Spring is usually the time reserved for cleaning house, but there is never a bad time to clean up your computer. There are many ways to handle a computer clean up, but creating a method for managing your computer files and folders a great place to start. The better your file management system, the more easily you’ll be able to track down your important information and keep your computer running smoothly. Here are some ways to keep things orderly:
- Store program files and personal files separately: Many computers do this automatically but not everyone takes advantage of these pre-created storage spaces. When you download new programs or save a Word document or photo file to your hard drive, make sure that everything is in its proper place. In general, it’s best to maintain two separate folders, one for programs and one for all of your personal files. Within your personal file folder, you can create subfolders like: Music, Documents, Photos, Videos. If you group your files this way, you’re much less likely to lose them via incomplete backups or accidental deletion.
- Use a consistent file and folder naming system: It’s important to be able to quickly tell what a file or folder is from its name. Some people decide to organize files by date, while most create folders based on category. Some ideas include: Downloads, Finances, School, Writing, Work and Kids. Within each of these categories, you can create subfolders by topic or date. Also be consistent about naming files, like how you use capital letters, underscore symbols, the order of information and whether you include dates. It’s also smart to use abbreviations, like “FIN” for a “financial file,” or the initials of one of your children when saving files or data related to them.
- Create shortcuts and shortcut links: If there are files that you use often, create a shortcuts to that file on your desktop or in another readily accessible location rather than creating a duplicate file. When you create duplicate files you run the risk of editing the two files differently. Then you’re in the difficult position of having to merge the information later.
- Color-code your folders: This may work well for people who are very visual. There are some programs that will allow you to create a color system for document folders. When you see yellow, you know that it’s a school-related file, or blue means that it’s a business file. This will allow you to find documents and folders more quickly.
- Get rid of unnecessary files and folders: Removing the clutter of old, outdated, and unnecessary files and folders can clear the way for locating the files you do use, and simultaneously free up hard drive space. If sifting through your files one by one seems like a daunting task, a quality PC tune-up product like iolo’s System Mechanic can provide tools for managing file clutter quickly and easily.
When you are in the middle of developing a more organized filing system, you may lose or have trouble tracking down a file that you’ve recently moved or renamed. Remember that your computer likely has a “Search” feature that will allow you to sort through file names and content to find that missing file. But moving forward, this new organization system should make it easier and faster than ever to find your important documents, spreadsheets, photos and other files.
