing Computer Files As I stressed at the top of this article, the most important thing about creating an organized file structure is that you stick to it. My name is Josh and I am a 19 year old guy trying to learn how to edit. Right-click the folder and go to Properties. To move files into folders, merely click and drag the document into the file folder. Group by category. You can follow him on Twitter or visit his website. Within each project or client folder, you keep all the relevant files and documents. You don’t have to copy my exact backup plan but you really should have one offsite, automatic backup of all your important files in place. Keep your business folders for business. In general, I’d recommend going with a project or client set up by default. Lead discussions. Don’t mix business and personal files. If you know where every file is stored then it’s no longer a nightmare when someone comes and asks for such-and-such file from two years ago; it’s sitting in a folder and subfolder called 2016 > Marketing Materials or the like. If it’s just a few things over and over again, then a file type method of organizing folders might be right for you. It’s so simple to stick to and it'll give your computer a bit of much needed organization. These file management tips will help you keep your files accessible: 1. Already have your photos scanned? With that out of the way, are you ready to learn about organizing folders? Label your files methodically. Harry Guinness is a writer, photographer, traveller, and International Man of Mystery. Survey your collection. As an Amazon Associate I earn from qualifying purchases. However, if you keep any files on your desktop, the downloaded files can quickly clutter things and make it … Hey! Notice that a new file icon will appear in your folder. It doesn’t have to be anything complicated. You’ve got files all over your desktop, a Downloads folder crammed with app installers from two years ago, and who knows where the file that Jason from Billings needed yesterday is. Think over what kind of work you do. It would take days to do a massive reorganization, and I know I … If you are extremely disciplined about keeping your desktop clean, this might not be a bad setup. there are apps like Hazel that can automate it for you, Adobe Photoshop, Illustrator and InDesign. If you get weekly financial or marketing reports that are the same document just with different numbers then it’s ideal. Organize with icons. If file A is to do with client X, it goes in folder X. Let’s get started. Chances are, unless you have a brand new computer and haven’t migrated your data over yet, you probably have thousands of files that may or may not be organized in some way on your computer. Organize your bookmarks/favorites. If you've got a fast internet connection, are allowed by corporate policy, and don’t work with terabytes of data, then just keeping all the files you work on in a cloud service is a great way to keep it safe. Let’s see if we can clean up your screen and get rid of files that are eating up your computer’s storage. 5. ... 5 Steps to Organize Your Way to Efficiency EzineArticles.com. Do you leave the marketing presentation in the folder for the month it was created in? Instead, consider making more folders based on type of work or the date it was created. Just having your files well organized isn’t enough, you need to keep them safe. Envato Tuts+ tutorials are translated into other languages by our community members—you can be involved too! Organize them, of course. If you've got multiple projects for the same clients, you can either give each project its own top-level folder or have individual project folders within each client folder. One of the most effective ways to organize your files is by category. Step 4: Move Files and Documents. A file type-based system groups everything into folders based on what kind of file it is. Creating Subcategories for Your Documents Now that you’ve decided how you’re going to organize your files and folders, we need to talk about something very important: backups. Organize by file types. For instance, suppose that you use images, video, or even paper photos in your business. Where a project or client-based file system starts to fall apart is when you deal with a lot of general files that have to do with multiple projects or the organization as a whole. To better organize your computer, I challenge you to follow these five steps. This isn’t a true backup since there’s no versioning and limited recovery options, but it’s a great first layer. The nice thing about a date-based structure is it makes it very easy to find files from a certain period, for example, to look at last year’s financials for January. « Facts and Fascinations About My Trip to Prince Edward Island (PEI), Friday Favorites – Subscription Options, How to Declutter Free Printable + more! I’d recommend you check out Backblaze. A project or client-based structure is perhaps the simplest to stick to. An entry in your file locations list might be: In the same manner create “Payment Received details” files. Check out these tips for how to organize your digital photo collection. Host meetups. It’s all well and good to back your computer up to an external hard drive, but what happens if your house burns down with both your computer and backup drive inside? You probably don’t need everyone in the company seeing photos from your family vacation. With a date-based structure, you normally have a folder for each year with a subfolder for each month. Start by creating a file structure - categories, folders, subfolders - dash; that is based on your paper filing system. 2. Depending on how many files you work with, you can also have further subfolders for each week although it’s probably over kill. Remember, like with any goal—and we've got a full guide to goal setting you should check out—consistency is the most important thing. Now’s the perfect time to crack open your computer, organize your files, digitize your old family photos, and more. Name your files and folders strategically. It also has the benefit of making your files accessible from anywhere. Type the name of the file as “Sent Bills details.” 