{"id":1325,"date":"2024-03-19T14:35:30","date_gmt":"2024-03-19T20:35:30","guid":{"rendered":"https:\/\/grownuptech.com\/?p=1301"},"modified":"2024-08-12T18:41:20","modified_gmt":"2024-08-12T18:41:20","slug":"your-digital-declutter-guide","status":"publish","type":"post","link":"https:\/\/oakwoodexperience.com\/staging\/2633\/your-digital-declutter-guide\/","title":{"rendered":"Your Digital Declutter Guide"},"content":{"rendered":"
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\"\"<\/figure>\n<\/div>\n\n\n

You take a deep breath and let it out in a rush. You\u2019ve just opened your email and see that you have 1,234 unread emails. You open a folder in your File Explorer and look for something you know you saved, but you can\u2019t remember what it\u2019s called or when you wrote it.  Frustrated, you close the File Explorer and everything else and look at your desktop. Oh snap, it doesn\u2019t look any better, there are files and folders all over the place. It used to be a great place to keep stuff you\u2019d need quickly, but now\u2026<\/p>\n\n\n\n

Your phone doesn\u2019t look any better. You\u2019ve got your apps spread all over the place and your photos are taking up so much space you have to delete one every time you want to take a new one. You\u2019re ready to throw all your devices in the trash and go back to pencil and paper for everything. Wasn\u2019t all this technology supposed to make life easier? This is so stressful, it\u2019s getting to be not worth the trouble!<\/p>\n\n\n\n

Clutter in our devices has the same effect on us as physical clutter in our living and working spaces. It can affect our mental clarity, our efficiency, our security, and our mood. You know that feeling after you do a huge clean-out of a room in your house that has gotten out of hand? You\u2019ll feel that same way when you do a digital declutter. It\u2019s not hard to do, but it can be time consuming, just like a physical declutter can. However, there\u2019s a difference between being able to physically pick something up and decide if it has outlived its usefulness and looking at digital objects and making the same call. I\u2019m here to help! I\u2019ll help you not only make a plan for a declutter, but also to put things in place that will make it easier to find, use, and dispose of digital files in the future.<\/p>\n\n\n\n

Understanding Digital Clutter<\/h2>\n\n\n\n

Digital clutter (I\u2019ve also heard it called \u201cdigital cockroaches\u201d) are all the files that we accumulate over time that have outlived their usefulness. I don\u2019t consider useful files to be \u201cclutter,\u201d any more than I consider useful physical objects to be \u201cclutter,\u201d but the title \u201cclutter\u201d comes into play when we took at the group of objects and can\u2019t really tell at a glance what\u2019s useful and what\u2019s not. What\u2019s useful is the documents you need or realistically might need: pay stubs for the current year, tax documents for the past several years, vital documents, emails about upcoming events, family communication, and photos that you love. What\u2019s not important is duplicates of files, email newsletters from which you derive no value, calendar notifications if you don\u2019t find them useful, and financial records that have exceeded their useful lifespan, like your bank statements from six years ago (guilty!).<\/p>\n\n\n\n

How did we get to this place? Well, let\u2019s start with email: most people don\u2019t live in their email the way I do. My husband doesn\u2019t even look at his personal email every day. It\u2019s also likely that the worse it gets, the less you look forward to opening the program. Don\u2019t worry, we\u2019ll get you through it. There are also not only duplicated files, but there are going to be a lot of files that have outlived their usefulness. You\u2019re probably never going to use most of what you created six years ago. I like to use the age range \u201csix years,\u201d but not for any particular good reason.  You\u2019ll also have applications you haven\u2019t used in a long time, and there will be photos that there is no good reason to keep \u2013 so out of focus you can\u2019t figure out what it is, something you took a picture of to remember something about it that is no longer relevant. If you don\u2019t take care of them periodically, and if you don\u2019t have a system to handle incoming stuff in an organized way, you\u2019ll end up with files all over that you can\u2019t find, don\u2019t need, and can\u2019t identify.<\/p>\n\n\n\n

