How To Keep Your Files Small And Organized On Your New Laptop

Have you ever had to search for a particular document for hours and eventually not still find it when you were sure it was somewhere on your Laptop? It could pose a bigger problem if you need that document immediately for some important reasons with a deadline attached to it. Many times people have had to opt for new documents entirely to stand in for what they couldnt find. Keeping your files organized and small will help you locate any document you need at any time and keep your laptops memory reasonably free. Let us see the most popular ways to organize your files and keep them small on your new laptop.

Give specific titles to the files

The goal of naming your files or documents on your laptop is to be able to tell what the file is about without having to open it. For example, if the document is a letter telling a customer that he is open to a discount for his regular patronage and you have other letters for the same customer, say for overdue payment or other reasons, you would be shooting yourself in the leg if you stored it as just letter. You will have to be more specific than that so that it would be easier for you to find such a document when you are looking for it. You can even include the date when naming the file.

Use a project or client-based organizational system

This type of organizational structure is the simplest to stick to. How you split the documents up depends on what you are really into. Every project or client gets its own dedicated folder. Within each project or client folder, you drop all the relevant files and documents. If you have multiple projects for the same clients, you can decide to give each project its own top-level folder or you can have individual project folders within each client folder. However, this could start creating a problem if you have started dealing with a lot of general files that have to do with multiple projects. However, the simplicity of this organizational system makes it the most used when organizing your files on your new laptop.

Compress the files on your laptop

Some of the documents or files that you share in the office are usually very large. After you download these files to your laptop, you will have to keep them small. You also want to be sure that the files you download to your system were not in any way compromised. This is because if they come with a virus, the virus could infect your programs and files, replicate your files relentlessly and alter the way your new laptop operates. It could even stop it from working altogether. Since employees keep in touch with their offices and clients using their laptops, it is necessary to be security conscious. Virtual private networks (VPN) have proven to be very useful in this regard. You can check the best VPN list online and pick a good one to keep you protected. You can compress your large files by zipping them.

Organize your files according to dates

This is one great idea to organize the files on your new laptop so that you can easily locate them when you need them. With a date-based structure, you can have a folder for each year with subfolders for the months. Having more subfolders for each week or date is probably too much but you can delve of course if you have too many files you work with and are also trying to be more specific for when you may need the files. A date-based structure makes it possible for you to locate files from a certain period easily. For example, you can look at last years record of sales in the month of March. Imagine having these reports weekly. They could only be organized better with a date-based system.

Place all documents under a root folder

You can imagine discovering after long hours of searching that the document you were looking for was in a music folder or download folder. You can guide against this when you put all your documents in one place. Having a single location for all electronic documents will make it easier for you to find your documents and also to run backups.

Final word

When you are able to keep your files organized and small at the same time, you free up enough space for your laptop. An organized new laptop is much more pleasant to use than one that is not. Knowing where you kept your files at any instant is good practice and it saves a lot of time, cost, and energy. All you need to do is to take a few hours to set things up and then you are good to go.