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Give your files a tidy, findable naming system
Get a simple folder structure and naming rules for your Google Drive or OneDrive, plus a list of which files go where.
When to use it
Once, then a quick tidy every month
Step by step
List what you have
Make a quick list of your main folders and some typical file names. You can type them out or take screenshots of your folders.
Ask for a structure
Paste your list into your AI assistant with this prompt.
Prompt to copyHere is a list of my current folders and file names in [Google Drive / OneDrive]. I use them for [what you do, e.g. running a small bookkeeping business]. Suggest: 1) a folder structure no more than 3 levels deep, 2) a naming rule for files (e.g. YYYY-MM-DD Client Document-type), with 5 examples, 3) a table showing where each of my current files should go and its new name, 4) 3 simple habits to keep it tidy. Keep it simple enough to stick to. [paste list]Create the folders and move files
Create the new folders in Drive or OneDrive, then move and rename files in batches, starting with the ones you use most.
Set a monthly tidy reminder
Add a recurring 15-minute calendar event to file anything left in your Downloads or main folder.
What you get
Structure: 01 Clients > [Client name] > Invoices / Contracts / Correspondence. 02 Admin > Insurance / Tax / Banking. 03 Templates. Naming: 2026-11-04 Parker Bakery Invoice 112. Move 'scan0042.pdf' to 02 Admin > Insurance as '2026-03-01 Van Insurance Certificate'.
Tips
- Starting each file name with the date (YYYY-MM-DD) keeps files in date order automatically.