Keep your computer files organized to save your sanity and your time. I don’t know how many hours I’ve wasted in the past looking for a specific file, searching in folder after folder because it can’t even be found using the search function.

(Seriously, how am I supposed to remember the image file I downloaded last month was named IMG-35988435.jpg. Did I put it in the website folder or marketing images since it was used for both??? ARG!!!)

Tip 1: Use a consistent naming structure

Keep a consistent naming structure between folders to make it easy to find content saved to your computer. For example, I keep several different types of images on my computers. Naming specific folders such as Social Media Images, Blog Post Images, Company Logos, etc. helps me find exactly which images I’m looking for since I can type it right into the search bar and the folders will be displayed in the search results.

For files, use similar terms you would use to find the document in the future. For example, “august bill.pdf” isn’t going to be as memorable or searchable as “2019-8 cable bill.pdf”.

Tip 2: Move files from your Downloads folder regularly

By default, when you download a file, it will be stored in your Downloads Folder. Checking it regularly and moving the files to specific folders will help keep your computer clean and it will be easier to find what you’re looking for. If possible, when you download a file, make sure it is properly named. See tip 1 above.

Tip 3: Avoid storing files directly to your desktop

Storing your files directly to your desktop not only slows your computer system down, it also makes it difficult to keep those files backed up. Your desktop is typically not included in regular backups, especially in a work environment. Keep important documents in folders that are backed up, such as in shared network drives or in cloud solutions.

If you need to have quick access to a document or folder, create a shortcut to the file/folder of importance and place that on your desktop.

Tip 4: Pin regularly accessed folders to Quick Access or Favorites bar

Create quick access shortcuts in your File Explorer or Finder window by clicking on the folder and dragging it over to the Quick access (Windows) or Favorites (Mac) sidebar. Save yourself multiple clicks getting to the data you need. This is super convenient when you are working on big projects. Shortcuts are temporary so you can remove them when no longer needed.

Tip 5: Remove old files from your computer

When your hard drive reaches max capacity, it slows down to a crawl. A good rule of thumb is to keep at least 10-20% of your hard drive space free. It is important to retain some files for extended periods of time, especially regarding business and financial records, but that doesn’t mean they need to take up valuable storage space on your computer. Move files to storage devices such as an external hard drive or a USB drive. The files will still be accessible when needed, but won’t clutter up your computer hard drive space.

If you have any questions regarding your computer files or backups, please reach out to our team 508-892-5555.