A highly efficient document management system in every firm is the cornerstone of a winning business.
All files are arranged, saved, secured, and shared in document management.
Whether you have physical files in addition to electronic ones or your business is entirely paperless, professionally handling them simplifies your job.
Unfortunately, some people struggle to manage files on Mac. It often gives them headaches.
Are you one of those Mac users who face difficulty in managing documents?
This guide has your back, do not be worried.
Here are eight ways to properly manage files on Mac, even if you do not know how to handle your files.
In this way, you can create a disciplined workspace and boost productivity. Let’s look at them one by one.
1. Give A Name To All Files
Once you finish creating the file, give it a name and place it in the appropriate folder.
However, when using document management software like Docsvault, you can create folder templates for later use.
This will guarantee that all of your files and folders are arranged professionally. Additionally, the document audit, security, and profiling will be clarified.
With all this in hand, you can quickly reach any file you want.
2. Give Your Documents Consistent Names
To organize them effectively, you must do much more than just naming your files.
Make sure to give them names that follow the same sequence. The best practice is to write the date first, followed by the name.
3. Professionally Organize All Folders
In order to manage documents professionally, you must organize your folders well in advance.
You must first choose a single main folder that will house all other folders and subfolders containing files. This main folder is also referred to as the root folder.
After creating the master folder, you have to add the primary folders to it.
Make sure to organize your folders chronologically.
4. Use A PDF Combiner to Combine the Relevant Documents
Now, you have multiple documents on your Mac.
Right?
You will easily lose track of these documents if you do not convert them to PDF and make them a unified file.
How to combine all the relevant PDFs using Mac?
Using a PDF combiner is the best way to join all the relevant PDFs in a single go. Yes, it’s right.
A merge PDF online tool lets you combine bulks of documents for free. You do not need to create an account. It’s simpler than you think.
In order to combine and organize all the PDF documents on Mac, follow these steps:
- Visit the PDF combiner, press the “Upload files” button, and import all the files there.
- After that, rearrange the files in your desired order and click the “Merge Files” icon.
- Wait for a couple of minutes. Now, download the combined document.
You can use this PDF joiner as many times as you want.
5. Leverage Task Managing Tools
Your involvement in tasks might easily cause you to lose focus.
Therefore, it would be best to benefit from the following task management tools:
- Asana
- Trello
- Todoist
- ClickUp
These tools will make your job simpler.
6. Sync All Folders With Google Drive
You do not have to visit your office in order to share a file with your team members or provide them access to a file.
All these things can be done on a mobile phone.
You merely need a document management system with a mobile app to take advantage of technology.
Everything you have on your workplace computer is available on your phone since they are synced.
Additionally, it’s preferable to sync all folders, including the root folder, with Google Drive or a comparable platform if you do not use it.
In this way, you will have access to all files.
7. Delete Outdated Files
Do you have some outdated files that take up space on your computer?
If yes, you are free to remove them.
However, if they are worth keeping, then avoid removing them.
8. Create Files Backup
Lastly, do not forget to create a backup of your data.
Activate the “automatic backup” function or do it manually each day.
Conclusion
There you have it: A definitive guide to managing your documents perfectly on Mac.
Take the above-mentioned eight ways into account and manage your documents like a pro. If you have questions about this guide, do not forget to ask in the comment section below.
I will be pleased to answer all your queries.
Please feel free to forward this information to your friends and coworkers if you find it beneficial.
