The first time you got your new shiny Mac you swore to keep it clean and organized.
Today, your computer files are scattered between the Download Folder and the Documents Folder, your music is all over your computer and iPhoto takes forever to open with all the events you're Mac has automatically created. As a result, it has become disorganized and even slow!
But it doesn't have to be this way!
If you're like me, you use your computer on a daily basis for important tasks. Whether it be for school or business related projects, everyone wants to be able to access their files when they need them as soon as they need them! Nobody has the time or patience for a rainbow wheel or scavenger hunt through your hard drive.
Thats why in this course we will cover the best organizational tactics, such as:
If you're ready to regain full control of your computer, check out my 32 detailed videos below!
I will personally answer all questions twice a week so feel free to ask questions if you cannot apply any of the materials yourself!
Welcome to the course!
This section is all about your documents and how you can enhance their organization by learning how to:
Spotlight Comments And Tags
Tags are a way for you to reference your files with specific keyword or comments for easy search in the future.
An easy way to organize your documents with keywords is by adding spotlight comments. To do so:
You have just added a keyword/tag to the file and can search for it in the future using Spotlight just by using the keyword!
The Tags App
What happens when you have hundreds of files that you want to tag with keywords? Using Spotlight Comments can take a while, but with the Tags App you can easily batch tag multiple files at once.
Get it free at http://www.caseapps.com/tags/
To select multiple files, simply hold the Shift key.
To open up a tag window, use the keyboard shortcut Control+Space
To search keywords, use the keyboard shortcut Option+Space
You can manage and browse your tagged files by opening the Tag Browser under the 'Window' Section, or use the shortcut Command+1
Using the Automator, you can set a Folder Action that automatically adds comments to future files added to certain folders.
When you open the automator, choose:
Now you can choose the set of Spotlight Comments that you want to be applied to the files you will be adding to your preset folder.
Check 'Append to existing comments' if you want your new comments to be added to already existing comments in the files.To overwrite those comments and only use the ones set to the folder with the Automator, uncheck this option.
The Smart Folder is a folder that has preset rules and attributes which determine what kind of files enter the folder.
To create a Smart Folder:
Clear Up Some Space On Your Computer And Save Your Files On the Cloud
If you need some extra space on your hard drive, or want to access important files away from your computer sign up for Dropbox below!
Your Music Information
The metadata of your music is a portion of information attached to a music file that determines how it will be organized within Folders and how it is displayed within iTunes.
To edit the metadata of your music file, right click a song and select 'Get Info'
Make sure the Track Name, Artist, and Album are all filled in!
Sift through your library to make sure Artist and Album names are spelled properly and match to avoid having unnecessary folders.
Edit The Metadata Of Multiple Files
To edit the metadata of multiple songs at once, sort the songs by Artist or Album and right-clicking them to get to 'Get Info'.
This will open a 'Multiple Item Information' that will allow you to batch edit all songs under this Album/Artist.
Make sure the fields that you want to edit are checked.
Deleting Duplicates From iTunes
To find and erase any duplicate songs you have in iTunes:
Adding Missing Song Information
Sometimes you will notice some songs missing Artist and Album names. To better organize our iTunes, we should fill in any missing information.
Using Smart Playlists To Edit Song Information
Smart Playlists have rules that determine which songs are added into this Playlist. We can use these playlists to find and edit songs with missing information.
To do so:
This will create a Smart Playlist with all the songs that are missing Artists/Albums and give you a chance to edit them!
Save Up Space With A Proper File Structure
Sometimes, we have our songs scattered all over our computer. This not only makes them harder to find, but these songs are vulnerable to be lost and deleted at any time. iTunes allows you to create an organized file structure that makes your music easy to find.
This will ensure that each song imported to iTunes is neatly organized into folders on your computer by Artist and Album.
This also gives you the ability to safely delete any songs outside of the iTunes folder and clear up some space.
Adding Album Artwork
If your songs are missing artwork and have at least the Name, Artist and Album, iTunes can retrieve album artwork for you.
Go to File > Library > Get Album Artwork
Does opening your iPhoto slow down your computer and give you the rainbow wheel of death? Chances are your events take a while to load and a lot of processing power.
In this section you will learn how to:
Multiple Unrelated Events
iPhoto creates photo Events by days. This results in Events having multiple unrelated photos that have nothing to do with each other. To properly organize photos, you first have to remove them from the Event.
To do so:
This removes the photo from an event and creates it's own event.
