Keeping all the files in a neat and organized folder on Mac is important. Users sometimes find it boring but ignoring the need to manage files and folders results in accumulating clutter. The less you focus on file management, the more effort you need to put in at the end.
So, before your computer starts performing sluggishly, arrange all your files in a format that improves its performance and productivity.
Wondering how to manage files and folders on Mac? Don’t worry; this article is your quick guide as we are going to discuss some efficient methods for managing files on Mac.
Before we start, backup your data, particularly important files, so that you can restore them if anything goes wrong. Let’s first figure out the importance of managing data in the first place.
Why Do You Need to Manage Files & Folders?
The simple answer to this question is that file management makes you more efficient. When files are stored on your computer in a clean manner, you can locate them quickly without waiting time. Not only it improves user productivity but makes the computer faster.
When managing files on a computer, the first thing that you do is data deletion. Deleting unnecessary data from the storage media ensures you have no clutter available. With this, you can use the storage space more wisely for storing important data.
- Move Data to External Storage Drive
Since your Mac has limited storage and a couple of gigabytes are reserved for the operating system itself, it is good to move data to an external SSD. Before moving files and folders to SSD, make sure to format it as APFS or Mac OS extended.
If APFS vs Mac OS extended comparison has to be made, APFS is a newer file system developed by Apple for flash drives and solid-state drives; hence faster. On the other hand, Mac OS extended is reliable and is used for older versions of Apple computers.
- Create Folders and Subfolders
To get started with files and folder management, set up the parent folder for all the documents that are linked together in one way or another. You can also create A shared directory or a folder where you can put all the folders and subfolders in one single place.
You can categorize your folders based on personal and organizational usage. This will allow you to locate important files much faster when you need them the most. Also, don’t forget to name all the folders and subfolders in a way that you can recognize them easily.
- Remove Cache and Duplicate Data
Over time, cache and duplicate files keep building on the storage drive of your computer. Not only does it slow down your computer, but it also clutters the hard drive with unnecessary data. The cache keeps ballooning as you continue to access the internet or use various apps.
Moreover, files, particularly photos, consume a lot of storage space. You can easily find duplicate files that are no longer needed. So delete these files, cache, junk, and duplicate data so that you can manage stuff on your Mac computer.
- Merge Similar Folders
Merging folders that are stored on your computer with the same name appears simple; it’s trickier, though. A single mistake can result in overwriting data or loss of content. Apple computers give you two native ways to merge the folders without compromising data.
Merge folders using Finder if you want to go with a simple solution. If you are a pro with the command line, try merging two folders using Terminal. Make sure to back up your folders before you merge them so that you can gain access to lost data.
- Mark Folders “Favorite”
Even though you have managed all your files into folders and then kept these folders under parent folders, searching specific files can be challenging. You can mark your frequently used folders as Favorite to simplify and speed up the search process.
To mark a folder as Favorite, navigate to the Finder app, locate it, and then drag it to the sidebar. Now when you need to access any folder, you can go to the Finder sidebar and click to open the folder. It prevents you from searching for any particular data anywhere on Mac.
- Enable Data Sync Across Devices
Move your important data to iCloud drive for any time and anywhere accessibility. When data is stored on the cloud media, you can access it from anywhere, regardless of the device. All you need to view your data is to log in to an iCloud account using your Apple ID.
Also, setting up an iCloud account makes data synced across devices. To turn on iCloud Drive, navigate to System Preferences, tap Apple ID, and then select iCloud. You need to select the checkbox near iCloud Drive.
Next, click on Options to select the files and folders you need to sync across Apple devices. If you are willing to keep all your files organized and in Sync with iCloud, check the box next to the Desktop & Documents folder.
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