Organize Your Documents With INSANE Effeciency (UPDATED)

If your Documents folder is a chaotic mess, this video is your ticket to a clutter-free digital life.

NOTE: The Smart Folders feature does not work on Windows

This tutorial is an update to a video I posted seven months ago. Back then, I introduced a simple yet effective workflow for organizing your documents, and today, I’m excited to unveil a significantly refined version.

In this step-by-step tutorial, we’ll start by clearing out your Documents folder and putting everything into temporary storage. Think of it as renovating a closet. We'll install a pre-assembled, highly organized folder structure into your Documents folder, making it easy to find a place for everything.

Our pre-assembled folder structure includes red-tagged folders designed for sharing with family members. For example, the "Family Shared" folder is perfect for storing important files like family recipes, marriage certificates, and medical records. Sharing these folders is easy – just click the share button and send access via email. We also have shared folders for babysitters and pet sitters, complete with forms for emergency information.

This organized structure is multiple levels deep, with folders for everything from business documents to church-related materials. Students and teachers will find dedicated folders for educational documents.

One of the major new features is the "Find My Stuff" folder, utilizing Smart Folders. A Smart Folder is an intelligent search tool that finds files based on specific terms and conditions. It can help you locate important documents, large files, and even old iPhone apps that might be taking up unnecessary space.

To start using Smart Folders, open a Finder window and ensure the path is displayed. This helps you see where files are located. For instance, if you have PDFs scattered across your hard drive, a Smart Folder can gather them all in one place. It can also identify duplicate movie files or old iPhone apps backed up via iTunes.

To move files from the "2 B Organized" folder to the appropriate places, open two Finder windows side by side – one for the Documents folder and one for the "2 B Organized" folder. Use split-screen mode to make the process easier. Set the "2 B Organized" folder to List View (Command 2) and the Documents folder to Column View (Command 3). Simply drag files from the left to the right into their respective folders.

#organization #documents #techtalkamerica

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Thanks so much for supporting my channel. I love getting to make these videos for you guys.

🙏🏼 David A. Cox

[Keith]

WOW… been struggling with this for YEARS… Thanks Dave! OUTSTANDING video!

[kellymendez]

He's the best when it comes to computer knowledge Apple or windows

[gregorylittle]

I disagree. David’s videos are outstanding! He has insights and products that Apple does not. His hr therapy online sessions are more than worth it. Keep up the great work David. Greg

[cherylbaity]

Can't wait for my therapy session ! You are awesome! Need you all day every day!

[JimCutler]

David good to come across a video from you again. You do a great job. Cheers from NY.

[karenloperena]

You are an awesome teacher. I switched to my first Apple products ever, an iPhone and a Mac Air, thinking I would attend Apple Store classes. Just after I bought them Covid shut everything down and I knew nothing about my devices, apps or programs. Your tutorials totally saved the day and my sanity! Now I have had them long enough to need specific “what did I do?” Questions answered. When you do private zoom classes, can you access my computer remotely, or do I have to explain verbally and take notes? If so It may take several appointments. I have to watch your videos several times to get all the steps down.

[mylifeonthebeach]

Great video David! I was an organizational maniac on windows. Switched to Mac when I retired and now … not so much! 🤣 this was very helpful. Thank you!

[yvonnecamperriovista]

I have lots of work ahead of me thanks for this information, I really like the family documents and sharing the information

[mayradayful]

Hello, sorry would this work on windows 11? I know this is dedicated to mac but I could use some help here please.

[joeglennaz]

I’ll be buying the pre-den folders anything like this they can save time I’m all for spending five or $10 David I was suggesting more stuff like this that will save us time. Maybe you have more just haven’t looked at your site lately. Thank you.

[joannematthys]

I am going to purchase the pre assembled folder that you have but would like to know if I can make changes or eliminate any that are pre set. I need a place for my embroidery files. I am not very tech savvy and you have helped a lot! Thank you for your video and great explanation!

[stephenmannis]

Excellent overview. Love the clear explanations! Great job!

[denveraspen]

Enjoyed your videos for years now. Can you do a similar strategy version for video professionals?

[stephaniebucktrout]

Hi this was really helpful for me I would like to buy the Smart Folder unfortunately it’s not for windows. Do you have a link with another video by any change for windows laptop? 🤗 thanks in advance

[ernielansford]

David, I bought your files! Love them. Now, how do I move all, 100% of my Google Drive files to ICloud using your format? I have a huge desire to vacate Google for all services including Gmail. Thank you for your service to us. I hope your new business is successful!

[erichepperle]

Great digital file organization structure - man that's intense detail! But, don't spaces in filenames cause issues anymore? I'm mostly on windows but have used both mac and linux as a web developer and I have been using underscores instead of spaces because spaces break some file paths.

[jomo]

good instructions..will try...can I add more names and folders

[Wardiesart]

Could not purchase on Safari. Purchase went fine on Chrome. I like the concept- saves a lot of time.

[clemturner]

G'day Dave,

early last year I purchased and downloaded the Organised Documents Template. It worked fine with no issues.
I have recently updated my Macbook Pro, moved stuff to a DAS drive and can't find the template.
Could you please let me know the downloaded file name. This will help me do a search for the template package.
Thank you.
Regards,
Clem

[aliciagraysonstanley]

I am getting a new MacBook tomorrow. Should I do this on my new laptop after migrating my files, or do this on my old MacBook before migrating? Anxious to use your system...