Digital Decluttering Class Summary 6.4.2026

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Digital Decluttering Class Summary 6.4.2026



Files and Folders Basics

  • Files are individual documents; folders are containers used to organize files 
  • Folders can contain both files and other folders for hierarchical organization 
  • Desktop clutter is common issue when files accumulate without organization

Using Stacks on Mac

  • Stacks feature automatically groups desktop files by type
  • Access via View menu > Use Stacks 
  • Groups include Screenshots, Documents, PDFs, Images
  • Click on stack to expand and view all files within 

Creating New Folders

  • On Mac: File > New Folder or Control + Click > New Folder
  • On PC: Right-click > New > Folder 
  • Folders can be renamed by clicking on name, then clicking again to edit
  • Shortcut: Command + N can also create new folder 

Moving and Organizing Files

  • Move files by clicking, holding, and dragging to destination folder
  • Folder highlights when arrow hovers over it indicating drop zone 
  • Can move entire stacks of files at once 
  • Files can be dragged in and out of folders as needed 

View Options and Customization

Four Main View Types:

  • Gallery view: Large preview of files, best for images 
  • Icon view: Thumbnail previews, good for visual scanning
  • List view: Detailed columns showing name, date modified, size, and type
  • Column view: Multi-column navigation

Customization Options:

  • Text size can be adjusted (default 12, can increase to 15+) 
  • Icon/thumbnail size is adjustable
  • Access via View menu > Show View Options 

Sorting Options: 

  • Click column headers to sort by name, date, size, or type 
  • Can organize alphabetically or chronologically
  • Tags/colors can also be used for sorting

Performance Considerations

  • Thumbnail previews require computer processing power 
  • Desktop clutter with many visible thumbnails can slow down computer
  • Recommendation for older/slower computers: use list view and store files in folders rather than on desktop

Selecting Multiple Files

Three Methods:

  • Draw selection box around group of files 
  • Click first file, hold Shift, click last file to select range (in list view) 
  • Hold Command and click individual files for non-contiguous selection 

Deleting Files

Multiple Options:

  • Drag to Trash/Recycle Bin (bottom right on Mac, top left on PC) 
  • Mac: File > Move to Trash or Control + Click > Move to Trash 
  • PC: Right-click > Delete or drag to Recycle Bin
  • Keyboard shortcut: Command + Delete 

Color Coding and Tags

  • Files can be color coded using Control + Click menu
  • Colors appear as dots on files 
  • Files can be sorted and filtered by tags/colors 
  • Useful for categorizing files within large groups

Desktop Organization Strategy

Recommended Approach: 

  • Create "Old Desktop" or "Archive" folder for infrequently used files
  • Move desktop clutter into this folder to clean up main desktop
  • Keep only active/important files visible on desktop
  • Desktop becomes a to-do list - when task is complete, move file to Documents or Trash 

Creating Shortcuts/Aliases

Purpose: 

  • Create quick access links to frequently used folders 
  • Recommended: Create shortcut to Documents folder on desktop 

How to Create:

  • PC: Drag folder to desktop while holding - creates "Create Link" 
  • Mac: Go menu > Documents, then drag Documents folder to desktop while holding Option + Command
  • Shortcut folders show small arrow indicator 
  • Files dragged into shortcut are stored in actual Documents folder 

Search Functionality

Mac:

  • Use Spotlight search (magnifying glass icon in top menu bar) 
  • Type search term to find files with that name
  • Searches within document content and emails too 

PC:

  • Click Search button in bottom taskbar
  • Type search term to find relevant files

Search Strategy:

  • Start with broad search terms
  • Add more specific terms to narrow results if needed 
  • Starting too narrow can miss results 

Word Counting Tools

Built-in Options:

  • Microsoft Word: Word count displayed at bottom of screen 
  • Pages: View menu > Show Word Count 
  • Provides counts for words, characters, paragraphs, etc. 

Web-based Alternative:

  • Use wordcounter.net or similar online tools 
  • Copy and paste text to get detailed statistics 
  • Useful when working in applications without built-in counters (email, text editors) 

Advanced Features Mentioned

  • Smart Folders: Create folders with automated criteria/filters 
  • Instructor noted these require precise setup to work effectively 
  • Get Info feature (Control + Click > Get Info): View detailed file information, change default opening application, see file size and count for groups 
  • Share menu: Quick access to sharing files via email, text, AirDrop 

Nested Folder Organization

  • Folders can be created within folders for hierarchical organization 
  • Allows breaking down large collections into manageable sub-categories 
  • Helps keep main folders cleaner by nesting related files deeper 

Looking Ahead

  • Next week: More advanced files and folders techniques 
  • Will demonstrate Smart Folder functionality 
  • Will show new AI organization tool in Google Drive that suggests file organization 

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