In Part I, I presented you with a few tips for better organizing your files. We left off at tip #5 so let’s continue you on with a few others.

6. Use specific file names
Using specific file names will make it easier to identify what the file is about without having to open it. Generic names such as document, file, letter, memo, etc., will be of no help when trying to find a file.

7. Save As when you create a new document
I recommend getting into the habit of doing a Save As when you immediately create a new document. File the document into the correct folder and give it a descriptive name. The more you make this a habit, the more likely you are to keep consistency.

8. Make it routine to clear out old files
It does not take long to accumulate hundreds of files. Therefore, you should make it part of your regular maintenance routine to go through your folders and clear out those files that you no longer use. I’m not suggesting you delete these files. Instead, move them into a separate folder called Inactive, Old, or Archive.

9. Place most frequently used files at the top
If there are files that you use more than others, you can put them at the top of the list within a folder so you do not have to scroll through the folder contents to locate them. By adding the letters “AA” to the beginning of a file name, the file will appear in the top of the list.

10. Back up, Back up, Back up
Establish a regular routine for backing up your files on a regular basis. If anything ever happens to your hard drive, you can quickly restore all your files.