file management presentation

Window Basics

Parts of a Window

Document Title

Program Icon

Program Name

Control Buttons

Controlling the Window

• Double click on “My Computer”
• Click the minimize button on the window
• Click on “My Computer” on the taskbar
• Click the maximize button on the window
• Click the restore button on the window
• Drag the Title Bar

Resize a Window

• When a window is not maximized, it can be resized
• Move the pointer to the top edge of the “My Computer” window
• Drag the edge up to make the window taller
• Can you make the window wider?
• What happens when you put the cursor in the bottom right hand corner of the window?
• Close the window

Files & Folders

Working with Files & Folders

• Basic Terms
• Each individual document is called a file
• Files are grouped together in Folders
• Files and folders are stored on the computer in a Drive
• To find a document you must follow a path , the drive and folders in which the file is located

Organization of Files/Folders

• Files are placed inside of folders
• Folders can also be placed inside of folders
• Files and folders are all stored on a drive

Finding Files

Address Bar

Back Button

Drive: Local Disk (C:)

Folder: Program Files

Many Folders

Organizing Folders

• Your folders should have a logical hierarchy
• For example, you can divide your documents between your classes using 2 folders
• Inside the CIT folder, you could use a folder for each area you work in

Inside My Documents

Inside My Documents, Cornerstone Folder

Folders for my major areas of work

File Management Tips

Saving Files

• When saving a file, you have to tell the computer
• The file path – where you want to save the file
• The file name – what you want to call the file
• The name of your file should clearly describe what the document is. Make sure it is something you will remember!
• Default Names:
• Word: first line of your document or “Document 1”
• Parts of a filename: filename.extension
• Filename describes the file
• Extension indicates the file type
• Ex: .doc for Word Document, .docx for Word 2007
• .xls for Excel Spreadsheet, .xlsx for Excel 2007

Save vs. Save As

• Save As creates a new copy of the file
• Save overwrites the current copy

File Types & Extensions

There are hundreds of different file types and file extensions:

• Microsoft Office
• Word: .doc & .docx
• Excel: .xls & .xlsx
• PowerPoint: .ppt & .pptx
• Audio files
• .aac, .mp3, .wav, .wma
• Video files
• .avi .mov .mp4 .wmv
• Image Files
• .gif .jpg .bmp
• Compressed files

File Management Presentation

Computer Files and File Management

Apr 07, 2019

1.64k likes | 3.84k Views

Computer Files and File Management. Why Is It Important to Manage Files?. Stop wasting time looking for saved files Can find files more quickly Helpful in keeping file storage space clean and organized Enables one to free-up space when more space is needed

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• mail messages
• double clicking
• lower case file names
• older web browsers

Presentation Transcript

Why Is It Important to Manage Files? • Stop wasting time looking for saved files • Can find files more quickly • Helpful in keeping file storage space clean and organized • Enables one to free-up space when more space is needed • Protects against getting a computer virus • Allows the instructor to find your assignments • Indicator of a proficient computer user

File Storage Places on a PC

File Storage Space at the University • Every student has file storage space on the university mainframe computer • This space can be accessed from any computer lab on campus • You can also access this space from any computer hooked up to the Internet anyplace in the world (more later). • If you access this space from a campus computer lab, this space is known as the “k” drive

The “www” Folder on the Drive • In this class you will save all your assignments to a specific folder/directory • The name of this directory/folder is “www”.

Folders/Directories • What would you think of someone who filed papers in a filing cabinet but didn’t use any file folders? • All the papers were just stuck in drawers! • That would be pretty stupid!!!!

Folders/Directories • You should create folders/directories on you storage media (hard drive, USB drive, K drive, etc.) • This will help you manage your files. • I have folders for each class, research projects, personal files, professional organizations, etc. Note: the word folders is commonly used today; in the earlier days of computing, folders were called directories. These terms are used interchangeably in this class.

Creating Folders • Many software programs give you the option of creating a new folder when you save the project on which you are working. • Or, there are a couple of programs that come with your computer that allow you to create, move, rename and manipulate folders.

