How to Organize Your Computer Files

As a virtual assistant who specializes in helping solo entrepreneurs and small businesses, I am often asked how to Organize Files on the computer. As a small business owner myself, with multiple clients each with multiple projects, file organization is essential. It is not unusual for a client to ask me for a document that we last worked on six months or more ago. I generally can find it in less than ten minutes.

It is not rocket science and I would not even call it computer science! It is just logical, consistent, organization. You just have to think of your hard drive as a big filing cabinet. Your job is to create your hanging folders and file folders and then consistently use them. For example, look at the basic files which are pretty standard on all computer hard drives.

My Documents
My Pictures
My Music

These are your three filing drawers. We are going to talk about the My Documents drawer but you can apply the same steps to all three drawers. Now, before you go any further, stop and make a plan. Write an outline if necessary. Keep visualizing your filing cabinet and think about the hanging files and file folders you need. Following is an example but you will want to personalize your files for your specific needs.

My Documents (This is a drawer.)
Personal (Hanging File)
Letters (Hanging File)
Bills (Hanging File)
Mortgage (File Folder)
Auto (File Folder)
Phone (File Folder)
Electric (File Folder)
Business (Hanging File)
Clients (Hanging File)
Client A (Hanging File)
Project 1 (File Folder)
Project 2 (File Folder)
Client B (Hanging File)
Project 1 (File Folder)
Project 2 (File Folder)
Accounts Payable (Hanging File)
Sub contractors (File Folder)
Reimbursable (File Folder)
Marketing (Hanging File)
Letters (File Folder)

Once you have your outline or system in mind you can set up your folders or set them up on the fly (as you need them). If you want to go ahead and set a few up, kind of like labeling your folders and putting them in your drawer, you need to do the following.

1. On your computer, Click Start then click on My Documents. You should see a window open with (at least) our three drawers. If you are not on a new computer and have just been hitting SAVE on your documents, without any organization, then you will probably also see A LOT of files.

2. On the left you will see File and Folder Tasks and under that Make a New Folder. Click on Make a New Folder and a folder will appear in your list named New Folder. All you have to do is name it (label it).

Now, just be consistent when you save files and choose the correct folder. If you have old files, you can just drag and drop them to the correct folders which you have just created!

The time you spend now planning and setting up your folders will save you valuable time down the road when you need to find a file quickly.

As a virtual helper who specializes in portion solo entrepreneurs and small businesses, I am often asked how to orchestrate Files on the computer. As a small business owner myself, with multiple clients each with multiple projects, file organization is essential. It is not unusual for a customer to ask me for a document that we last worked on six months or more ago. I generally can find it in less than ten minutes.

It is not Eruca vesicaria sativa skill and I would not even call it information processing system science! It is just logical, consistent, organization. You just have to think of your hard drive as a big filing cabinet. Your job is to create your hanging folders and file folders and then systematically use them. For example, look at the basic files which are pretty standard on all computer hard drives.

My Documents
My Pictures
My Music

These are your three filing drawers. We are going to talk about the My Documents drawer but you can apply the same steps to all three drawers. Now, before you go any further, stop and make a plan. Write an outline if necessary. Keep visualizing your filing cabinet and think about the hanging files and file folders you need. Following is an lesson but you will want to personalize your files for your specific needs.

My Documents (This is a drawer.)
Personal (Hanging File)
Letters (Hanging File)
Bills (Hanging File)
Mortgage (File Folder)
Auto (File Folder)
Phone (File Folder)
Electric (File Folder)
Business (Hanging File)
Clients (Hanging File)
Client A (Hanging File)
Project 1 (File Folder)
Project 2 (File Folder)
Client B (Hanging File)
Project 1 (File Folder)
Project 2 (File Folder)
Accounts collectible (Hanging File)
Sub contractors (File Folder)
Reimbursable (File Folder)
Marketing (Hanging File)
Letters (File Folder)

Once you have your outline or organization in mind you can set up your folders or set them up on the fly (as you need them). If you want to go ahead and set a few up, kind of like labeling your folders and putting them in your drawer, you need to do the following.

1. On your computer, Click Start then click on My Documents. You should see a windowpane open with (at least) our three drawers. If you are not on a new computer and have just been hitting SAVE on your documents, without any organization, then you will credibly also see A LOT of files.

2. On the left you will see File and Folder Tasks and under that Make a New Folder. Click on Make a New Folder and a leaflet will look in your list named New Folder. All you have to do is name it (label it).

Now, just be ordered when you save files and choose the correct folder. If you have old files, you can just drag and drop them to the correct folders which you have just created!

The time you spend now planning and setting up your folders will save you of value time down the road when you need to find a file quickly.

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