2026 Ultimate Folder Organization Guide
📁 2026 Ultimate Folder Organization Guide
Proven System from 1.5M YouTuber Jeff Su
Master the 5-Level Rule and Numbering for Perfect PC Organization
📋 Table of Contents
😵 Why Folder Organization Always Fails
- 💥 “Where did I save that file?” – constantly searching for files
- 💥 Tried PARA method, GTD system… all abandoned within 2 weeks
- 💥 Files scattered across Google Drive, Dropbox, SSD, HDD…
- 💥 “Final_Final2_REALLY_FINAL_V3.docx” – version control nightmare
I was the same. I spent over 3 hours talking with GPT, tried every famous organization system, but failed every time. Then I discovered Jeff Su’s folder organization video (1.5M subscribers YouTuber) and finally found a system that sticks.
The core of this method? Just two simple rules. Not complex systems, but principles anyone can follow easily.
📏 Core Rule 1: The 5-Level Rule
✨ What is the 5-Level Rule?
Organize all files and folders so that nothing is deeper than 5 levels
You might think “Can I really fit all my files in just 5 levels?” Surprisingly, almost everyone’s files fit comfortably within 5 levels. The range is wider than you think.
Example: Finding a YouTube Video File
└─ 📁 02_Work (Level 2)
└─ 📁 02_YouTube (Level 3)
└─ 📁 01_MainChannel (Level 4)
└─ 📄 050_FolderOrganization.mp4 (Level 5)
Just 5 clicks to reach your file! 🎯
Example: Finding Photos
└─ 📁 01_Personal (Level 2)
└─ 📁 01_Gallery (Level 3)
└─ 📄 2026_01_Photography.jpg (Only 3 levels!)
Frequently used files at shallower levels ⚡
🔢 Core Rule 2: Numbering System
✨ What is the Numbering System?
Prefix all folders with two-digit numbers (01-99) to fix their sort order
Why Use Numbering?
- ✅ No more alphabetical chaos – Not affected by “a, b, c” sorting
- ✅ Pin important folders to top – Lower numbers (01, 02) always stay on top
- ✅ Visualize work priorities – See current projects at a glance
- ✅ Easy order changes – Just change the number to adjust order
Before vs After Numbering
| ❌ Before (Confusing) | ✅ After (Clear) |
|---|---|
|
📁 Gallery 📁 Personal 📁 Templates 📁 Work |
📁 01_Personal 📁 02_Work 📁 03_Templates 📁 04_Gallery |
Numbering Rules
- 01-98: Regular folders (by importance or frequency)
- 99: Archive folder (completed projects, unused files)
- Max 99 folders per level
🗄️ Using the 99 Archive Folder
What do you do when projects are completed or files won’t be used for a while? Deleting seems risky, but leaving them makes current work hard to see.
This is where the 99 Archive folder comes in!
Real Example: Video Freelance Projects
Before (Cluttered):
├─ 📁 01_ChannelA (Active)
├─ 📁 02_ChannelB (Active)
├─ 📁 03_ChannelC (Done)
├─ 📁 04_ChannelD (Done)
└─ 📁 05_ChannelE (Active)
After (Clean):
├─ 📁 01_ChannelA (Active)
├─ 📁 02_ChannelB (Active)
├─ 📁 03_ChannelE (Active)
└─ 📁 99_Archive
├─ 📁 ChannelC_2025Done
└─ 📁 ChannelD_2025Done
💼 Real-World Folder Structure Examples
Let’s look at actual folder organization. Based on Jeff Su’s and my structure:
📂 Top-Level Structure (3 Folders)
├─ 📁 01_Personal
├─ 📁 02_Work
└─ 📁 03_Templates
1️⃣ Personal Folder
Store all personal files excluding work.
├─ 📁 01_Gallery (Photos, videos backup)
│ ├─ 📁 2024_Photos
│ ├─ 📁 2025_Photos
│ ├─ 📁 2026_Photos
│ └─ 📁 Workout_Videos
├─ 📁 02_Study (Courses, study materials)
└─ 📁 03_Hobbies
├─ 📁 01_Art
├─ 📁 02_Music
└─ 📁 03_Scores
2️⃣ Work Folder
Store all work-related files.
├─ 📁 01_Business
├─ 📁 02_YouTube
│ ├─ 📁 01_MainChannel
│ │ ├─ 📄 001_FirstVideo.mp4
│ │ ├─ 📄 002_SecondVideo.mp4
│ │ └─ 📄 050_FolderOrgVideo.mp4
│ ├─ 📁 14_SubChannel
│ └─ 📁 99_Archive (Inactive channels)
└─ 📁 03_Freelance
3️⃣ Templates Folder
Store frequently used sound effects, fonts, document templates.
