It is hard to imagine a person who does not store thousands of files and folders with personal and professional information on a gadget. Sometimes, in the same ways as in their flats, people are in a mess with their folders. As a result, it takes much to find necessary information quickly. People lose their efficiency and productivity. Surely, it can be challenging to arrange the documents on your computer. If you are not cautious, your folders could balloon into a confusing jumble that makes it hard to search through and discover what you need. When it comes to computer file management, there is no ideal method, but these suggestions will enable you to bring order out of chaos.
What are the consequences if the documents folder is chaos?
Firstly, a badly managed computer file system steals your precious time. Instead of opening hundreds of files, a person can spend time studying or working properly. Duly, you feel less stressed because of wasting time. There is also less tension and anxiety.
Secondly, people store many files with old or not-so-crucial information. Hence, they “eat” storage space on your device. And it is impossible to save new images or essential documents. Yet, it sometimes happens when you urgently need a piece of information in one of your files folder you have not thought about for years. So people are not very into deleting old folders. There is always a question of “what if”.
In this case, a great option is to compress or zip your files and put them on a cloud. Any free zip file opener will come in handy to get access to your files readily. When it comes to cloud storage it is important to save your personal and sensitive information. The best recommendation is to encrypt zip files to prevent data leakage. You should make a secure zip file. Try to add password to zip file or use zip with password mac. It is simple to find out how to put passwords on apps online. So do not hesitate. Thus, in addition to saving disk space, the user also receives files protected by encryption.
Tips on how to organize your folders effectively
1. File collection in folders
The foundation of any effective organizational system is its folders. You can organize files into logical collections using them. You can start from libraries like Documents and Pictures. Before you begin, it would be helpful to sketch out your folder organization. Do you wish to divide your Pictures folder, for instance, by occasion, individuals, locations, or something else? Do you desire a life and work separation for your documents?
Additionally, folders inside of folders can be made. To that purpose, try to avoid creating a hierarchy that is too complex; otherwise, searching through directories will take too much time.
2. Establish a consistent naming scheme
It’s ideal to use the same naming scheme for files and directories. Without having to open it, it should be obvious what’s inside, but it also needs to be brief. Decide on a name for your digital files after choosing an organization scheme. The easier your search will be, the more exact you can be. Your file names should ideally be sufficiently specific so that you can quickly identify what they are. The name should begin with the broadest category such as the year or department. And then become more specific.
3. Use cloud storage services
It can be a big headache to continually send files back and forth if you frequently collaborate on files with others or switch between devices like a laptop and a desktop. Additionally, you’ll probably end up having many copies of your documents and communications in various locations.
Using a free cloud storage provider is an excellent method to get around this. These services provide you with numerous gigabytes of storage space to sync your data between all of your devices.
4. Utilize shortcuts and eliminate duplicates
It’s risky to have numerous copies of the same file. Storage space will be wasted, and any updates won’t sync between them. For instance, this can result in various versions of the same document. Accidental duplications can occur and are difficult to find manually. Because of this, using a tool to check your computer for duplicate files is recommended.
If you want to be a great desktop file organizer, you should find your own strategy and be persistent. Of course, it will take some time to manage documents or images. But after that, you will not spend hours looking for a particular photo or report. Put your computer file in the right place and stop muddling through your documents.