The Benefits of Decluttering Your Digital Life<\/h2>\n\n\n\n

Have you ever gone looking for something and it was exactly where you expected it to be? What a great feeling!  What a rare feeling! We waste a lot of time looking for things. We start out with great intentions, but the more things that exist in any place, the longer it will take to find something in that place. Conversely, the fewer things that live there, the less time it will take to find what you\u2019re looking for. Also, getting rid of all the cruft clears space on your device. If your phone, tablet, or computer\u2019s main drive gets full, it\u2019ll quit working, and we don\u2019t want that. You also need to get rid of old files for the same reason you shouldn\u2019t leave vital documents lying around: if someone sees them, they can use the information they see.<\/p>\n\n\n\n

How to Start Decluttering<\/h2>\n\n\n\n

Files<\/h4>\n\n\n\n

So how do we get started? How do we eat an elephant? One bite at a time. We\u2019re going to get started one byte at a time (yes, that\u2019s a terrible joke). Let\u2019s start by looking at the list of files you have in your Documents folder. Can you see obvious categories? Start by making folders and sorting the files into the folders. You\u2019ll probably have some that need to stay out in the Documents main folder because there aren\u2019t enough of them to sort into folders, and that\u2019s fine. Try to use the same naming method for your folders. For home use, you\u2019ll probably just use topic names. But for my business, I do a better job of naming them. It\u2019s a small, privately-owned business, so those files exist on my personal device, but with a separate naming convention. Sometimes if I\u2019m working on a project and I know I want to keep that folder where I can find it easily, I\u2019ll add a \u201c00_\u201d to the front of the folder name so it will be at the top of the list of folders.<\/p>\n\n\n\n

Now that you have them sorted, you can take one folder at a time and look through them. At the top of the list of files, click on Date Modified. That\u2019s the last date you made a change to it. Start with the oldest Date Modified, and the files that you know you\u2019re done with, you can delete. Scared to hit that \u201cDelete\u201d button? How about this: Create a folder on your desktop that\u2019s called \u201cScared to Delete.\u201d Move those files into that. Not COPY \u2013 MOVE. Normally I don\u2019t like to move items, unless they\u2019re \u201cthrowaway\u201d files or files I can easily go get again. But if you\u2019re pretty sure you\u2019re done with it, but you\u2019re not 100% sure, move it to that folder.<\/p>\n\n\n\n

If you have a lot of files to go through, you\u2019re not going to get it all done today. It\u2019s a lot easier to do a few at a time. Create a recurring calendar appointment for a time of the week when you\u2019re relaxed and don\u2019t have something important to do in an hour, and just spend half an hour going through a folder. Your desktop \u2013 did you know that\u2019s a folder? It is. Look over here, see that Desktop folder?<\/p>\n\n\n\n

Click on the folder. Now you can see all those files on your desktop. Do they all really need to be there? Could they live in your Documents folder system? There are also probably a lot of software shortcuts on your desktop, because software developers believe that their software is important enough that you\u2019re going to want to use it all the time, so you need a shortcut. You probably don\u2019t. If you don\u2019t use it quite often, right-click and select Delete. You\u2019re only deleting the shortcut, not the program. That\u2019s not true of files \u2013 when you delete the file, you\u2019re deleting the file.<\/p>\n\n\n\n

How old is too old to keep? It\u2019s so tempting to keep records that you\u2019ve heard you\u2019ll get in trouble for not having. Here\u2019s the thing: Once you\u2019ve paid a bill and the transaction has cleared your financial institution, you don\u2019t need to keep the bill. If you do keep them, have a plan to store them so you can find them easily (each company in its own folder and year) and a plan to get rid of them. For example, AT&T phone 2022; AT&T internet 2022; AT&T phone 2023, etc. I keep this year\u2019s and last year\u2019s, and I delete everything beyond last year. Yes, even bank statements. The exception is tax records. I keep those for seven years. The Internal Revenue Service has copies of your tax records beyond that, and I found that out when I was applying for a job that required ten years of income verification. By all means, keep what you know you absolutely must keep, and get rid of things you\u2019re flabbergasted that you kept.<\/p>\n\n\n\n

