To arrange your files in a specific order, add leading zeros (e.g., 01, 02, and 03) instead of 1, 2, and 3.Īdd 'AA.' By adding 'AA' at the beginning of your file name, it'll automatically stack it at the top of your list, making it easily accessible. This will make it easier to identify the most recent version and avoid any costly mixups if there are multiple iterations of the same file. If you're working with multiple versions of a file, include the version number (e.g., V3). By putting a date (e.g., yymmdd) at the beginning of your file name, it'll automatically be listed in chronological order. If using compound words, capitalize the first letter of each word to make it easier to read. And if you're sharing the file with a client, consider using words that make it clear what's inside. For example, Invoice_2301 or Receipt_2301. Consider what terms you might search for to retrieve the file. While there's no one-size-fits-all approach to naming conventions, here are some tips to keep in mind. The goal is to use names that clearly indicate what's inside without having to open it.

Give your folders and files specific, logical names-and be consistent. The best folder structure will mimic the way you work.įor example, if you're a freelance writer, your top-level folder may be Freelance projects, and within that folder, you have subfolders for the clients you write for, like Zapier, WIRED, and so on. Start organizing your files by creating a logical, hierarchical folder structure. Establish a clear hierarchical folder structure If you find yourself doing mental gymnastics to figure out where you stored something, update your organization system with these file management tips. The obvious folder to look in would be Client invoices-not Client comms.

Continuing with our lawyer example, let's say you need to find out when your client paid their retainer. How to organize files and folders on your computerīrowsing through folders should be an intuitive process.

If you regularly find yourself clicking through four or five layers of folders to access what you need, that's a sign you may need to simplify your structure. Tip: Folders are great for organization, but having too many nested folders can make finding files cumbersome.

Folder structure diagram excel