├─ 📁 01_SoundEffects
├─ 📁 02_Fonts
├─ 📁 03_DocumentTemplates
└─ 📁 04_VideoAssets
4️⃣ Quick Share Folder (Google Drive Only)
├─ 📁 01_Personal
├─ 📁 02_Work
├─ 📁 03_Templates
└─ 📁 04_Quick_Share ⭐ (Sharing only)
Quick Share Folder Benefits
- ✅ Mistake Prevention: Copy files before sharing to prevent accidental edits/deletions
- ✅ Selective Sharing: Share only what you want
- ✅ Large File Transfer: Easily share files too large for messaging apps
- ✅ No Hesitation: “Where should I put this?” – Always Quick Share!
📝 File Naming Strategies
File naming is as important as folder structure. Jeff Su divides naming into two main approaches:
Naming Method 1: Include Dates
| Format | Example | When to Use |
|---|---|---|
| Year | 2026_ProjectA | Long-term projects, frequently searched files |
| Year_Quarter | 2026_Q1_Report | Quarterly management documents |
| Year_Month | 2026_01_Minutes | Monthly settlements, meeting notes |
| Year_Month_Day | 2026_01_28_Contract | Receipts, contracts needing exact timestamps |
Naming Method 2: Keep Alphabetical Order
For documents not dependent on time, manage by folder location and keep natural naming.
Keyword Usage Examples
- 📄 Minutes_2026_NewProduct.docx
- 📄 Briefing_Q1Results.pptx
- 📄 Working_MarketingStrategy.xlsx
- 📄 Template_QuoteForm.docx
Including specific keywords (Minutes, Briefing, Working, Template) makes searching easier!
Rule Exceptions: Maintaining Flexibility
When to skip numbering:
- 📸 Photos/Videos: Chronological order (by year) is more convenient
- 📆 One-off Freelance: Quarterly naming is easier to manage
- 📺 YouTube Content: Use 3-digit numbers (001, 002) for 100+ videos in production order
🍯 Pro Tips for 10x Productivity
1️⃣ Use Favorites (5 Maximum)
Jeff Su’s 3 Favorite Conditions
- Most frequently used daily files
- Files needing quick mobile access (Google Drive app has favorites tab)
- Limit to 5 maximum (Too many dilutes the purpose)
My Favorites Example
- ⭐ 01_WorkoutProgram.xlsx
- ⭐ MainChannel folder
- ⭐ SubChannel folder
Just 3! Easy to manage – just unfavorite when projects end.
2️⃣ Everything Software (Windows Essential!)
Solution: Everything Software
- ⚡ Lightning Fast: Shows results in 0.1 seconds as you type
- 🔍 Powerful Filters: Search by file type, date, size
- 💯 Free: Free for personal and commercial use
- 🪶 Ultra-lightweight: Under 2MB installation
3️⃣ Version Control: Escaping “Final” Hell
Everyone faces the “Final_FinalFinal_FINALFINALFINAL” nightmare…
✅ Proper Version Control Methods
Method 1: Detailed Version Control
- 📄 ProjectProposal_v1.0.docx
- 📄 ProjectProposal_v1.1.docx (minor edit)
- 📄 ProjectProposal_v1.2.docx (minor edit)
- 📄 ProjectProposal_v2.0.docx (major revision)
Method 2: Simple Version Control
- 📄 MarketingPlan_v1.docx
- 📄 MarketingPlan_v2.docx
- 📄 MarketingPlan_v3.docx
4️⃣ Mobile Shortcuts
Android: Google Drive widget to place favorites on home screen
iPhone: Create Google Drive favorites shortcuts using Shortcuts app
🎯 Conclusion & Key Takeaways
📌 Jeff Su Folder Organization Method Summary
- 5-Level Rule: Organize all files within 5 levels
- Numbering System: Fix folder order with two-digit numbers (01-99)
- 99 Archive: Organize completed projects in archive
- 3 Main Folders: Separate Personal / Work / Templates at top level
- Quick Share: Dedicated sharing folder protects originals
- Date Naming: Include dates when chronology matters
- Stay Flexible: Use years for photos/videos, don’t obsess over rules
- Favorites: Register only up to 5
- Everything: Essential search tool for Windows
- Version Control: Clear with _v1, _v2 format
This system is validated by 1.5M subscriber Jeff Su and countless users. I’ve been using this method for 2 years and the stress of finding files has completely disappeared.
Starting today, just remember the 5-Level Rule and numbering. Don’t try to be perfect – maintain the big picture while building your own system! 📁✨