What would it be like if we didn’t have cabinets or drawers in our kitchen?  All of the pots, pans, silverware, towels, cleaning supplies, canned goods, etc. might be piled on a table sitting in some corner of the room.  (Actually, I think I may have just described the bachelor apartment that I occupied many years ago!) Think how frustrating it would be to try and find something when you needed it.  Fortunately, we are equipped with many storage devices throughout our home that help us to stay organized.  To name a few, the bathroom has a place for linens and the kitchen has drawers to organize many different items.  Some of these drawers are even subdivided into additional compartments and trays.  Whatever our logical method of organization, the end result is that we can locate what we need quickly and easily.   

Computer file and folder organization is much the same as our house when it comes to storage.  If we do not organize the information that we store, we would have difficulty locating and finding it when needed.  It can be very frustrating not being able to locate that memorable picture you want to show your relatives when they are visiting.

So, how do we begin this organizational process?  First of all, we must understand that there are different types of items that are stored on our computer.  Basically, these item types fall into two categories: Applications (Programs) and Data (Information).  Of the two types, it is the Data that we are mostly concerned with. 

The Applications are usually installed by a process that requires you to insert a cd/dvd.  If you downloaded programs from the internet there might be a “RUN” button to do the installation.  Whatever the method, these installation programs automatically organize themselves very nicely on your computer’s hard drive. 

After the installation when we begin using these programs, we will start to create “data” which is stored on our pc as files.  For example, suppose you want to write a letter to a relative.  You would launch the word processor program of your choice, create the letter and then save it on the computer.  You have just created and saved data (your letter) to a new file on your computer.

The questions now are, “WHERE was it saved?” and “Where would you find it again if you needed it?  If you organize your data storage locations properly, you would not need to ask yourself the questions just mentioned.

To help us with this organization, Microsoft has provided a “My Documents” folder to serve as a default location for saving files.  However, over time, the “My Documents” folder can become cluttered with many various types of files, including those saved from Word Processors (*.doc), Spreadsheets (*.xls), Database (*.dbf), Adobe (*.pdf) and possibly many more.

Although each individual may have a different idea on how to organize their files based on the type of work that they do, I have a few suggestions that may help you to develop a strategy. 

1.  Begin by taking some time to think about the work that you do, the programs that you use, and the types of files that you will be storing.

2. Use the “My Documents” folder as a starting point and then create a top-level folder structure under it. You might give names to these top-level folders depending on the application that they relate to.  For example, the folder structure at this level may be called, “Word Docs”, “Spreadsheets”,” PDF Files”, “DB Files”.

3. Create sub-folders below the folders mentioned above.  For example, under the “Word Docs” folder, you might want to create  sub-folders called “Work”, and “Personal. And even sub-divide these to include folders called “Resumes”, “Recipes”, etc.

4. Once you have the folder structure in place, then you can use it to your advantage when creating documents.  For example, if you are creating a new recipe, you can save the file under “My Documents” > “Word Documents” > “Personal” > “Recipes”.  Now when you need to find a recipe that you are looking for, you know exactly where to go to retrieve it.

5. As a final step, you can configure your application (program) to automatically store your files in one of the particular folders that you have created.  This way, when you save a file, you know that it is going into the right location on your computer’s hard drive.

There are also other folders that Microsoft has provided for us, called “My Pictures”, “My Music”, and “My Videos”.  You can use a similar process to create sub-folders under these also.

If you need additional help or advice in designing your plan, I would be happy to assist.

Bud Sparks is the principal operator of Diamond Spring Technical Services.  His certifications in computer science range from Senior Systems Engineer to Microsoft Certified Instructor.  Additionally, as an adjunct professor, he teaches advanced Microsoft courses at Mercer County Community College.