6 Simple Ways to Organize Your Online Files Without Losing Data

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Want to know how to organize files online without losing your data? One of the reasons people stockpile files on their computer is for fear of it not being accessible when they need it. There are so many other reasons files can get lost like simple fire or flood, disaster, sabotage, or just bad luck.  Below in this article, we will cover 6 Simple Ways to Organize Your Online Files Without Losing Data.

6 Simple Ways to Organize Your Online Files Without Losing Data

6 Simple Ways to Organize Your Online Files Without Losing Data

There are quite a few steps that you need to follow when you want to know how to arrange online documents. Not only does knowing how to do this help you keep your computer organized, but it can also help you get your work done faster. 

1. Declutter and Delete – GogoPDF 

Clutters and extra pages are one of the reasons your files are disorganized, once you get rid of unwanted files there would be space to organize those you need, one way of doing this is by using tools like GogoPDF to delete pages from PDF you no longer need. All you have to do is upload your PDF files, select the pages you want to delete and when it’s complete you can save the edited file on your computer. 

Go through all your files and If there are files that you’re sure you won’t have an additional use for, delete them completely to clear up space. 

2. Back-Up Your Files – Paragon 

The first thing that you will need to do is to sign up for an account with an online storage service. There are quite a few of these services out there today, like Paragon, EaseUS, Cobian backup, and good old Google drive.  Choose one that suits your needs. Once you have signed up, your documents will be stored online. 

You can also use other ways like storing them in FTP, emailing them, or synchronizing. After backing up all your important files, you can go a step further by transferring them to an external storage device like a hard disk or flash drive. Whichever you choose, you need to make sure that the source is secure. If your file gets accidentally deleted, you will lose all the important data that is in that file. 

Why Are Back-Ups Important?

There are some advantages to backing up your files. One of them is the security of your computer system. All files must be safely stored in case of computer errors. If there is a problem with the storage like a virus infiltration. This could lead to a computer crash.

With this method, you will be able to recover your important data very easily. Also, you do not have to download the entire file just to check whether it is already recovered or not. The entire data is already saved in the server on the backup servers. They are accessed by the server software anytime you need to access them.

1. Folder Structure

After you have signed up for an online storage service, you will need to determine how you want to organize your documents. You can do this based on a folder structure, according to the type of document that you have. For example, you can organize your documents by their name or content in chronological order.

Some people like to group their documents by topic. For example, if they are working on a report, create a folder for each area of the report. On the other hand, if they are writing a letter to a client, they might create a document folder for each person that they need to send the letter. No matter the format you choose, the key is for your files to be arranged. 

Folders in tools like google docs give you the option of color-coding your folders, this is beneficial if you have lots of files and would like to access them easily.

2. Use DVD’s

Although this option is a bit outdated, it can be a great way to organize your files. DVDs are still used to store movies and videos in original MPEG 1 and MPEG 2 format.

In the past, people would stick these documents into a regular CD or a DVD so that they could take them anywhere. They could then open up the folders whenever they wanted to look over their files. Of course, this was cumbersome and a bit of a hassle.

3. File Organizing Softwares – Zoho Docs, Google Docs, etc.

Today, there are many software programs and applications online that can help you get your files organized in a much more efficient manner. Some of these are Zoho docs, Google docs, file juggler, photo move, and tag scanner.

This software downloads and organizes your files saving you the time and hassle of having to load all your documents into several different folders. File juggler enables you to rename, move, and select files based on the content. Tag scanner is used mostly for audio files like music and lets you organize a poorly tagged library. 

Some of these programs will also compress the file so that it is easier to download. When you are done downloading the file, you can even print it out or transfer it to an external storage device if you want, without losing all the online storage space.

4. Microsoft Exchange

If you use Word, Excel, PowerPoint, or other Microsoft documents, you should know that you can upload these into a web service like Microsoft Exchange. There, you can store your files and allow access from anyone else who has an account with that same service. 

This is a great way to share information with coworkers, customers, or just about anyone else you want to share the document folders with. This can be done completely online, without ever printing out any of your documents again. So, instead of losing a bunch of papers and the hours you spent searching for them, you can just send them through the internet, saving you both time and money!

Conclusion

The process of organizing documents online is simple; you just need to find a service that makes it easy for you to back up and arrange your online files. Many of these services are free, and some require a small monthly or yearly fee. Either way, your business will save time spent on storing physical papers or retrieving lost documents.