Working with multiple documents that are update frequently can be a daunting task if you create multiple copies of the same document. This holds true with word processing, spreadsheets, graphics and any file that can go through multiple revisions. Without using proper file management, you can spend a lot of time and energy searching for the file you need.
You can prevent this clutter by using proper file management. Like an old filing cabinet, you need to have good methods of organization in order to find files fast.
- Use file names that are useful. The name “document1.docx” is not useful and gives you no insight into what is in the file. Keep the file names short and use abbreviations as well. Don’t let your folder structure provide too much meaning for the file. If you ever move the file or email it to another person, then much of the meaning is lost. Finally, I like to use hyphens to separate the file name into sections. For example: CIBC–Stmt–31 Aug 09.pdf
- Be consistent with your method of file and folder naming. Develop a standard hierarchy for your file structures. This will prevent you from having your files placed haphazardly throughout your storage area and make them easier to find.
- Avoid file structures that are too large and cumbersome. You want to avoid too many levels as it is hard to see and can become confusing. I like to limit myself to 4 levels of files. For Instance: C:FinancialBanksCIBCStatements
- Be sure to keep all your files in one general area. Windows uses My Documents as a default location to store your materials, so and provides many ways to get to this area. Storing your work in one area allows for easier searches and backups, also keeping them separate from your program folders will prevent you from accidentally deleting them when you uninstall a program.
- Keep folders limited to single document types, so that you can more effectively use folder templates in Windows Explorer. Keeping graphics separate from documents, allows you to use filmstrip view to easily find the picture you are looking for.
- Use shortcuts to your working copies of files. This will help prevent you from creating multiple copies of the same file. Shortcuts are easy to create by right clicking and following the drop down menu prompts. Remember that the shortcut is just directions to the file, so you do not need 10 shortcuts either and they can be deleted without effecting the real file.
- Use jump lists (Windows 7) and recently items to find your work quickly
- Use abbreviations to help shorten your file name. For example: shorten Statement to Stmt, just be sure to be consistent.
These are just some tips and tricks I have picked up over the years to keep my files in good working order. I find that dealing with them on the front side, save a load of time on the back. Please be sure to comment if you have any other good suggestions.
Thanks again to all customers,
Chris Randall, Technical Director
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