Is This Still the Best Way to Organize Your Files? 📁

What should you do with all those files and folders that you have to manage? We all have hundreds of files to keep track of. But how can we keep them in order while being able to find the information we want quickly?

In this video, Scott Friesen answers some of the most common questions he gets about file management. In particular, he addresses some of the biggest pros and cons of using the ABC folder method.

[jeffbrown]

I’ve used this method for years for my client folders. Mine is a bit more complex though. In my letter folders I have client folders (beginning with that letter). In the client folder I have additional folder who’s titles start with the date, then client name initials, then project name. Inside that folder are the project files. I can find a client project file in 3 clicks. Well done Scott!

[Kyoobix]

Just an idea. If you often go looking for "Online resources" instead of "Websites" as illustrated in your video, you could create a shortcut under O names "Online resources" linking to "Websites".

[Purpleiris]

I used this system in Gmail to keep track of emails regarding commissions, problem with certain websites, family emails...etc. Works really well!

[markstube]

This sort of approach has NEVER worked for me and believe me I have tried it! The alphabet is just not how how brain sorts things! If I'm looking for sausages I don't know if I filed it under sausages, bangers, chorizo, recipes, food, or what - it takes far to many clicks and far too much scrolling to find anything. Also I have several distinct areas of work. 4 professional roles plus a number of personal interests . It is much easier to separate these. If I need to clean out files (maybe I leave a job ) it is much easier to remove or archive everything related to the non current roles if i have filed using a hierarchical system than if they are scattered all over an alphabetic system. Also organising files by projects or tasks allows faster workigin than having them scattered over an alphabetic system. If it works for you then fine ! But the ABC system just drives me nuts!

[jeffreyplum]

This seems to be a great trunk system. Within one Letter folder are named folders. Each named folder can hold files, folders, or another letter tree/ folder mix. The letter folders can also organize the predefined folders already setup by common desktops. The Downloads folder often could use a letter folder tree itself. The basic rule is "Root_folder-> Letter_folder-> Contents_folder->Contents " "Contents " could be a file or one of the prior folder types. The ABC method lays the foundation for " A place for everything, and everything in its place. . Too often a folder tree looks like an old country road, branching at random. The mindset is useful, even if the details are adjusted. Thank you very much..

[mechadense]

Best way to manage files is to use a desktop wiki.
Data wants to be seen, used and re-found in many contexts. I passionately hate tree based file systems (all of them). Working with them is like driving with a pulled handbreak. Especially for generalist knowledge workers using the same data for many very different things.

[zarinarafeeq]

please tell me how you created a to z folders ?

[amawalpe]

I’m not sure it’s a good method for me. I’d prefer organize with the segmentation of my work. It force you to do the segmentation but after your workflow is more clear.

[chrisnsharie]

I used to use the One Bucket w/ specific naming conventions and decided to give this a try.  I am finding that I don't go with the first thing that comes to mind when organizing, so after guessing incorrectly and I do find the folder, I will move it to that first guess.  I like the system and am trying it out.

[ish]

I was relatively new to windows 10 when I started working from home 1 year ago, my file explorer is a mess, I can't find anything. Part of the reason being, initially my one drive was activated and I had my IT department to deactivate it, so now I don't have that problem, I want to reorganize my file explorer, I was going to use the "libraries" section, but when I accessed it, it has what looks like all my downloads. I thought if I create my basic Folders (about 4 folders total) here in Libraries and drag the existing folders in the applicable folders that would help me to find what I need. But how do I keep the download documents from saving in the "libraries" section? HELP!

[williamescobargarcia]

Thank you very much for the video but I have a question.


Should subfolders follow the same ABC method?

[macgrebell]

nice inf o also to easily organize files of different types, I use FolderChanger, google it, works great

[MichaelMichelmore-Fegg]

*We are in control of our folders and labels; but we are not in control of names and content of emails, documents, pictures, events, or whatever sent to us. The solution to search will always start with having a single good folder naming system. But the task is complicated by sharing of folders, files, photos, and the like with family, teams, and other collaborators.*

The task is to *Create an agreed keyword folder naming system and apply it to all apps.*
The solution is to have an agreed function based hierarchy —

► Leading conventions:
Folder names should be meaningful to anyone, but should aid search and indexing ... they should help 'find my stuff' ... the only reason to name something is to find it again.
Name initial folders with project names, then subfolders with more specific region/town/client, project stage, roles, or whatever. Avoid if possible lists longer than about seven folders, and also try not to go deeper than three levels.
If the organisation, or a project manager, uses some standard terms, then support their leadership and use their folder names. But add more search system terms to detail descriptions of folders if necessary.
For each major project, create its own folder in Drive and Gmail, its own calendar, its own contact group, its own bookmarks folder. Each project is allocated the same colour for each application, if possible.
Create a document, email, calendar event, Keep note, then always place it in the folder. As some things could be catalogued in several places, then add to alternative folders (or add alternative folder names in the description to aid search).
Documents, emails, photos, events, and other things will be sent in by people who do not know or follow the naming conventions. We cannot get to rename emails or every document. So, all things get put into named folders; named folders are the key.
Learn to use '/' search for folders if you have many projects; or track down your documents and stuff by the folder hierarchy.
For general working, use folders only 2 to 3 levels deep. Create temporary level 4 folders only for drafts, staging posts, copies. Archive the folder as soon as finished.
Avoid clutter in searches by archiving closed files.

► Sundry conventions:
Use singular, not plural; strategy, not strategies.
Folder descriptions may include notes that are searched; 'Strategy includes strategies, plans'.
Spell out the full term in folder descriptions and also suggest abbreviations.

► Sample:
An email arrives from a collaborator with a range of attachments — reports, photos, maps, etc. I need to share with my staff. But my collaborator has used terms like ‘Spread of Nassella trichotoma resistant to Taskforce herbicide in SE NSW over past two years’. I apply gmail labels, drive folders and descriptions, photo albums that meet our corporate filing needs: Surveillance; South East; serrated tussock; flupropanate; 2016, 2017.

[DrBob-Online]

Thanks. I had 1 question:


WHAT if the files/documents were written in foreign languages (eg. Chinese). Then, what is the solution to such an issue?

[jimmie]

Thank you so very much for showing this. It solves my problem beautifully.

[DJrlando]

Question for everyone. Do you think putting all mp3 files in one folder and managing the music with a music player like iTunes is a good idea?

[DrClausTechTips]

I like this method for my individual computer, however what if you share the computer. I have most of the files on it but my wife anx kids have their stuff as well. Sould I lay out the ABC method based on my needs and then just give them a folder with their name on it, putting all their files in there?

[Phoenixspin]

I'm not convinced. This doesn't feel right to me. I'm hardheaded.

[YourDigitalMakeover]

Interesting. I was trying to come up with a better way to organize my files just the other day. This is quite interesting, I might have to give this a try.

[chrisarranz]

There's a program called "Everything"
I highly recommend it and it's "Free"