Having many PDFs on your archive can result in cluttered storage. It is common for someone to save their documents in random folders, then get lost when they want to retrieve them. Doing so can waste time and effort, which you could have spent on doing other things of value.
Managing your files properly is necessary to prevent that from happening. Imagine being able to retrieve your PDFs quickly and having a smaller searching scope when finding them in the future. If you have many files and want to reduce their number without losing any of them, you can do one potent trick with the help of online tools on the web.
1.Merge your PDFs with PDFBear
Merging your PDFs literally means combining many files into one single file. Doing this is pretty standard for those who keep records, which can comprise countless different documents. If you decide to do this hack, you might want to search for a PDF merger on your web browser. You can see many that can do this task, but we recommend using PDFBear’s Merge PDF tool.
The Merge PDF tool of PDFBear is a popular choice for its excellent security and quick merging process. More importantly, it is entirely usable for free. It boasts a user-friendly interface that every person, expert or not in computers, can use. See that for yourself by going to its website and doing the following steps.
- Pick your files from your directory, and upload them to the PDF merger.
- PDFBear will automatically combine your files into a single one.
- You have the option to organize and sort the contents.
- Click Combine or Merge PDF once you’re done.
- Download your file once the download link appears.
2. Store them in a single main folder, then categorize
Once you have reduced the number of your files without losing any of them, the next thing you can do is store them in a primary folder. Inside this central directory, you would want to nest folders that you can use to categorize your files. This way, you won’t get lost in finding your files since they’re all in one place.
A clever thing to do is store them in their rightful folder upon creating them. This way, you don’t have to go out of your way just to move them. It would be best to set this main folder as default to make it easier for you.
3. Name your files systematically
Adopting an excellent file naming scheme can make your archive look much more organized, more manageable to sort, and easier to locate. For instance, you can name your files by year and date at the start, then include the title of the document. It can look like this: YY-MM-DD-Title. This one is merely an example, and you can modify it as you like.
You would have an easier time locating and retrieving your file even if you don’t know its exact file name. You can just search for the date! Moreover, it can also provide you with insight into the time a specific document is created. These benefits are perfect for you, especially if you need a particular PDF document urgently at some point.
4. Back-up your files
Backing up your files is recommended in every situation. Doing this ensures that your files (or at least duplicates of them) remain safe at all times. You wouldn’t know when file damage would occur, but having a backup of your corrupted file can solve your problem effortlessly. This would be especially important when handling essential files.
You can use cloud drives or external drives to store your data. Ensure that you use a reliable cloud service, one that will keep your files safe and private. Prevent having your external drives damaged. Remember that your ultimate goal here is to store copies of your intellectual property in another space, so choosing any of the two is entirely your discretion.
A better file management
If you successfully do the four things above, expect to manage your files better. Merging files makes it easier for you to organize them while reducing the effort in going through your archive when retrieving documents. Storing them inside a primary folder gives you a single location to look for your files, ensuring that you don’t get lost.
A sound file naming scheme makes your files easier to sort and search for. Having backups prevents file loss in the future. These tips and tricks will undoubtedly be of significant advantage for you.
Takeaway
Documents are everyday things we encounter, whether at work or school. Making sure they are organized can help reduce time and effort spent in searching for them, saving us a lot of time. Merge your files today with PDFBear’s Merge PDF tool, and do these tips today to see the difference!
