7 Helpful Mac Tips for Organizing and Managing Your Files

As we continue to make digital advancements, we are becoming more dependent on our gadgets. In a study done in 2019, over 50% of adults said they couldn’t live without their phones. Our smartphones and laptops add convenience to our busy lives.

But these devices are only as useful as we allow them to be. For example, our devices feature smart interfaces that allow us to organize our documents. But they are only effective if we utilize them well.

If you’re dealing with a cluttered workspace on Mac, don’t worry! We got you with these Mac tips for organizing your files ready to share with you. By the time you’re done these Mac tips for beginners will help you create a more organized workspace!

  1. Use Main Folders and Subfolders

The first thing you can try to organize your Mac files is using a proper filing system. Organize your files into folders by using categories. You can create a new folder on your Mac by right-clicking on your desktop and selecting New Folder.

Change your new folder’s name by highlighting your folder and pressing the Return button on your keyboard. Determine the best folder system for you when you start renaming your files. You can start by organizing your files into the main folders.

For example, you can organize files by documents, presentations, and spreadsheets. Then, use subfolders to distinguish your files. Plan out your folder structure before you start organizing your files.

  1. Archive Old Files

Make it a habit to clean your desktop of its old files. If you’re certain you no longer need a file, delete it permanently from your Mac. If you need to keep an old file, consider archiving it instead.

An archive serves as a storage system for inactive files that you still need to keep. Most archive systems are separate from a computer’s main drive to avoid slowing down the computer. With your Mac, you can create a ZIP archive.

To compress your files into ZIP archives, locate and highlight the files you want to archive. Right-click on your highlighted items then select Compress Items. If you ever need these files again, follow the instructions for more Mac tips on how to unZIP files on Mac.

  1. Use Cloud Storage

Cloud storage is a great alternative for storing files if you’re running out of space on your Mac. If you have an Apple ID, consider getting an iCloud. iCloud is Apple’s cloud storage solution.

Both Apple and Windows users can enjoy iCloud’s services. With an iCloud server, you can access your files through any of your devices with an internet connection. The free version of iCloud gives users only a limited amount of space.

You can upgrade your iCloud at any time. You can get an extra 15 GB of storage if your upgrade your iCloud for $0.99 a month. iCloud upgrades offer up to 2 TB of storage for $9.99 a month.

  1. Use a Chrome Extension For Screenshots

Your Mac offers three intuitive ways to take screenshots. Using the combination Command + Shift + 3, you can take a basic screenshot. With Command + Shift + 4, you can take a trimmed screenshot.

Your Mac saves all your screenshots to your desktop by default. Users that screenshot often may notice that it tends to clutter the desktop quickly. If Chrome is your default browser, you can download an extension to organize your screenshots.

The Awesome Screenshot extension provides a simple way to store your screenshots. It gives you a manual option to select where you save your screenshot. You can also create an account to use specific projects.

  1. Use a Proper Naming System

Using a proper naming system for your files allows you to find them easier when you need them again. A proper naming convention should apply not only to your files but your folders as well. A proper file or folder name should be clear and concise.

Avoid using general or vague terms and special characters when naming your files and folders. Limit your folder and file names to only 25 characters to make them easier to remember. You can also use dates to distinguish your files from one another.

If you need to rename multiple files at once, your Mac gives you a quick way to do this. Locate and highlight your files from your Mac’s finder. Find the Action button that looks like a cog icon and select Rename.

  1. Use Color Labels

Your Mac offers a visual way to categorize your files. Your Mac can organize your files by color labels and allows you to change the label names. By default, your Mac names your labels after their color.

To start using labels, go to Finder. Select File, then locate and click on Preferences. You can find Labels at the top of the Finder Preferences window.

Open your desired folder to start sorting your folders into labels. Right-click on a file and you will see a pop-up window. Select the color appropriate for that specific file or folder.

  1. Be Consistent With Your Organization Plan

Once you have an organization plan, be sure to stick to it! Your Mac may require some maintenance cleaning every few weeks or months. Consider setting a calendar alarm for a weekly or monthly cleaning.

Remember your organization structure when downloading and creating new files. Your desktop can become cluttered in a short amount of time. Don’t be afraid to try out new methods of file organization if you think it is more effective.

Take Advantage of These Mac Tips!

Organizing your computer files allows you to be more efficient. Your Mac can slow down if you allow files to load up and clutter your computer. A slow computer can take up a lot of valuable time, storage, and energy.

We hope these Mac tips inspired you to organize and manage your files by showing you just how easy it is.

Thank you for reading! If you liked this, consider sharing these Mac tips and tricks with your fellow Mac users. Check out our other posts to discover more informative content like this one!