How to Organize Computer Files

Organize Computer Files
Organize Computer Files

Did you know that three out of every five office workers feel overwhelmed because of their tasks? If you feel like this, help is on the way. There are some simple things that you can do to feel in control of your work.

For example, do you know how to efficiently organize computer files? Or do you feel stressed every time someone asks you for a document that you received only a few days ago? Take a minute to learn more about how to gain control of your files in our in-depth article. 

Don’t Store Files on Your Desktop

Let’s start with the basics. No efficient file system includes keeping files on your desktop. This is both inefficient and potentially dangerous. 

Your desktop may seem like a handy place to keep things. After all, you see it every day. However, as your desktop becomes busier and busier, it can become a source of stress and make you feel overwhelmed. 

Further, files on your desktop are not backed-up up to any other location on the hard drive. If your computer crashes or the hard drive dies, you could lose those files forever. This is especially important if these are important documents. It is crucial to back them up in the cloud.

Alternatively, you could consider an online document management program. For example, you may be working with documents related to chemicals. Instead of storing many Word documents on your computer, why not consider an archive program or even managing SDS online entirely?

Create a Logical Structure

Creating a file organization system is not possible without a folder structure. Start with a small number of base folders and then create named sub-folders.

To ensure absolute safety, employ a cloud system to back up your files. You can often create the file structure with a local install of Microsoft Onedrive or Google drive software. This will automatically back up your files to the cloud.

Do Not Leave Files in Downloads

This is the easiest way to create duplicate files and quickly use up space on your hard drive. After you have downloaded files, quickly move them to the destination folder in your folder structure. This way, the file you need will always be where you want it when you want it. 

Folders With Meaningful Names

When creating your folder structure, ensure that you follow a meaningful logical naming convention. Meaningful names allow you to organize the files efficiently. In addition, if another person takes on your role, they will be able to access information more easily.

Use Search Tools

If you have a lot of information to file, do not be alarmed by the number of folders and documents that you will have to create. After all, there is a range of search tools available on each operating system that you can use to find them again. 

Another tool you should not forget is the ability to delete temporary files. This gives you the opportunity to remove unneeded files that may slow down your computer.

Get Control by Learning to Organize Computer Files

If you’re feeling overwhelmed by the amount of material that you receive via your inbox, messenger channels, and social media, there’s a solution. By learning to manage and organize computer files, you can gain control of your files and feel in control of your life.  Interested in learning more helpful workplace tips? Keep reading our blog.