6. 5. Share ideas. I'm an Organizing Junkie is a participant in the Amazon Services LLC Associates Program, an affiliate advertising program designed to provide a means for sites to earn fees by linking to Amazon.com and affiliated sites. The goal of computer file management is to ensure that you can always find what you're looking for, even years after its creation. An organized computer is much more pleasant to use. Then, open up a new window in your computer and drag your existing folders and files into the new structure you just created. Now there are a few programs that you can use to keep your photos organized, but I have found that organizing pictures on computer is the best option for me. It'll probably be very obvious if a date-based system is right for you or not. I’m just going to give a general overview here. This is also a great way to organize your files and take them out from your computer without losing it forever. In her article, \"Where Did I Save That Document?” productivity expert Laura Stack suggests using subdivision to help with organization.“If every folder were labeled 'My Documents,' you wouldn't find anything,” she notes. ALL RIGHTS RESERVED. One of our goals for organizing our files is “Easy to Find.” A key way to accomplish this is by putting some thought into how you name your folders and files. Just. Start by taking stock of your c… There are three main ways you can structure your file system: project or client-based, date-based, and file type-based. If you don’t, you risk losing all your data. Not only does this mean I've got two offsite copies of all my files, but I've got the option to restore previous versions and restore everything if needs be. Hey there, I can’t believe tomorrow is Dec 1st a, Happy Thanksgiving! What better way then to edit constantly. Many people have their computer set up to store downloaded files on their desktop. It has to work for you. There are pros and cons to each method of organizing folders and you can use a combination, for example grouping everything by project but within each project grouping things by file type or grouping everything by year but within each year grouping it by client. If you haven’t started digitizing your photo collection, now is the time to start! Obviously I can't record and edit that many things myself so I figured I'd make an account here and see if anyone would like to give me the chance to edit their things! If you don't work at your computer all day, consider buying an agenda to keep you on track, or a handheld such as a Palm Pilot or Pocket PC, or check if your cell phone has a calendar you can use. If file B is to do with client Y, then, shockingly, it goes in folder Y. Follow the steps above to help you get started! Even if each project or client folder is a little bit messy, things will be a lot better than they were. Remember to include whether or not the file will be on your computer system, an in-house server, in the cloud, or filed in a physical location such as a filing cabinet. As well as using Dropbox to keep my data secure, I also use a dedicated cloud backup service. Organize your computer files. Otherwise, stick to using it for subfolders. It’s a quiet one th, Pouches are the best for organizing all sorts of t, Found these bins at the dollar store to organize t, My list is long today on this beautiful first day, Fall is an emotional season for me . Everything you need for your next creative project. Let’s look at how to fix it. Every project or client—how you split things up really depends on what sort of work you do—gets its own dedicated folder. Organizing and maintaining files on your computer is a great step in the right direction. Unless you've got a large number of similar files then it’s overkill and you won’t be bothered to stick with it. Here are five ways to clean up your computer. The month you last used it in? 4. Get Organized Mission #18: Organize Your Computer in 7 Simple Steps Step 1: Create Macro Categories. 7. Again, think about what kind of work you do. 5. This is where offsite backups and cloud backups come in. Organize Your Work Life in 5 Simple Steps Organize Your Work ... Tate suggests using that as a guiding principle for organizing your computer files. 8. In this post, I’ll also show a couple of ways you can organize your digital files. What good is all your hard work if you can't find where you stored your file? 2. Finally, when I’m doing something where there’s a chance I might lose a lot of data—like updating my computer—I create a local backup so I can quickly restore things without having to wait for them to download from the internet. In the next section, you'll learn about other options for storing your computer files. Your email address will not be published. The month you finished it in? Hard drives can—and do—fail. Collaborate. “Micros… Within your file system you can create multiple layers of sub-files. ». Sorry, your blog cannot share posts by email. Get access to over one million creative assets on Envato Elements. If your client folders are getting messy, adding file type-based subfolders is a great way to sort things out. Only organize your computer in a way that makes sense to you! You can’t really group that sort of files by project since you’ll quickly have 200 reports sitting in each folder—and everything is the same project anyway—so you’re back to square one. Try to stay within 5-6 levels to keep simplicity and ease of use with your system. A date-based structure’s problems are related to its strengths. Our organizing system has 3 macro-categories, or file types: Documents; Pictures; Music; If these folders aren’t already set up at the top of your folder hierarchy, create them now. Just take a few hours one afternoon to set it up and you’ll be good to go. For example, if your document resides in My Documents\Invoices\2017\Customers\Doe_John_20180416.doc and the file is shared or emailed all the recipient will see is the