Microsoft Office Tutorials and References
In Depth Information
Organizing Files and Folders
will soon have trouble finding the ones you want. Instead, you should create folders
within a main folder to separate files in a way that makes sense for you.
Likewise, if you store most of your files on removable media, such as USB drives, you
need to organize those files into folders and subfolders. Before you start creating folders,
whether on a hard disk or removable disk, you should plan the organization you will use.
Developing Strategies for Organizing Files and Folders
The type of disk you use to store files determines how you organize those files. Figure 3
shows how you could organize your files on a hard disk if you were taking a full semester
of distance learning classes. To duplicate this organization, you would open the main
folder for your documents, create four folders—one each for the Basic Accounting,
Computer Concepts, Management Skills II, and Professional Writing courses—and then
store the writing assignments you complete in the Professional Writing folder.
Figure 3
Organizing folders and files on a hard disk
Top level
of file
Hard disk (C:)
Removable disk (F:)
Level 2
Documents and
other data
Program Files
Level 3
Main folder for
your documents
Level 4
Skills II
Basic Accounting
Computer Concepts
Folders created for each course
Level 5
Files for the Professional Writing course
If you store your files on removable media, such as a USB drive or rewritable CD, you
can use a simpler organization because you do not have to account for system files. In
general, the larger the medium, the more levels of folders you should use because large
media can store more files, and therefore need better organization. For example, you could
organize your files on a 128 MB USB drive. In the top level of the USB drive, you could
create folders for each general category of documents you store—one each for Courses,
Creative, Financials, and Vacation. The Courses folder could then include one folder for
each course, and each of those folders could contain the appropriate files.
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