Move Files Into the Appropriate Subfolder This is so that if you accidentally move a subfolder to the wrong place, it will be apparent immediately, and it's easy to correct.ħ. Notice that for each subfolder, I include the year in the name as well. Some examples are:Ģ021 Taxes (I would put this folder into the 2022 main folder because you prepare and file 2021 taxes in 2022, though it may take your brain a little while to remember this fact) Within any year folder, you can create a few subfolders with clear names. Or you could organize one layer deeper with a few subfolders. You could very well stop here if you want, now that your files are at least separated into folders by year. Organize One Layer Deeper With Subfolders Again, don't overthink it if you have files that could potentially live in multiple folders. Move Older Files Into the Corresponding Foldersįrom this point, it's pretty easy to sort all your files by date and move them into the corresponding year folder. How far back should you go? Depending on how many files you have in your online storage system, you might stop after a few years and then make a folder called something like "2015 and Older." For example, my oldest folder is called "2005-OLDER."ĭon't name it "Older than 2015." Instead, keep the year at the start of the name so that all your folders appear chronologically when sorted alphabetically.ĥ. The next step is to make a few additional year folders, such as 2021, 2020, 2019, and so on. By using this system, you've already reduced the number of places that file could be to two. For example, you might have digital copies of your tax return after filing your taxes, which should go into the 2022 folder, but you might need to refer to those files again before the end of the year, in which case they belong in the _Inbox.ĭon't worry too much about it. The reason to do these steps (sorting files into the _Inbox and 2022 folder) at the same time is because you will invariably find some files that don't fit neatly into either category. Select them all and move them into the 2022 folder. Some clear-cut examples are photos you took in 2022. Identify other files that you worked on this year and move them into the current year folder. The next step is to identify your active files, meaning files you open or work on at least once a month. Move Active and Recent Files Into the Folders You Just Created The underscore causes the folder to appear at the top of the list when folders are sorted alphabetically.ģ.
I address those points a little later too.Ĭreate a second folder and call it "_Inbox." Put this new folder at the same level as your 2022 folder so they appear next to one another. Similarly, Google Drive users will find they need a few unique pointers related to cleaning up files shared with them. In OneDrive, put it in My Files.įor this method of organizing, OneDrive is perhaps the most cumbersome system to work with, but I have some additional tips for OneDrive users, which I cover toward the end. For example, in Dropbox, put this new folder right in the Dropbox folder. This folder should live in your topmost layer of organization. Create a Folder and Name It for the Current Yearįirst, make a folder and call it "2022," or whatever is the current year.
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But let me cut to the chase and show you what it is and how to do it.ġ. I've used it reliably for almost two decades, and it has never failed me.Īt the end of the article, I have a few words about what makes this system work.
It works for cleaning up your online storage, as well as tidying up email accounts, local storage, and even paper files such as family documents (which you should also digitize). This strategy is one I've written about numerous times. So let me share with you the simplest, most efficient way to quickly clean up your files. The optimism fades after a few years as people accumulate more digital stuff than their minds can remember. How much do you rely on search to find the files and folders you need? I've met many an optimistic person who believes search is good enough to always pull up the files they want in mere seconds.
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