June 25, 2014
Everyone needs a system to organize their digital files, like everyone needs a system for the Organization of paper documents. If empty you your files on your desktop or disperse across your PC, you will be hard to find them when you need to use them.
Worse still, you'll have to find the files you need to backup or move to a new PC, spend hours looking for your hard drive to ensure that you don't miss not an important file. Save yourself the stress and time in the future by organizing your files today.
Tame your desktop
The office is not the right place to store files. Programs that install put shortcuts to application and other junk here, therefore to store your personal files on your desktop pretty much guarantees you'll lose track of them.
If you do not store the files on your desktop, you can hide the desktop clutter everything. Right-click the background of the desktop, point to view and uncheck "Show desktop icons"
Use your data folders
Store your files in the files of appropriate data. Windows automatically creates folders to store your downloads, documents, photos, music and videos to organize these files. You will find these folders under "This computer" in Windows 8.1 and under 'Libraries' in Windows 7.
Create your own schemes of Organization for what you are working on. If you are working on a project that involves both documents and photos, for example, create a folder with the name of the project, store it in your library of Documents, to place all related files in there.
If you need a place to store your tax documents, create a folder called "Taxes" in your folder Documents and place all your tax documents inside, perhaps with different subfolders of Taxes for each taxation year.
The main idea is that you need to organize all your files in one place. This is why you want to create the tax in your documents folder, not anywhere else like C:\Users\YourName\Taxes or C:\Taxes.
Gain: backups and moving to a new Pc
Now, when you are upgrading to a new machine, you do not have to search your desktop and go to your hard drive with a comb end. You know where are your files and you can easily copy a few files containing your personal files.
It helps also when executing backups - it is essential to perform backups or you will lose your important files, as I did once! Windows 8.1 file history feature automatically backs up the files in the folders of your Documents, photos, music and videos. Even if you use a backup software different, just point it at the handful of folders that contain your stuff.
Storage cloud
You can also store your files with a cloud storage service. For example, OneDrive from Microsoft is integrated with Windows 8.1 and can also be installed on previous versions of Windows. You can download Dropbox, Google Drive and other storage cloud services and use them in a similar manner.
Rather than organize your files on your computer, place them in the folder of cloud storage. Organize them as you would normally place the documents in a folder of documents, photos in a folder of images, for example. Your files will be automatically synchronize among your machines and be available on the Web and via mobile applications. Alternatively, you can save them with backup software, so you'll have copies on disk hard your computer, on a cloud storage service servers and on an external drive.
Stick to any system you choose. There is no point in the Organization of all your files now just of the let it be annoying again in the weeks and months to come. Follow the system for a few weeks and it will become second nature.
Photo credit: Lindsay Evans (Flickr), Chris Hoffman
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