If you tuned in to last week’s episode, you might be a little cleaner this week…or at least maybe your email inbox is. However, if you are a desktop, documents, and flashdrive saver, maybe you’re in need of a file cleanup intervention as well. Look no further!
Ten Straighten-Up Strategies for Your Computer Files
- Use one location for your working files, and make it cloud-based. It’s hard for any of us to multi-task, and trying to figure out where we’ve saved our files when they’re in multiple locations is an unnecessary stressor. I use OneDrive, but you could use Google Drive, iCloud, Dropbox, or whatever service works for you. I call OneDrive a giant flashdrive you can’t break, lose, or fill up, and your files are accessible anywhere.
- Recognize the difference between a backup and a working copy. When I went to India, I took the advice of other travelers to make a paper copy of my passport. However, when I went through the airport, I didn’t hand the attendants a piece of paper; I handed them my real passport. The paper was kept safe in my suitcase, in case of anything akin to the movie Taken.
- When copying or moving files from multiple locations, right-click on a file location and use the “open in a new window” feature. It’s just like opening a new tab in a browser; you can look at one file location without closing another, and the tip works perfectly when used with tip number four.
- In conjunction with the new window, use the WINDOWS + ARROW keys to split the screen. I always knew you could split a screen manually by dragging, but with Windows 10, this two-button combination makes moving files to a centralized location even easier.
- Renaming files is essential if you want to stay organized. If you’re using a cloud service, you’ll find the auto-saving to be an amazing feature, but the default name of such documents is not helpful at all. When those documents sync down to your computer, you’re left with twenty Word documents all named “Document 1.” Thus, it’s important that wherever you create and save your documents, you save them in such a way as to make them searchable later.
- When you need to organize multiple files, remember these two crucial buttons for moving contiguous or non-contiguous files: SHIFT and CTRL. If you want to move ten documents in a row, click the first file, hold down SHIFT and click the last one to grab them all. Need to pull non-contiguous groups of documents at once? Use CTRL; keep holding it while you click multiple documents that you can copy and paste where they need to go.
- Need to paste a document into your cloud sync folder? Remember the white space. Sometimes when you’re pasting a file to a location that already has a lot of files in it, you start to lose room for adding new files. Make sure to look for a white space on the edge of the destination folder to paste safely to the root of the drive without accidentally putting your file into a sub-folder where you’ll never find it again.
- Want to sort a frequently-accessed folder to the top of your list? Add an underscore. Simply add an underscore to the beginning of your assignment title when renaming, and you’ll never struggle to find that favorite folder again.
- Be consistent when renaming files, so that they will sort correctly. Especially if you’re going to use numbers in your titles, make sure they are formatted the same. For instance, sometimes your folder that starts with a 10 wants to file before the folder that starts with a 1; try different renaming strategies to see what works for you.
- The ultimate straighten-up strategy? Delete unwanted and unneeded files. Whether you’re working on the computer itself or the cloud, there’s always a recycle bin. In case you have cleaner’s remorse, you can always go back and restore the file, at least for thirty days. Most files I’ve deleted I never need again; take the plunge and delete, knowing that you can retrieve the deleted file if need be.
Want to see all these straighten-up strategies in action? After all, a video picture is worth a thousand words. Check out the video below, filmed on Facebook Live every Tuesday night at 8:30 PM EST.
Do you have other strategies I missed? Please share them in the comments below.
With Tech and Twang,