Mac Tip: How to have quick access to frequently used files and folders

There are a few key files that that I use on almost a daily basis on my Mac. I also often have a user guide that is a work-in-progress, that I want to keep coming back to until it is done. These are files that I need to be able to access quickly, but that are stored several levels down in my folder structure. 

I could certainly go to Finder and click through the applicable folder and sub-folders to get to my file. But I'd rather not do that.

Instead, I put these regularly used files into the Favourites area of my Finder Sidebar.

With these files in my Favourites, I can simply click once on the filename to open it.

​The same applies for my frequently used folders. You will see in the image above that these are also included in my Finder Favourites area, again providing me with quick access to the folders content I use the most.

In this week's Handy Hint for iTandCoffee Club members (accessed by clicking the button below), we look at how to use Finder's Favourites area to provide such quick access.

Adding files and folders as Finder Favourites

Another option I utilise for quickly accessing frequently used files and folders is to create a 'shortcut' (or 'alias') for the file/folder and put it on my Desktop. This is especially useful if there is a longer list of files that would just 'clog up' the Favourites area.

For example, I have a set of images that I show to (or print for) clients every week, when talking about iCloud, other clouds and file storage terms.

I gain quick access to these files from a folder on my Desktop. This folder contains a set of 'Alisases' - shortcuts that, when double-clicked, take me straight to the file. I have not moved the files to my Desktop. They are still in another location within my OneDrive folder structure.

Here's how I set up these Aliases (for iTandCoffee Club members only).  

Quick access to files and folders using Aliases

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Learn all about Finder on your Mac (and more!)

The above video tutorials are just two of many that we have recorded about Finder on the Mac, and about a range of other Mac topics.

Here are the other Finder topics available in the 'Files, Folders and Finder' topic of the Mastering the Mac series of video tutorials. 

2-1 Finder Introduction and discussion & concepts
2-2 Opening and Viewing Finder
​2-3 Finder Sidebar
2-4 Main Finder Folders
2-5 Views (List View)
2-6 Finder (other views)
2-7 Arranging and Sharing Finder Content
2-8 Customise Finder Toolbar
2-9 Path Bar and Status Bar

2-10 Previewing Files (Quick Look)
​2-11 Opening a file    
2-12 Creating Folders
​2-13 Reorganising your files and folders
2-14 Selecting Multiple Files
2-15 Create Folder from Selection    
2-16 Reorganising using Drag and drop    
2-17 Copy, Paste, Move - with Command Key
2-18 Copy, Paste, Move - with Right Click

2-19 Saving files from other applications
​2-20 Get Information about a file or folder
2-21 Favourite Files and Folders
2-21 Part 2: Creating Aliases for frequently used Files and Folders
2-22 Searching for files and folders
2-23 Smart Folders, Saved Searches
2-24 Desktop and Documents in iCloud Drive
2-25 Minimising multiple app windows    
2-26 Finder Keyboard Shortcuts

Premium members of the iTandCoffee Club can watch any of the above videos (and any other videos on the iTandCoffee website) any time.

If you are wanting to learn more about your Mac, Premium iTandCoffee Club membership might be for you. You will also one able to attend any User Group sessions held at iTandCoffee - including our monthly Mac User Group.

Here are the details of upcoming User Groups at iTandCoffee. (Non-members can also attend - $20 for first session, then $40 after that.)