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</html>";s:4:"text";s:34258:"You’ll only be able to see the icons on your Desktop when all your programs are minimized. What tips and tricks do you have to keep your files organized? If you find that you have only one or two things in a file folder, find or create a file that’s broader in scope. So where should you put this folder, which, almost by definition, lives outside the structure of the rest of your filing system? Put a Shortcut to Windows Explorer into Your Quick Launch Bar. File inquiry capabilities. And yet you may still have a D: drive and wish to take advantage of the hundreds of spare Gigabytes that it offers. Now you can delete/rename/move until it’s just the way you want it. Navigate to: HKEY_CURRENT_USER \ Software \ Microsoft  \ Windows \ CurrentVersion \ Policies \ comdlg32 \ Placesbar. The data elements are stored as ascending or descending order based upon the primary key or any other key reference. The Windows Start Menu is usually one of the messiest parts of any Windows computer. Why is this a problem? The main limitation of hierarchical filing structures is that a file can only ever be in one branch of the tree – in only one folder – at a time. Multi-Ring Access File Organisation. That way, all your files are always in their “correct” locations, yet you still have immediate, convenient access to your current, active files. Tip #31. Tip #39. Some of the file organizations are. And no, we’re not talking about shortcuts here (although the concept is very similar). With this method no time could be wasted searching for a file. Organize your files around retrieval. To change this default/starting folder location, then first right-click the Explorer icon in the Superbar, and then right-click Properties: Then you would gather all of these folders together into one place, and call it something like “Software” or “Setups”. Others create a folder based on the name of the software. Some Simple Rules. It’s not a bad place to put such files, but be careful:  If you do decide that your Desktop represents your “to-do” list, then make sure that no other files find their way there. For example: The following table describes the parts of a class or interface declaration, in the order that they should appear. To hide a file, simply right-click on it and choose Properties: These days most software is downloaded from the Internet. And he always finds it. Every new file you get, spend those extra few seconds to file it where it belongs! Some of the folders in your organizational structure will contain only files. It can be a very useful idea to create yourself a folder to store all your “settings” – files that are important to you but which you never actually search for by name and double-click on to open them. Tip #1. You may decide that the highest-level breakdown of your files is based on the “source” of each file. There are many systems which differentiate the upper and lower case of the alphabet. To finish off the article, I have included a few screenshots of my (main) computer (running Vista). A computer stores information to its hard drive as an object called a file. (d) Sequential file organization method: In this method, records are stored and accessed one after the other in a sequential sorted order. Tip #12. All my files are contained within C:\Files. Even if you have several users that regularly log into the computer, most of your installed software will need to be made available to all users, and should thus be moved out of the “just you” version of the Start Menu and into the “all users” area. If you only have one hard disk (C:), then create a dedicated folder that will contain all your files – something like C:\Files. If your files are stored on C: on one computer, make sure they’re stored on C: on all your computers. In other words, you’d want to create shortcuts to half the pages on the How-To Geek website! This keeps the rest of your computer pristine and free of randomly created or downloaded junk. This means that all objects (files and folders) always live within exactly one parent folder. Others will contain only sub-folders. Serial file organisation is the simplest file organisation method. Tip #14. The Desktop is probably the most abused part of a Windows computer (from an organization point of view). An example is below (from my folder that contains all files downloaded from the Internet): To learn how to change your folder icons, please refer to our dedicated article on the subject. How-To Geek is where you turn when you want experts to explain technology. This method provisions the data element to be arranged and stored in the shorted order. Pile Access File Organisation 2. As soon as you create, receive or download a new file, store it away in its “correct” folder immediately. It often ends up becoming an uncontrolled mess. As with the “Current Projects” folder (above), you would want to locate that folder somewhere convenient. If you let your “Inbox” overflow (i.e. The Data\System folder contains the following sub-folders: These are usually themes, plug-ins and other downloadable program-specific resources. There’s nothing more pointless than going to all the trouble of creating a system and filing all your files, and then whenever you create, receive or download a new file, you simply dump it onto your Desktop. The easiest way to customize these icons is to use the Group Policy Editor, but not everyone has access to this program. Another way to tell if you have not yet created enough depth to your folder hierarchy is that your files often require really long names. Moving the folders is easy. A new record is inserted in the last page of the file; if there is insufficient space in … Types of File OrganizationFile organization is a way of organizing the data or records in a file. Your “Inbox” folder (or whatever you’ve called it) –, A folder containing shortcuts to often-accessed folders on other computers around the network (shown above as, A folder containing shortcuts to your current projects (unless that folder