How to organize your files better in Zoho Docs?

How to organize your files better in Zoho Docs?

A clean, organized desk persuades you to get to work while a m essy desk creates stress and confusion. It's the same with files and folders on your desktop or the cloud. Poorly ordered files and folders eat up your time and efficiency. Here are some tips to organize files and folders better in Zoho Docs to make you more productive at work.


                                                            Organize better. Search less.

Create and classify folders.

The first step to have your files in order is to identify your folders. Depending on the work you do, create separate folders to save different sets of files. You can classify folders based on projects or tasks. For example, if you work in Sales and Marketing, your folders can include Marketing AnalysisAds & CampaignsPress ReleasesBlogs etc.


It's a useful practice to use dates in folder names. This pays off well when you want to find a particular file long after you created it. It also creates coherence and consistency in your folder structure. If you generate marketing reports on a month to month basis, create a folder named Marketing Reports 2017. The sub-folders or files in this folder can be named April 2017 - Marketing ReportMay 2017 - Marketing Report etc.


Follow a format to name your files.

A file's name should identify its contents. Use crisp and short filenames which contain key terms that represent the information inside the file. It'll be much easier for you to name your files and find them later if you follow a uniform format to create filenames.


Let's say you have a folder named Blogs 2017 where you save all the blogs you write in the year 2017. You create a blog on how to plan a holiday. Your filename can be Planning Holidays - Blog- Apr 2017. This filename follows the format: <Topic> - <Category> - <Date>. Similarly, you can create formats that make it easier for you to search, identify and locate files.


Remember to add tags.

Tags are keywords associated with the subject of a file. Once you add tags to a file, you can use these keywords to search and find the file later, even if you forget the filename and the folder to which it belongs. For a write-up on Planning a Holiday, the tags can be holiday, destinations, travel, visit etc.


Add to Favorites.

Sometimes there'll be files that you frequently need to refer for various purposes. Add those files to your favorites list so that you can access all of them in one place.

 

Trash outdated files.

Clean up your folders once in a while to get rid of files that you don't need any more. This will prevent piling up of unnecessary files and folders.


Make use of Sort.

Control the order in which files get listed on your screen.You can sort files according to three parameters in Zoho Docs: Last openedModified date and Created date




      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          • Sticky Posts

          • How to organize your files better in Zoho Docs?

            A clean, organized desk persuades you to get to work while a messy desk creates stress and confusion. It's the same with files and folders on your desktop or the cloud. Poorly ordered files and folders eat up your time and efficiency. Here are some tips to organize files and folders better in Zoho Docs to make you more productive at work.                                                             Organize better. Search less. Create and classify folders. The first step to have your files in order
          • Publishing Your Documents

            With Zoho Docs 3.0, you can now publish you documents and make it available to the whole world. Once you publish your documents you get a URL that you can share with anyone, by posting it in a website a blog or even social media platforms like Facebook and Twitter. To publish any of your documents, just follow these steps: Right click on the document you want to publish From the drop down menu, select Properties In the pop-up window you will see a Make this document public option. A Make Public pop-up

          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ






                                ご検討中の方

                                  • Recent Topics

                                  • Notebook font size issue

                                    If I copy something from somewhere and paste it in my notebook, the font size becomes smaller.
                                  • Rules not working properly

                                    I created a rule to display certain fields on certain states. But it seems to be not working. It hides the fields even when I selected California, (which is a state that should show the fields when selected)
                                  • Sign in process is beyond stupid. I'd rather plug my phone into USB and copy files than sign in to this POS.

                                    792 clicks and fields to fill in just to get into a 3rd rate app is too stupid for me.
                                  • Ampersand in URL parameter // EncodeURL does not work

                                    Hi Zoho, I have a url link with a parameter. The parameter is including ampersand in some cases (Can be "H&M" or "P&I") When trying to use %26 instead of "&"  (the result I get using EncodeURL()) I get H%26M instead of H&M in the parameter field. How can I solve this? Thanks! Ravid
                                  • Categorise Attachments

                                    We take ID, proof of address, right to work documentation and more.  I can upload a single file in to field, but we often receive multiple files for each category e.g. someone may send a separate file for the front and back of their national ID card.  My team don't have time to manipulate the files in order to upload them as a single file. The options, as far as I can tell, would be to create additional fields on attachments in order to categorise what the file is, or to be able to upload single
                                  • Send Whatsapp message from Whatsapp template with custom variables

                                    Hi, I'm trying to do some basic integration for sending WhatsApp messages from Zoho CRM using Zoho Desk whatsapp templates. When creating new whatsapp template in Zoho Desk we can choose ticket related fields as variables but it's not clear how to use
                                  • ENTER key triggering Submit

