Organizing your information

People usually lose precious time browsing folder after folder merely because they don't remember where they saved the file they are looking for. Does this happen to you?

How to organize you information

The first thing you need to keep in mind is that we usually deal with three kinds of files in our computers: the files we produce, the files we receive and the files that we use as drafts of the final ones. These may be very different types of files, depending on your usual activities.

The best thing you can do to organize your information is to have a neat folder structure. Start by creating a folder for your documents, another one for your music and videos, another one for your pictures and graphics and another one for the installers you download from the Internet. This way, you can have a better idea of where to move and find every file you use or come across. The next step is to rename your files in a more appropriate manner.

Get used to renaming every file you produce or receive. The goal is that you must know what the file has and is about just by reading its name. If you need to make more folders, do not hesitate and do it. But, most of the times, renaming the files is more than enough for everybody. Use the name of the file to categorize it! Look at these examples:

wayo_erastu.mp3
wayo_electricaciudad.mp3

Isn't this much better than...

01 eras tu – wayo.mp3
wayo – electrica ciudad – electricaciudad – 05.mp3

...which you probably downloaded from the Internet, huh?

Help your eyes find what you need fast. Remember that renaming a file rarely takes longer than ten seconds of your time.

Other helpful ideas to organize your information

+ Combine similar files. Make a file called "Letters" and place every e-mail there! What's the use of having seventy files saying the same? Though it gets fifty pages long or more, you will never take more than one minute to find and open it. Check out which other files you can combine into a single one and you'll see the results.

+ Delete your draft files as soon as you finish using them. If you consider this a must, you will farewell forever opening incomplete files or draft versions.

+ Download everything to your desktop. Take control of how you rename, use and store your files. Do not let your computer save where it "asks" because, most of the times, this is what confuses you most.

+ Forget the idea of creating short cuts in your desktop. If you are well organized, you just need to open your file manager and browse until you find your file.

Take a Sunday afternoon to reorganize your computer and you will see how long you will thank it.

And don't procrastinate it.


Continue with... Protect your information


Knowledge + Computers