Email<\/h4>\n\n\n\n

Oh, email. Yes, let\u2019s tackle this. Those messages are taking up space somewhere, and eventually there will be repercussions. Some email providers will stop sending messages if you hit the size limit of the mailbox. This is another task that you don\u2019t have to do all at once, and it\u2019ll be better if you do it in chunks. Sort your incoming email by Sender first. This will give you an idea of who is sending you email you need and who is sending you email you don\u2019t want. Find one sender that is sending you ads that you don\u2019t find value in, open one email, go to the bottom, hit Unsubscribe. A browser window will open with instructions to unsubscribe. It may take a couple of days, but eventually you\u2019ll stop getting their mail. Once you\u2019ve unsubscribed, you can delete ALL the messages from that sender. BOOM! You\u2019ve just significantly reduced the size of your Inbox. So that takes care of ads. You probably still have a lot of messages to deal with. Still sorted by sender\u2019s name, you can figure out who you want to hear from. But do you need to read those items NOW? Can you put them in a place to deal with them later? You can create folders in your email account that will let you move messages out of your Inbox. They still count toward the total space that your mailbox takes up, but it\u2019ll at least be easier to see what you still have to deal with.<\/p>\n\n\n\n

Here’s another tool to help you deal with your incoming messages: filters and rules. Some providers call them filters, Outlook calls them rules. You set up the program to direct certain types of messages to go to certain folders. For example, When I receive a message from Joe\u2019s Dust For Less, send it to the folder \u201cRead It Later.\u201d I recommend that you don\u2019t send anything directly to trash using a rule. If you don\u2019t want to receive it, unsubscribe.<\/p>\n\n\n\n

There\u2019s a concept called Inbox Zero, which means that at the end of the day, you have nothing in your Inbox. You\u2019ve taken care of everything in some way \u2013 unsubscribed\/deleted, acted on it, moved it to storage, something. I\u2019ve never achieved Inbox Zero. I\u2019m guilty of sort of using my inbox as a to-do list. But if you want to try Inbox Zero after you do a major cleanup, go for it.<\/p>\n\n\n\n

Apps<\/h4>\n\n\n\n

Phones and Tablets: somewhere in the Settings portion, you should find a list of the apps you have installed. You can scroll down the list and remember all the ones you forgot you installed. How many of those can you get rid of? You can also create folders to group them. I have all my apps on one screen in different folders. Now, it is true that my front screen as absolutely full of folders, but I don\u2019t have to scroll through six screens to find the app I want. I go through once a year, as part of my New Year\u2019s Eve festivities, and get rid of anything I can\u2019t remember using over the past year.<\/p>\n\n\n\n

You should clean out your computer of unused programs as well, because they don\u2019t always get updates for security problems, and if you don\u2019t open them, there may not be any way for it to be patched. And it can still present vulnerability problems even if you\u2019re not opening it. In the search bar on your computer, type Control Panel. Then look for Programs and Features. If yours says Add and Remove Programs, stop and get a newer computer. If that\u2019s what you\u2019re seeing, your computer is no longer getting updates and needs to be replaced. Now, moving on\u2026 you can look at the list of programs and see what you recognize. Don\u2019t just remove something because you don\u2019t recognize it, because some of the programs that you DO recognize are dependent on some of the programs that you DON\u2019T recognize. When you remove one you DO recognize, it will grab all its dependents and take them out the door with it. You can sort by date, but I don\u2019t always find that to be useful, I just keep it sorted alphabetically. And keep them updated, whether on your computer, or a phone.<\/p>\n\n\n\n

Maintaining a Clutter-Free Digital Environment<\/h2>\n\n\n\n

I have a running list of regular things to do, some of my rotating tasks include cleaning out my file system. As I said, some of this is New Year\u2019s Eve, some is more often than that. As you get accustomed to doing it, you\u2019ll get a feel for how often I need to do it. Pay attention to what you download and subscribe to, so that you don\u2019t end up in the same place. You don\u2019t need any special tools to do this, just a few minutes every so often and being alert to what you\u2019re receiving and what you\u2019re doing with it. Give yourself some grace if it\u2019s not all perfectly organized in your first go-round. Keep at it periodically and you\u2019ll get closer to your ideal every time.<\/p>\n\n\n\n

Now Enjoy Your Clean Device<\/h2>\n\n\n\n

It\u2019ll be so nice to be able to find what you need without having to dig through things you don\u2019t need. You\u2019ll be much less stressed working on the files you can easily find. Go ahead and get started today, and set an appointment with yourself to make the next pass at it. Drop a comment below with any questions or concerns you have, or come back and let me know how it\u2019s going or how it went!<\/p>\n","protected":false},"excerpt":{"rendered":"

Discover simple, effective ways to declutter your digital life, tailored for those who aren’t tech-savvy. 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