If you want to maximize your productivity, you must organize files so you can quickly find them and ensure they are guaranteed to follow. Although the organization of your files for the first time, a dispute-way spring cleaning, it is easy to keep files organized will be followed. So far we have articles on how to organize your computer files, but in this article, we will write a more detailed approach. To proceed through this tutorial, we'll assume that you know how to create folders and copy and move the file.
1. Depth research report in breadth-firstThere are two basic ways to organize your files as deep and wide research. Most people do not follow their computer files to begin organizing so that they fall into the habit of using the breadthfirst search, depth first, but is a better system because it will be always held a number of files with the same system can.Here's how each system works:
- Breadth-first means search for ways to put all the files linked together in the same folder. For example, make all your documents in My Documents, My Music, music and images in My Pictures. The problem with the breadth-first search is that after more than one computer for months or years, with each folder so that files, it is difficult to find something more will be met. Also, large file folders to open a long time, slightly reduce your productivity whenever you try to open a file.
- Depth first means for each file in a file describing its unique qualities. For example, if I store this product on a Windows computer, I call my Documentswritingtips4pcarticles2011keep organized.rtf-files. The objective with a depth-first is to obtain as much descriptive as possible to add folders to help you quickly find the file you are looking for. To organize files in this way takes time a little more, but it will be easy to save as much time to go for the first time in search of the file. You will need to know in any case, such as create, copy and move files and folders.
- Do you have files for each exercise? These are files that you always have on hand, if the government request. Consider <Year> tax forms for first-unfinished forms that you have downloaded, tax forms <Year> financial statements for the forms you have completed and filed, and the data <Year> taxes for all documents.
- The images have to keep one of the hardest types of files organized into a system of breadth-first search. While it might be fun to look through thousands of old photos to scan a large image, you can create a lot of time if you keep the files with the depth-first order. One way to sort files by date: photos20101225.Another way is my favorite event: photosholidays2010-Christmas.
2. View all at onceHere's how you know you need to repair your business: If you can not see all files and folders in a folder at the same time in an Open dialog box to a file, then it's time to add more files your depth-first organization. Rather than looking at the scroll bar for the rest of the files, open the folder in Windows Explorer and create one or two subfolders to help organize files.
3. Important file name prefixDepth-first search is a great way to organize all your files yourself, but with a little improvement, you can make it even easier to keep your most important or most frequently retrieve files. All you have to do is to use the Windows file names to sort your advantage in the preceding file AAA_ important, and any reasonable combination in alphabetical order. For example,Could
- DocumentsAAA_EMERGENCY is where I need all the files I print in an emergency, if there is evidence of the feeding and care of my dog when I was suddenly in the city or leaving a list of drugs to a family member to keep it, I know I can keep files organized for emergencies.
- DocumentsAAA_Templates, it is easy for me, I use the templates to write articles for various websites and magazines to find.These files, which I organized and I have to jump too quickly to the right to review the letter and do not waste time, the "house style" over and over again.
4. Use short file namesAll the other advice I have given you, you might expect me to tell you to keep files organized with long descriptive filenames. But I firmly believe in the short file name. You want the file name to write, but you do not know they weigh on the edge of the screen remind-who is your enemy, scrollbars when it comes to being productive.
Managed by the use of too deep files organized, you should not put that much information in a file name. Look at the file name we used before, Mon-Documentswritingtips4pcarticles2011keep organized.rtf files. By the time we get to the subfolders 2011, we already know, this is the article I wrote for Tips4PC in 2011. All I need an idea of the subject, describes the short file name is good.
5. Separate files completedIf you make it easy to keep files organized, you can complete it by storing the files easier to part with your "work" files. Now the documents are not complete files that you edit the files they are finished, you're done. For example, we hope you've finished editing your 2009 taxes, but you'll probably use it again for your 2010 taxes, so that you have not really done with them.If you find that you are finally finished with a file, it is time to move it to another directory. I put my old files in a folder called "Archive" and included depth-first folder. Sun MY 2005 <sub-folders> archivetaxes2005 tax saved.
Put your completed files to another directory frees up space for the files being so you do not need to worry too deep folder. You can also back up your archived documents other than your papers. Archived documents will not change, so you can return to less frequent once a month, quarter or even one year. This helps you keep both files organized and safe. See also this article, what to use for backing up your computer files.
David A. Harding started with Linux in 2001 and quickly became a Linux Professional Institute Certified System Administrator. His work has appeared in over a dozen publications and has given over 50 presentations on Linux Software Freedom Day, two keynotes. Dave always likes to hear from our readers on dave@dtrt.org. Dave likes the files using depth-first system described in this paper is organized to keep.
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