Business Tip-of-the-Month "Managing Computer Files and Folders"

_Learning better file management can improve time management skills and increase productivity at work.  The following tips are just a few ideas to improve file management skills.

Ideas for Managing Your Files and Folders

1. Use a Consistent File and Folder Naming System.  It is imperative that you develop a naming system for the kinds of files you create most often and then continue to use that system - allowing for more organized, easier to navigate folders.
    
2. Keep File and Folder Names Short.  Do not use long names for folders or files, as this can cause a cluttered look, which may make it more difficult to find a particular file.
    
3. Separate Ongoing and Completed Work. To keep the Documents folder from becoming too cluttered, use it for only active files, which will allow easier access to the active items.  Completed files should be moved to a different folder or location, such as the following:

• Desktop folder
• Special archive folder
• Flash drive
• External hard drive
• CD

1. Similar Items Should be Stored Together.  Restricting folders to a single document type makes it easier for you to find files. For example, putting all of your graphics in a single folder allows for easy access to the slide show feature in Windows Explorer.
    
2. Storing Documents Online. Microsoft SharePoint 2010, Windows Live SkyDrive, and DropBox allow you to save documents safely online.  As a result, it is easy to access them from outside the office, share them, and edit them online by using Office Web Apps.

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