Productivity / Sep 21 2017

4 useful tips for organizing your files

Is your desktop a chaos of files and you’re constantly relying on “Search” or “Find” function to locate a specific file on your computer – yet often fail? There are a few simple habits you can implement and avoid this in the future.

[Updated, Jan 2020: added link to the video, other minor updates]

Organize your files with our four simple tips.

Check out our video.

1. Delete, delete, delete!

The first important step is to get rid of the files you don’t need. Be ruthless and delete! Start with the ancient files you haven’t used in years. Continue with duplicate files and multiple versions of a certain work presentation (usually you only need the last version). Head into the Downloads folder and delete all the email attachments you will never ever need again. Empty the Trash bin.

2. A filing system that works

The trick is to find a filing system that works for your needs, but certain simple rules can be applied to most of us. We are basically trying to create a hierarchy of files so that finding the right file will be easier since we’ll know, at least roughly, where to look for it.

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3. Naming your files

You want to name your files in a way that will help you locate them later with ease. Two rules apply: be short and be descriptive. The names of your files should describe the most important aspects of the files, for example, the project name, the location of your holiday photos, date, version of the presentation etc. Avoid special characters and spaces to make sure that the naming system will work over many different systems. Underscore is a better choice: CompanyName_Contract_2015.


Note: The multi-rename option is only available in the paid Koofr accounts.

4. Sticking to the system

This last tip is the most important - all these tips won’t help if you don’t stick to the system you created. Make sure you save new files in the same way as the old ones, that you clean up the clutter in the Downloads and Trash folders from to time and of course keep your files backed up and safe in your Koofr account.

Don’t have a Koofr account? Open a free one here.

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