is in your “Inbox” folder), To give you a sense of what it looks like when the above, sometimes abstract, tips are applied to a real-life computer, and. Get used to creating folders on a regular basis. This is only necessary in Windows Vista and Windows XP. It … The various file organization methods are: Sequential access. After that,         import statements can follow. I can’t think of another one. Indexed Sequential Access File Organisation 5. Tip #28. Since we launched in 2006, our articles have been read more than 1 billion times. On the face of it, why would anyone bother to take the time to organize their hard disk when such excellent search software is available? You could have “Files created by ME (business or personal)”, “Files created by people I know (family, friends, etc)”, and finally “Files created by the rest of the world (MP3 music files, downloaded or ripped movies or TV shows, software installation files, gorgeous desktop wallpaper images you’ve collected, etc).”  This system happens to be the one I use myself. The last thing you want to be doing is checking multiple folders to see all your current tasks and projects. Each of those areas exist for one purpose only:  For convenience – to provide you with a collection of the files and folders you access most often. Hide Files You Never Need to See. Heap (unordered) File Organization An unordered file, sometimes called a heap file, is the simplest type of file organization. If you do, then you’re leaving it up to the operating system engineers to decide what folder structure is best for you. When creating a backup regime, it’s easy to decide what files should be backed up – they’re all in the one folder! You may want to start off with a system based on the users of the computer. These tips have saved my sanity and helped keep me a productive geek, but what about you? 2. Whenever you have a file that you’d like to access from somewhere else (whether it’s convenience you’re after, or because the file simply belongs in two places), create a shortcut to the original file in the new location. Each time you double-click on a shortcut, you are saved the hassle of locating the file (or folder, or program, or drive, or control panel icon) that it represents. They function exactly like regular folders, except they’re physically located somewhere else. Scan the folder regularly for files that you have completed working on and are ready for filing. And the first thing that takes time is deciding upon a system of organization. It may well be that all the files in a given sub-folder are of the same file-type, but this should be more of a coincidence and less of a design feature of your organization system. If you synchronize files with other computers, it makes your synchronization routines very simple. It almost goes without saying. A file is referred by its name, a name or string is a collection of character. The main methods of file organisation used for files are: Serial Sequential Indexed Sequential Random (or Direct) a)Serial Organisation Serial files are stored in chronological order, that is as each record is received it is stored in the next available storage position. ), There are also lesser rules, like “don’t move a file into your work area – create a shortcut there instead”, and “any time you find yourself frustrated with how long it takes to locate a file, create a shortcut to it and place that shortcut in a convenient location.”. Further to the previous tip, if you name that “Miscellaneous” or “Other” folder in such a way that its name begins with an underscore “_”, then it will appear at the top of the list of files/folders. Applications refers to any productivity software that doesn’t fit under the headings Multimedia, Graphics, Internet, etc. It doesn’t matter what you call it – just make sure you have one! Each leaf, and each branch, is supported by exactly one parent branch, all the way back to the root of the tree (which, incidentally, is exactly why C:\ is called the “root folder” of the C: drive). Otherwise, in just a month or two, you’ll be worse off than before – half your files will be organized and half will be disorganized – and you won’t know which is which! Ensure You have Only One “Inbox” Folder. It’s not always possible, of course – you’ll always have some of these folders, but see if you can avoid it. Be Vigilant about Clearing Your “Inbox” Folder. Remove your icons/links to “My Documents” and replace them with links to the folders you created and you care about! There’s almost no software these days that requires itself to be installed in C:\. And yet, in this era of powerful desktop search software (the search capabilities built into the Windows Vista and Windows 7 Start Menus, and third-party programs like Google Desktop Search), the question does need to be asked, and answered. Create yourself a folder where you store all files that you’re currently working on, or that you haven’t gotten around to filing yet. File organization is very important because it determines the methods of access, efficiency, flexibility and storage devices to use. Typically such files would be located on your desktop (or even better, shortcuts to those files). The aim here is twofold: Let’s start with the C: drive itself. There are various methods of file organizations. If you never throw anything away, you’ll make the filing cabinet manufacturers very happy, but you’ll waste time trying to find anything. My own categorization structure is based on “platform” (operating system): The last seven folders each represents one platform/operating system, while _Operating Systems contains set-up files for installing the operating systems themselves. The following table suggests essential file drawers to label in an actual file cabinet or two and what must-keep information to file in each: File Drawer What To Put There File Drawer What To Put There Accounting and bookkeeping records Sales and […] It’s perfectly okay to put files into a folder called C:\Files\Me\From Others\Services\WestCo Bank\Statements\2009. Shortcuts to webpages that