Piles of useful and useless paper, messy books and office supplies scattered around, this is the general situation on our desk. Inside the computer, on the desktop of the computer, in the "resource manager", it is also full of disorder and chaos. This kind of virtual chaos greatly affects the performance of the computer and the efficiency of our office. When many people face this problem, they think that the hard disk space is not enough, the computer performance can not keep up, and it is necessary 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, which will save us more time in the future.
The essence of file management is that it is easy to save and quickly extract. All the files will be well organized by folder classification and placed in the most convenient place to find. The most ideal way to solve this problem is to classify management. From the beginning of the hard disk partition to the establishment of each folder, we must divide it into folders of large and small and multiple levels according to our own work and life needs. The file saves the schema. In addition, all files and folders must be named in a standardized way and placed in the most appropriate folder. This way, when we need what documents, we know where to look. This method is not an easy task for a large number of people, because they are used to storing files and searching for files with no difficulty and no clue. Below, we will help you develop a set of principles for classification management and urge you to develop good document management practices. Here are some of the basic techniques that we have summarized. These techniques are not dogmatic and may not be suitable for you, but in any case you must have your own rules and stick to them to form habits.
First, the role of my documents
There are many reasons for us to make good use of "My Documents", it can be easily on the desktop, start menu, explorer, save /open window Finding is beneficial for us to open and save files conveniently and quickly. We can use the existing directories in “My Documents or create your own directories and store the files you need to access frequently. As for "My Documents" stored in the C drive, you may accidentally delete the system when reinstalling the system, you can create a directory on the non-system disk, then right click on the "My Documents" on the desktop, select &ldquo ;property”. In the pop-up "My Documents Properties" window, click the "Move" button under the target folder and specify the folder we just created in the new window. After reinstalling the system, perform the above operations again, and then redirect to this folder, which is safe and convenient.
Small Tip: If you use windows 2000/XP, then when you move the "My Documents" folder, all the files under it will be automatically moved, but if you use Windows 9x, you need to manually C: All files under /My Documents are manually moved to the newly specified folder, otherwise data may be lost.
Second, establish the folder structure that is most suitable for you
Folder is the skeleton of the file management system, which is very important for file management. To build a folder structure that suits you, you need to first summarize the various information, work and life content that you are exposed to. Everyone's work and life are different, and the information they receive will vary greatly, so analyzing their information categories is a prerequisite for building a structure. For example, there are quite a few IT freelance writers and editors who create folders in the categories of software and hardware. Many teachers use their own work content, such as teaching work and class teacher work to create folders.
The file names of the same kind can be named by the same letter prefix file. The same kind of files are best stored in the same directory, such as image directory image, multimedia directory media, document doc, etc., simple and easy to understand, at a glance, and Easy to open with a single software. This way, when we want to find a file, we can immediately think of where it might be saved.
Third, the number of control folders and files
The number of folders should not be too much, the number of files within 50 folders is easier to browse and retrieve. If there are more than 100 files, browsing and opening will be slower and inconvenient to view.
In this case, you have to consider archiving, deleting some files, or splitting this folder into several files or creating some subfolders.
On the other hand, if there are only a few files with a long list of files in a folder, it is also recommended to merge this folder into another folder.
Fourth, pay attention to the structure of the series
the refinement of the classification will inevitably lead to an increase in the level of structure, the more the number of levels, the lower the efficiency of retrieval and browsing, it is recommended that the entire structure is best controlled in the second and third level. In addition, the level is best combined with the information that you often deal with.
The more commonly used categories, the higher the level, such as the editing of multimedia columns, the multimedia folder should be a first-level folder, the course taught by the teacher this semester, the data folder of the class being managed, It should be a level one folder.
The number of folders, the number of files in the folder and the level of the folder, often can not be both, we can only find the best combination point.
5, the naming of files and folders
It is important to take a good name for files and folders, but what is a good name, but there is no fixed meaning, the shortest words describe this folder category and role It allows you to remember the approximate contents of the file without opening it. It can be a good name. To use uniform naming rules for all the files and folders on your computer, these rules need to be developed by ourselves. When you first use these rules, you won't be as easy as typing a few words as you normally would, but once you realize the benefits of rule naming for easy viewing and retrieval, I believe you will continue to do so.
In addition, from the point of view of sorting, our commonly used folders or files can be added with special identifiers when they are named, so that they are ranked first. For example, when a folder or file is much more visited than the same level, the author will add a “1” or "★” in front of the name, which can make these files And folders are arranged at the forefront of all files in the same directory, and relatively minor but frequently accessed, you can add “2” or “★★”, and so on.
In addition, the file name should be short, although Windows already supports long file names, but long file names will also bring confusion to our recognition and browsing.
6. Pay attention to the separate and completed
If the file one year ago is still with the file you are currently processing, if the mail a few months ago is still placed with the new mail Then you will have a hard time finding what you want. It is a good practice to process expired files in a timely manner, back up the backups, and delete unwanted ones. Take the teacher as an example. The teaching plans and materials for the course taught in the last semester will be very small in this semester, so it should be specially stored in another folder with a lower level after storage, or even burned to a CD. And some of the documentation for this semester, because you want to visit frequently, it is best to place it in “My Documents for easy access. For the teacher, a semester is a cycle, after a cycle, the folder of this cycle is processed accordingly. For people in other industries, there are different cycles. We need to archive folders and files according to our actual work and life needs.
Small Tip: For data security, timely backup is a must. For the backup, please refer to this issue of “Completing Complex Backups”, backing up files in time and deleting files that are not needed again.
Seven, the convenience of shortcuts
If we often need to quickly access files or folders, then right-click and select "Create shortcuts", and then place the generated shortcuts where you often stay. .
Of course, when files and folders no longer need to be accessed frequently, you need to delete the shortcuts in time, so that the shortcuts don't block too much space or involve your attention.
Eight, now and long-term adherence
establish a sound structure, standardized naming, periodic archiving, this is what we have to do. This uncomplicated operation can greatly improve our work efficiency and save us a very limited time.
If you start now, please take out a piece of paper first, understand your information category, specify the number and location of the folders you are about to create, and develop file naming rules and archiving rules for important folders. Then according to this rule, a large amount of information already existing in the computer is moved, renamed, deleted, etc., and it is necessary to overcome the bad habits in the future operation.
Maybe it will be difficult at first, maybe the rules will be cumbersome, but I believe that after a long time, you are used to seeing well-organized documents and folders, and enjoying the happiness of efficient management.