How do I sort and search for files?

In File Explorer (Windows) or Finder (Mac), you can sort files by name, date, or size — click the column header. To search: press Ctrl+F (Windows) or Command+Space (Mac Spotlight) and type part of the file name. Spotlight on Mac is especially powerful — it searches inside documents too.

How-To Guides

Beginner

3 min read 6 stepsMarch 23, 2026Verified March 2026

File Management 101: Organising Your Documents and Downloads

A beginner's guide to creating folders, moving files, naming things sensibly, and finally finding what you're looking for.

In this guide (6 steps):

1.Understanding where your files live
2.Create a folder
3.Move a file into a folder
4.Name files sensibly
5.Sort and search for files
6.Tame your Downloads folder

Understanding where your files live

~28s

Your computer has a few default folders you should know: Documents (for letters, forms, spreadsheets), Downloads (where files from the internet land), Desktop (visible when no windows are open — not the best for long-term storage), and Pictures (photos and images). Think of these as the main rooms in your house.

Quick Tip

The Desktop should be like your physical desk — put things there temporarily while working on them, then file them away. A cluttered desktop slows down your computer and makes it hard to find anything.

Create a folder

~22s

Windows: Open File Explorer (folder icon in the taskbar) → navigate to Documents → right-click in an empty space → NewFolder → type a name → press Enter. Mac: Open Finder → go to Documents → right-click (or Control-click) → New Folder → type a name → press Return.

Quick Tip

Create folders for your main life areas: "Bills & Finance", "Health & Medical", "Photos", "Recipes", "Work". Start simple.

Move a file into a folder

~27s

Windows: Click the file once to select it → hold Ctrl and press X to cut it → open the destination folder → hold Ctrl and press V to paste it. You can also drag-and-drop between two open windows. Mac: Same process but use Command (⌘) + X to cut, Command + V to paste. Or drag-and-drop while holding Command.

Quick Tip

Drag-and-drop is easiest for most people. Open both the source and destination folders side by side, then drag files across.

Name files sensibly

~21s

Good file names make files findable years later. Instead of "scan001.pdf", use "NHS Appointment Letter Jan 2026.pdf". Include: what it is, who or what it relates to, and the date. Avoid: spaces (use hyphens or underscores instead), symbols like / \ * ? and very long names.

Quick Tip

Dates in YYYY-MM-DD format (e.g. 2026-03-15) sort in the correct order when you list files by name.

Sort and search for files

~17s

In File Explorer (Windows) or Finder (Mac), you can sort files by name, date, or size — click the column header. To search: press Ctrl+F (Windows) or ⌘+Space (Mac Spotlight) and type part of the file name. Spotlight on Mac is especially powerful — it searches inside documents too.

Tame your Downloads folder

~22s

Your Downloads folder collects everything from the internet and grows enormous over time. Once a month: open Downloads → sort by Date → delete anything you no longer need (right-click → Delete) → move useful files to the right folder. A clean Downloads folder makes your whole computer feel less cluttered.

Warning

Don't delete anything from Downloads until you're sure you don't need it or have a copy saved elsewhere.

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