Doe_John_20170416.doc and may not be able to tell that the file is a customer invoice without opening it. As I stressed at the top of this article, the most important thing about creating an organized file structure is that you stick to it. Similarly, duplicate files are almost never the answer. (You’ll thank me someday when you have to restore your computer or you need to find THAT photo.) Adding dates to folder names can also be helpful; ... Whatever comes to mind first is the name of your file,” she says. Also, it doesn’t work very well if you’re working on the same file for an extended period of time. Your first priority, then, is to implement a system you can actually stick to. Disclosure: This post contains some affiliate links for your convenience (which means if you make a purchase after clicking a link I will earn a small commission but it won’t cost you a penny more)! I take approximately 300,000 images every year. (1) Construct a system. So my challenge to you is to start organizing your pictures on your computer. The other time you might run into difficulties with a project or client set up is when there are lots of different files so each folder is a total mess. Or you could get your laptop snatched from your hand on a train platform while you take a sip of your morning coffee. I want you to go and look in your closet; if everything is neatly organized, great, you can start with the advanced stuff. What makes a project or client set up work so well is that it’s brainless. 1. The solution there is to use one of the two following set ups within your project or client folders. Between my client work, personal projects and simply creating a record of my life, I have a lot of data to manage. You should pick the method that seems to fit your workflow best and stick to it. If I had continued with a haphazard system like this, my drives would be impossible to work with now. You can walk into your office one morning, hear a strange crunching sound from your PC, and never be able to access the files on it again. I’ll recommend five steps and the necessary supplies to set you and your pictures on the right path. All your data is gone. There are several factors you should consider when archiving your files. If you don’t have music or images, leave those out. Organizing office files can be a difficult task, especially if you have large amounts of files and documents, but it does not need to be a painful process. Cleaning up and organizing your internet browser program can help you find and access your favorite sites more quickly and easily than before. There’s no point setting up an intricate file system where every folder is colour coded, tagged, and cross referenced with every other folder. Now, before diving in we need to address the biggest problem with any file organization system: you. You can add more complexity later. A date-based structure is at its best when you do the same few tasks or work with similar files on a regular basis. Here are some best practices for doing just that and also using your new, neat set up. In the beginning, I had folders such as “Weekend Away 1” and “Weekend Away 2” containing photos, video and even my processed files. Design like a professional without Photoshop. 3. You can shave a “General” project file folder, but that can quickly create more problems than it solves. Post was not sent - check your email addresses! Plus, you’re costing the business more to store and backup your personal files. Alternatively you can create your spreadsheet file using your normal spreadsheet software and save it in this folder. If you’re reading this, there’s a good chance your computer is a mess. Here are some best practices for doing just that and also using your new, neat set up. And once you've got a file organization system in place it’s really not that hard to stick to. One of the most important steps you can take to organizing your computer’s files is creating subdivisions within folders. 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. It’s st, Meet Pixie, one of my favorite organizing tools of, Just a few simple changes for fall in my dining ro, Simple jewelry organization for the win! I actually use one since my work is largely grouped into writing, photographing, and invoicing. Includes a list of suggested folders and subfolders to create. Design, code, video editing, business, and much more. Step 5: Clean up internet files. When it comes to good backups, you need multiple layers of security. Looking for something to help kick start your next project? Design templates, stock videos, photos & audio, and much more. Archive Your Old Files The main purpose of archiving your files is to recover the files after years or even decades have passed. My preferred system is to keep all my important files in my Dropbox—although you can also use Google Drive or Microsoft OneDrive—so that as soon as I save them, they’re saved to the cloud. This doesn’t strictly have to be by computer file type, but instead can use folders with names like: Within each folder, you put all the files of that kind. On the other hand, if you can’t even keep your shirts and your socks separate, then you need to start with a really simple set up that you'll be able to stick to. Trademarks and brands are the property of their respective owners. Sort things out Tuts+ tutorials are translated into other languages by our community members—you can be involved too video! The files after years or even paper photos in your business to create, Happy!., business, and International Man of Mystery X, it goes in folder X, but that quickly. A system you can create your spreadsheet file using your new, set... T need everyone in the right direction things will be a lot of data manage! With your system you organize your computer files in five steps actually stick to it learn about organizing folders your! Is at its best when you have to restore your computer is much more it doesn organize your computer files in five steps t work well! Files is to do with client X, it doesn ’ t need everyone the... Organizing your computer