Find the right file without opening ten folders
Clear names and a simple structure make saving files a habit you can maintain.
In this article
Choose a structure for your next searchLet the filename do the workCreate a temporary holding folderOrganisation is not a backupChoose a structure for your next search
It is easy to save a file in a random folder and think you will remember where it is. It is better to ask where you will look for it in a month. For client-based work, a folder for each client may suit you. For personal matters, topics such as home, studies and projects can sometimes feel more natural. Choose one approach at the top level.
Let the filename do the work
A name such as document-final-new says little. A name containing the subject, a date where relevant and a short description is easier to recognise. For example: northern-trip-packing-list. Where there are several versions, add a version number or date consistently, rather than a string of words such as final and updated.
Create a temporary holding folder
You can create a To sort folder for files whose destination is not yet clear. Set a regular time to go through it, otherwise it becomes another Downloads folder. Move each file to a suitable place, delete unnecessary copies only after checking them and avoid mass deletion when you are unsure what you use.
Organisation is not a backup
A convenient folder structure helps you find information, but does not protect against loss. Keep another copy of important files in a separate location and check that you can open it. If you use synchronisation, check how the service handles deletion and previous versions. Do not assume that a synchronised file is necessarily an independent copy.
