A false start, in this case, might be an ad concept you started working on but later got scrapped completely. This system also works well for teams working on a project where several people are working on the same deliverable.
The person who writes and designs the ads, in this instance, likely won't also post the ads. This strategy starts with the same top-level folders as the example above, but instead focuses on keeping all the versions of a file intact. For example, in the "blog posts" folder, I saved three different posts. These posts are arranged by publish date mmyy and named by post topic, rather than by blog post title since titles often change. This structure works really well with files that will be going through many rounds of edits.
I used this folder structure while working in publishing to keep track of all the rounds of editing, typesetting, and proofing that goes into a finished book.
I keep track of each draft of the blog post by saving it to either a "to review" or "from review" folder, meaning that the draft was last edited by me "to review" or by my editor "from review". This helps eliminate confusion around the draft number I edited the blog post three times, but my editor edited twice. Keep the file name the same, but add the initials of the editor onto the end.
Change the file name to include v2 on the end and remove the initials. This will become your second draft. Open the file, make your edits, and send your file back out for review. Because the number of reviews and drafts your file goes through can vary, repeat this folder structure as many times as necessary.
Looking back on your folders later, this will help quickly find the final version of the file. If you haven't already saved earlier versions of your files, you can restore recent previous versions of files in Dropbox , OS X , Windows and more. If your Desktop houses hundreds of files, all related to work for just a few clients, creating folders for each client might be your best bet.
Or if you have an overwhelming number of receipts for business expenses, sorting them in folders by year or month could be the simple structure you need. However simple, find a system that works for you, and then stick with it. Consistency is what will help you stay organized in the long run.
Instead of—or in addition to—folder structures, try tagging files. The benefit of tagging is the ability to add multiple tags to a file, such as tagging an invoice for Client XYZ with an "invoice" tag and a "Client XYZ" tag. Then you can see all invoices together or all files related to "Client XYZ" together, depending on your query. You could store the report within a folder structure like this:.
Or you could simply add "department," "report type," and "date" tags to the file and avoid folders altogether, like this:. So when you want to find this file again, you can search for it by tags:. The key to tagging is to tag every new file immediately and consistently. On a Windows PC, tags are supported on some file types, and can be added in a comma-separated list via the file properties pane.
Check this guide for more info on tagging in Windows. Once you've decided on a folder or tagging structure, it's time to start using it. Eventually, you might want to go back and organize your old files according to your new structure, but for now, start fresh with the files you are working on today.
If you sync your files with OneDrive, Dropbox, Box, or Google Drive, you can use Zapier to automatically creating your folder structure. The first step to using Zapier, in this case, is deciding when you will need new folders created. If you make them every time new projects start, set up a Zap to watch your project management app for a new project. Or, if you want new folders created every month or week, use Zapier's Schedule tool to create folders on a certain date.
Then, connect your file sync app, and have Zapier make a new folder. You can then add more steps to your Zap , and have it make as many subfolders as you need—and can even have it copy default files into the folders.
For example, if customers sign up for your service with a Wufoo form, Zapier will add their data to Pipedrive CRM, then create a new project folder in Box along with any subfolders you use in your folder structure.
If you need to save contracts, templates, or other documents to that folder, Zapier will copy them to the folder, too. Or if you want to make new monthly folders in Dropbox.
Start your Zap with the Schedule app, choosing the day and time for it to run. Then, set up the folder structure you need for your month's work.
Here are some other Zaps to help you get started. Then you can add extra steps to the Zap for each additional folder your structure needs. Looking for more inspiration? See our article that features some of the best ways to add automation to your organizational workflows.
Organizing your folder structure is only half the battle. Keeping your computer organized will also require tidying up your file names. Files are made up of two components: the name whatever you decide to call it and the file extension the type of file, like. You typically don't need to worry about file extensions; they're set by the programs you use, and typically hidden by default on most computers.
But you should take control of the file name. For that reason, writer and editor Jill Duffy recommends making sure each file name is:. Indicative of what the file contains: Is your file an annual report? A to-do list? Put that information in the file name. Set sharing settings on files and folders so that people outside your organization like clients and contractors can only access what they need.