detail how to tweak certain aspects of your operating system or applications so they are just the way you like them (such as how to remove the words “Shortcut to” from the beginning of newly created shortcuts). Most people simply have half a dozen icons in it, and use it to start just those programs. Use Directory Symbolic Links (or Junctions) to Maintain One Unified Folder Structure. There are several methods for filing papers, but ultimately your system should reflect your needs. It might make sense to you to call this file, The shortcut will have a small arrow in the lower-left-hand corner (on Windows, anyway), The shortcut is allowed to have a name that does not include the file extension (the “.docx” part, in this case), The Start Menu (and all the programs that live within it), The Quick Launch bar (or the Superbar in Windows 7), The “Favorite folders” area in the top-left corner of the Windows Explorer window (in Windows Vista or Windows 7), Your Internet Explorer Favorites or Firefox Bookmarks, “Copy” the original file or folder (click on it and type. The Mark folder contains the following sub-folders: The Others folder contains the following sub-folders: The VC (Virtual Creations, my business – I develop websites) folder contains the following sub-folders: And again, all of those are pretty self-explanatory. If you ever decide to trade in your computer for a new one, you know exactly which files to migrate, You will always know where to begin a search for any file. Tip #27. Wei-Pang Yang, Information Management, NDHU Unit 11 File Organization and Access Methods 11-12 Indexing: Introduction Consider the Supplier table, S. Suppose "Find all suppliers in city xxx" is an important query. You could locate all your movie files in the root of your D: drive, and then link it to C:\Files\Media\Movies, as follows: (Needless to say, you must run these commands from a command prompt – click the Start button, type cmd and press Enter). These folders usually don’t fit within your organizational structure, so don’t use them! ), then you don’t even need a reason. Instead it jumps to the exact position and access the data/information. In other words, make sure that your “Inbox”, wherever it is, Desktop or otherwise, is kept free of junk – stray files that don’t belong there. Once your Inbox gets beyond a certain point (around 30 files, studies have shown), then you’ll simply start to avoid it. Not only are there obvious organizational benefits (see tip #10, below), but when it comes to migrate your data to a new computer, you can (sometimes) simply unplug your D: drive and plug it in as the D: drive of your new computer (this implies that the D: drive is actually a separate physical disk, and not a partition on the same disk as C:). Tip #17. Any organizational system you decide upon (see tip #1) will require that you create sub-folders for your files. Software gets installed, uninstalled and upgraded all the time. Set the default “download” location for your browser to this folder. If you do, then the next time you go to save a file of the corresponding type, Windows will prompt you to save it in the new, moved location. A good example of this is the “PST” file that Outlook creates for us and uses to store all our emails, contacts, appointments and so forth. Once you have finished working on a file, you then move it from the “Inbox” to its correct location within your organizational structure. If that was the case you could create C:\Files as a directory symbolic link – a link to D:, as follows: Or it may be that the only files you wish to store on the D: drive are your movie collection. Simply drag-and-drop them to the new location. If you’re still not convinced of the utility of shortcuts, consider the following well-known areas of a typical Windows computer: Each item in each of these areas is a shortcut! “My Documents” is the worst offender. If you have, for example a folder called Work\Clients\Johnson, and within that folder you have two sub-folders, Word Documents and Spreadsheets (in other words, you’re separating “.doc” files from “.xls” files), then chances are that you’re not optimally organized. It provides the efficient result when there is a 1:M mapping between the tables. Files longer than 2000 lines are cumbersome and should be avoided. These files certainly contain important information that we need, but are often created internally by an application, and saved wherever that application feels is appropriate. Create a Folder where Your Current Projects are Collected. No matter where you are, you always know where to look for your files, If you copy or synchronize files from one computer to another, then setting up the synchronization job becomes very simple, Shortcuts can be copied or moved from one computer to another with ease (assuming the original files are also copied/moved). It makes little sense to organize your files based on the program that created them. Before you go to the trouble of implementing any system you come up with, examine a wide cross-section of the files you own and see if they will all be able to find a nice logical place to sit within your system. For example, you may decide that your entire D: drive contains your complete organizational file structure, but that you need to reference all those files as if they were on the C: drive, under C:\Files. It can become a mess. Index sequential access. The more completely you get all your data files (documents, photos, music, etc) and all your configuration settings into that one folder, then the easier it will be to perform all of the above tasks. Every time you notice an opportunity to group a set of related files into a sub-folder, do so. Don’t be scared to do so. From there it’s easy. Use the default file locations when installing application... 