Computer Care: Clean and Organize Your Computer

Every year, dutiful homeowners into launch their spring cleaning rituals: airing out linens, scrubbing windows, etc. While computers are focal points of many home offices and family rooms nowadays, they're neglected when it comes to spring cleaning. This is especially true in regard to the virtual parts of the computer: your files and folders. Here are a few tricks and tips for spring cleaning your computer.

1. CLEAN OUT THE CLUTTER. We tear through our build up of neglected clothes in closets with the mantra: If I haven't worn it in a year, I pitch it. Use that same thought when going through your computer.

A. START WITH THE PROGRAMS. So many of the programs that are pre-loaded on a computer will remain on that computer for the life of the computer even though we never use them and/or we have no clue why we need them.

Before you move or delete any files or programs, do a full backup of your system. This is THE most vital aspect of the process. You can always delete more, but once you've removed items, they're tough, sometimes impossible, to recover.

(1) LOOK FOR PRE-LOADED SOFTWARE. Virus software is a prime example of trial programs on your computer at purchase. Even if you install your preferred virus protection software, odds are you'll still get notices from that pre-loaded virus protection program. It's not just annoying. It's stealing space, and it clutters up the system. No doubt, you are brutal when going through your wardrobe for things to get rid of, and you should do the same for these unwanted, unnecessary computer programs.

(2) TACKLE IT PROGRAM BY PROGRAM. Just as with your spring cleaning ritual for organization, you'll end up with three (virtual) piles: things to keep, things to toss, and instead of having a third "give away" pile, your third computer pile will be "more information needed".

a. Things to keep. For now just go through the programs, not the folders within the program. It's a good idea to make a list of the programs you use and any questions or problems you may be having with it. For example, maybe you know you need to upgrade something or something is about to expire and you need to renew it. Put it on the list of things you have to do.

b. Things to toss. If you are very sure what the program is, and you know you'll never use it, delete it. These might include the additional virus trial or things you have tried, like a game, that you know you'll never use again. Look at duplicate programs. If you never use Works for word processing because you use Word, why keep it?

Go to your Control Panel and look for the Add/Delete Programs option (or something similar to this). Scroll down the list of programs to find things you are not using. Again, for now, just sort. Before you delete programs, make the list to give yourself some time to be sure that you won't need it. This is a list of just the programs you recognize and understand.

When you get to the point that you are deleting these programs, delete it manually. Go to your Control Panel and look for the Add/Delete Programs option (or something word similar to this). Scroll down the list of programs and find the one you want to delete. Use this command as opposed to manually deleting items because this will get rid of any stray files associated with the program that may be stored elsewhere.

c. More information needed. If you don't recognize what the program is, put it on a third list of "more information needed". When you get done analyzing the programs, look up the various programs online to see what they are for before you decide if you should keep or toss them. If you still don't recognize it, keep it on the list, and ask a friend who is a computer whiz. We all have that friend we consider our personal Computer Whisperer.

B. MOVE ONTO INDIVIDUAL FILES. Now you are done analyzing your program folders. Time to move onto the bulk of your items: files.

(1) GROUP FILES INTO RELAVENT FOLDERS AND/OR CREATE RELAVENT FOLDERS. Now it's time to see if you have duplicates, if the material is out of date and can be disposed of, etc. This is where you will have a huge impact in the internal cleaning process. Most of the files you'll have to analyze will be in the form of word processing, spreadsheets, photos or music.

Always remember that your hard drive is considered to be like the old-fashioned file cabinet, full of virtual folders, while the files are what you keep in those folders or atop your desk. If you don't organize it, it is of little use to you.

Let's use your word processing files as an example. Come up with an organizational system that allows you to find what you need quickly to get the job done. Remember the old adage: Every tool in its place. It holds true in the virtual world, too. For now, just create the main list of file folder subjects: Home, Finance, Writing, School, Recipes, Travel. Your lifestyle will guide you on this. You may find you have folders with similar names. For now just group them together in the category that best fits. (In some cases, you may be moving an entire folder into your newly-created folder. You'll clean it up later.)

a. Group like types. Start with a general grouping of the files you already have. You are not tossing at this point, just sorting (unless it is an obvious toss). Just look at the name of the file you have and move it to the most suitable file folder. You may find you need to create a few more file folders.

b. What is that? You'll invariably have a group of files you absolutely don't recognize. Make a folder: To be decided. Sort any file you don't recognize into this folder as it will take time to sort through this.

c. Create subdirectories, if needed. If in your Home folder, you find lots of files for Landscaping Ideas, Home Improvement Project, Home Maintenance, create subdirectories, and move the folders that fit into those directories.

d. Get Brutal. Once you've designed a general layout, it's time to analyze what you have in those folders and get rid of things you no longer need, duplicates, outdated information, and things you won't ever use. Remember that you've made that backup? If a year from now you find you need an older version of something or need old information, you can always go to that backup and re-load a few old files.

This part is very cathartic. If you've recently gone through a divorce, for example, you may have been hanging onto old letters dealing with the case, or financials, and all sorts of things that serve as hurtful reminders. Purge, purge, purge. You'll clean up your computer, but the side benefit is that you will never have to stumble on the hurtful information by accident again.

2. FINAL STEPS. Once you've disposed of extraneous files and folders, let the computer to do its job. You'll be using the accessories tools to let the computer get your newly-organized system into shape.

A. PERFORM A FULL SCAN. Take whatever action is needed.

B. DEFRAGMENT THE HARD DRIVE. You've added, deleted and rearranged both folders and programs, so your hard drive will have empty slots which slows your computer down. Defrag the system to compress those files into an optimal space for performance.

C. VIRUS PROTECTION SCAN. Even if you have your system set up to run a virus protection program on a scheduled basis, perform a full virus scan.

These steps will help your computer run more smoothly and let you concentrate on the job at hand: getting some work done. For information on how to make the exterior of your computer match your newly-organized system, check out my companion article: Computer Care: How to Clean the External Parts of Your Computer.