{"id":69151,"date":"2017-08-24T10:54:01","date_gmt":"2017-08-24T17:54:01","guid":{"rendered":"https:\/\/www.intego.com\/mac-security-blog\/?p=69151"},"modified":"2017-08-24T10:54:01","modified_gmt":"2017-08-24T17:54:01","slug":"sort-smarter-with-macos-smart-folders-albums-and-playlists","status":"publish","type":"post","link":"https:\/\/www.intego.com\/mac-security-blog\/sort-smarter-with-macos-smart-folders-albums-and-playlists\/","title":{"rendered":"Sort Smarter with macOS Smart Folders, Albums and Playlists"},"content":{"rendered":"

\"Sort<\/p>\n

Since the Mac\u2019s earliest days, people have manually organized content in folders \u2013 typically by drag and drop. Documents have been moved around Finder, and playlists built in iTunes.<\/p>\n

But Smart Folders offer a better way. Their contents are determined by user-defined criteria, and automatically update to match those rules. In this feature, we explore five macOS apps that use them, and show how they can save you time.<\/p>\n

Smart Folders in Finder<\/h3>\n

Open the folder you want to base a smart search on, and type a term into the Search<\/strong> field. Depending on your term, the\u00a0field\u2019s\u00a0pop-up\u00a0may offer search types based around file-names, dates, or formats (Kinds<\/strong>), which you can subsequently select.<\/p>\n

\"Smart<\/p>\n

Matching results will appear in the Finder window, and you can then use the buttons next to the\u00a0Search<\/strong>\u00a0heading (depicted below) to switch between searching your entire Mac or just the current folder. To add another rule, click the +<\/strong> button, and select attributes and values from the available menus. For example, you could initially search for JPEG images, and then add a Created date<\/strong> rule to filter results to JPEGs created within the last 30 days.<\/p>\n

\"Searching<\/p>\n

Click Save<\/strong> to store your search in the Saved Searches<\/strong> folder (found in ~\/Library\/ \u2013 Option-click Go<\/strong> in Finder and select Library<\/strong> to access that). Name your Smart Folder\u00a0while saving it. Check Add To Sidebar<\/strong> if you\u2019d like your Smart Folder\u00a0added to your Finder favorites. (Alternatively, you can drag it there later from the Saved Searches folder.)<\/p>\n

\"Specify<\/p>\n

These folders are all virtual in nature, note. Should you delete a Smart Folder, your documents remain wherever they\u2019re housed on your Mac.<\/p>\n

(Want to save time organizing and creating Smart Folders? Download\u00a0a free trial of Mac Washing Machine to\u00a0create Smart Folders that automatically bundle your most frequently used files and apps \u2013 all in one place.<\/a>)<\/strong><\/p>\n

Take Smart Folders further<\/h3>\n

To start a Smart Folder without using a search term, just type a space into the Search<\/strong>\u00a0field. This brings up the bar that enables you to create rules. And said rules can be more complex than just a linear list. Hold Option<\/strong> and each +<\/strong> button becomes \u2026<\/strong>, which can be clicked to add a nested rule set.<\/p>\n

You can define whether results should match Any<\/strong>, All<\/strong>, or None<\/strong> of the nested rules. Your decision may heavily impact your results. Consider a search for JPEG images, where any<\/em>\u00a0or all<\/em> of \u2018created within the last 30 days\u2019\u00a0and \u2018name contains iPhone\u2019 can be true. With any<\/em>, results will include\u00a0files\u00a0created within the past 30 days and\/or those with ‘iPhone\u2019 in their names. With all<\/em>, your listing will include\u00a0only files that match both rules.<\/p>\n

\"Take<\/p>\n

Additionally, be mindful there are far more search attributes than those initially shown in the first rule menu (the one that defaults to Name<\/strong>). Select Other<\/strong> to view them in a sheet. To permanently add one to the list, click its In Menu<\/strong> checkbox.<\/p>\n

\"Select<\/p>\n

Smart Playlist in iTunes<\/h3>\n

In iTunes, create a new Smart Playlist with File > New Smart Playlist<\/strong>. Again, rules are added using +<\/strong>, and nested rule sets are added by holding Option and clicking \u2026<\/strong>.<\/p>\n