2. For example, everyone may want to share access to the music library, or the photos from the school play. Did you know that it’s actually possible to store your files on the D: drive and yet access them as if they were on the C: drive? But you may be using some of the other folders to store files that are important to you. Separate Application Files from Data Files. All you really need to decide is how you’re going to organize your applications. Use a labeled file folder for each of your subcategories. Microsoft Word, Adobe Photoshop or Internet Explorer). Direct Access File Organisation 6. Rather than going hunting for them all the time, or dumping them all on your desktop, create a special folder where you put links (or work folders) for each of the projects you’re currently working on. Within the Windows folder (above), you can see the beginnings of the vast library of software I’ve compiled over the years: An example of a typical application folder looks like this: We all know that our documents are important. The public class should be the first class or interface in the file. Then, put those folders into the safe, fireproof box, or other spot where you plan to keep them. Project or Client-Based File Organization System. Shortcuts allow a file to exist in one place, and an icon that represents the file to be created and put anywhere else you please. Check the spelling of your keyword search. In all the file organization methods described above, each file contains single table and are all stored in different ways in the memory. They want to be able to store documents in an organized and secure way that still allows documents to be found easily. For many businesses, the focus of a document management system is on the organization and storage of documents. Organize Your Digital Filing Cabinet. Once this has been done, and all your files live in one folder, all the other folders in C:\ can be thought of as “operating system” folders, and therefore of little day-to-day interest for us. Well, if all you ever want to do with the files you own is to locate and open them individually (for listening, editing, etc), then there’s no reason to ever bother doing one scrap of organization. They should simply contain shortcuts. He’s a Search Samurai. So you may create another folder called “Family”, for the “common” files. Come on, don’t be shy…. In fact, you can actually relocate many of those folders into your own structure (more about that below, in tip #6). The cluster file organization is used when there is a frequent request for joining the tables with same joining condition. When faced with programs like these, you have three choices:  (1) You can ignore those files, (2) You can, Exports of registry keys (from the many applications that store their configurations in the Registry). If you delve into the program’s options, you will find a setting somewhere that controls the location of the important settings files (or “personal storage” – PST – when it comes to Outlook). I’ve personally found them to be indispensable. File Everything Immediately, and Use Shortcuts for Your Active Projects. A shortcut allows a file to be in two places at once. Gather them all together into one folder. Another strategy would be based on “currentness”. Tip #35. Then, whenever you need to work on it (possibly straight away), create a shortcut to it in your “Inbox” (“to-do”) folder or your desktop. But there’s a simple solution:  Move the folders you care about into your own folder structure! Signs that Your Computer is Poorly Organized. For an example of a Java program properly formatted, see "Java Source File Example" on page 19. Any digital organization guru will drum this rule into you. Why would you want that? Once your digital filing cabinet is setup and ready for use, take a look at your current list of files and begin the organizing process. Ten levels is not uncommon. See if you can avoid this. In an ideal world, your C:\ folder should look like this (on Windows 7): Note that there are some system files and folders in C:\ that are usually and deliberately “hidden” (such as the Windows virtual memory file pagefile.sys, the boot loader file bootmgr, and the System Volume Information folder). So how to we create these massively useful shortcuts? The attributes of the file may vary from the one operating system to another operating system. Drafts and Revisions To more easily manage drafts and revisions, include a version number on these documents. By using the shell command mklink, you can essentially take a folder that lives on one drive and create an alias for it on a different drive (you can do lots more than that with mklink – for a full rundown on this programs capabilities, see our dedicated article). If you don’t like those extra words, you can easily rename the shortcuts after they’re created, or you can configure Windows to never insert the extra words in the first place (see our article on how to do this). In case you’re not aware, every icon in your Start Menu is a shortcut and can be manipulated like any other shortcut (copied, moved, deleted, etc). Probably the best place to put it would be on your D: drive – if you have one. Create a Folder for Files and Folders that You Regularly Open. I only created this one because 40 is such a nice round number…. Most operating systems, including Windows, create a set of standard folders for each of its users. Otherwise, next time you go to set up a new computer just the way you want it, you’ll need to spend hours recreating the configuration of your previous computer! Split your archive pile into subcategories for more efficient organization, such as academic, car, employment, financial, health, insurance, personal identification, and real estate documents. Word Documents, digital photos, emails or playlists). This is one of the keys to staying organized. Warning:  From tip #12, below, you will see that it’s actually a good idea to have exactly the same file system structure – including the drive it’s filed on – on all of the computers you own. Sequential Access File Organisation 3. Types of File Organization File Structure and Organization: Sequential. You will always have a few files that you open regularly, whether it be a spreadsheet of your current accounts, or a favorite playlist. 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