Home Office: Keep Your Files Within Easy Reach

Want to hear something shocking? The number of files on my PC is greater than the number of dollars I owe on my mortgage. That's over 100,000 files and folders. Right out of the box, most systems come with about that many files. Don't believe me? Go to Windows' Command Prompt (under Programs, Accessories in most versions of the OS) and type chkdsk to get a file count. It's no wonder you can't find that expense report from last April. But I have a collection of folder and file management utilities that'll get you organized, and they won't cost you a red cent.

The simpler your filing system, the easier it is to find and use your data. My system's pretty basic. Instead of following Uncle Bill's nutty idea of shoving everything in the My Documents folder, I have separate folders for each of my critical projects: One folder has PC World assignments, with subfolders for each month's Home Office column, each online newsletter, and each feature. I also have folders for photos, file attachments, downloads, the book I'm writing, and other topics. Don't sweat having too many folders. If you use Windows 98 or later, creating lots of folders won't waste hard-drive space.

My file structure makes it easy for me to find things quickly--and just as important, to move files from my digital camera or other external source to the right folder on my local drives.

If you sometimes feel lost in a blizzard of folders, try Fast Directory Finder. It's a nifty freebie that indexes folders and lets you find them in a jiffy, even if they're on a network. You can download this program and all the other utilities I mention below.

You can't do really smart file management with software as dim-witted as Windows Explorer. I'd bet the farm that once you try one of my two favorite Explorer replacements, V-Com's PowerDesk and Nikos Bozinis's 2xExplorer, you'll discover a ton of ways to wrangle your files. (Rest assured: No files were harmed in the writing of this column.)

Dual-Pane Relief

PowerDesk gives you a better view of your files and folders through its dual panes. You can see all your files--even protected system files that Explorer hides by default--and you can attach a file to e-mail with a single click. For $40, be a big spender and spring for PowerDesk Pro, which adds built-in file viewers (to see a file's contents without opening its app), color-coded folders, and multiple-file renaming. You can also convert images and create self-extracting .zip files.

Unfortunately, PowerDesk's built-in FTP feature, though cool when it works, crashes inexplicably. Also, any folder with 200 or more video or MP3 files stops PowerDesk cold. Adding notes to a file is great, but the notes don't follow the file when it's moved. Even so, I still recommend the program.

The utility chasing PowerDesk is 2xExplorer, an Explorer replacement that emulates the old Norton Commander for DOS. Its mirror browsing makes folder comparisons a breeze. 2xExplorer has a file editor, extensive wild-card filters, and an image viewer. You can split and remerge large files, and you can shred deleted files. Also included are a file finder and the ability to synchronize folders (but no FTP). I love the way the program lets me customize and save layouts, as well as bookmark specific folders.

If you stick with Explorer, grab two right-mouse-button freeware tools. RJH Software's RJH Extensions allows you to rename multiple files, which is great for those zillion picture files that all end up with names like 'epson001.jpg'. Also try Moon Software's FileTargets, which lets you select several folders and group them together, and then quickly move or copy files. FileTargets also lets you copy the file name and path to the clipboard.

Go to "A Better Way to Manage Sound and Image Files" to read six great tips from Scott Dunn, our resident Windows whiz, on using Explorer to manage your sound and image files.

I'm out of room, but in upcoming Home Office newsletters you can read about other file tricks and utilities I use.