File Management Programs • Windows Explorer • Start • Programs • Accessories • Windows Explorer • My Computer • Start • My Computer

My Computer

Windows Explorer The Search function is a powerful tool for finding files that you might have “lost.” • A screen shot of Windows Explorer Double Clicking on the top of any column will arrange the files alphabetically, by size, etc. Click here, then click Details to get detailed information about the files.

Microsoft Hides File Extensions!! • Microsoft, in their infinite wisdom, has hidden the file extensions. • So, in Windows Explorer or My Computers, you have to turn this option back on. Go to • Tools • Folder Options • View • And uncheck “hide file extensions of known types”

Creating New Folders • In Windows Explorer click on File, then New, then Folder, then give a name to the new folder

File Naming Conventions • Originally, because of the limitations of computer operating systems, file names were limited to 8 characters (or less), followed by a period, and a 2-3 character extension. • Smith.wps • Hawkins.db • No spaces were allowed in file names

File Names • Walker3.doc Extension File Name

File Naming Today • Today a file name can have up to 256 letters with a 3-4 character extension. • Spaces are allowed in file names (more later). • There is a commonly used scheme found in using file extensions. • Software programs often assign commonly agreed upon letters as file extensions

File Extensions • In managing files, it is very, very helpful to know common file extension • By looking at the extension you can tell if the file is a sound file, word processing file, spreadsheet, movie, etc. • The first test will have several questions where you match a file extension with the type of file it is

Word Processing File Extensions • .doc – Microsoft Word Document • .docx – Microsoft Word Document (2007) • .wpd – Wordperfect Document • .wps – Microsoft Works Word Processing Document • .txt – a “plain jane” file stripped of most formatting • .rtf – another text file but some formatting remains • .dot – A Microsoft Word template (or dotx for Word 2007)

PowerPoint File Extensions • .ppt – an editable PowerPoint presentation • .pptx – an editable 2007 PowerPoint presentation • .pps – a PowerPoint self running show (.ppsx for 2007) • .pot – a PowerPoint template (predesigned master slides for a presentation) • .thmx – a PowerPoint theme (replaces .pot)

Video/Movie File Extensions • .avi – audio video interleave • .wmv – Windows Media Video • .rm – real media

Image File Extensions • .jpg (can also be jpeg) – typically a photograph, an actual image (JPEG stands for Joint Photographic experts Group) • .gif – an image that is often a drawing or clip art instead of an actual picture (but it can be a picture) • Animated graphics on the web are gif files • GIF stands for Graphical Interchange Format

More Image Extensions • .wmf – Windows Meta File, a vector based image, typically drawings or clip art • .psd – a file created in Photoshop

Sound Files • .wav – a popular sound file format, works well with PowerPoint • .ra – real audio, a streaming audio file format • .Mp3 – works only with PowerPoint 2003 • .mid – a really old sound format

Other File Extensions • .xls – A Microsoft Excel spreadsheet • .xlsx – A 2007 Microsoft Excel spreadsheet • .mdb – A Microsoft Access database file • .mdbx - A 2007Microsoft Access database file • .pdf – An Adobe Acrobat file that can be read on any computer (PDF stands for Portable Document Format)

Miscellaneous • .bak – backup, some programs and people rename a file with a .bak extension prior to them working on it. • .exe – an executable file, this is what installs programs on your computer • .zip – a file that has been compressed. It must be decompressed in order to be used.

Approved Practices in Naming Files • In this class we strongly suggest: • Using all lower case letters in file names • In other words don’t use both uppercase and lowercase letters in a file name. • This is because URLs to find web files are case sensitive. If you get in the habit of using lower case file names, you will just prevent problems in developing web pages in the future.

Approved Practices in Naming Files • Don’t have spaces in file names. Use the _ instead. • Older web browsers can’t handle file names with spaces in them. • organic_beef_production.pptx not organic beef production.pptx

Bad Petunias.PPT Beef Cattle.xls Photo of Dog.jpg Better petunias.ppt beef_cattle.xls photo_of_dog.jpg Examples of File Names

Working on Files Remotely • If you are not in a campus computer lab and need to transfer a file to your “k” drive, you must use a software program known as a FTP program. • You can also download files from the university server using a FTP program, or if you have Internet access, you can just open a file from the “K” drive using your web browser

Typical Home PC File Storage UniversityServer Computer at Home A drive FTP Program USB Drive C Drive K drive

FTP • FTP stands for File Transfer Protocol. • You can download a FTP program for free and install it on your computer.