                                    Is it possible to stopped the ENTER key from the mandatory triggering of the Submit button on Creator form? I want forms submitted "ONLY" when the Submit button is pressed. 
                                  • how can we create in zoho crm a new contact when the looup does not find a similar existing one

                                    In forms/integrations/zoho crm / ne w record tab, contact name is to be mapped with my form contact name. When I go in biew edit/lookup configuration, I don t get the options (help dedicated page simply repeat the same info you get in the app) and does
                                  • Directory Websites

                                    Directories are a good website category to gain search engine traffic. Directories for a professional service category as an example can help their members in search results over their individual website. It would be nice to have a directory template
                                  • Manage Task on Mobile

                                    How do we manage our task on mobile devices? It seems that there should be a standalone mobile app to handle the new task features. The new features released in regards to Task management are great by the way! Now we need to bring that all together in
                                  • Set Default Payment Method & Default account

                                    Hi, I would like to know how to set the default payment method and default bank account when recording payments in zoho books. At present we have to change these fields everytime we record a payment, which leads to potential error and as we have a very
                                  • Unified WhatsApp Number Management in Zoho Desk and SalesIQ

                                    Dear Zoho Desk Support Team, We are currently utilizing both Zoho Desk and Zoho SalesIQ for our customer support operations. While both platforms offer WhatsApp integration, we are facing challenges due to the requirement of separate WhatsApp numbers
                                  • Customer Portal on Zoho Desk

                                    Hi, I'd like to know more about the items below I found when setting up the Customer Portal on Zoho Desk. Could someone help me explaining these in details? Especially the 2nd and 3rd point. Thanking you in advance! Permissions Customers can sign up for Customer Portal Customers can view tickets of their organization (contacts) Customers must register to access Customer Portal Display Community in Customer Self Service portal
                                  • Slow Performance on desk.zoho.com. 11/3/2025

                                    I’m not seeing any active service alerts for desk.zoho.com, but everyone on our account is currently experiencing very slow load times when opening or navigating tickets. We’ve already tried the standard troubleshooting steps — clearing cache and cookies,
                                  • "Authorize to Access Your Account"

                                    Hi, I'm trying to log into cliq on my phone but I can't. It says "Authorize to access your account - Verify your identity to access your account using oneAuth credentials", and asks for a password. I tried maybe 100 different passwords and nothing works.
                                  • Books API Receiving an Error that Doesn't Make Sense when Creating Credit Note - trying to use 'ignore_auto_number_generation' argument

                                    Hello, I'm working on a newly created routine and I'm getting an error that doesn't make sense when trying to create a new Credit Note. Here is my POST request. Endpoint: https://www.zohoapis.com/books/v3/creditnotes?organization_id=########## Body:     {
                                  • Computer Showing Offline in Unattended Access

                                    I have a computer that was connected to the internet but showing offline in Assist. I tried uninstalling the program and deleting it from Zoho Assist the reinstalling and it still does not show up. I have been a user for several months and am not pleased with the lack of connectivity with Assist. If this continues I will have to find another product. The computer I reinstalled it on is not even showing up in Assist now. The name is NYRVLI-PC. Thanks
                                  • Closing Accounting Periods - Invoice/Posting dates

                                    Hi, I have seen in another thread but I'm unsure on how the 'transaction locking' works with regards to new and old transactions. When producing monthly accounts if I close December 24 accounts on 8th Jan 25 will transaction locking prevent me from posting
                                  • Zoho CRM Portal Error

                                    Hi, We’re experiencing an issue with the Zoho CRM Portal. When we try to access it, we receive an HTTPS connection error: net::ERR_CERT_COMMON_NAME_INVALID. If we proceed past that, we then get a 400 Bad Request error. Could you please help us resolve
                                  • Can we do Image swatches for color variants?

                                    We want to do something like the attached screenshot on our new zoho store. We need image swatches instead of normal text selection. We want to user to select an image as color option. Is this doable? I don't see any option on zoho backend. Please h
                                  • Meeting impossible to use when sharing screen

                                    he Meeting tool in Brazil is practically unusable when sharing anything, whether it’s a presentation or simple navigation. When accessed via Cliq, the situation gets even worse: even basic calls fail to work properly, constantly freezing. And as you are
                                  • Paste issues in ZOHO crm notes

                                    Hi, since a week or so I have issues with the paste function in ZOHO CRM. I use "notes" to copy paste texts from Outlook emails and since a week or so, the pasting doesnt function as it should: some text just disappears and it gives a lot of empty lines/enters.....
                                  • Integrating Zoho CRM EmbeddedApp SDK with Next.js — Initialization and Data Fetching Issues