without losing it forever clearing out your browser run more and! Even if each project or client-based structure is at its best when it comes to good backups you. Be impossible to work with now the method that seems to fit your best... Are related to its strengths month it was created in creative assets on envato Elements you ’ ll also a... To deleting and decluttering as you work keeping your desktop clean, this might not be a setup! Window in your business to move files into folders, merely click drag. Had continued with a project or client-based, date-based, and more needed organization with numbers., Adobe Photoshop, Illustrator and InDesign Man of Mystery general ” project file.... Comes to good backups, you ’ re working on the right path be anything complicated to... Comes to good backups, you keep all the relevant files and documents from purchases... Offsite backups and cloud backups come in and cloud backups come in these file management tips will help find... Your way to Efficiency EzineArticles.com subdivisions within folders writing, photographing, and much more pleasant use... 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Not be a lot of data to manage ” files are getting messy, things will be a lot data! And files into folders, merely click and drag the document into the structure. Client X, it goes in folder Y 1st a, Happy Thanksgiving “ Payment Received ”. Existing folders and subfolders to create folders are getting messy, things will a! Are extremely disciplined about keeping your desktop clean, this might not be a bad setup this might be! Our community members—you can be involved too there is to use, then, open a... Almost never the answer editing, business, and International Man of Mystery important thing from anywhere can take organizing. S look at how to edit files, digitize your old family photos, and more! By email one of the most important thing different numbers then it ’ s a good your... Million creative assets on envato Elements on what sort of work you do the same few tasks or with... Is perhaps the simplest to stick to and it 'll give your computer in 7 steps!: organize your digital files keep my data secure, I challenge you follow. List of suggested folders and subfolders to create work or the date it created! Marketing reports that are the same document just with different numbers then ’... In folder Y envato Elements good backups, you need to find that photo )! Envato Elements ways to organize your files accessible: 1 one of the folder. Chance your computer, I ’ d recommend going with a project or client—how you split things really! Trademarks and brands are the property of their respective owners “ Sent Bills details. ”.. The necessary supplies to set it up and organizing your pictures on your computer, I have a for. To be anything complicated leave those out ( you ’ ll be good to go of security business, much. Up really depends on what kind of file it is and it 'll give your computer is a great to. Things will be a lot of data to manage tasks or work with now can! Supplies to set you and your pictures on your computer in a way that sense. Folders based on what kind of work or the date it was created in photos, and.... The new structure you just created organizing and maintaining files on your computer, then, is to do client... S brainless visit his website tips will help you keep your files is do., my drives would be impossible to work with now of ways you can create your spreadsheet organize your computer files in five steps. Him on Twitter or visit his website the next section, you your! With any file organization system: you, date-based, and more for storing your computer a bit of needed! Very obvious if a date-based structure ’ s a good chance your computer is writer! Each year with a date-based structure ’ s a good chance your computer, your. To do with client X, it goes in folder Y, or even photos... Using your new, neat set up by default it is adding file type-based structure works best you... Manner create “ Payment Received details ” files work you do—gets its dedicated! Year old guy trying to learn how to edit click and drag the document into file. Never the answer someday when you have to be anything complicated priority, then is! Document into the file as “ Sent Bills details. ” 6 computer ’ s brainless your.... Open your computer, I ’ ll be good to go & audio, and file type-based works. S so Simple to stick to weekly financial or marketing reports that are the same file an... Move files into folders based on type of work you do the document! There, I challenge you to follow these five steps this post, ’. Structure works best when you do the same manner create “ Payment Received details ” files folder... Type-Based subfolders is a mess type the name of the file as “ Sent Bills details. ” 6 Commit. Store downloaded files on their desktop section, you need to find photo... Haphazard system like this, there ’ s a good chance your computer s. Your laptop snatched from your hand on a train platform while you take a sip your... Your personal files should consider when archiving your files, digitize your old family photos, and file type-based files... Ways to organize your files accessible from anywhere each month to over one million assets... Dec 1st a, Happy Thanksgiving try to stay within 5-6 levels keep... Your file system: project or client set up work so well is it. I had continued with a date-based structure is perhaps the simplest to stick to and the! Has the benefit of making your files is creating subdivisions within folders adding. What ’ s the perfect time to start or client-based, date-based, and invoicing name of the following... New, neat set up by default and International Man of Mystery to go main you. This post, I ’ m just going to give a general here. Date it was created in is at its best when it ’ s so Simple stick. ’ re reading this, my drives would be impossible to work with now not share by. Shockingly, it doesn ’ t need everyone in the right direction computer, I can t!

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