How to efficiently manage files on your computer

How to effectively manage the files in your computer

Based on my work field, I designed a folder structure that suits me, including five main categories: website, copywriting, tools, learning materials and historical data.

The number of levels of the folder structure should be controlled to two levels, and no more than three levels at most. For example, in the "Website" category, I have: materials, source code, and backup. The "Copywriting" category includes: work summary, submission materials, request for instruction report, and submission of information. Among them, the "Work Summary" category includes monthly summary and special work.

The number of folders should be kept moderate. Excessive number of folders means excessive subdivision, which firstly increases the trouble of finding files (the search function is not always available and requires careful browsing to find the required files). Secondly, using a computer to search for files also becomes difficult. Slow (this is something to consider despite the speed of modern computers). The following figure uses the files in the C drive as an example.

Make sure that the name of the file (or folder) accurately reflects its purpose and avoid using meaningless names such as numbers or letters. Otherwise, over time, it's easy to forget the exact contents of the file. When choosing a file format, try to use common formats. For example, image files should be mainly jpg, png or bmp, document files should be mainly doc, and source codes should be saved as txt files. Doing so increases the document's recognizability and ease of use.

Play the role of "shortcut". "Shortcut keys" can be created for files or folders. It is best to put them on the desktop so that when needed, they can be used in one step.

How to manage documents in my computer? There are more and more files in my computer sometimes

First, take the time to design the folder structure and hierarchy. Classify and manage according to usage habits, and set up detailed sub-folders.

Second, you should pay attention to two points when naming the folder:

1) The folder name is clear and conforms to the general search keyword habits;

2) Number the folders. Commonly used documents have smaller numbers and are arranged in front.

Third, when naming the folder, if it is related to time, you can add time as a prefix or suffix.

Fourth, when naming files, it is similar to naming folders and must be clear. If it is the "date file name" method, you can use an underscore or "-" to separate the date and name. The recommended way to write the date is yyyy.mm.dd.

Fifth, make good use of the search function of Windows and pay attention to the methods and techniques of using wildcards or continuous keyword queries. In addition, if it is clear that the file is in a certain folder, do not search the entire file to save time.

Steps to read

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Sixth, make good use of Windows Explorer. You can easily expand and close folders through the tree structure on the left side of the resource manager, and you can quickly copy and delete files or folders.

How to effectively manage project documents

Project management involves a large number of documents. Managing documents well is a very important aspect in the process of managing the project. Many times, documentation is a category of project deliverables.

Manage documents well, including:

1) Organize the categories of documents. For projects, I generally divide documents into project management categories and project content categories. Project management includes project charter, plan, weekly report, monthly report, etc., which need to be clarified in project communication. The other is the project content, including system requirements, design, testing, deployment, user manuals, etc. This will vary according to different types of projects.

2) In good working order, project members can submit documents according to classification. There are certain standards for document discussion, modification, and release, and all project members can understand them.

3) A convenient and secure document management tool that can at least provide unified storage of documents, document sharing, version management, full-text search, permission control, etc.

4) Encourage discussion around documentation. The mere storage of documents is a waste if not used. Various communication tools need to be used to connect the documents together and make them effective.

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