                                    You can get an idea from my code I have given in end: First, I worked on a React project and tried the same thing — it worked. My goal was to import the Zoho script and then load contacts using the Zoho Widget SDK, which was successful in React. Now,
                                  • Feature enhancement: Highlight rows based on a cell value

                                    Hello Sheet users, We're excited to announce a new feature enhacement, shaped directly by your valuable feedback! As you might know, conditional formatting is a great tool for anyone dealing with large data sets. Previously, if you’ve ever wanted to draw
                                  • Script Editor not an option

                                    I am trying to apply a script to a sheet and Script Editor is not an option. I don't want to go outside Sheets to do this (like Creator) if it can be done inside Sheets.
                                  • monetizing the courses

                                    Can I add a price for course enrollment ?
                                  • How to copy value from a single line field into a picklist field within a module's subform?

                                    Hello there, I have a single line field in a module's subform. I would like the value in the field to automatically update a picklist field within the same subform (both have items with the same names). Is this possible via function? Unfortunately, workflows
                                  • Can we add zoho books features like invoices estemates etc on our zohocommerce website. When our customer login with their account they can able to see all books features in one place on zohocommerce?

                                    Can we add zoho books features like invoices estemates etc on our zohocommerce website. When our customer login with their account they can able to see all books features in one place on zohocommerce?
                                  • File Field Validation

                                    Hello all, We are tracking our customer NDA agreements in our CRM and have created 2 fields to do so, an execution date field and a file upload field. I want to create a validation rule to ensure that when the execution date field is populated that the
                                  • Copy paste from word document deletes random spaces

                                    Hello Dear Zoho Team, When copying from a word document into Notebook, often I face a problem of the program deleting random spaces between words, the document become terribly faulty, eventhough it is perfect in its original source document (and without
                                  • Microsoft Teams now available as an online meeting provider

                                    Hello everyone, We're pleased to announce that Zoho CRM now supports Microsoft Teams as an online meeting provider—alongside the other providers already available. Admins can enable Microsoft Teams directly from the Preferences tab under the Meetings
                                  • Create custom rollup summary fields in Zoho CRM

                                    Hello everyone, In Zoho CRM, rollup summary fields have been essential tools for summarizing data across related records and enabling users to gain quick insights without having to jump across modules. Previously, only predefined summary functions were
                                  • Taxes for EU B2B Transactions

                                    Currently, ZC doesn't seem to have a procedure for validating VAT numbers of businesses purchasing in another EU state, and removing local VAT is valid. This is essential for all inter EU B2B trade.
                                  • Unable to Receive Emails on Zoho Mail After Office 365 Coexistence Setup – Error: 553 Relaying Disallowed

                                    Hello, My domain name is bigniter.com, and I’ve been using Zoho Mail as my email service provider without any issues. Recently, I followed the steps outlined in the Zoho documentation to enable Coexistence with Office 365: 🔗 https://www.zoho.com/mail/help/adminconsole/coexistence-with-office365.html#multi-server
                                  • How to update custom multi-user field in Zoho Projects?

                                    I'm trying to update custom multi-user fields in Zoho Projects via a Deluge function in CRM. The code I have so far is below. It works for updating standard project fields and single-line custom fields, but it does not work to update multi-user fields.
                                  • Enhance Sign CRM integration

                                    Hello all, I'm working on a custom Deluge script to enhance the integration between Zoho CRM and Sign by using a writer merge template for additional flexibility. I want to replicate the post-sign document integration that exists between CRM and Sign
                                  • CRM Related list table in Zoho analytics

                                    In Zoho Analytics, where can I view the tables created from zoho crm related lists? For example, in my Zoho CRM setup, I have added the Product module as a related list in the Lead module, and also the Lead module as a related list in the Product module.
                                  • Candidate Registration/Invitation

                                    It would be great to include the 'invite' candidate functionality into some of the automation functions - ether through a custom function trigger or webhook or accessible through an email template.  Currently there is no way to add this functionality into any workflows or blueprint steps which, I find limits the ability to invite candidates to engage with us directly through our candidate portal. 
                                  • [Free Webinar] Learning Table Series - Creator for Infrastructure Management | A Partner-driven collaborative session

                                    Hello Everyone! We’re excited to invite you to another edition of Learning Table Series, where we showcase how Zoho Creator empowers industries with innovative and automated solutions. About the Learning Table Series The Learning Table Series is a free,
                                  • Where we can change the icon in social preview

                                    Hi, we changed our logo, and the image that appear in preview (ex : when we post a appointment link somewhere) is still our old logo. I did change our logo in the org setting. https://bookings.zoho.com/app/#/home/dashboard/settings/basic-info?clview=false
                                  • Next Page