Unlike Finder, iTunes can limit the results to a specific number of items, and you decide whether the playlist should automatically\u00a0update or not\u00a0\u2013\u00a0uncheck Live updating<\/strong>,\u00a0and\u00a0the playlist will be \u2018frozen\u2019.<\/p>\n

\"Smart<\/p>\n

For people with large music collections, Smart Playlists can keep things fresh. Create a playlist using a Date Added<\/strong> rule that lists music you\u2019ve added during the last 30 days, so you remember to listen to it. (To go further, add a Plays is 0<\/strong> rule to restrict the playlist to tracks you\u2019ve not played at all.)<\/p>\n

\"Smart<\/p>\n

Or if you\u2019re playing the same old stuff too often, use a\u00a0Last Played<\/strong>\u00a0rule to include tracks\u00a0that haven\u2019t had an airing over the past month. Further refine this by including in the playlist only highly rated and\/or \u2018loved\u2019 tracks, if you only want the good stuff.<\/p>\n

\"Smart<\/p>\n

Smart Albums in Photos<\/h3>\n

In Photos, Apple provides Smart Albums in the sidebar (View > Show Sidebar<\/strong>), for quickly listing the likes of Live Photos, selfies, and videos. But you can create your own Smart Albums (File > New Smart Album<\/strong>)\u00a0based around specific cameras, people, lenses, or keywords.<\/p>\n

\"Smart<\/p>\n

Time and file formats are also available, and can be useful for getting at specific kinds of imagery. For example, use a Date<\/strong> rule to create albums based on a specific time period, or a dynamically updated album of what\u2019s been added during the past month.<\/p>\n

\"Smart<\/p>\n

From a format standpoint, if you take many screenshots and would prefer them filtered out of a list, add a rule stating: Filename does not include png<\/strong>.<\/p>\n

\"Smart<\/p>\n

Note that although you can add multiple rules to a Smart Album, rules cannot be nested in Photos.<\/p>\n

Smart Mailboxes in Contacts and Mail<\/h3>\n

Contacts offers Smart Groups, which can be based around details like name, company, URL, birthday, or note. The last of those in particular provides\u00a0scope, because you can base a Smart Group on any arbitrary text\u00a0added to the note<\/strong> field of Contacts cards.<\/p>\n

\"Smart<\/p>\n

Smart Groups can be used in Mail\u2019s To<\/strong> field. To speed things along, consider prefixing group names with a couple of letters (such as SG) to make them more memorable and easier to trigger.<\/p>\n

As for Mail\u2019s take on smart folders, that begins in Mail > New Smart Mailbox<\/strong>. You can choose whether your mailbox should include messages from Trash and Sent, and for rules use criteria such as names, dates, flags, priorities, and attachments.<\/p>\n

If you\u2019re bad at dealing with email, use a Date received<\/strong> rule to create a \u2018Deal with NOW\u2019 Smart Mailbox for inbox emails more than a week old.<\/p>\n

\"Smart<\/p>\n

If you have multiple accounts and want to delve into new stuff, create a folder for unread messages (but that omits junk).<\/p>\n

\"Smart<\/p>\n

Most of all, experiment, whether it\u2019s in Mail, Finder, or one of the other apps in this piece. A little thought followed by a few minutes configuring some rules can save you plenty of time in the long run.<\/p>\n

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New to Mac? Learn\u00a0tips and tricks at Intego’s\u00a0New Mac User Center!<\/strong><\/p>\n

Want to get the most out of your new MacBook, iMac or other Apple computer? Whether this is your first laptop or you\u2019ve just switched from Windows, there are a few things you should know about your new Mac, like basic keyboard shortcuts or how to use the various features macOS has to offer. Learn more about what your Mac computer can do for you at the Intego New Mac User Center: Get started now!<\/strong><\/a><\/address>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

Since the Mac\u2019s earliest days, people have manually organized content in folders \u2013 typically by drag and drop. Documents have been moved around Finder, and playlists built in iTunes. But Smart Folders offer a better way. Their contents are determined by user-defined criteria, and automatically update to match those rules. In this feature, we explore […]<\/p>\n","protected":false},"author":85,"featured_media":69406,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"spay_email":"","jetpack_publicize_message":"","jetpack_is_tweetstorm":false},"categories":[10,11],"tags":[3175,3613,791,3616,3610],"yoast_head":"\n\n\n\n\n\n\n\n\n\n\n\n\t\n\t\n\n\n\t\n\t\n\t\n