How to Organize Your Computer Files For Easy Retrieval
When you have a large number of files or messages to look through, being able to quickly sort them makes it much easier to find what you're looking for.
Suppose you have a few hundred files in the My Documents folder and you're looking for a certain pdf that someone sent you a while ago. You don't recall the exact name of the document or when you got it.
Start by opening My documents folder. If the view is set to thumbnails, tiles, icons, or list, change it to details. You can do this by clicking on the word View from the menu bar and then clicking on the word Details.
Notice the column headings that say Name, Size, Type, and Date Modified. Clicking on any of those column headings will sort all the files in that folder by that characteristic. So clicking on Name will sort the files alphabetically by name.
Clicking on Type will sort the files by type. All of your pdf files will appear together in one section of the list, making it much easier for you to find the one you want. And probably much quicker than scanning through a lengthy list of files in random (unsorted) order.
This sorting strategy is also quite effective for locating email messages. When using your email client (Outlook, Outlook Express, Eudora, etc.) you can quickly sort messages by any column heading.
The actual words for the column headings will vary from program to program, but this usually means you can sort by message subject, sender, recipient, date, size, priority, and whether or not attachments are included.
Another useful trick is holding down the shift key while clicking on a column heading. This reverses the order of the list from ascending to descending. This means that you can show your results in reverse alphabetical order when sorting by name and you when sorting by date you can choose to have either the newest or oldest item at the top of the list.
Using these strategies is a powerful way to save time and effort.
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