Several tips for managing computer files

Inside the computer, on the desktop of the computer, in the Explorer, full of disorder and chaos, this virtual chaos has greatly affected the performance of the computer and the efficiency of our office, when we face this problem, often think that hard disk space is not enough, the computer performance can not keep up, need to change a new computer. In fact, what we really need is to sit down and take the time to actually manage the files on the computer, and save more time for ourselves later.

The essence of file management is that it is easy to save and quickly extract, and all files will be organized by folder classification and placed where you can find the most convenient. The most ideal way to solve this problem is classified management, from the hard disk partition start to the establishment of each folder, we have to according to their work and life needs, divided into large and small, many levels of folders, to establish a reasonable document preservation structure. In addition, all files, folders, should be normalized to name, and put in the most appropriate folder. In this way, when we need any documents, we know where to look.

This method, for a considerable number of people, is not an easy thing, because they are accustomed to store documents and hard, incomprehensible to find files.

Below, we will help you develop a set of classification management principles, and urge you to develop good file management habits. Here are some of the basic techniques we've come up with that aren't dogmatic and may not be right for you, but in any case you have to have your own rules and stick to it and form a habit.

　　I. Play the role of my document

There are many reasons to make good use of "My Documents", which can easily be found on the desktop, Start menu, Explorer, save/Open window, and help us to open and save files conveniently and quickly. We can take advantage of the existing directories in My Documents, or create my own directories to store files that are often needed for access. As for "My Documents" stored in C disk, you may mistakenly remove the system when you reload it, you can create a directory on a non-system disk, and then right-click My Documents on the desktop and choose Properties. In the My document Properties window that pops up, click the Move button under the target folder, and then in the new window, specify the folder that we just created. Reinstall the system and then do the above again, and then point to this folder again, that is, safe and convenient.

Tip: If you use Windows 2000/XP, when you move the My Documents folder, all files under it are automatically moved, but if you use Windows 9x, you need to manually move all the files under c:mydocuments manually to the newly specified folder. Otherwise, data may be lost.

　　Second, the establishment of the most suitable for their own folder structure

Folders are the skeleton of a file management system and are critical to file management. The establishment of a suitable folder structure, you need to first contact with the various information, work and life content for inductive analysis. Each person's work and life are different, the acceptance of the information will be very different, so the analysis of their own information category is the premise of building a structure. For example, there are quite a number of it freelancers and editors that create folders in the category of software and hardware, and many teachers set up folders with their own work, such as teaching and working class.

Similar file names can be named with the same letter prefix files, similar files are best stored in the same directory, such as image catalog with image, multimedia directory with media, doc, etc., simple and easy to understand, at a glance, and easy to use a software open. In this way, when we want to find a file, we can immediately think of where it might be saved.

　　Number of control folders and files

The number of folders should not be too much, a folder within 50 of the number of files is relatively easy to browse and retrieve. If you have more than 100 files, the speed of browsing and opening is slow and inconvenient to view.

In this case, you should consider archiving, deleting some files, or dividing the folder into several files or creating subfolders. On the other hand, if the number of files with a folder is long and few files are poor, it is also recommended that you merge this folder into a different folder.

　　Iv. the series of attention structure

The refinement of the classification will inevitably bring about the increase of the structure level, the more the series, the lower the efficiency of retrieval and browsing, suggest the whole structure of the best control in tertiary. In addition, the level is best combined with the information that you frequently handle.

The more commonly used categories, the higher the level, such as responsible for the Multimedia column editor, the multimedia folder should be a folder, the teacher this semester taught courses, the management of the class Data folder, should also be a folder.

The number of folders, the number of files in the folder and the level of the folder, often can not both, we can only find a best combination point.

　　V. Names of files and folders

A good name for files and folders is important, but what is good name, but there is no fixed meaning, the shortest words to describe this folder category and function, so that you do not need to open to remember the approximate contents of the file, can be a good name. To use a uniform naming convention for all files and folders on your computer, these rules need to be set up on our own. When you start using these rules, you won't be able to type as easily as you normally would, but once you realize the benefits of naming the rules for easy viewing and retrieval, you're going to keep doing it.

In addition, from a sort point of view, we commonly used folders or files in the name, you can add some special identifiers, let them in front. For example, when a folder or file compared to the same level, to visit a lot of times, the author will add a "1" or "★" before this name, so that these files and folders in the same directory in the top of all files, and relatively minor but also frequently accessed, can add "2" or "★", Analogy

In addition, the file name should be short, although Windows already supports long filenames, but long filenames can also cause confusion in our identification and browsing.

　six, attention to separate to deal with the completed

If the file a year ago is still with the file you are dealing with, if a few months ago the mail and the new Mail on a piece, then you will be very difficult to see what you want. Timely processing of outdated files, backup of the backup, delete unwanted, is a good habit. Take the teacher as an example, last semester teaching lesson plan and materials, the frequency of this semester will be very small, so should be dedicated to another lower level after storage folder, and even burn to the CD. And some of the documentation for this semester, because to be accessed frequently, is best placed in My Documents for easy access. For teachers, a semester is a cycle, over a period of time, the corresponding processing of the folder of the cycle. For other people in the industry, there are different cycles, we have to according to their actual work and life needs of the folder, file archiving.

Small tip: In order to data security, timely backup is necessary, for backup see this issue of complex backup to simplify, timely backup files and delete files that do not need to be reused.

Vii. facilitating the use of shortcuts

If we often want to quickly access a file or folder, you can right-click to select "Create Shortcut" and place the resulting shortcut where you often stay.

Of course, when files and folders no longer need to be accessed frequently, you need to remove shortcuts in time to avoid the shortcuts clogging up too much space or involving your attention.

　　Eight, start now and long-term adherence

The establishment of a sound structure, standardized naming, periodic archiving, this is what we do. This is not a complicated operation but can greatly improve our work efficiency, save us already very limited time.

If you start now, please take out a piece of paper, clear your information categories, clearly prepare the number and location of folders to create, and make file naming rules and filing rules for important folders. Then according to this rule will be the computer already existing large amount of information to move, rename, delete and other operations, but also in the future operation to overcome their bad habits.

Perhaps the beginning will be difficult, perhaps the rules will be very cumbersome, but I believe that before long, you have been accustomed to see a well-organized files and folders, and enjoy efficient management brings happiness.