Organize and protect files in more detail

Mark files with tags

A folder defines a location. A tag can connect files across several folders without moving them, which helps when one subject is spread over several places.

1. In Finder, the app where you see your files and folders, select a file.
2. Open the File menu, or Control-click the file.
3. Click Tags and enter a new tag with a specific name, such as Invoices or Home project.

Afterward, click the tag in the Finder sidebar to see everything that has it. You can also type its name in the search field.

Create a Smart Folder

A Smart Folder is a saved search: it displays the results that meet certain conditions. It does not store a second copy of each file.

1. Open Finder and choose File > New Smart Folder.
2. Select the search scope.
3. Add conditions with the plus button. For example, PDF type and a modification date.
4. Review the results.
5. Save the search with a clear name. You can add it to the sidebar.

To see a file's details, such as its size and location, select it and choose File > Get Info, or press Command + I. To inspect several files, Option + Command + I opens the Inspector, a window that changes as you select other items.

Keep documents in an encrypted container

FileVault protects your Mac's disk, but an encrypted container can be useful for a specific group of documents. It is a disk image: a file that opens like a disk and is protected with a password.

1. Open Disk Utility.
2. Choose File > New Image > Blank Image.
3. Enter a filename and choose where to save it.
4. Enter the size in the Size field.
5. In the Format pop-up menu, choose APFS, which Apple indicates for a Mac with an SSD and macOS 10.13 or later.
6. In the Encryption pop-up menu, select an encryption option.
7. Create a strong password.
8. Click Save, then click Done.

Follow the prompts of the version of Disk Utility that appears on your Mac.

Open, test and eject the container

When you open the image, it mounts as a disk and appears in the Finder sidebar. Copy test files into it and check that you can open them.

When you finish, eject the image with the Eject button next to its name in the Finder sidebar. While it is mounted and your session is open, other people with access to that session can see the content. Test that it asks for the password again, according to how you chose to store it.

Encryption does not replace a backup. Keep a copy of the container and of its access method in appropriate places. Do not delete important originals until you have verified the copy, that it opens, and its backup.