By Dave Ulacia  

Organizing your computer files may seem like a daunting task that requires the assistance of a psychiatrist more than a computer guru. But, take a deep breath and relax. Organizing your files on your computer is actually quite easy and effective. You don’t need high level computer expertise, just some common sense.

If you are old enough (more politely, experienced enough) to remember when using the DOS operating system was state-of-the-art, you remember that your file names were restricted to eight characters. This was challenging. But this is no longer a concern. You can name your files any way you want that makes sense to you. That is the key.

Just as you would typically name your physical folders with “titles” that help you find them quickly, you should approach organizing your computer files with the same philosophy. Using “directories” (like file cabinets) wisely and filing your virtual folders just as you would in a metal or wooden file cabinet in places that you will either remember or that give you quick access, you can organize your computer files to be just as convenient as you might with your manila folders.

That doesn’t sound hard, does it? It’s really that simple. Organize your files in any way that makes sense to you, not anyone else. Visualize a stack of manila folders and a file cabinet and go to work. Set up your computer files just as you’d like to organize your physical folders.

Don’t worry if your file names might pose a mystery or challenge to others. Unless you’re going to make your files available on a company-wide local area network (LAN) or provide access to your folders for your co-workers, you have complete freedom to organize your computer files as you wish. The names and locations should make sense to you to help you locate the information you need when you need it.

If you’re at a loss as to how to start and want some suggestions, you can search the Internet to find one or more of the hundreds of articles and methods of designing a file system. Just be careful. Reading too many of these might put you into a state of confusion instead of action.

Should you need to store many files or need to provide access of your files to others, here’s a simple tip to make this task easier. Create a document that serves as a “key” or roadmap to your filing system. It could show what types of files are stored in which directories and folders to eliminate any wasted “clicking” when trying to find files of one type or another. While it should take only a few minutes to create, it may save you hours when you need to find a file.

Regardless of how “high tech” you may be, the best organization of your computer files is the one that makes sense to you. Create directories that are logical. Choose folder and file names that mean something to you and help you put your finger on the files you want when you want them.