Shortcut to Success: How to Access One File from Multiple Locations Without the Duplicate Clutter
Digital file management often leads to an all-too-common problem: multiple copies of the same file scattered across different folders and drives. This redundancy wastes storage space and creates version control headaches. But there’s a better way! Using file shortcuts allows you to access the same file from multiple locations without creating duplicate copies.
Why Use Shortcuts Instead of Duplicates?
- Save storage space – A shortcut is typically only a few kilobytes, compared to potentially gigabytes for the original file
- Maintain version control – Changes to the original file are reflected in all shortcuts
- Reduce confusion – No more wondering which copy is the most current version
- Simplify organization – Files can appear in multiple organizational schemes without duplication
How to Create a Shortcut
Right-click the file you want to create a shortcut for, go to “Organize” then “Add shortcut”
Choose the folder where you want the shortcut to appear, you can add a shortcut to “My Drive” and
“Shared Drive”
Click “Add” or “Add shortcut” when your selection is complete
Best Practices for Using Shortcuts
- Use descriptive names – Consider adding context to shortcut names (e.g., “Project X – Marketing Plan [LINK]”)
- Organize original files logically – Keep source files in a well-organized structure
- Be careful when deleting – Deleting the original file will break all shortcuts
- Create a shortcut system – Consider having a main file repository with shortcuts distributed to project-specific folders
By embracing shortcuts instead of duplicating files, you’re not just saving storage space—you’re creating a more efficient and manageable digital environment. This small change in file management habits can lead to significant improvements in your digital organization and productivity.
For more tips, visit our Cloud Cleanup page.