How To Organize Business Files

One of the most head wrecking things you will learn how to do is figure out is how to organize business files online. Whether it’s for your affiliate marketing business or to simply have your files available to you anytime you want them, knowing how to store your files somewhere in cloud storage will give you a little peace of mind. Personally, with the plethora of information available on the Internet that I comb through each and every day, I had to figure out how to organize it all in a structured manner so that it is easy to access when I need it. This process has taken me years to figure out and I wanted to show you how I make it work for me in the hope that you will find it useful yourself. Take advantage of the free cloud storage available and save yourself a few headaches.

how to organize business files

I now create and organize all my files online. I do this so that I am not reliant on any one particular piece of software that only resides in my laptop. This means that if I have an opportunity to work but do not have my laptop with me, I can simply log into my Google Drive and get to work.

The other handy little tool I use is LastPass. LastPass is a browser based piece of software that allows you to organize all your passwords in one place and create folders with specific categories for your passwords. LastPass requires that you have a master password to open the browser. I have it installed as a Google Chrome extension on my laptop. I rarely have to worry about passwords anymore. You can read more about keeping your passwords safe here.

How to Organize Computer Files


Checkout LastPass

If you have a lot of online accounts, check out LastPass. I highly recommend it. I’ve been using their free version for some time now and have never had a problem with it. You can categorize your sites by creating file folders to store all your web addresses, usernames and passwords. There’s even a note section in case you need to add anything extra. 

Open a gmail Account

Open a gmail account if you don’t already have one. When you open a gmail account you automatically get 15GB of space for your Google Drive.

Make a habit out of creating all your documents, spreadsheets, and presentation files in your Google Drive. If you have Word documents saved on your hard drive, you can transfer them over to your Google Drive using the instructions below:

Open Word docs Online

Did you know that you can open Word documents through Google Drive? To do this, follow these steps:

  • Once you have your gmail account, open your  Google Drive.
  • On the left side pane, click on New. From the drop down list, select Google Doc. This will open a new untitled document.
  • Click File, Open.
  • Once the new screen opens, click Upload from the menu.
  • Navigate to where your file is and open the location of the document.
  • Then click and drag the document into the new window or click the button in the middle of the screen or select the document from its location.
  • You can also open Notepad documents using this method also.

Dropbox File Storage

Another online file storage site to consider is Dropbox. Dropbox is another online storage facility that allows you to store many different types of files. Once you create an account, you will qualify for 2GB of free storage simply by answering a few questions. You can get additional storage simply by inviting other people to create a Dropbox account. Feel free to accept my Dropbox invitation.

Another nice feature of Dropbox is that you can sync your files by downloading and installing Dropbox on your computer. Each time you update a file, Dropbox will automatically sync that file to your online storage account. I keep all my working files on Dropbox.

Microsoft OneDrive

Having a Microsoft OneDrive account allows you to store up to 5GB of information for free. This is another great option for storing backup files or files you need when you away from your computer. In this way, as with Dropbox, you can store files of any type.

Effective August 10, 2016, Microsoft is reducing it’s free storage allocation down to 5GB.
The 15GB free storage will no longer be available after this date.

Using Google Drive is a great way to keep all your important information centralized and in one place. The fact that you get 15GB for free makes it a very attractive option. Not to mention that you can also sync your G-Drive with your smartphone. I don’t know about you but I am a huge fan of digital files. Even though I actually have a 3-drawer file cabinet in my little office here, I still try to keep as many files as I can happily residing in cloud storage.


10 thoughts on “How To Organize Business Files”

  1. Hi, Lastpass is truly a timesaver. And they have options to add extra security with external hardware. Don’t remember they name of the USB key but I think I will buy one some day. Security is very important.

    • Hello Jakob! Yes, LastPass has been a lifesaver for me. I used to have all my passwords in a spreadsheet but LastPass makes it so much easier. Thank you for dropping by! Alanna

  2. I love the breakdown on the use of a filing system on a computer especially the directions on how to obtain a drive or two to also organize emails and other documents. I myself use the google drive and it is very convenient to have access to documents without bringing my whole laptop with me everywhere. Good post for those who are not computer literate. Job well done!

    • Glad you found the information useful, Crystal! It’s great to have your files available to you without having your laptop! Thank you for your comments! Alanna

  3. As I’ve been building out my business the last few years, keeping track of all the paperwork has been a major issue. Thanks for the tips. I’m going to need to check out the LastPass. There are too many passwords these days to keep track of.

    • Hi Barbara. I started using LastPass last year. It came recommended to me. I love the fact that it’s browser based. Thanks for dropping by! Alanna