Spring Cleaning Blog Series: Organizing Your Desktop and Files

Spring cleaning isn’t just for your home—it’s also essential for keeping your computer running smoothly. This is the fourth blog in our 10-blog series to help you tidy up your PC or Mac:

Organizing your desktop and files has several benefits for your productivity and overall computer experience:

• Efficient Workflow:

  • A clutter-free desktop allows you to find files and shortcuts quickly.

  • Organized files mean less time spent searching and more time working.

• Reduced Stress:

  • A messy desktop can be visually overwhelming.

  • By organizing icons and files into folders, you create a more pleasant and stress-free environment.

• Improved Focus:

  • A clean desktop minimizes distractions.

  • You can concentrate better on the task at hand without unnecessary visual noise.

• Backup and Recovery:

  • Organized files are easier to back up.

  • In case of data loss or system issues, you can restore specific files more efficiently.

• Space Optimization:

  • A cluttered desktop consumes screen real estate.

  • Organizing files and using folders ensures optimal use of space.

Click to skip to the Mac instructions.

The How on a PC 

1. Hide Unnecessary Desktop Icons:

• If you don’t use your desktop frequently, consider hiding all icons to achieve a clean look. Right-click on your desktop and select “View” > “Show Desktop Icons.”

• To reveal the icons again, click the “Show Desktop Icons” option or open File Explorer and navigate to the “Desktop” folder.

2. Sort Desktop Icons:

• Right-click on the desktop and choose an option from the “Sort By” menu (e.g., “Name” or “Date Modified”) to organize icons.

• Adjust the icon size and alignment using the options under the “View” menu.

3. Create Folders:

• Use folders to group related files and shortcuts. Right-click on the desktop, select “New” > “Folder,” and give it a descriptive name.

• Drag and drop items into the folder. Double-click the folder to access its contents.

4. Divide Your Desktop:

• Consider dividing your desktop into two halves:

  • Left side: Applications and software shortcuts.

  • Right side: Documents and folders.

• Alphabetize each side for easy file location.

5. Consistent Naming Convention:     

• Name your files logically and consistently. Avoid overly complex names.

• Use a “foot wide and a mile deep” approach—focus on depth within specific folders rather than having too many shallow folders.

6. Use Cloud Storage:

• Utilize cloud storage services like Google Drive, OneDrive, or Dropbox to sync files across devices and keep backups.

• This ensures your files are accessible even if your local machine fails.

7. Remove Duplicates and Create Shortcuts:

• Regularly check for duplicate files and delete them.

• Create shortcuts (aliases) for files that need to be saved in multiple locations.

8. Quick Access:

• Pin frequently used folders to the Quick Access section in File Explorer (Windows 10/11).

• This allows you to access them easily without cluttering your desktop.

9. Password-Protect Sensitive Folders:

• If you have sensitive files, consider password-protecting specific folders using third-party tools or built-in encryption features.

For more detailed instructions, you can also check out these video tutorials:

• The Best Way to Organize Your Computer Files (by Thomas Frank)

• Best Practice to Organize Your Computer Files (by Lea David)

• Windows 10 - File Explorer & Management (by Professor Adam Morgan)345. 📁🖥️

How to on a Mac

1. Declutter Your Desktop:

• Start by reviewing all the files and folders on your desktop.

• Examine each item and decide whether it belongs there or if it should be moved to a more logical location (e.g., Documents folder).

2. Use Stacks:

• macOS offers a feature called “Stacks” that automatically organizes files on your desktop.

• Right-click on the desktop and select “Use Stacks.” This groups files by kind, date, or tags.

• New files will be added to the appropriate stack, keeping everything organized.

3. Create Folders:

• Group related files into folders. To create a folder, right-click on the desktop, choose “New Folder with Selection,” and give it a descriptive name.

• Move files into these folders based on their type (e.g., documents, images, presentations).

4. Arrange Files:

• Click the desktop and choose “View” > “Sort By” to arrange files by name, kind, date added, size, or tags.

• If you want manual control, keep “Sort By” set to none and arrange files neatly when needed.

• Use the “Clean Up By” option to organize files further.

5. Customize View Options:

• Click the desktop and choose “View” > “Show View Options.”

• Adjust icon size, grid spacing, and text size to your preference.

• You can also control-click the desktop and choose “Show View Options” for additional settings.

6. Tags and Colors:

• Right-click a folder or file and select “Tags.”

• Assign a color tag to group related items (e.g., work-related, personal, urgent).

• Tags make it easier to find files later.

7. iCloud Desktop and Documents:

• If you use iCloud, consider turning on “iCloud Desktop and Documents.”

• This syncs your desktop items across multiple Macs using the same iCloud account.

• Log in with the same account on another Mac and enable iCloud Desktop and Documents to access the same files.

Remember to regularly declutter your desktop and arrange files logically—it’s like tidying up your digital workspace!