Organizing files can be a daunting task, especially when you have a lot of papers and folders spread out on your desk. However, having your documents organized and stored digitally can make your life a lot easier. Storing digitally makes finding files easier because digital files can be organized, indexed, and searched using a variety of tools and software.
Plus, digital files are typically stored on your computer, cloud, or hard drive, reducing the risk of misplacing or losing them. Unlike physical documents, which can be easily misplaced, damaged, or destroyed, digital files can be backed up and duplicated to prevent loss. This gives you a level of security and peace of mind that your documents are safe and easily accessible.
use an external hard drive
I always store all my files on an external hard drive to keep them safe at home. That way, if something goes wrong with the other online site you use to store it, your hard drive will always be there to get the files and documents you need. Also, you should definitely back up your files to another location, such as the cloud or another device, in case your hard drive fails or gets lost. You should also test your backups regularly to make sure they work properly and can be restored if necessary.
For information on devices to back up your data, please visit: CyberGuy.com/BackUpDevices
Remember, important documents like birth certificates and social security cards should never be stored online. Keep them in the safe.
Best app for saving and restoring documents
Here are my picks for the best apps for saving and restoring documents.
1. Google Docs
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Cloud services are especially useful when you need to access specific documents on the go. However, we don’t trust all cloud services. For example, Google Docs is not my favorite cloud source for storing documents. This tech giant is notorious for collecting user data at every opportunity. However, we know that many of you are big fans of Google Docs, so we’ll continue to show you how to use them. It’s perfectly fine if you want to use it. It’s not my personal preference.
find google docs
On your desktop or laptop, when you log into your Google account, Google app icon (This is a square symbol made up of 4 smaller equal-sized squares arranged in a 2×2 grid).
A menu will pop up and you can choose to view Drive, Docs, Spreadsheets, etc.
Google menu dropdown with Google Drive (Cyber Guy.com)
Drive acts as a cloud storage device, giving you access to any document you create with Google. After going to the drive +new Click the button in the upper left corner and choose what to create next.
inside google drive (Cyber Guy.com)
You can open existing documents from your device. Google Docs Edit directly there.
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you can also cooperate Google Docs makes it easy to share with anyone.
Plus, all of Google Docs automatically savedso you don’t have to worry about losing your job.
program Track It’s the same as previous versions, so you can see the changes in the document even if you accidentally make changes. Here are the steps you can take:
go to File
Scroll down and click Version history
click See version history
it shows you All saved versions of this file on the right side of the screen
Type your document into Google Docs (Cyber Guy.com)
Also, be sure to download and save a copy of your document to your device or another cloud service, in case Google Docs becomes unavailable or the file is deleted.
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2. Dropbox
Dropbox is the best place to store all your documents online. If you just want to backup a few documents, you can use it for free. However, a paid subscription allows you to upload large amounts of files and restore previously backed up versions of documents in case you lose them. Dropbox has multiple plans with varying prices, the cheapest being the Individual Plus plan at $9.99/month.
Store multiple files from different sources and create shared folders
The great thing about Dropbox is that you can store multiple files from different sources. You can also create Google Sheets, Microsoft Word documents, and record your screen. Dropbox also lets you create shared folders so that others can access your documents when you share them.just click + create On the Dropbox homepage, select what you want to create.
Get file
You can also easily retrieve accidentally deleted files from Dropbox. Here’s how to access these files:
Please log in to Dropbox account
Go to the left sidebar and tap deleted file
If you want to restore a file, hover your mouse over the file and click Checkbox on the left of it
click return,then click return to check again
A paid subscription also allows you to restore a large number of previous versions in case you want to bring back an earlier version of your document. Here’s how to get those versions back if you’ve paid for your subscription.
right click on the document you want to view.
Scroll down and select Version history
All previous versions of that document are displayed.You can hover over what you want and click returnon the right
Type your document into Google Docs (Cyber Guy.com)
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Rewind
Dropbox also has features such as: Rewind to go back to previous versions of documents stored in Dropbox. However, as mentioned earlier, this feature requires a $9.99 monthly purchase on Dropbox Plus. Here are the steps to use the Rewind feature:
Please log in to Dropbox account
Click to rewind your entire Dropbox account. “…”next to organize, and click Rewind this folder.
To rewind a specific folder, hover your mouse over the folder name and click . “…” next to activitythen click Rewind this folder . This will also rewind all folders within that particular folder.
click try rewind
Click on the graph to choose a day
click Continue
from Tweak In the list, find the oldest change you want to undo and click the blue line below it.
click Continue
click Rewind . You will receive an email when the rewind is complete.
Also, be sure to save a copy of your files by downloading them to your device or another cloud service, in case Dropbox becomes unavailable or your files are deleted.
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3.Microsoft 365
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Finally, if you’re using a Microsoft 365 app like Word or Excel, you can save your files to: OneDriveagain share point, a cloud connected Microsoft program. This connects to your email account for all Microsoft apps.
Save a Word document to OneDrive
As an example, let’s say you save a Word document to OneDrive.
go to File
Scroll down and tap save as
Tap online location
after that Manage your storage account
Tap one drive
log in to Microsoft accountand which one to choose folderin you one driveI want to save this
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If you made changes, you can return to that file by clicking . Filethen tap view version history,The time the file was edited and the editor are displayed on the right side of the screen.
Dropbox is a free place to store documents (Cyber Guy.com)
In addition to backing up your files, be sure to back up your Windows and Mac computers as well. Doing so can save you a lot of stress and frustration in the long run.
Cart key points
In today’s digital age, keeping documents organized and safe is extremely important. Many options are available for storing files, but it is important to choose a reliable and secure platform. Whether you choose an external hard drive, Google Docs, Dropbox, or Microsoft 365, take the time to set up your system correctly and back up important documents regularly.
Worried about the risks of relying heavily on cloud storage and online platforms to organize and store your personal and confidential documents? CyberGuy.com/contact
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