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Apple has made it easy for Mac users to keep all their files and folders neatly organized. Here are a few tricks and tips that will help you to get and stay organized:

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How To: Organize files in the Mac OS X Finder How To: Do more with the Sidebar in the Mac OS X Finder. 22 New Features in iOS 13's Mail App to Help You Master the Art of the Email How to Request Desktop or Mobile Web Pages in iOS 13 iOS 13 Changes How to.

Contents

1 How to Organize Finder

How to Organize Finder

Many of the options and functions can be accessed from the Action button (that button with the cog graphic on a Finder window toolbar). Its contents relate to whatever’s selected in the window, or if nothing is selected, the whole folder that you are viewing.

How to Move and Copy

Generally, when you drag a file or folder from one location to another in Finder, the item is moved, but this relates only to the cases when you move the item within the same hard drive. If however you drag something to a separate drive or a separate server, the item will be copied. The same happens if you drag an item into some applications.

If you drag a whole disk or if you drag a file onto a blank CD, for example, you’ll drag an alias rather than a copy. For all these cases, your mouse pointer displays a green plus sign if the item is going to be copied, or a black arrow if an alias will be created.

If you want another action to be performed, you can do the following:

Press Option (Alt) key to drag a copy of the file. This also works for text in most applications.
Press Option (Alt) key + Command key to drag an alias.
Press Command key to move the item instead of copying it, or copy the item instead of creating an alias.

To duplicate file or folder: Select the file (files) or folder (folders) and press Command Key+D. A copy appears next to the original item.

Copy and Paste: It is also possible to copy and paste files and folders just as you act while working with a text in a document. To perform this operation, select the item, press Copy in the Edit menu or press Command key + C. Open the folder or drive where you want to put the item and press Paste or Command key + V.

Aliases

Files that are created only to point to another file, folder or drive, are called aliases (or shortcuts). To create an alias, select the item (file, folder or drive) and press Command key + L. You can also choose Make Alias from the File menu, or drag the file while holding down Option + Command key. When you delete an alias, you are only deleting the shortcut, so no harm is done to the original item.

Today, aliases are used much less frequently, because dropping shortcuts to the Dock and Sidebar is more convenient; still, you may like them since they give you a direct access to a file via your desktop and so on.

Labels

You can mark up your files and folders using one of six colors, which is very useful if you are working with many files. For example, you can mark all your unfinished files with a red label, and the documents you have already finished can be marked as green.

To pick a color, select the item (or various items). Then choose from the Label section of the File menu. Alternatively, right-click in the context menu.

You can change the name of the label. To do so, go to Finder’s Preferences and choose Finder’s List view. Now you can add labels as a column and see the customized names you assigned to the labels.

Tips

You can set Finder to always open folders into a new window from the General pane of Finder’s Preferences, though this does tend to make things a little cluttered as more and more windows will appear.

Explore Automator and Folder Actions if you have to perform a repetitive task with copying and moving folders.

To cancel a drag that’s in progress, press Escape. This works in most applications and not just files in Finder.

If you drag an item and hold it over the icon of a folder or drive, including those files which are located on the sidebar, the folder or drive will open up in a new window. This feature is useful as it means you can always drag files wherever you like, even without having multiple windows open: drag the item to Macintosh HD and drill down from there. Hitting space while hovering makes it open instantly.

It is possible to open a folder into a new window by holding the Command key while double-clicking it. This can be handy when moving files around.

Use Stacks

You can now organize your desktop automatically with Stacks if your Mac is running macOS Mojave or later (e.g., Catalina). Stacks will organize your desktop instantly if you turn in on. Stacks put files and folders into stacks. Here is how you can turn on Stacks on your Mac:

Go to Finder
Click View
Click Use Stacks

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Or alternatively, on your desktop, right-click or control-click on your desktop and then click Use Stacks.

By default, once you turn this on, you Mac will create Stacks the group files by Kind. Everything will appear on the right side of your screen. However, you can change how these groups are stacked. Here is how:

Go to Finder and click View
Click Group Stacks By
There are many options, choose one.

The stacks options are:

Kind (default option)
Date last opened
Date added
Date modified
Date created
Tags (if you are already using tags to organize your desktop), see the next section below.

Apps To Open Files

To view files in Stacks, just click the Stack and it will expand, then double click the file to open it, when you click again, it will collapse back down.

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Use tags

You can use tags to organize your files and folders on your Mac. There are several ways to tag a file or folder with colors or keywords. The easiest way to tag an item on your desktop, simply right-click (control-click) and find the Tags section and choose a color. Note that you can add multiple tags (colors) to any file or folder.

To remove a tag from a file or folder, again right-click (or control-click) and then click the tag that you want to remove. It will be unselected.

You can also customize your tags. You can add custom tags. Here is how you can do that:

Go to Finder
Click Finder (top menu bar)
Click Preferences
Click the Tags tab

Now you can add custom tags by clicking the plus (+) icon. Then you can drag the new tag to the favorite tags area so that you can use this new tag quickly when you want to. You can also use the minus (-) icon to remove tags. You can here edit the current tags also.

Use Finder Preferences

You may adjust your Finder preferences to organize your desktop. Go to Finder and click Finder > Preferences. There are four types of preferences:

General: You can choose what items to be shown on the desktop
Tags: You may create custom tags
Sidebar: You can choose what items to be shown in the sidebar
There are also advanced options, like showing all file extensions etc.

Use iCloud

This will let you view your files and folders everywhere. Here is how:

On your Mac, click the Apple menu
Click System Preferences
Click Apple ID
Click iCloud
Find the iCloud Drive and click the Options button
Make sure that the Desktop & Documents Folders option is selected.

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