FTP Program • The University recommends the WinSCP program. • It can be downloaded from http://winscp.net/eng/index.php. • When you install it, indicate that you want a Norton Interface when asked that question.

WinSCP • When you run WinSCP, a login screen will appear. • To login into NCSU, the Host Name isftp.ncsu.edu. • You will alsoneed to enter your unity ID and password.

WinSCP This is the screen you will see next. The left window shows files on the computer on which you are working The right window shows files on the university server. Note the www folder

WinSCP To move files, just “drag and drop” them from one screen to the other or highlight the file to be moved and then click on the appropriate button at the bottom of the screen.

Not all files are friendly!! • Some files may contain bad stuff for your computer!! • Viruses • E-mail viruses • Trojan horses • Worms

Viruses • A virus is a small piece of software that piggybacks on real programs. It can do severe damage to yourcomputer or files or slow you machine way down. This can’t really happen but you may feel like it if you computer picks up a virus.

E-mail Viruses • An e-mail virus travels as an attachment to e-mail messages, and usually replicates itself by automatically mailing itself to dozens of people in the victim's e-mail address book. So even if you get e-mail with an attachment from someone you know, it could be a virus that is actually e-mailing you. Avoid opening any attached files that end in .exe, .com, .vbs, .bat, .lnk, .scr. It is generally ok to open data files such as .doc, .ppt or .xls.

A Trojan horse is simply a computer program. The program claims to do one thing (it may claim to be a game) but instead does damage when you run it (it may erase your hard disk). Trojan horses have no way to replicate automatically. Trojan horses

A worm is a small piece of software that uses computer networks and security holes to replicate itself. A copy of the worm scans the network for another machine that has a specific security hole. It copies itself to the new machine using the security hole, and then starts replicating from there, as well. Worms

Protecting Your Computer • Practice Safe Computing • Use an Anti-Virus Program (you can’t afford not to) • NCSU students can download Symantec AntiVirus for free • http://www.ncsu.edu/it/antivirus/

File Compression (Zipping) • Files can be compressed. • This is very handy, especially for Web users, because it lets you reduce the overall size of a file so it can be transmitted faster over slower Internet connections, or take up less space on a disk. Once you download the file, your computer uses a program (such as WinZip) to expand the file back to its original size.

File Compression • Winzip is popular commercial file compression program. You can download a trial copy for free.

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Article • 6 min read

7 Tips for Effective File Management

Managing your documents... and your time.

By the Mind Tools Content Team

Have you ever kept someone waiting while you searched the piles of papers on your desk for an important document? Or struggled to meet a deadline because you've lost a vital computer file?

Whether you work with paper documents, electronic files, or a mixture of both, it's vital to keep them organized and accessible. That way you can save time looking for things, and always have the right information to hand when you need it.

Managing Information

When you receive a document from a co-worker, vendor, or customer, it's tempting to "just put it away" in a pile on your desk or drawer, or to keep it in your email inbox or downloads folder. "Hmm. Looks interesting, but I'll take a closer look at this later, when I've got more time." Sound familiar?

After a while, many such documents build up, leading to clutter. And it becomes less and less likely that you'll ever find time to go back and get all of that information organized.

Meanwhile, you can spend lots of precious time searching for documents that have got lost in all the mess.

So why not take a different approach, to ensure that you're always confident of finding things when you need them?

Effective File Management

Here are seven ways to manage your documents and files efficiently and effectively:

1. Avoid saving unnecessary documents.

Don't make a habit of saving everything that finds its way to you. Take a few seconds to glance through the content, and keep a file only if it's relevant to your work activity, or required by your business. Having too many unnecessary documents adds to clutter and makes it harder to find things in the future.

