Tip #1

File Hierarchy

Or

Where am I?

If your current file organization system works for you, congratulations. But if you frequently find yourself letting files clutter your computer's desktop, or if you spend time arranging files in a deep, complicated hierarchy of folders, it's time for a revamp. Remember, with simplicity comes effortlessness. A few simple but flexible folders can get your bits and bytes under control so you can spend less time moving files around and more time getting work done.

There are a million and one ways to arrange files and folders. Some might argue that spending a moment even thinking about it in the age of desktop search is unnecessary. That may be true, but some semblance of order will clear your desktop and your mind and make you "ready for anything."

Don’t you hate it when you can’t figure out where a particular file is? Or maybe you want to save a file you are working on and you want to save it in a very specific place. How can you do that without getting lost?

Well let’s take a look at your Explorer Window or the address bar:

How did I get there and how can I get there more quickly?

Description of the Windows File System

Windows is designed around a file hierarchy. At the base are the Drives. Sometimes these are physical drives that are actually in the computer, other times they are network drives, physically located in another computer. It is important to know the difference. If your IT Department is set up like ours you will want to make certain that you NEVER save anything on your desktop. The only files on your desktop should be Shortcut files designated by a little arrow in the lower left hand corner. If you don’t see an arrow it is not a shortcut.

When you save a file for the first time pay special attention to where you are saving. If you don’t know exactly where you are saving use the drop down arrow as seen below:

An individual’s files and folders can be stored anywhere on the computer, but the most common place to store your files is in your “My Documents” folder. The nice thing about putting all your files in your “My Documents” folder is that it makes it very easy to back up just that one folder. It is quick and easy to drag and drop onto a CD or upload for offsite storage. The combination of proper saving and back up is one of the easiest and most overlooked aspects of working with your computer.

File naming is also important. Document 1 just won’t cut it. Lesson Plan 12 won’t help you find that particular file next month or next year. I try to name my files followed by the date to help with my file organization. For example I am naming this file Connecting Waters File Hierarchy 12.11.09.doc. Have made 10+ separate handouts for this presentation and all those separate files reside in a folder named Connecting Waters.