Management Tips for Your Files and Folders – Keeping Things Organized

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Are you determined to be productive today, but don’t know any management tips? You switched on your computer and are ready to start working, but you quickly get annoyed because you cannot find the needed files. You are opening several folders but without any luck.

Searching through folders for hours to look for a single file can be confusing, just like digital camouflage. It can instantly kill your enthusiasm to work and bring down your productivity levels, slowing down your work, especially if you are a new businessman. Luckily, you are not alone, and there are practical steps you can take to organize your files and folders. Keep scrolling to learn some helpful management tips that will get your things arranged.

Woman Searching for File Management Tips on PC

Six Practical and Helpful Management Tips

Group Similar Items Into Folders

Grouping similar items into folders is one of the easiest management tip to sort your data. You can create folders on Documents, the default location to make and store folders on MacBooks. The trick is to group things by type or project.

On Mac, you can create a folder by launching Finder. First, navigate where you wish to make a folder and choose File. Then, select New Folder. Alternatively, you can press Shift + Command + N. After that, type the folder name and press Return.

After a folder is created, there are different ways to move the items into it. For starters, you can drag the items to the folder. If you want to put several things, you can select them and drag them into the folder.

If you want to group all the items and store them in a new folder, you can control + click one of the selected files and choose New Folder. Then, enter the name and press Enter. Also, you can make a copy of an item by selecting it and holding the Option key. Then, drag the item to a folder.

It is also possible to merge two folders with a similar name but in different locations. You need to press and hold the Option key, drag the folder to the location where you’ve stored another folder with the same name, and click Merge.

Create Hidden Folders to Hide Sensitive Files

If you have sensitive data on your system, you can create hidden folder Mac. You can put all the sensitive data in it to quickly access it whenever possible. The shortcut for hiding and unhiding files is Command + Shift + Period.

Keep the Finished Tasks Separate From the Continuing Activity

It would be best to move files on which you’re no longer working to the folders where your finished work is saved at regular intervals, like once or twice a week. And keep the current work on your desk to avoid mismanagement.

Use Bespoke Images as Folder Icons

If you have already applied the management tips to arrange your files into folders, it is time to change the folder icons so you can easily distinguish between them. You can use bespoke images as the icons for the folders so you can easily find the folder you are seeking by looking at the icon. The customized icons will help the folders to stand out from the rest and not make your desktop appear cluttered.

To set a picture as a folder icon, you must open the image in Preview. Then, press Command + A and select it. Next, press Command + C to copy it, and then go to Finder. Next, you can select the folder icon and hit Command + I. Then, choose the current icon and press Command + V. This way, you’ll change the folder icon.

Name Your Files and Folders in a Consistent Method

Consider dividing the main folder into subfolders for clients, suppliers, and colleagues. Use abbreviated names to clarify what or who the folders are related to. Even you can use color coding to make distinguishing between various folder groups simpler.

Man Using Computers

Manage Files Across Locations Using Tags

Using Tags is one of the most efficient management tip to organize your files and folders on your computer. It will make it easier for you to locate the files. You can even use Tags to connect mixed media that might be stored across different folders across locations on your system. To tag a file in Finder, you must launch Finder and right-click on the item you wish to tag. In the dropdown menu, you have to choose one of the colored tags and then click Tags. Enter a custom tag and then press Return to confirm it.

You can customize the tags by going to the Finder menu and clicking Preferences. First, go to the Tags tab and find your favorite tags. Then, drag them to the bottom of the pane, helping you find your favorite tags in the dropdown menu. You can also create or remove tags using the plus and minus buttons next to the colored tags.

When you want to change the color or rename the tag, you can do so by right-clicking on it. If you wish to search for tagged items, you can click the tag found in the Finder sidebar. You can also type the tag name or color in the Finder search box.

Organizing Things More Effectively With the Management Tips

The key to building an ordered file structure is to maintain it. Here are some recommended practises for achieving that goal while also making the most of your new, tidy setup.

  • Hold on to it
  • Use names with details.
  • File everything right away.
  • Keep adjusting and tweaking
  • Once every week, sort everything.
  • Don’t keep the files in downloads and desktop
  • Avoid using too many folders since they become irritating.
  • Use the search option to locate what you’re searching for quickly.

The Bottom Line

Any system must be practical and useful for you to be efficient and convenient. This partially relies on your job type or the nature of your firm. You’ll probably benefit from implementing some of these management tips and tailoring them to your requirements, even though there is no “one-size-fits-all” method to file management.

So, get started on organizing the files and folders on your system so you can enhance your productivity.

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