2. Follow a consistent method for naming your files and folders.

For instance, divide a main folder into subfolders for customers, vendors, and co-workers. Use shortened names to identify what or who the folders relate to. You can even use color coding to make it easier to identify different categories of folders.

3. Store related documents together, whatever their type.

For example, store reports, letters, presentation notes, spreadsheets, and graphics related to a particular project in a single folder – rather than having one folder for presentations for all projects, another folder for spreadsheets for all projects, and so on. That way, you'll be much faster finding documents for a particular project.

4. Separate ongoing work from completed work.

Some people prefer to keep current or ongoing work on their desk or computer desktop until a job is completed. Then, once it's done, they move it to the appropriate location, where files of the same category are stored. At periodic intervals (for example, weekly or every two weeks), move files you're no longer working on to the folders where your completed work is stored.

5. Avoid overfilling folders.

If you have a large number of files in one folder, or a large number of subfolders in a main folder, break them into smaller groups (subfolders or sub-subfolders). For instance, you could divide a folder called "Business Plan" into subfolders called "BP2021," "BP2022," and "BP2023." Likewise, you might divide a folder for a client named Delta Traders into subfolders named "Delta Traders sales presentations" and "Delta Traders contracts." The idea is to place every file into a logical folder or subfolder, rather than have one huge list of files.

6. Organize documents by date.

Make sure that the date of a document is clear, by highlighting it or adding it to a paper document, or including it in the title of an electronic one. That will help you to organize your documents chronologically, without having to open each one. And you'll then be able to find them more easily in future.

7. Make digital copies of paper documents.

This is useful if you don't have much space to store paper documents; you want to archive documents without destroying them completely; you need to share documents electronically; or you want to make your information storage more secure. (This won't be appropriate for all types of documents, though – for example, legal contracts or documents with original signatures – so use your best judgment here.)

For any system to be useful and effective, it must also be convenient for you. To some extent, this depends on the nature of your business or the work that you do. So, although there's no "one size fits all" solution to file management, you'll likely profit by using some of these file-management tips, and by customizing them to best serve your needs.

It pays to organize all your documents carefully – both paper and electronic files – so that you can find them quickly and easily.

Our seven top tips for doing this are:

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Comments (1)

File Management can be subjective... but I truly could use more in depth and how tos for successful file management. Probably starts with getting basic understanding of differences between Drop Box.. Icloud... oneDrive .. and what the heck is Sharepoint? Don't judge. 😂 I was out of it raising my boys ... and only used a MACBook to keep up. Now I find it hard.

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Digital File Management for Photographers

Best concepts and best practices.

A General Photography Presentation by Joe Edelman

“ I can find any image I have taken in the last 24 years — in less than 3 minutes! Can you? ”  — Joe Edelman

File Management is a SCIENCE

But it doesn’t have to be hard!

Say goodbye to misplaced files, disorganized folders, and backup nightmares, and step into a world where every file is right at your fingertips!

With the digital revolution in photography comes the daunting task of organizing, storing, and safeguarding thousands, if not millions, of files. While digital file management can seem like a complex science, with the right strategies and insights, it can and should be seamlessly integrated into every photographer’s workflow.

Join me as I demystify the labyrinth of digital file organization to help you recognize the pivotal role of taxonomies in creating a logical and scalable structure tailored to your unique needs.

Beyond the foundational organization, we will delve deep into the importance of a streamlined post-processing workflow, efficient file-naming conventions, and robust storage solutions to ensure your art is preserved for posterity.

If you’ve ever felt overwhelmed by years of accumulated images or frustrated with the tedious search for that one elusive file, this session is crafted for you.

Whether you’re just starting your photography journey or looking to overhaul your existing system, These insights and strategies promise a transformative experience.

Here’s what you’ll walk away with:

Decoding Taxonomies : Dive into the essence of taxonomies, understanding their significance, and determining which one aligns with your needs.

Building Scalable Systems : Learn to construct an organizational structure that not only meets your current demands but also grows seamlessly with your expanding portfolio.

Streamlining Post-Processing : Delve into tactics for arranging and managing your post-processing workflow for efficiency and consistency.

