- Windows It includes native tools for classifying files, although they are limited for mass automation.
- There are specialized programs, such as Easy File Organizer and File Juggler, that apply custom rules to automatically organize your entire system.
- Adopting organizational habits, consistent naming conventions, and labeling applications improve productivity and access to your documents.
Keep your computer tidy It can seem like an endless task, especially when you end up downloading and generating new documents, images, videos, and other types of files every day. If you've ever found yourself searching for minutes, or even hours, for that file you "thought was in this folder," you're not alone. Today, the amount of information stored on our computers can quickly lead to the dreaded "digital Diogenes syndrome." In this situation, automation is the key to avoiding chaos and maintaining control over all our data.
The OS modern, especially Windows 10 and Windows 11, offer several native tools for organizing files, but these features often fall short for those who want more in-depth, faster, and more personalized file sorting. Fortunately, there are third-party programs that take organization to the next level, allowing you to automate the distribution of folders and files based on rules you set yourself. In this article, we'll show you how. How to get a clean desktop and an orderly file structure without having to invest dozens of hours each month.
Native Windows options for organizing folders and files
Windows has included several different versions for several years basic organizational tools within File Explorer itself. While they don't allow for complete automation across multiple folders, they do make it quite easy to group and organize documents within a specific location.
When opening any folder within Windows, just right-click on an empty space to display various organizational options. The most notable are:
- Sort by: This option allows sort files by name, modification date, type, or size, and choose between ascending or descending order. In Windows 11, some sub-options have disappeared, but the core functionality remains for almost all basic needs.
- Group by: Similar to the previous option, but in this case, files are grouped by the criteria you choose (for example, date, type, size), visually separated into columns, which is especially useful for very full folders. You can also adjust the order within each group.
- 'More' button: Allows you to select additional fields to sort and display files by, such as image dimensions, author, tags, or year, although this feature may vary depending on the version of Windows.
These options only affect the current folder; if you want the organization to be replicated across all folders, you'll have to do it manually or use view templates, which is inefficient for large volumes of information.
Practical tips to avoid digital clutter
It's not just the tools that do the job: Organization is also a matter of habits. Implement a coherent strategy and maintain it There It will save you hours of unnecessary searching and frustration.
Empty your desk regularly Following the “Desktop Zero” philosophy: create a specific folder ('Desktop Files', 'Inbox', or similar) and move everything you're not using that day there. Use only shortcuts to the most important items and archive the rest at the end of the day. A clear desk improves your concentration and productivity (besides making your wallpaper look great).
Another key step is establish a clear folder hierarchyDon't be tempted to create endless subfolders. Ideally, start with two large categories (for example, "Personal" and "Work") and, within each, organize everything you need without unnecessary duplication. This way, you'll avoid getting lost navigating through dozens of levels.
Defines a logical and consistent nomenclature For your files: Include the date, document type, and project or client name, whichever helps you best identify each file from the search bar. For example: '2024_06_01-acme-invoice.pdf'. This makes it much easier to locate documents by typing only part of the name.
Lastly, use codes or Symbols at the beginning of names to highlight frequently used files (e.g. '_' for important ones, '@' for frequently used ones, etc.) and, if your system allows it, Mark files and folders with colored icons or labels to visually identify them at a glance.
Advanced Automation: Programs to Organize Files in Windows
For those looking to go a step further, there are specialized software solutions that allow you to completely automate file organization and classification on your PC, applying custom rules to all the folders you choose. Some of the most popular and effective include:
Easy File Organizer
This app, available in both a paid version and a free trial, stands out for its ease of use and flexibility. Allows you to organize files by type, extension, creation date or nameEverything that matches the rules you configure is automatically moved to the corresponding folder, and within it, you can even create subsections for more refined searches. Just enter your criteria, and the program will analyze your computer, organizing everything based on the rules you created. Processing time depends on the file volume, but once completed, you'll see the result without any manual effort.
File Juggler
If you are looking for a free tool, File Juggler It's an excellent option for creating automated workflows. With it, you can forget about manually managing each file: the application analyzes the file content and places it in its proper location according to rules you define. You can rename, move, delete, or categorize documents according to parameters you set beforehand, ensuring that everything is organized in real time.
Organize My Files
This software is compatible not only with Windows but also with Linux and macOS, making it a versatile option. Upon launch, you can select the folder or drive you want to organize and, thanks to a very clear visual interface, see a graphical summary of the type and number of files you have. Just press 'Organize' and the program will automatically move your files (by type, size, date, etc.) to their corresponding folders in the location of your choice.
Tagging
With Tagging You can add a much-requested feature to Windows: tags. This program adds a tag panel to Windows Explorer, allowing you to select multiple files and assign them one or more custom tags. This allows each file to belong to multiple categories, providing great flexibility for organization. After installation, simply select the files you want to tag, right-click, and easily create or assign tags from the context menu.
Tagscanner
Especially useful for music lovers, Tagscanner is a free tool for organizing media files. Use metadata for tracks, albums, artists, and more to categorize your entire music collection. You can edit tags in bulk, download cover art, and restructure file names instantly, all from a single interface.
Organization applications for other systems and extra functionalities
If you also use macOS or move between different operating systems, there are solutions such as Hazel that act the same as those mentioned for Windows, allowing you to automatically move, sort, rename, and delete files based on custom rules. Additionally, on macOS you can take advantage of the smart folders: These are automatic filters that group files by type or topic and are constantly updated as you modify your library.
On Windows, you will also find utilities like Fences, which allows you to classify and organize the icons on your desktop according to customized categories, functioning as large organizing post-its.
Implementing automatic organization rules
The key to good automatic organization is in define your rules wellHere are some effective ideas you can set up in most of these programs:
- Move desktop files to an 'Inbox' folder daily or 'Inbox', leaving your desktop clean every time you start your computer.
- Check your inbox weekly and delete or archive files that have not been used for more than a month.
- Automatically classify the downloads according to their file type: images to 'Images', videos to 'Videos', music to 'Music', and so on.
- Delete old downloads that have not been opened for more than a week, automatically freeing up space.
- Empty the trash periodically and when it reaches a certain size, such as 1 GB, to avoid taking up unnecessary memory.
- Delete large apps or files that haven't been used in several months, improving overall system performance.
These rules not only keep your computer organized, but also they save you a lot of time, preventing you from wasting hours on manual searches and cleanups.
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