Tech Tips
File & Folder Management
Simple techniques to organise, rename, preview, search, and handle files and folders accurately in daily compliance and client work.
Use File Version History to Recover Older Changes
What it does:
Lets you restore earlier versions of a file if incorrect changes were made or data was overwritten.
How to use it:
Right-click file → Properties → Previous Versions
Select required version → Restore or Copy
Pro tip:
Works best when System Protection or backup is enabled—worth checking once on your system.
Search Files Faster in Windows
What it does:
Instantly locates files, apps, emails, or settings—saves time spent browsing folders.
How to use it:
Press: Windows + S
Type file name, keyword, or extension (e.g., “.xlsx”)
Pro tip:
Use partial names or keywords inside the file (like client name) for faster results.
Remove Hidden Metadata Before Sharing Files
What it does:
Removes hidden data (author name, comments, tracked changes) from documents before sharing.
How to use it:
In Microsoft Word / Microsoft Excel:
Go to: File → Info
Click: Check for Issues → Inspect Document
Select all → Inspect
Click Remove All where needed
Save the file
Where it helps:
• Sending reports to clients
• Sharing internal drafts externally
• Finalising documents before submission
Why it matters:
Files may contain hidden reviewer names, comments, or history.
This can expose internal discussions unintentionally.
Copy File Path Instantly
In Microsoft Windows:
Select a file →
Press Shift + Right Click →
Click Copy as path
The full path is copied.
Example:
_C:\Clients\ABC Ltd\Audit\FY 2025\Trial Balance.xlsx_
Useful when:
• Sharing file locations with team members
• Referencing documents in emails
• Creating documentation trails
No typing long paths.
Turn Any Folder into a Quick Access Hub
In Microsoft Windows:
Select the folder →
Right-click → Pin to Quick Access
Now it appears in the File Explorer sidebar.
Extra benefit:
When you right-click the File Explorer icon on the taskbar, pinned folders also appear in the *Quick Access* list.
Useful for folders like:
• Current year audit
• GST workings
• Client documents
Access frequently used folders in two places — sidebar and taskbar.
Open it in one click.
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.
