Use abbreviations. Keep file names short by using common abbreviations, such as "MTG" for meeting or "ACTG" for accounting. This makes the file names more descriptive, and you can more easily find files through the Search function, if necessary.
Use common names. To make it easier to search for documents, name your files and folders with easily found names, such as model numbers, project names, or the project lead in the title.
Use Recent Activity Widget. It will allow you to filter on documents. See all the newest files added to the community.
Use the Documents Widget. You can save several clicks of the mouse and get where you want to be sooner. The documents will also be used more often.
Organize files by dates. Use a date in the document name. For example, jeb051810 could mean Jeb's file from May 18, 2010. If you want to be able to sort primarily by date, you could use the yyyymmdd format, for example, and name the file 20100518jeb.
1. Organize by file types.
Make applications easier to find by creating a folder called Program Files on your drive and keeping all your applications there. For instance, the executables for Word, PowerPoint and Simply Accounting would all reside in the Program Files folder.
2. One place for all.
Place all documents in the My Documents folder and no where else. So whether it's a spreadsheet, a letter or a PowerPoint presentation, it goes here. This will make it easier to find things and to run backups.
3. Nest folders within folders.
Create other folders within these main folders as need arises. For instance, a folder called "Invoices" might contain folders called "2010", "2009" and "2008". A folder named for a client might include the folders "customerdata" and "correspondence". The goal is to have every file in a folder rather than having a bunch of orphan files listed.
4. Follow the file naming conventions.
Do not use spaces in file names, keep file names under 27 characters, and use all lower case. So a file named for a client should be jackdawson rather than Jack Dawson. If you break any of these rules, be consistent about it.
5. Be specific.
Give files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look. So if the document is a letter to a customer reminding him that payment is overdue, call it something like "overdue081210"; rather than something like "letter". How will you know who the letter is to without opening it? See the next point.
7. Order your files for your convenience.
If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a ! or an AA at the beginning of the file name.
8. Cull your files regularly.
Sometimes what's old is obvious as in the example of the folder named "Invoices" above. If it's not, keep your folders uncluttered by clearing out the old files. Do not delete business related files unless you are absolutely certain that you will never need the file again. Instead, in your main collection of folders in Documents, create a folder called "Old" or "Inactive" and move old files into it when you come across them.