File Management

Q. I have a hard time finding files and applications on my computer. How can I locate what I’m looking for?

A. Let’s take this from a different approach. A computer is no different than the filing cabinets, in boxes, desks, garbage cans, etc. that are in your office. Or for that matter, it’s no different than your son’s or daughter’s room (now we all know that can be scary).

Organization is the key. Put all your applications into the Program Files or the Applications directory, then make aliases or shortcuts of the applications and put them in the Apple Menu or in the Start Menu.

For your documents, do NOT save them in the applications folder. Create a virtual filing cabinet (a main folder) and organize your folders and files within. Either use the default “My Documents” or “Documents” folder or create a folder in the root of the hard drive, then create an alias or shortcut on your desktop for easy access. Now you are ready to create the drawers, your main subjects in subfolders. These might be titled something like Projects, Artwork, Databases, Business, etc. Finally, you can save your documents within these main subfolders or create additional subfolders.

Now, don’t forget to maintain this organization. Take the time to file, save, your documents in their correct place and finding them will be simple.

Ask the Expert is a column which helps provide solutions for the small business owner. Our Expert is Matthew Greger, President of The Business Helper. Please eMail your questions to Matthew Greger.