In principle, the procedure for saving files is the same in different programs, though the saving window may look different in the various programs. Whether you are saving to a cloud, network drive or the hard drive of your computer, you can keep your files in order by following these practices:
- Create a clear folder structure for your files, so you can easily find the files you need.
- Give your files good, descriptive names.
- Rename files that have confusing names. Right-click the file you want to rename and then click Rename.
- Always move files to appropriate folders and update your folder structure now and then.
- Remember to make backup copies of your files.
- Delete files that are no longer needed. Otherwise, it will become more difficult with time to find important files.
Clear folder structure is important
No matter where you save your files, you should plan your folder structure carefully. It is difficult to find information in a messy folder structure. It is also difficult to make backup copies or move files to a new computer if files have been stored haphazardly.
Create a folder structure with one main folder on the hard drive, and then create subfolders for different data types under the main folder. Arrange the information in the subfolders in their own subfolders based on the contents. Example:
With the help of folders, you can keep the files on your computer organized. You can create a new folder as follows:
- From the Start menu, select the drive where you wish to create a new folder. Depending on your operating system and its settings, you may have an icon on your desktop that lets you browse folders and files.
- Right-click on an empty area within the window and click New in the pop-up menu, and then click Folder in the sub-menu.
- A new folder will appear in the window. The name of the folder is selected. You can type a new name for the folder.
- Press Enter to accept the name. You can open this folder by double-clicking on it and create new folders under it (subfolders) in the same way.
In most operating systems, you can rename files or folders you have created regardless of where they have been saved. In Windows 7, you can rename a file or folder as follows:
- Go to the drive where the file or folder you want to rename is located (you can go to the drive via the Start menu, for example).
- Right-click the file or folder you want to rename.
- In the pop-up menu, click Rename (see the image below).
- The program will automatically select the file name (the name turns blue) for renaming. You can now type the new name for the file and accept it by pressing Enter or by clicking once anywhere outside the icon.
Moving and copying
You can move and copy folders and files to another location. In the example below, we will move a folder.
- Right-click on the folder to be moved.
- In the pop-up menu, click on Cut.
- Open the folder where you want to move the folder.
- Right-click on an empty area within the window and click on Paste in the pop-up menu.
Note that the cut-and-paste command sequence will move the item in question, removing it from its original location. Copying, on the other hand, will leave the original file where it is.
Folders and files are usually deleted in the same way. If you want to delete a folder or file, follow these steps:
- Select the file or folder you want to delete.
- Press the Delete key on your keyboard.
- The program displays a confirmation dialog box. Click Yes.
Note that deleting a folder will delete all its subfolders and files as well. You should therefore be careful when using the delete command.