Windows File Explorer is one of the most used tools, yet many users barely scratch the surface of what it can do. Whether you’re a beginner just navigating files or an advanced user who needs efficiency, small mistakes in using File Explorer can waste time and cause clutter. Below, we’ll go through step-by-step tips and highlight common mistakes to avoid, with sections tailored for both beginners and advanced users.
Beginner Level: Are You Overlooking the Basics?
1. Not Using the Quick Access Feature
Mistake: Many users waste time browsing through multiple folders instead of pinning frequently used folders.
Fix:
– Open File Explorer.
– Navigate to the folder you use often (for example, Documents or Downloads).
– Right-click the folder and select “Pin to Quick access.”
Now, it will always appear at the top-left of File Explorer for instant access.
2. Ignoring Search Filters
Mistake: Typing a generic filename and manually scrolling through endless results.
Fix:
– Go to the search bar in File Explorer.
– Type part of the file name and add filters. For example, enter *.docx to search only Word documents.
– Use “date modified” from the ribbon to filter by when a file was last changed.
3. Forgetting the Preview Pane
Mistake: Opening each file individually just to check its contents.
Fix:
– In File Explorer, click the “View” tab.
– Select “Preview pane.”
This allows you to quickly view file contents (like text documents or images) without opening them in their respective apps.
Intermediate Level: Are You Missing Out on Efficiency?
1. Not Customizing Folder Views
Mistake: Leaving all folders in the default “Details” or “List” view, even when that’s inefficient.
Fix:
– Go to the folder you want to customize.
– Click the “View” tab and choose a layout (Icons, Details, Content).
– To apply this view to all folders of the same type, click Options > Change folder and search options > View tab > Apply to Folders.
2. Overloading the Desktop with Files
Mistake: Storing everything on the desktop, making it slow and hard to navigate.
Fix:
– Create a proper folder structure inside Documents or a designated folder.
– For example, make a folder called “Projects” and subfolders like “2024 Reports” or “Invoices.”
– Keep the desktop for shortcuts only.
3. Overlooking File Extensions
Mistake: Not showing file extensions, leading to confusion between similar files.
Fix:
– In File Explorer, go to the “View” tab.
– Check the box for “File name extensions.”
This helps you instantly recognize whether a document is .docx, .pdf, or another format.
Advanced Level: Are You Ignoring Time-Saving Tricks?
1. Not Using Keyboard Shortcuts
Mistake: Relying solely on the mouse when navigating.
Fix:
– Press Windows key + E to instantly open File Explorer.
– Use Alt + D to jump to the address bar.
– Press Ctrl + Shift + N to create a new folder immediately.
These shortcuts can save significant time during daily file management.
2. Forgetting Advanced Search Operators
Mistake: Searching only by name when you could combine multiple filters.
Fix:
– In the search bar, use operators such as:
– kind:music artist:Beethoven (finds music files by Beethoven).
– size:>100MB (shows files larger than 100MB).
– date:>=01/01/2024 (shows files modified on or after January 1, 2024).
3. Not Cleaning Up Duplicate and Junk Files
Mistake: Allowing junk and duplicate files to accumulate, slowing down searches.
Fix:
– Use a cleanup tool like Glary Utilities.
– Glary Utilities includes a “Duplicate Files Finder” to scan and remove duplicates safely.
– It also offers a “Disk Cleaner” that clears out temporary files, cached data, and unnecessary clutter, making File Explorer searches much faster.
4. Not Using Libraries for Organization
Mistake: Only storing files in their default “Documents” or “Pictures” folders.
Fix:
– Right-click on Libraries in the navigation pane and select “Show libraries” if they aren’t visible.
– Add folders to libraries like Documents, Music, or Pictures.
– This allows you to consolidate files stored in different locations under one virtual library for easier access.
Real-World Example: Organizing Work and Personal Files
A common scenario is mixing personal and work files together. For example, saving invoices, family photos, and work reports all inside “Documents.” Instead, create separate folders:
– Documents > Work > 2024 Reports
– Documents > Personal > Invoices
– Pictures > Family > 2024 Trips
Pin frequently accessed folders, enable file extensions, and use Quick Access to speed up switching between them. Finish with a monthly cleanup using Glary Utilities to remove duplicates and keep storage efficient.
By avoiding these common mistakes and applying the tips above, Windows File Explorer becomes much more than just a file browsing tool. It transforms into a powerful system for organization, speed, and productivity.