Some people have different ways to get productive and be on a roll in finishing their tasks. Some would make sure that they already finished the minute things they had to do while some would first brew their favorite coffee. Most, though, love making sure that their workplace is neat and organized. If you are one of these people and are a bit lost about how to organize the mess not only in your workspace but also in your digital folders, this article is for you. Today, we will give you tips and tricks for organizing your digital files and for making your work life easier.
1. Separate and properly label your PDF files
- 1 1. Separate and properly label your PDF files
- 2 2. Have a default file location for installing folders
- 3 3. Store all documents in a single document
- 4 4. Compartmentalize your files
- 5 5. Put folders within folders and within folders
- 6 6. Have a uniformed file-naming template
- 7 7. Better “save” than sorry
- 8 8. Make the most used and important files more accessible
- 9 You do you
All of us have our own shares of annoyance with messy PDF files. Some PDF files are a hodgepodge of topics and subtopics that will better be read and understood when separated. Such PDF files are just as bad, especially when it has different kinds of formatting! To make your working life easier and more organized, consider addressing this by separating the parts of the PDF file you are currently reading. Check out secure online split PDF service providing sites and organize your messy PDF files according to your convenience. You may find it time-consuming to organize all your PDF files one-by-one, though. With this situation, we suggest that you only organize the PDF file you are currently dealing with.
2. Have a default file location for installing folders
Utilizing the default file locations for installing programs will also make your files more organized. Some people would place files of their application programs elsewhere. This effort can be utterly confusing and even necessary because most operating systems already place all your application programs in a single folder. Scattering installation application programs in different folders and file locations will also be a bit dangerous. You can easily delete it or place folders there accidentally. You won’t find the said document once that happens. You can find the default file location for installed programs under Programs File once you open the drive letter of your Windows operating system.
3. Store all documents in a single document
The key to organizing your files is to rely on the hierarchy and compartmentalization of your files. For this, save all your documents in just one “root folder”. Most operating systems already have their default root folders. For Windows, you can see your saved files in the My Documents folder while with Mac, you can check it out on Documents. Consider the same rule for sharing files. You can create a unified folder for shared files and separate each file by utilizing subfolders under it. This will make it easier for you to look for your files and have a more organized archiving system.
4. Compartmentalize your files
We might have already mentioned this tip in the prior point. The keys to an organized file system are to have a single root folder and to have as many folders as possible under it. Compartmentalize all your files according to their category and hierarchy. Think about drawers and how it should have proper compartmentalization depending on the category of files and items. Apply this rule when organizing your files.
5. Put folders within folders and within folders
Do not hold back in creating more folders and placing each under its rightful folder based on category. Imagine how nesting dolls have more dolls inside a doll. This is the same for organizing your files. Under a single root folder, fix your files from a broader category until its last and most particular category. This system will make it easy for you to search and wade through your files. Avoid creating complicated folder structures, though. Utilize the right labeling for each folder.
6. Have a uniformed file-naming template
Follow a uniformed file-naming template instead of just keyboard-crashing as you type your filename. Some would even have vague filenames. As early as typing in the filename, consider naming it based on its proper categorization. The right file-naming system will make it easier for you to use the search bar and look for your files in a single click. Be specific, too, with naming your files. Type in logical and specific file names and even dates. You know it is the right filename when you already know its content before even opening it.
The same is the case for sharing your files. Name your files more specifically, since your file recipient does not know other folder information.
7. Better “save” than sorry
No matter what document you are currently working on, practice saving your files always. You might even be thankful for this one day because it backs up your files efficiently. It might already be self-explanatory, too, that you should always save your document.
8. Make the most used and important files more accessible
For decluttering your storage, space-saving experts place the most used items in the most accessible area in the house. The same should go for your files. List most important files at the very top, so it always becomes readily available.
You do you
We hope these tips for organizing your digital files will help you out. Organizing your files will help you in a lot of ways you cannot imagine. It makes your work life easier and more productive. Try these out for yourself!