Remove Multiple Photos From A Single Event
To extract multiple photos from an Event:
Now you can merge similar events together for easy search.
Create A New Event With Photos Across Different Events
Sometimes the photos we want to use to create a new event aren't all stored in a single event, but rather scattered across multiple events.
To easily create an event when your photos are scattered across iPhoto:
This extracts the respective photos from their old events and creates a new event with your selected photos.
Add Keywords To Your Photos
Keywords are a great way to easily find photos in iPhoto. Make sure that you have the 'Keyword' option checked so you can add keywords to your photos. (View > Keywords)
To add keywords to photos, albums or events:
Merge Similar Events Together
Once you've batched similar events together into mini events and added keywords to all appropriate photos, go ahead and create a single event that hosts all your photos.
To do so, simply drag and drop any event of your choosing into the host event.
Putting It All Together
By this point, you have separated new events and added keywords. Lets put it all together for a neatly organized Library.
The Difference Between Albums & Events
Events are photo collections sorted by time and date, while albums are curated collections created by you.
To create a new album from events:
Using Smart Albums To Find Photos
In iPhoto, Smart Albums can identify title, description, keywords, dates, places, faces, rating, type of camera, image info, focal length, flags and much more. You can also have the folder match conditions individually or collectively for different search results.
If you choose for it to obey any, the album will pull in the results of every rule, no matter the order; if you choose for it to obey all the rules, it will check for them one at a time.
Self Contained Applications
Apple makes it easy for us to delete applications by 'bundling' all the necessary folders and masking it as a clickable icon.
To find out whether an application is bundled, Right Click > Show Package Contents
However, even after deletion, application bundles can leave behind preference files and application support files that occupy space on your hard drive.
Preference files contain a list of parameters that the system software uses to define your preferences. In essence, they store your user settings.
Preference files end in .plist
Sometimes, deleting preference files erases the serial number and important application settings, so make sure you really want to erase the application in question before doing so and always back-up the application in case you change your mind.
Why Is The Library Hidden?
The Library folder, which stores the preference files, is located at the root level of your system and contains all the data required to operate your laptop.
Never delete, rename or remove the Library folders as you will lose system files and will be unable to use your Mac!
Since it is deleted for your own safety, I'm gonna show you a safer way to delete preference files and application support files.
To find your Library folder:
Deleting Application Files Within The Finder
You can access all the application files and additional files straight from the Finder.
To delete additional files:
This will reveal all preference files, application files and application support files right in the Finder. You can now safely delete the application without having to enter the Library
Reboot Your Computer To Delete File Traces
ONLY DO SO IF YOU HAVE AN EXTERNAL HARD DRIVE.
To back up your mac:
To wipe your mac:
1. Restart the computer while holding down the COMMAND and R keys until the Mac OS X
Utilities window appears.
2. Select Disk Utility from the Mac OS X Utilities window and click on the Continue button.
3. After DU loads select your startup volume (usually Macintosh HD) from the left side list. Click
on the Erase tab in the DU main window.
4. Set the format type to Mac OS Extended (Journaled.) Optionally, click on the Security button
and set the Zero Data option to one-pass.
5. Click on the Erase button and wait until the process has completed.
6. Quit DU and return to the Mac OS X Utilities window.
7. Select Reinstall Lion/Mountain Lion and click on the Install button.
8. Upon completion shutdown the computer.
The Activity Monitor
The Activity Monitor is located in the Utilities Folder and informs you of all the processes currently running on your computer. This lets you know which applications are taking up the most processing power and how that is affecting your computer.
Do not close any running processes that you do not recognize. To find out whether they are safe to close, Google the name of the process in question to determine what it belongs to and if it needs to currently be opened.
Real Memory & Virtual Memory
These sections inform you on how much memory current applications are taking up. If you find yourself using a lot of Virtual Memory, consider closing applications or increasing your RAM so applications can open faster.
Get Tags At A Discount!
Thank you for stopping by and I hope I was able to help you clean up your Mac.
I went ahead an contacted Tags to get the students of this course 20% off the user license fee.
Use promo code: maccourseudemy
Effective until November 1st, 2013
I'm Luis Morales, Apple Genius, eBook publisher, blogger & entrepreneur. In the past year I have started a few companies, including a successful eBook company and a few startups.
Outside of startups, I like to create streams of passive income to finance my lifestyle and am an Apple fanboy. Along the way I have come to master my Macbook, iPhone and iPad to be as productive and efficient as possible. This in turn helps me stay organized and build my business faster and more efficiently.