Messy Documents? Here Are 10 Tips to Manage Your Computer Files Effectively

When was the last time that you did a computer cleanup? Have you deleted some files in the last month? Keeping your computer files neat and organized is as important as updating your computer software. Little did many people know, cluttered files can occupy more space in your computer and can slow it down as well. Hence, it’s necessary to make sure that you manage your files properly.

Unfortunately, it’s something that cannot be easily maintained. Since most of us are too busy finishing our daily tasks, we sometimes forget to manage our computer files. In this article, we will give you some tips on how you can effectively manage your files and keep them organized all the time.

10 Tips to Manage Your Computer Files Effectively

1. Compress and Consolidate Files

If you work in an office, there’s a high chance that you are using PDF files for your documents. While it is one of the most reliable and convenient file formats, using them often may cause having tons of PDF files on your computer. 

To save space and to optimize properly, you can try to compress these files. Using PDFBear, you can easily compress pdf file formats online. In as fast as two minutes, it will reduce your PDF file size. You don’t need to worry about the quality, because PDFBear makes sure that it will keep the same quality as the original file.

2. Always Clear the Trash Folder

Did you know that when you delete a file, it will not be automatically removed from your computer? All the deleted files in your computer are transferred to a folder named Trash. This folder still occupies space in your storage.

While this is a good precautionary measure that your files will not immediately disappear, it’s nothing but a bunch of cluttered files on your computer. If you want to properly manage all your documents, check the trash folder and clear it from time to time. 

3. Follow Strict Folder Hierarchy

Stop using New Folder as the filenames of your new folder. As much as possible, label them accordingly based on their content. Follow the folder hierarchy. For example, you can have two main personal folders such as Personal and Business. Then inside the Business folder, you create sub-folders for each of your clients. Inside each of the client folders, you can create another subfolder for each project or each month. In that way, it will be easier for you to locate it.

4. Keep a Consistent Filename Format

As much as possible, also keep a consistent filename format. If you are going to use months as an indicator of your project folders, make sure that it will not be named differently, such as Client1_December 2020 and Client2_Nov-2020. Use similar filename formats to make it easier for you to locate it.

You should also avoid using vague words. Rather, it’s best to use numbers and versions. For instance, if you are saving a new version of the file, do not use File1_New and File1_NewAgain. To make it look more professional, you can use File1_ver1 and File1_ver2. In that way, you can easily identify which file is the most recent,

5. Use Shortcuts

While both Windows and Mac have a very functional search feature, you can always use creating Shortcuts on your desktop or in the taskbar. Surely, if you have a new computer or you are new at work, the folders and files are just a few. But as time goes time, you will have more. To make sure that you can easily locate important files, create a Shortcut for folders you use often.

6. Use Cloud Storage Systems

Regardless if you have a really large storage capacity on your computer, it’s ideal to use a cloud storage system to manage your files. One of the best things about cloud storage is its accessibility. With this, you can easily access your files and folders even when you are using a different computer. It’s also a great backup method for when your computer suddenly breaks down.

There are different cloud storage systems such as Google Drive, OneDrive, and Dropbox. You can also use a cloud system of online PDF converters, such as PDFBear for the documents that you converted or compressed online.

7. Delete Duplicate Files

If it has two copies, delete it. If you don’t need it anymore, just delete it. Sometimes, we can’t seem to find a specific file, so we make a copy of it or we try to recreate it. To save space and to not confuse yourself, it’s best to delete any duplicate files. The same goes for files that you no longer need. Instead of keeping them on your computer, because you might need them one day, it’s best to just erase them.

8. Use Note-taking Apps than Notepad

Some people love to embrace all the benefits of the digital world. That’s why instead of using pen and paper to jot down some of their ideas, they usually use Notepad as scratch papers. Unfortunately, saving individual files for your daily doodles may not be the best idea. What you can do is to use some of the best note-taking apps such as OneNote or Evernote to save space on your computer. 

9. Hide or Archive Old Files

If you don’t want to delete your old files but you don’t want to see them cluttered on your desktop and folders, you have the option to hide or archive these folders. If you do not access some files regularly, this is the best option for you. Don’t worry, it will not be permanently deleted. You can still search and access them again.

10. Maintain your Organization Methods

Keep it a habit. Once you have established a routine in managing your computer files, stick to it, and make sure that you will do it again. You can set a schedule, for instance, to review your files and folders every month. In that way, you can keep your files organized for the long term.

Use PDFBear for Managing your PDF Documents

If you need help in making sure that your PDF files are managed and maintained all the time, check out PDFBear. It’s a web-based platform that allows you to modify and optimize your PDF files. Visit their website to know more.

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