7 ways to keep OneDrive organised

Are you struggling to find the files you need in your OneDrive account due to clutter? If so, don’t worry! We’ve got some solid tips and tricks for you to easily organise your data so it’s easy to find when you need it. 

OneDrive is the most powerful cloud storage service that allows users to access and share files from anywhere with seamless integration with Microsoft Office and other productivity tools. OneDrive has become an essential tool for individuals and businesses alike.

However, with a large amount of data stored in OneDrive, it can become cluttered and disorganised, leading to decreased productivity and increased stress. We’ve got 7 easy ways for you to organise your data, making it easy to find when you need it.

Delete unused data first

The first step to decluttering your OneDrive is to identify and delete the files and folders you no longer need. It could be an old project from years ago or a temporary file you forgot to remove. Take some time to sift through your folders and identify data that you can safely discard of.

To delete a folder or file, click on the horizontal dots next to it 

Select “Delete” and confirm your choice by clicking “Delete” in the pop-up box.

Deleted items will be moved to OneDrive’s Recycle Bin, where they will remain for 30 days. If you want to restore any of the deleted items you can do so within this time otherwise they will be permanently deleted.

Delete the duplicate files 

Removing duplicate files can help you free up space. When you upload a file with the same name twice, OneDrive automatically adds a number to the end of the file name. You can find these duplicates by typing “1” or “(1)” in the search bar. You can also use third-party tools like Duplicate Cleaner to find and remove duplicates.

Remove multiple versions of files 

OneDrive has a file versioning feature that saves different versions of the same file as you make changes. It allows you to track changes and download older versions if needed. Using this feature will eliminate the need to create duplicates, helping you keep your storage space less cluttered.

Keep a clean folder structure 

Creating a logical hierarchy and maintaining a clean folder structure can help keep your OneDrive organised. Start with broad categories of main folders like Work, Personal, and Side Hustle. Within these, create subfolders for specific topics or projects. For example, you might have a folder for “Real Estate Projects” with subfolders for “Finance Records” and “Construction Details.”

Setup a clear and consistent naming convention

Establishing a clear and consistent naming convention will help you find, organise, and manage files on OneDrive. Determine a format that works for you and use specific names that indicate the type of content in the file. 

For example, [project][description][date]_[version. Always use specific names that indicate what type of content the file contains, as well as adding version numbers to the end of the file name will help you track changes easily.

Add tags for filtering

Adding tags for easy filtering can help you keep OneDrive organised. Using tags like “immediate” or “pending review” allows you to better categorise files. Tags can eliminate the need to create several subfolders and allow you to find the file you want with one click. 

At the time of writing, OneDrive only lets you add tags to photos. To tag an image, hover over it, click the info icon, then click “Add Tag,” enter the tag, and press Enter. If you want to tag a document for pending review, rename the file to include “pending review” at the end.

This way, you can find the file by searching for this tag without creating temporary folders to keep files that are in the review phase.

Archive old data regularly

Regularly archiving old project files and temporary data to a dedicated archive folder keeps your storage space clutter-free. You can easily retrieve them if needed.

To create an archive folder, click the “Add New” button in the top left corner, select “Folder” and name it Archive. Then, to move unused files to this folder, click the three horizontal dots next to the files, select “Move”, then open the archive folder and click “Move here”.

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