File-Naming Mastery : Understand the importance of strategic file naming, ensuring quick retrieval and clarity in your archives.

Storage Solutions Deciphered : Explore the myriad of storage options available, weighing the pros and cons of each to find the perfect fit for your collection.

Robust Backup Protocols : Discover the importance of redundant backups, cloud storage, and physical backups to safeguard against unforeseen data losses.

Tackling Past Chaos : Learn actionable steps to reorganize and systemize years of accumulated, unsorted images.

…And Much More!

Equip yourself with the tools, techniques, and knowledge to create a foolproof digital file management system that stands the test of time.

  Presentation Details

Duration: 90 minutes with time for Q&A.

Available as an In-Person or Virtual Presentation .

  Download Included

This program includes a digital download with notes and links to additional learning information and any equipment discussed during the presentation.

Download link is shared at the end of the presentation and will be active for 72 hours after the presentation concludes.

  Intended Audience

This interactive and inspiring session is intended for photographers of all skill levels and all interests.

The concepts and techniques apply to both digital and film photography across all genres.

  Set up Needed

In-Person: Requires the use of a digital projector and screen or a large-screen TV with a HDMI connections.

Virtual: I can host up to 100 people via ZOOM, or I can present on your organization's account. The presentation is delivered from a professional Livestream studio with professional lighting and sound.

Have more questions? Are you ready to book? Contact me with this link .

All of my presentations, in-person or virtual, are lively, interactive, inspiring, and packed with useful information, with a little bit of humor thrown in for good measure!

  Available Photography Presentations by Joe Edelman Cr.Photog

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Marketing & Business of Photography

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• Yes, you can use WPS Presentation for free. The free version of WPS Presentation covers most features and provides free templates suitable for daily presentation needs.
• However, for access to premium templates and advanced features like OCR (Optical Character Recognition) and premium templates, a premium subscription is required. The premium subscription offers additional functionality and tools to elevate your presentation creation experience.
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• The primary distinctions between WPS Presentation and Microsoft PowerPoint are the cost and accessibility. WPS Presentation is available for free, while Microsoft PowerPoint often requires a costly subscription or purchase.
• WPS Presentation offers seamless cloud integration with services like Google Drive, facilitating convenient presentation storage, synchronization and collaboration.
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Project Management Presentation templates

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Business Project Management Infographics

Present your business project management endeavors with unwavering confidence using this formal Google Slides and PowerPoint template of captivating infographics, showcasing mission statements, project timelines, revenue overviews, and more. Designed to perfectly match the visually clear and professional "Business Project Management" template, they seamlessly harmonize with the soft earth tones...

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Download the "Business Project Presentation" presentation for PowerPoint or Google Slides. The world of business encompasses a lot of things! From reports to customer profiles, from brainstorming sessions to sales—there's always something to do or something to analyze. This customizable design, available for Google Slides and PowerPoint, is what you...

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11 ideas for how to organize digital files

Sorting through unorganized work folders, files, and documents to find exactly what you need, when you need it, can be challenging and frustrating. In fact, 57 percent of U.S. office workers say one of their top three problems is quickly finding files and documents, according to a  survey on search and findability issues in the workplace.

Good news: you can save time and learn how to organize digital folders and files with a few best practices. The key is to decide on a system, communicate it clearly to everyone in your organization, and be consistent.

Here’s your guide to organizing files.

#1. Set goals for digital file organization.

Organizing file folders can take over your life if you let it, so start by getting specific about what you want to accomplish. That way, you’ll prevent the project from consuming more time and resources than you have available.

Start by asking a few preliminary questions.:

• Who  needs to understand your digital file organization system? The obvious answer is “everyone,” but consider the needs of people who aren’t very tech-savvy and those who will only be accessing your files occasionally.
• When  will you begin the project, and how much time can you spend?
• How  will you know you’ve succeeded?

Here’s an example: “While all 22 employees need to understand our new digital file organization system, we will prioritize the writers and graphic designers, since they create the files. The office manager will allocate one hour per week on the project. We’ll know it worked if it’s faster and easier for project managers to find the latest files for client projects.”

#2. Get input on the current file organization method.

