OFFICE Tip 33: Are Your Electronic Files Organized?

Do you know how to easily find the document you worked on last month? Do you have file folders created by the content of the document or what it is used for? Taking the time right now to look at your electronic files and trying to create some order out of the chaos is infinitely valuable in saving you time and frustration in the future.

Look at your list of files and see how you can group similar items together. Do you have folders created? Depending on what you do in your office, you may have folders for things you have written such as newsletters, marketing materials, or reports. Then it is important to ask yourself: how many versions do you keep of a newsletter that you have written? Is keeping the most recent or completed version sufficient? If the answer is yes, then eliminate all previous versions. If you think you need to keep previous versions of a document, perhaps you should create subfolders within the newsletter folder for the drafts.

Take the time right now to create a more organized system of folders and subfolders for your electronic files so that you can easily find the documents you need.

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