All you have to do it minimize this browser and odds are you’ll be confronted face-to-face with about a million icons. There’s folders you don’t remember making, pictures you screenshotted for reasons you don’t know, and software that’s just a complete mystery. It’s OK, that’s normal.
But, there are ways to help you declutter your desktop and organize your digital files without having to delete everything and go minimalist like Marie Kondo. In this video, one of our tech experts will walk you through many easy steps to help you organize, back up, and create space on your machine.
3 Tips for Organizing Your Digital Files
Let’s start with some quick tips on organizing files on your computer.
1. Use Zip Files
Zip files compress multiple files into a single, smaller location, saving storage space and making them easier to transport.
To create a zip file on Windows, right-click the file, select "Send to," and choose "Compressed (zipped) folder."
On a Mac, control-click the file and select "Compress." To unzip, right-click and choose "Extract All."
2. Delete Backed Up Files & Regularly Declutter
Don’t be afraid to let go. Folders, files, pictures, videos, and whatever else you’re storing on your computer can be deleted if you’ve backed it up because they’re accessible at any time in the new location. Go ahead and delete it all and you’ll save so much space.
Also, consider regularly decluttering and making it a part of your routine to check and update your system to keep it efficient and productive. Dedicate time to tasks like having zero emails in your inbox, sorting files weekly, standardizing document types, removing unnecessary applications, customizing your sidebar, and using zip files to save space.
3. Use a Folder Nesting System
Use a folder nesting system to keep files organized by storing folders within other categorized folders. This method prevents clutter and makes information easier to find. You can organize based on content, date, or other classifications for a more efficient and streamlined file structure.
4. Stick to a System that Works for You
There are many folder organization systems in the world, some are documented (like a folder nesting system) and some are created by people and used every day effectively (even if they’re really not great). It doesn’t matter if it works for you. So, tip number 4 is to find a system and stick to it, no matter what it is as long as it works for you.
5. Use File Management Software
If organizing digital files manually isn't enough, consider using file management software to store and organize documents. Top paid options include DocuWare, Revver, and SharePoint. For free alternatives, explore Total Commander and File Manager.
How to Back Up Files on Mac and Windows 11
Consistent backups—whether with Time Machine, OneDrive, or an external drive—are crucial for safeguarding your important files and documents, and they allow you to delete redundant files from your machine. Here’s how to do it on both a Mac and a Windows 11 PC.
Backing Up Files for Mac
When it comes to keeping your digital files safe, our first tip is to back them up regularly. On a Mac, this is made simple with Time Machine, a built-in macOS backup solution that allows users to automatically back up their files to an external hard drive. Here’s how to set it up.
Steps for Setting Up Time Machine on Mac:
- Connect an External Hard Drive: Start by plugging in your external drive and turning it on. You will see a pop-up message saying, “Time Machine can back up your Mac.” This means Time Machine has recognized your disk.
- Choose a Backup Disk: You’ll be prompted to set up this disk for backup. Hover your pointer over the pop-up and click “Options.” Select “Set Up” to use this disk for Time Machine. If you close this pop-up, Time Machine will not be set up and the disk will just connect as a regular drive.
- Open Time Machine Settings: If you missed the pop-up or want to configure it manually, click the “Time Machine” icon from your menu bar. If the icon isn’t visible, open the “Apple Menu” and navigate to “System Settings.” Go to “Control Center,” find “Time Machine,” and select “Show in Menu Bar.”
- Add Backup Disk: From the Time Machine menu, click “Add Backup Disk** or just “Add,” depending on if any other disks are already configured. Then, choose your desired disk to finalize the setup.
Once configured, Time Machine will automatically create backups, giving you peace of mind that your data is secure.
How to Back Up Files on Windows 11
For Windows 11 users, file backup options include cloud solutions like OneDrive and physical external drives. Here’s a quick guide on how to back up files in both scenarios:
Backing Up with OneDrive:
- Access OneDrive Settings: Click the “Cloud Icon” in the taskbar (you might need to reveal hidden icons). Select the cog icon to open “Help & Settings.” In the “Backup Important PC Folders to OneDrive” section, click “Manage Backup.”
- Select Folders to Sync: You can choose to back up Documents, Pictures, and Desktop. Once selected, these folders will automatically sync to OneDrive, allowing you to access them from any device using your Microsoft account.
Backing Up to an External Drive:
- Connect Your External Drive: Plug in your external drive, then open “File Explorer” using the taskbar icon or “Windows + E.” The drive should appear in the left panel.
- Copy Files to the External Drive: Select the files or folders you want to back up, right-click to copy (or press Ctrl + C). Then, navigate to your external drive, right-click to paste (or press Ctrl + V).
Having one or more backup solutions ensures your data is secure from potential hardware failures or cyber threats.
About Impact’s Tech Tips
Organizing your files is not only mentally cathartic, but it also makes it much easier to find what you need and saves space on your hard drive. And it really is as simple as backing up files and regularly decluttering!
Want more tech tips, tutorials, guides, and help? Access every episode of Tech Tips today on our YouTube channel or within the Insights Hub on our website.