Together with work productivity tools , revamping your digital folder and file organization gives your team access to the resources they need to do their best work. 

Talk to the leadership team at your organization so you understand their priorities and pain points. If you have time, get input from  all your team members . Here are a few questions to start with:

• What do you like and dislike about the current computer file organization system?
• What’s confusing or difficult to find?
• How would you improve how files are organized? What’s worked well for you in the past?

Along with their input, you’ll need the following resources:

• Business tools:  Your computer and  online file-sharing software . Make accessing files easy for everyone by keeping everything a cloud-based server, rather than on-premises.
• Notetaking supplies:  Set calendar reminders and consider using visual collaboration tools or digital notebooks to get organized. Paper and pen for jotting down notes or reminders are always useful.
• Time:  At least two hours unless you have very few files. Break the task into manageable chunks and work on it in multiple sessions if it feels overwhelming.

#3. Delete and archive old computer files and folders.

If you have duplicate files or documents you’ll never reference again, delete them. Remove files before you begin so you don’t waste time organizing them, just to scrap them later. If you’re not sure whether to keep them, put them in a folder titled  Archive . Consider using Storage Sense , an assistant that works with OneDrive to automatically free up space, to maintain access to your files while freeing up valuable storage space on your computer.

#4. Create a folder structure.

Now you’re ready to  start organizing folders , but where do you start? The ideal folder organization strategy will vary based on your organization and its needs. For organizations with remote or hybrid workforces, well-organized files are crucial for communication , collaboration, and productivity. Remember that your colleagues are likely accessing files from a range of devices, including tablets and smartphones, so consider how your organizational structure will appear across these endpoints.  

Decide whether it makes sense to organize files by name, date, project, or department. Start on your shared drive with your broadest categories for your main folders, and then get more specific with subfolders. Here’s what that could look like.

Organizing file folders by name

Best for:  Organizations that mainly identify projects by the client’s or organization’s name, such as a marketing or advertising agency.

Pros:  Names are less ambiguous than other categories, such as industry or product type. It’s easy to find the right folder when the client contacts you.

Cons:  It can be confusing if the client or company changes their name. It’s also difficult to remember when a certain project took place or was completed.

Organizing file folders by date

Best for:  Organizations with large amounts of files tied to time periods, like a financial services business.

Pros:  It’s easy to focus on a specific time period, such as the quarter or fiscal year.

Cons:  It’s harder to find projects based on other categories, such as the type of project.

Organizing file folders by project

Best for:  Organizations with lots of cross-departmental collaboration—for example, projects that require a project manager, writer, and graphic designer to work together.

Pros:  It’s easy to find everything related to a project, including a variety of file types, because it’s all in one place.

Cons:  It can be hard to find related projects unless you include that in the file naming structure. An organization like an ad agency could mitigate this by including the client’s industry in file names, along with the project name, so searching is easier.

Organizing file folders by department

Best for:  Organizations where departments are siloed—for example, a company where there’s little interaction across finance, sales, and customer service.

Pros:  Each team knows where to find their files, so searching is faster.

Cons:  When departments do collaborate, it can be confusing deciding where to save files.

Remember that hybrid folder organization strategies are also possible and might make the most sense for your team. Combining several of these approaches could offer the most flexibility, depending on your needs.

#5. Choose a file naming convention.

After selecting an organizational strategy for your digital files, decide how to name them. Avoid vague file names like “draft1.doc”—the more specific you are, the easier searching will be. Ideally, your file names should be detailed enough that you know exactly what they are at a glance. Start with the broadest category at the beginning of the file name, like the year or department, and then get more specific.

• If you’re organizing by  date , your file name structure might be YYYY-MM-DD (year month day), followed by any other details you might search for (for example,  2021-06-26_Contoso-Suites_social-media-ads ).
• If you’re organizing by  name, project,  or  department , start with that, again followed by other relevant search terms (for example,  Contoso-Suites_social-media-ads_2021 ).

These file name examples use underscores (_) and hyphens (-), but you don’t have to. While you can use spaces in file names, remember that URLs don’t allow them—if you’re planning to upload files to your organization’s website, it’s worth keeping this in mind.

