Files and folders tend to accumulate over time on our Windows computers. We often buy an external hard drive and are retrofitting it soon. It’s time to check out the intricate art of managing files and folders on Windows 10 computers.
Just like our homes, we like to store garbage on computers. What if ‘if we ever need it’ is the story we tell ourselves. And before we realize it, there are too many folders and files. You know what the other problem is? Files are easy to store, difficult to search and retrieve.
Let’s see what we can do about it.
1. Removing/Deleting Files
We have a lot of data on our computers, but we don’t use half of it on a daily basis. Probably even more. And we don’t need most of these files at all. They are old, useless and no longer serve their purpose.
I suggest you delete these files and folders or move them to an external hard drive or pen drive. This should free up a lot of space and make room for new trash in the future.
2. Folder Structure
I noticed that some of my friends like to save all the files in one folder. All. It’s just lazy and bad management. Create folders and subfolders in a logical structure. That way, everything will be neat and you will find it easier to land in the required folder. Right click anywhere or use the top bar to create a new folder.
Try using a pen and paper or a mind mapping tool to create a logical structure. Move the files into these folders and continue adjusting as needed along the way. An example would be to create a folder structure by company, city, department, person, and project.
3. Don’t Use Notepad
Many users have a strange habit. They use Notepad to take quick notes. This is inefficient. Use a note-taking app instead. We’ve talked a lot at GT over the years. It will help you take better notes, search, organize and much more. How many text files can you create and how can you search for their content?
4. Name it Logically
This is another mistake many computer users make. They do not name their files and folders correctly. This makes it harder for them to find the same thing later. Name your files and folders sensibly so you can search for them years later. Do not use random letters or numbers.
Avoid using abbreviations, instead use full names to make it easier to search and find. An example would be to assign numbers. Name the files as 001, 002 and 003 if needed and add Microsoft report, Steve Jobs Profile etc. Always use correct spelling when needed or logical order when it comes to numbers.
5. Using Metadata
Have you noticed the View tab inside a folder? You can use it to sort data in many ways. Some examples are name, date, tags, size, file type, author, title, and more. You can also change the icon size, allowing you to view more or less files in the same area.
Also check Grouping by and Add column feature. You can choose to group similar files and folders and add columns that show more metadata. You can then arrange them in ascending or descending order.
6. Cloud Storage Applications
Notice how I have three different cloud storage folders in the screenshot above? Because all my files and folders that I don’t use often are stored on a HDD. The rest is stored in these cloud apps. The only remaining folder contains some old and hard-to-find audio and video files.
Use Google Docs or Microsoft Office to create and save documents. You can also use them to save other files online, keep offline storage free for really important and sensitive stuff.
Using cloud storage will also protect your data from accidental damage from fire, water, theft, drops, malfunctions, errors and more. You will also never need to save duplicate copies of this very critical file. And if you do, it will take up less space on your computer.
7. Hide Files
Most users do not pay attention to hiding files or are not aware of how to do it. Right click on any file, leave the system files as they are and under the Properties menu you will find an option to hide the file.
You can also hide, show, and view hidden files and folders from the View tab in File Explorer. This is a neat way to clean up clutter without having to delete or even move files and folders. Learn how to use it effectively to manage files and folders on Windows 10 computers.
8. Quick Access Menu
You will find the quick access menu in the left sidebar of File Explorer. A simple way to quickly access your most used files and folders.
From the sidebar itself, drill down to the file or folder you want to add, right click and select Pin to Quick access to add it here.
9. Search Faster and Better
The default Windows 10 search is not good enough. You can search for apps in the Start menu and files in File Explorer. While both work, both are mediocre at best. There are much better and faster search tools you can use to search and find anything on your computer. Go check them out.
organizational skills
Windows 10 comes with many ways to manage and organize files and folders on your computer. It’s just that most people don’t know when to explore or explore the menu. Managing files and folders becomes easier when you start thinking logically. Also, it is very important to understand that this is a process. You will have to do house cleaning from time to time. This is not a set and forget system. As you create and save more files and folders, you’ll notice that things are spiraling out of control again. Maybe every few months?
Next: Do you have something sensitive that you want to keep and protect? Click the link below to learn how to lock files and folders on your Windows 10 computer.
