How to Organise Your Files and Folders

Why Organise Your Files?

A good file system helps you:

• Find files quickly
• Avoid duplicates
• Work more efficiently
• Share files easily with others

Creating a Folder Structure

Think About Categories

Organise by:

• Projects
• Clients
• Year
• Type of document
• Department

Example Structure

``` My Documents/ ├── Clients/ │ ├── ABC Company/ │ │ ├── Contracts/ │ │ ├── Correspondence/ │ │ └── Projects/ │ └── XYZ Corp/ ├── Projects/ │ ├── Project Alpha/ │ └── Project Beta/ ├── Admin/ │ ├── Expenses/ │ └── Timesheets/ └── Templates/ ```

Folder Tips

• Keep it simple - Don't create too many layers
• Be consistent - Use the same structure throughout
• Think ahead - Will this work as more files are added?

Naming Files

Good File Names

Include:

• Date (YYYY-MM-DD format sorts chronologically)
• Description of content
• Version if needed

Examples:

• 2026-01-17-Meeting-Notes-Project-Alpha.docx
• Invoice-ABC-Company-Jan2026.pdf
• Budget-2026-v2.xlsx

Avoid

• Vague names (Document1.docx)
• Special characters (!@#$%)
• Very long names
• Spaces (use hyphens or underscores instead)

OneDrive Best Practices

Save to OneDrive

• Files are backed up automatically
• Access from anywhere
• Share easily with colleagues

Folder Sync

Sync important folders to OneDrive:

• Right-click Desktop, Documents, Pictures
• Properties > Location
• Move to OneDrive

Managing Existing Mess

Start Fresh

• Create your new folder structure
• Move current files into appropriate folders
• Delete duplicates
• Archive old files

Set Aside Time

• Schedule regular cleanup time
• Monthly or quarterly review
• Delete or archive old files

Tips for Staying Organised

Daily:

• Save files in the right place immediately
• Use consistent naming

Weekly:

• Clear Downloads folder
• File any loose documents

Monthly:

• Review folder structure
• Archive old projects
• Delete unnecessary files

Don't Keep Everything

Ask yourself:

• Will I need this again?
• Can I find it elsewhere if needed?
• Is this a duplicate?

If no, delete it.

Need Help?

For file organisation tips, contact helpdesk@netlumait.com.au or call 1300 521 162.