Modern filing and document management systems allow you to add metadata, which can make searching and organizing more efficient. Create naming protocols for metadata and tags as well. The most important principle for all naming conventions is consistency but take note that cloud storage and document management systems increasingly offer AI-powered search features to help find files even when you can’t remember the exact name.

#6. Establish a system for version control.

We’ve all been there: “Do I use final_reallyfinal_2.doc or THISONE.doc?”

The easiest way is to only use one file, saved on a shared server (instead of someone’s local computer), so everyone can  collaborate in real time  and there’s no confusion about which file is the latest one. Use  word processing software  with tracked changes so you have a record of everyone’s edits .

Another option is to establish a clear order of file name endings and ask the whole organization to stick to it. This is useful if you want a separate file to mark each stage of a process, but it does lead to more files. Here’s an example:

• First draft:  client_project_draft.doc
• Revisions from client:  client_project_clientedits.doc
• After incorporating revisions:  client_project_revision1.doc, revision2, revision3
• After client signs off on edits:  client_project_final.doc

The trick is to not label a file “final” until it really is. Give the client a time limit on revisions, if possible, to avoid a never-ending revision cycle.

#7. Organize image files effectively.

There are several ways to organize images, such as by year, event, project, or department. It might help to use the same digital file organization system for your photos that you use for other files and documents, but you don’t have to. If your business attends a lot of events, consider creating folders for each event type, such as individual conferences or tradeshows. That way, if an event is annual, it’s easy to see what images you used in previous years all in one place.

Here’s an example:

with your other files, decide on an image naming convention and stick to it. Be specific and descriptive, so searching for images is easier. Include the year, month, and day in the file name (for example,  2021-06-26_spring-tradeshow-booth-backdrop.png ). And it’s worth repeating: save images to cloud services or make a backup copy on a flash drive.

#8. Manage leadership-only or confidential files.

Build  data protection  into your digital file organization strategy. Set sharing settings on files and folders so that people outside your organization (like clients and contractors) can only access what they need.

Make use of cloud storage services that offer the most robust data security and compliance. The following features offer granular control and can help you better manage confidential or sensitive files:

• Set passwords for files and folders.
• Give read-only access.
• Prevent people from downloading files.
• Set permissions on a per-user, per-file, or per-group basis.
• Encrypt sensitive files.
• Take advantage of compliance features.

Establish a system to determine which sharing settings to use on which files. Share those guidelines with your team and post them somewhere convenient for future reference. For folders with employee-only access, remember to revoke access as soon as an employee leaves.

#9. Organize large amounts of files by years or quarters.

Organize thousands of files efficiently with the right tools. To sort files, open the folder containing all the files you’d like to organize, right-click within the folder, select  Sort by , and then select how you want to sort the files: by name, date, type, size, or tags.

From there, easily organize computer files from a certain time range. Move all of them from one year into their own folder. If you like, create subfolders for each month or quarter.

If you need to rename a lot of files, there are  apps for bulk file renaming , some of which are free, that allow you to add details to file names, such as the year.

If you have too many year folders, you can always create a folder titled  Archive  for folders from more than a few years ago.

#10. Tell your organization how to organize digital files.

Make it easy for your coworkers to name files correctly and save them in the right place.

• Have a quick meeting about the new computer file and folder organization guidelines, with time for questions at the end, or send an email with instructions.
• Post the guidelines to your organization’s group chat app.
• Create a template folder and subfolders that people can refer to as an example.

Make sure everyone knows to back up their files regularly.  Save files to cloud services  so they’re accessible anywhere. If people must save files on their computers, make sure they save a backup copy.

#11. Maintain your file organization system.

Save time by taking advantage of automated tasks within your folder organization system. Modern file management systems often allow you to automate file sorting and archiving and can even trigger actions based on specific events.

You  might excel at organizing digital files, but others might not, so try not to stress about it. Schedule recurring file maintenance time to move misplaced files—and gently explain to people what the correct location is. Or designate someone on your team as the go-to person for all file-organizing questions. Encourage people to ask first, rather than possibly saving something in the wrong place.

