Tech Tips

File & Folder Management

Simple techniques to organise, rename, preview, search, and handle files and folders accurately in daily compliance and client work.

Customise Your Folders Icons

In Microsoft Windows:

Right-click folder →
Properties → Customize → Change Icon

Assign different icons to:
• GST
• Income Tax
• Audit
• Personal

Visual differentiation = faster navigation.

Design File Names for Sorting, Not Memory

Instead of:
GST working final new latest v3.xlsx

Use:
2026-02_GST_Working_ClientA.xlsx

Structure:
YYYY-MM_WorkType_Client

Why:

• Auto-sorts chronologically
• Easy to search
• No “final_v5” chaos

Folders should think for you.

Need to rename many files at once?

Select all files → Right-click → Rename → type name → Enter

Windows auto-numbers them:
Invoice (1), Invoice (2), Invoice (3)…

Perfect for:
• GST invoices
• Working papers
• Client submissions

No software. No Excel. No stress.

Faster file renaming (without mouse):

• F2 → Rename selected file
  • Tab → Rename next file instantly

Perfect when renaming:
• PDFs from portals
• Client documents
• Bulk downloads

Less clicking. More flow.

Need the full file path instantly?

Open File Explorer →
Click once on the address bar

Windows converts it into the complete path:
C:\Users\...\Client\FY24\GST\Returns

Useful when:
• Linking files in software
• Sharing exact locations
• Troubleshooting errors

Preview files without opening them.

File Explorer →
View → Show → Preview pane
(or press Alt + P)

Works for images, text files, and many documents.

Searching inside a folder?

Open the folder →
Click the search box (top-right) →
Type your keyword

Windows searches file names AND file contents.