Tips for Organizing Files in Your Computer
The invention of the personal computer with visual icons to simplify commands has revolutionized the world. All of the filing, storing and documentation that we previously did in huge filing cabinets with hanging folders and manila folders can now be done effectively in the computer. Not only is this convenient, it saves a lot of storage space in the average office and it also saves a few trees as little to no paper is even needed these days.
Just like in the real world, documents on a computer can be stored in folders. These folders can exist in a hierarchy, with the large group name on top, categories below and subcategories below them. When structured well, retrieving information can truly be a breeze on the computer.
Files can be stored alphabetically, numerically or by date. If you use numbered dates for your files, the computer will automatically list them in date order. My favorite way to store dated documents is in the order of year, month, day. the computer naturally understands this type of numbered date better than any other.
The best way to look for files on your computer, once you have stored them, is by using Windows Explorer. This application allows you to visually see the files on your computer as well as the hierarchy in which they exist. Seeing the set up visually can help remove the abstract feeling of working with a computer.
As far as the location where files are stored, that all depends on your situation. If you are at work on a large network, you will most likely have a specific location to save documents that are shared and that need to be accessed by a variety of people. If you are at home and are the only person that uses the computer, you can store your files wherever you want; the most important thing being that you can remember later where you have stored them. If you are quite mobile and work with files at home and at work, you might want to store your documents on a Flash or removable USB disk drive. This will give you the flexibility to work on your files wherever you need to.
Computers can seem like quite intimidating animals but truly they are not. Once you can remember where you have stored your files and have set up a filing system within the computer, you will soon have the computer working for you instead of fearing the very thing that can make your work day hundreds times easier than ever before.
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