Tuesday, April 23, 2024

Quick Tips to Keep Your Files Organized

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Is your job mostly about sitting in front of the computer all day long? Then, you must have a lot of files to keep and save. As the workload goes up, we hardly get the time to clear the clutter and organize files on our computer, just like we would prefer to do in our house. 

Looking for one particular file in every folder is a task that is, in fact, very irritating. So, the only job left in your hand is to make sure you know where your files are. Hence, you need to organize your files yourself. Read this article to know about the effective hacks using which you can work in a more organized way. 

Back-Up Your Files 

The work you save on your computer in some way or the other results in your bread and butter. But what if all your hard work suddenly vanishes or is destroyed due to a system failure? 

Electronic gadgets will always have a burnout time, or something might just crash in the drive, and if that happens, your files are in danger. The easiest and safest way to never lose your work is to take multiple file backups regularly. You can check out some of the best cloud storage apps at https://setapp.com/how-to/best-cloud-storage-apps. Plus, you have the option to save your files in your pen drive or hard drive, but then again, they are electronic mediators as well. 

Save Your Files as You Create Them

The easiest way to relocate your file on your computer is to save it in the right folder in the first instance. Once you are done with your projects and click ‘save as,’ you will be presented with the options directory to save your file. 

You can simply select the root file of your choice or create a new folder designated to only a certain kind of project. This will help you read the folder name and get access to the files that you need. Always use a strong password while saving your files on the cloud to stay away from hackers and have top-notch security

Make a Priority File Name Listicle

If you are currently working on a couple of files on a daily basis and you have a ton of other files saved in your system, you can just create a priority name list. So, just go to your project file and rename the files you will work on regularly with an ‘a’ initial. You can also repeat a few more files with ‘aa’ and ‘aaa’ as well. 

This will help you to see all your essential files on top of your folder at all times. Simply open the folder in which you need to work, and just like magic, your important files will be sitting on top. 

Create a Nest of Files

Your computer is the hub of your business transactions, and you must keep a tab on every piece of data produced. Another systematic way of saving files is to nest them one inside the other. In case you have a small business that deals with a variety of handmade products. You can:

  • Create a separate folder for your business if you use the same device for other purposes. 
  • Create separate folders for – sales, shipments, pending orders, accounts
  • Inside the folders mentioned above, you can also expand them into months for sales and invoices, cities for shipments, and so on.

In this way, you can almost create a well-organized net for all your requirements in terms of files and folders. 

Use Abbreviations That You Can Remember

Often, we end up using some random file name when wrapping up work in a hurry. It doesn’t seem like a big problem at that very moment, but imagine your laptop being full of such file names that you cannot recognize. You will then need to open every file to check the content, and the process can take hours. You can name your files with reference to dates, months, and purpose. For example, ‘ship_11041999’ refers to the shipment of 11th April 1999. 

Clear the Trash

It is crucial to go on a clean-up drive with your computer after regular intervals. There are many file revisions and edits that you have to make to reach the final draft. In the middle of all this, there are way too many files that get saved in the computer, which are probably no longer needed, and you should remove these files.

Final Words

If you use all of these tips and tricks as you work with your computer, you will never find yourself in a mess as you look for a particular file. Working on the computer is not always rocket science unless you follow a certain rhythm to organize all your files. Make sure that you clarify what you don’t need and prioritize what you will be working on regularly to save those extra few minutes.