Organizing Your Data in Windows For Quick Access
The following tips may help you in better organizing your files and folders.
A. Use Folders and Sub Folders Liberally
Under Windows Installation, you can create as many folders as you wish. Once you identify where to save your business files, think of how to arrange files so that you remember them easily. For example, if yours is a business entity, the first things that will come to your mind are clients, papers like quotations, letters, invoices, etc. Create a folder and name it Clients. Under Clients, you can create subfolders Quotations, Invoices, and Other Communication.
Windows allows you to use lengthy file/folder names, so you can make good use of it. Under Invoices, you can have a folder named 2009, and in it, you can create 12 folders for each month. This is just an idea. You'll discover what suits you best as you use your file system, and moving, copying, renaming, and deleting folders is pretty painless when you want to change something.
B. Mark Important Folders/Files by changing their Icons
You get a number of icon options when you right click on a folder, select Properties, and then Change Icon. If you cannot find a relevant icon, there are several programs available on the Internet that can create customized icons for you. Make sure you are downloading a good program, free of any malicious code. The idea is to use icons that immediately inform you about the contents of any folder. You can create icons using images of artists to quickly organize music folders, or corportate logos to identify work regarding a given client or supplier.
C. Create a Toolbar on Windows Taskbar
Create a folder named Shortcuts anywhere other than the system partition. Right click inside this folder and create shortcuts to all the folders that you access regularly. Once you are done, right click on the Windows Taskbar and select Toolbar. In the menu that opens, click on the last item saying New Toolbar. This will give you a window where you can select the Shortcuts folder. You can access the desired folder or file from the Windows Taskbar directly.
D. Finally, Backup all your Important Files
Instead of traditional backups to DVDs or external HDDs, I recommend using an online storage. Some managed remote backup services such as Mozy offer you 2GB free space. You can buy more space if you need it.
This is how I go about maintaining a filing system. If you have any ideas for organizing files and folders for quick access, please share them with us using the comments feature.