Some software gives you granular control over file sharing settings so you can:. Establish a system for which sharing settings to use on which files. Share those guidelines with your team and post them somewhere convenient for future reference. For folders with leadership-only access, remember to revoke access as soon as an employee leaves. Organize large amounts of files by years or quarters. It can be overwhelming to organize thousands of files, but there are tools to help you.
Move all of them from one year into their own folder. If you like, create subfolders for each month or quarter. If you need to rename a lot of files, there are apps for bulk file renaming , some of which are free. Then you can add details to file names, such as the year. If you have too many year folders, you can always create a folder titled Archive for folders from more than a few years ago. Tell your organization how to organize digital files. Make it easy for your coworkers to name files correctly and save them in the right place.
Make sure everyone knows to back up their files regularly. If people must save files on their computers, make sure they save a backup copy. You might excel at organizing digital files, but others might not, so try not to stress about it. Schedule recurring file maintenance time to move misplaced files—and gently explain to people what the correct location is. Or designate someone on your team as the go-to person for all file-organizing questions.
Encourage people to ask first, rather than possibly saving something in the wrong place. Check in with your team by to see whether your organization system is working and adjust as necessary. Finally, congratulate yourself on finishing a daunting project that will save your organization a lot of time! Communicate and collaborate on files with a free group chat app , or get started right away with a comprehensive suite of business apps to help you stay organized. The Microsoft team is focused on sharing resources to help you start, run, and grow your business.
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Tips and Warnings. Things You'll Need. Related Articles. Article Summary. Method 1. Create file categories. The first thing to do if you want to organize your files is decide what major categories you will use for sorting. Different kinds of offices will have different kinds of categories, but the general system is the same. You need to figure out a system that sorts your files in a meaningful way. Set up subcategories.
Within each single category, you can get more specific by developing a list of subcategories. Any individual piece of paper that needs to be filed can be defined by two terms -- the general category and then the subcategory. Use a color-coding system. This sounds simple, but it can be a very effective way to organize your files for quick access.
Decide how many different categories you will have in your filing system, and then use that many different colored folders. You can then affix the stickers on the top tab, on the edge of the folder, or both for more visibility. Label the files. Each file in your office now has a clear place to be. You should write the label on the tab of each folder clearly and neatly so you will know where it belongs.
The label on each individual folder should start with the general category and then be followed by the specific subcategory. You can very easily buy a software packages that will allow you to format labels, so you can type and print them using your computer. If you print your labels with your computer, you should use a consistent font size and style.
If you are printing by hand, you should try to be consistent and as neat as possible. Sort the files alphabetically. When your filing system is established and you have created all your folders, then put them in order. You should sort the general folders alphabetically. Within each general folder, the subcategories should all be sorted alphabetically as well. If so, then you will need to decide for yourself if it makes more sense to sort your files with the newest items in front and move to the oldest, or vice versa.
Leave several inches of space in each filing drawer. When you are establishing your filing system, you need to leave room for the files to grow. As time goes by, you will undoubtedly receive more papers to add to each folder.
Leave space for your files to expand. Otherwise, you will have the difficult task later of moving entire sections or file drawers in order to make room. Method 2. Gather all the materials that need filing. If you are beginning with a collection of papers that have not been organized and are in disarray, you will need to begin by pulling the papers together. Find a workplace and collect everything in one pile.
You will then be able to work on organizing. These papers should not get filed, or you may not remember to do the work that needs to be done. Then proceed with filing the remaining papers. The papers that need to be dealt with immediately should be sorted into smaller groups based on the work that you need to do.
For example, set up such subcategories as call, write, deliver, and pay. Pick up each paper once. As you sort through the loose papers that you are filing, make decisions about each one as you review it. Pick up the paper, read over it, decide which category and subcategory it belongs to in your filing system, and then put it away. Working this way will help you with consistency in your filing and will help you save time by dealing with each item only once.
As you review each item, you should determine whether you even need to keep it. If the paper is something that has already been dealt with and is not something that you need to keep as a record, then consider discarding it rather than filing it.
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