How To Create a Flawless Filing System on Your Computer
A filing system is a way to organize your computer's files.
Step 1: Understand the terminology of your filing system.
If you want to create a filing system, you need to know three main terms: file, picture and document.A folder is a storage container that holds files.A folder is a sub folder.
Step 2: Determine which files to organize.
Your computer already has a built-in file manager that organizes your files into various folders, so your filing system should be for things like commonly-used files, items you want to keep separate from the rest of your computer's filesIf you attempt to move all of your computer's default folder contents into your filing system, it may stop working correctly.
Step 3: You can choose a location for your system.
The easiest place to create a filing system is the desktop, as it will make accessing your files easier than if you place it in a different folder on your computer.You'll have to navigate to the Documents folder to open the filing system if you place it inside of a pre-installed folder.
Step 4: Don't use your system for programs.
Many programs on Windows give you an option of where you'd like to install them.Unless you're installing a portable program that can run from anywhere on your computer, you should always use the program's default installation path.Errors can be caused by failing to use the proper installation path.You can't determine a different installation path on Mac computers.
Step 5: You can create folders on your computer.
You can create a new empty folder on both Windows and Mac computers by right-clicking a blank space, selecting, click, and typing in your folder's name.Go to a location in which you want to create a folder, click, type in your folder's name, and press Enter.
Step 6: It's important to use intuitive labels for your folders.
It's better to type out a concise, descriptive name for each folder instead of using abbreviations.Your documents folder should be labeled "Documents" or something similar.A good rule of thumb is to label your folders as if you were making a filing system for another person to use.
Step 7: To create your filing system, go to the folder in which you want to keep it.
Make sure you're there when you create your filing system on the Desktop.The filing system can't be created in the This PC (or My Computer) app.
Step 8: The base folder should be created.
"My Filing System" is the folder that your filing system's folders will go to.
Step 9: The base folder should be opened.
To do that, double-click the base folder.
Step 10: "Temporary" is a folder.
You can store files that don't need to be saved for more than a few days in this folder.The base folder should always have the "Temporary" folder in it.
Step 11: You can create a folder for each category of document.
The "drawers" of the filing cabinet are the category folders.This step will vary depending on your needs, but your necessary folder names may include some or all of the following.
Step 12: You can create subfolders for your folders.
You can create a subcategory folder by opening a category folder.Your files will be further separated by this.If your category folder is labeled "Documents", you might have three different subfolders.You can create a folder inside of a subfolder if you open it.The category folder is where the filing envelopes are used in a filing cabinet drawer.
Step 13: You can move files into your filing system.
Now that you have the framework for your files, you'll need to start moving things like documents, pictures, music, videos, and so on into the appropriate folders in the filing system.Clicking and dragging the files into the folders is the easiest way to do this.On a Windows computer, you can select the files you want to move and then copy them and paste them into the location of your choice.
Step 14: There are hidden folders.
If you want to keep your files private, you can hide them inside a hidden folder on your computer and turn it off.The snooper will not be able to find your sensitive information.If it's hidden, some programs will still show the folder.
Step 15: It's a good idea to back up your filing system.
This will ensure that your files are always retrievable and keep your computer organized.The easiest way to back up your filing system is to copy it, open an external hard drive or flash drive, and paste it there.The filing system's folder can be changed to the date of the backup.You can use a cloud storage service to store your files.You need to keep filing system backups for at least one year.You'll be able to access the backup to restore the most recent version even if your computer is compromised or you don't need it.
Step 16: Rules should be established for yourself.
If you want to take full advantage of your system's organizational capacity, you'll need to follow your own rules.Don't store loose files in a folder that also contains subfolders.The "Temporary" folder should be emptied at least once a week.If you think that documents, receipts, or other items are no longer useful, don't destroy them.Don't keep expired or useless files.It's a good idea to back up your system once a week.
Step 17: There are unnecessary files in the filing system.
Some of your filing system's contents will become redundant as time goes on.It's better to get rid of these files and free up space than it is to keep them.After backing up the filing system, make sure to back it up to a hard drive or cloud storage service.Keeping your computer's filing system tight and removing unnecessary files while saving them in a backup will ensure that you still have access to them.
Step 18: New files should be saved directly to your system.
While most programs will use a default folder on your computer if you don't select a specific location, you can choose to save the items to your filing system.You'll usually use the option when saving a document from a program, while files downloaded from your web browser will usually require you to select a folder.
Step 19: It's a good idea to change files to make them less cluttered.
Most downloaded files will have their own names.In order to clean up your filing system's visual presentation, you can rename these files to use your own wording: Windows, right-click a file, click in the drop-down menu, type in whatever you want, and press Enter.Click once, press the Return key, type in whatever you want, and press Return.
Step 20: Use and maintain your filing system.
It will take practice and consistency to use your filing system to the fullest extent.If you remember to use your filing system every day, get used to finding and using your files in it, and clean up your system when you're done, your computer will be well-organized in no time.