What is your Desktop like? Can it be taken as a model for accuracy? Or is there such darkness of icons that it’s scary to look at it? Suppose you’ve been putting off organizing data on your computer for a long time because the task seemed too complex and challenging to complete or because you did not know where to start. In that case, our tips for perfecting the art of organizing directories and files will come in handy. Let’s get started.
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Tip # 1. Be careful when choosing an organization’s system
Most people are still not organized because putting things in order takes time. The first thing that takes time is defining the system of organization. This is a matter of personal preference. We cannot give you clear directions, but we can offer you to start with a system based on the differentiation of files by computer users (i.e., “My files,” “Wife files,” “Son files”). Inside “My files,” you can create folders “Personal” and “Work.” Doubles may appear: for example, the same songs or photos. Therefore, you might want to create a Family directory for shared files. Another approach may be based on “importance at the moment.” The files you have yet to familiarize yourself with are in the same directory. Already viewed, but not yet “accepted for work” – in another. Current, active projects – in the third. And all the other files are in the fourth.
Think carefully about your options – changing the approach if it fails will be very difficult. Before implementing any system, please take a close look at your files and make sure they fit well into the new routine.
Tip # 2. Having decided on the system, stick to it clearly
There is nothing more senseless than spending long hours sorting out all the files and saving new downloaded documents to the “Desktop.” Discipline must be maintained at all times: after receiving a new file, spend a few extra seconds and place it in the right place. Otherwise, in a month or two, you will find an even worse situation than you were: half of the files are organized, and the other is in a mess, and you will not be able to sort out this mess.
Tip # 3. Choose the structure root
Never place the system root in folders like “My Documents.” By doing so, you are letting the operating system developers decide which directory structure is best for you. Instead, build your organization system from scratch! Probably the best place for it would be the “D:” drive (if you have one.) That way, all your files will be on one partition and the operating system and programs on another.
Tip # 4. Do not be afraid of excessive depth
Create as many levels of subdirectories as needed. Do it whenever you notice an opportunity to group a set of related files in a separate folder. Combine all songs of one album, photos from one holiday, and documents from one client into subdirectories. I should say, as with any business, this can be taken too far: if you create a subdirectory to hold a single file, you are probably overdoing it. On the other hand, by creating a rudimentary two-tier system, you will not make any progress in organizing your data.
Tip # 5. Be smart about naming files and folders
Another self-evident piece of advice: never create files with meaningless names like “Document1.doc” or directories like “New folder (2)”. Take a dozen seconds and come up with a name that accurately describes what is inside the file or folder. Just don’t put all the content in the headline. Beware of long filenames. A laconic name is enough for a correctly located file!
Tip # 6. Use shortcuts everywhere
Probably the most valuable and essential piece of advice. The shortcut allows the file to be in two places simultaneously. Why is this needed? Files and directories of all modern operating systems are organized into a hierarchical structure. This means that any object (file or folder) can have only one parent or, in other words, be located in one single directory. This structure is like a tree with directory branches and file leaves. Shortcuts allow a file to reside in the same directory, and an icon pointing to it can be placed anywhere. Double-clicking on the icon will open the original file as if you had clicked on it directly—simple clever.
Tip # 7. Share files with a cloud storage service easily
Imagine that after organizing your files, you need to send a large media file, CAD drawing, large video file, or a report with many graphics to your colleagues or friends.
Take advantage of cloud storage that lets you send and share large files fast to anyone on any device. Create a shared link to share content with another user. You can send files not a single gigabyte in size without wasting space in your account. Recipients can view and download your file even if they don’t have an account with the cloud storage service you used. Companies use managed file transfer, a technology platform with administrative controls, security protocols support, and automation capabilities, to securely share sensitive and high-volume data.
For all readers looking to organize files and directories into a coherent, logically organized structure, we have prepared this guide on how to get organized.