If you take a look at your computer desktop right now, is it covered with random folders and files? Teachers give a lot of attention to the number of tabs we have open at any given time. But how many of our digital files are sitting there, unorganized? Don’t worry. If you need some digital file organization ideas, you’re in luck. Keep on reading to learn about my secret to easy teacher digital file organization.
Less is More
The first step I take when I organize digital files is deleting the files I no longer need. Files are not like paper. We barely notice when files pile up because they are often out of sight and out of mind. Just think of how often our computer desktops are covered by an open browser or document.
Now, you do not have to do this in one sitting. But over time you definitely want to explore every file and folder you have so you can delete anything you no longer need. Try going through one folder at a time.
Open files with names that you don’t recognize. If you need to keep them, rename to something more recognizable – and keep reading for tips on how to name your files.
Why start with deleting files?
There are two reasons why I like to start here. First, when you have less files, you have less to organize. Second, it gives me an idea of the files that I need to keep. This helps me come up with organization ideas for the next step.
But what if I need it someday?
Sometimes when people clean out their closets, they keep a box of clothes that they aren’t sure about getting rid of. You can create a folder for that very purpose. Any file that you’re really apprehensive about deleting, you can store there. Try giving it a name like the date six months from now. Then on that day, delete the entire folder. If you end up using something from that folder between now and then, move it out the folder.
How to Organize Digital Files
After eliminating files that you no longer need, it’s time to sort out your digital files. When it comes to digital files, the foundation of your teacher digital file organization is how you set up your folders.
Think of folders as categories for your files. For example, everything associated with my geometry classes can be found inside of my geometry folder. Geometry is a very broad category, so I break it up with sub-categories, or in this case sub-folders. I create a folder for each unit, and all of my teaching materials for that unit are within that folder.
Set up your folders in a way that makes sense to you, and feel free to make changes over time.
Use the files that you kept as inspiration. What commonalities did you notice in your files? Those are the categories, or folders, you need to make.
Naming Digital Files for Organization
Once you have your folders set up, you can move your files into those folders. Moving files into folders alone will make you feel much more organized, but there is more that we can do.
We can optimize how we name our digital files. This may actually mean renaming files, which can be tedious. Personally, I recommend working on one folder at a time when renaming files.
The key to organizing your individual files is to name them something obvious. You want to make it easy for you to find your files later. The other key is to name them consistently. Consistency also makes it easier to find the exact files you need late.
Is your file a worksheet? Notes? An activity? Then include that word in your file title.
Numbering Files
Are your lessons sequential? I’m not too familiar with other subjects, but in math, there are often sequences of when topics need to be taught. For example, one-step equations must be covered before we can teach two-step equations.
For such lessons, I like to use a numbering system in my file names. In my unit folders, all files for the first lesson in a unit start with the number 1. All files for the second lesson start with the number 2, etc.
The same principle works for folders. You can number those too to have them arranged in numerical order. Just make sure that the number comes first in your file name.
Bonus Tips for Naming Folders and Files
- Use all caps to draw your attention to important folders and files.
- To keep important folders or files at the top, add a symbol. You can easily bring up a symbols menu:
- If you’re using a PC, type Windows key + .
- On a Mac, type control + command + space
And remember:
- Use simple, obvious names.
- Be consistent in how you name your folders and files.
Google Drive Organization Tips
If you have Google Drive, get ready to take your organization to the next level! Google Drive has amazing bonus capabilities.
First of all, you can color code your files! Simply right click on a folder, go to “Change Color,” and choose a color from the menu. Personally, I color code my courses, and I change my folder colors to match. Or, you could only color the folders that you want to draw attention to.
Another bonus feature to organize Google Drive is “starring” files and folders. To do this, right click on a file or folder, and click “Add to Starred.” This allows you quick access to your most important folders and files. When you click on “Starred” in your left navigation, you pull up the starred folders and files in just one click.
Here’s the Secret to Teacher Digital File Organization:
If you want to keep your files organized for the long haul, what you need is a digital file organization system. Systems prolong your organization and keep you from having to completely re-organize every file all over again. A system can be as simple as always naming a file right away, and making sure to move your files into a folder.
The key is to be strategic, and to plan out your system ahead of time.
Need help creating your systems? Since systems are my favorite thing, I created an entire course devoted to systems. Be sure to get on the Productive Teacher Toolkit waitlist so you can be notified when enrollment opens again!
Want to see what I’m talking about? Check out the companion video for this blog post!
Need help organizing your email? Check out my email organization blog post!
