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Most Apple applications manage your files for you. iPhoto for your images, iTunes for you music and iMove for you videos. But what about the files that applications don't manage? I use Spotlight comments and Smart Mailboxes.

My workflow consists of 3 types of files. I keep these files in three folders called 'Today', 'Month' and 'Archive'

1. 'Today' Folder' contains files that I'm currently working with.
2. 'Month' Folder contains Files that I need to work with in the near future.
3. 'Archive' Folder contains files that I no loner use, but need to keep them just incase.

Today I will focus on the the files in the 'Archive' Folder. Once I'm finished working with a file and it is ready to be archived, I add keywords to the Spotlight comments field. The typical way to do this is to click on the file in the finder, choose 'Get Info' from the 'File' menu.

In the window that opens up you type your keywords in Spotlight comments field, then close the window. Now your keywords are stored within the file. With just one or two files this is very easy, but what if you want to add comments to multiple files at once? I found an Applescript that will add keywords to multiple files at once.

Download the Applescript and drag it to your Desktop. Select the files you want to add keywords to and drop them on to the AppleScript. A dialog box will open. Type in the keywords you want to associate with the files and click 'Continue'. (Click the Continue Link, do not hit enter on your keyboard)

Once the files have been tagged with keywords I drag them to  my 'Archive' Folder. Here they will sit forever, if i need access to any of these files I can find them via a Spotlight search or via Smart Folders.

Next we will learn how to create Smart Folders to find all the files we added Keywords to.

Freelance technical writer and director of Long Island Mac Help - the essential source of in-house macintosh training and support.  Skilled and well-versed in social media promotion, web site and commerce integration.  Currently serves as technical advisor and member of the board of 4eProductions - a multi media production company.  Dedicated to serving and providing perfect workflow.