Check in with your team to see whether your organization system is working and adjust as necessary. Finally, congratulate yourself on finishing a daunting project that will save your organization a lot of time!

Next steps for computer file organization

Communicate and collaborate on files with a  chat app and file sharing for teams , or get started right away with a  comprehensive suite of business apps  to help you stay organized.

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Overview of document management in SharePoint

Summary:     Learn about the elements of a document management solution and the document management planning process in SharePoint 2013.

This article contains a high-level description of the various elements of a document management solution that is based on SharePoint Server 2016.

Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Although the term "management" implies that information is controlled from the top of the organization, an effective document management system should reflect the culture of the organization that uses it. The tools that you use for document management should be flexible enough to enable you to tightly control a document's life cycle, if that fits your enterprise's culture and goals, but also to let you implement a more loosely structured system, if that better suits your enterprise.

The elements of a document management system

An effective document management solution specifies the following:

What kinds of documents and other content can be created in an organization.

What template to use for each kind of document.

What metadata to provide for each kind of document.

Where to store a document at each stage of its life cycle.

How to control access to a document at each stage of its life cycle.

How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition.

SharePoint Foundation 2013 includes features that implement all these aspects of document management. SharePoint Server 2016 includes the same features and also adds the following:

What policies to apply to documents so that document-related actions are audited, documents are retained or disposed of appropriately, and content that is important to the organization is protected.

How to handle documents as corporate records, which must be retained according to legal requirements and corporate guidelines.

To make sure that information workers can easily take advantage of these capabilities without having to depart from their day-to-day operations and familiar tools, applications in the Microsoft Office system — such as Microsoft Outlook and Word — also include features that support each stage in a document's life cycle.

The planning process

The document management planning process consists of the following major steps:

Identify document management roles       Ensure that your plans incorporate the feedback of your organization's key stakeholders, you have the best team to implement the solution, and you know who will participate in document management processes.

Analyze document usage       After you identify who works on documents, determine the kinds of documents that they work on and how they use them. For more information, see Identify users and analyze document usage (SharePoint Server 2010) .

Plan the organization of documents       You can organize documents in site collections, sites, and libraries. SharePoint Server 2016 offers a range of features to help organize and store documents, from specialized sites to loosely structured document libraries for quick document creation and collaboration. Within a library, you can additionally organize content into folders and subfolders. For more information, see Document library planning (SharePoint Server 2010) .

Plan how content moves between locations       It might be necessary to move or copy a document from one site or library to another at different stages of its life cycle. For more information, see " Plan the flow of content " in Document library planning (SharePoint Server 2010) .

Plan content types       Use content types to organize information about documents, such as metadata, document templates, and workflow processes. This is an important step to help you organize your documents and enforce consistency across your organization. For more information, see Content type and workflow planning (SharePoint Server 2010) .

Plan workflows       When you plan workflows for your organization, you can control and track how documents move from one team member to another as each participant collaborates in a document's life cycle. SharePoint Server 2016 includes workflows for common team tasks such as reviewing and approving documents. SharePoint Server 2016 also supports creating and installing custom workflows. For more information, see Content type and workflow planning (SharePoint Server 2010) .

Plan content governance       You can plan the appropriate degree of control that is based on content type or storage location. For example, you might require that documents in a particular library be checked out before they can be edited. For more information, see Versioning, content approval, and check-out planning (SharePoint Server 2010) .

Plan policies       For each content type, plan information management policies to make sure that documents are audited, retained, and otherwise handled according to your organization's institutional and legal requirements. SharePoint Server 2016 includes policies that implement auditing, document retention, and bar codes (to make sure that printed content can be correlated with corresponding electronic versions). For more information, see Information management policy planning (SharePoint Server 2010) .

Note:  Policies are not available in SharePoint Foundation 2013.

Identify users and analyze document usage (SharePoint Server 2010)

Document library planning (SharePoint Server 2010)

Content type and workflow planning (SharePoint Server 2010)

Versioning, content approval, and check-out planning (SharePoint Server 2010)

Information management policy planning (SharePoint Server 2010)

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