Smart File Categorization & Organization v4.0 - Keyword-Based Sorting with Undo

As an Everything search tool user, I often deal with messy files. Previous file-type-based organizers lacked intelligence. This revamped Excel tool enables one-click smart categorization with undo functionality.

Usage Guide

Smart File Organization Demo

Step-by-Step Instructions:

  1. Click “Read Folder”:

    • Automatically scans all files in the selected folder, detects file extensions, and suggests categories.

  2. Click “Move Files”:

    • Executes auto-categorization.

  3. Customize Categories:

    • Edit Column D to specify target folders for file extensions listed in Column C.
    • No need to align rows – customize freely. Advanced users can modify VBA code for automation.

  4. Undo Functionality:

    • Works post-“Move Files” operation. Keep this Excel file in the organized folder to retain undo capability indefinitely.

  5. Batch Folder Creation:

    • Leave other columns empty and fill only Column D to create folders in bulk.

Additional Feature: Keyword-Based Sorting

How It Works:

  1. Click “Read Folder”:

    • Scans files and auto-populates the first two characters of filenames as initial groups.

  2. Set Keywords & Folders:

    • Fill Column C (keywords) and Column D (target folders). Examples:
      • Scenario 1: Sort township personnel files by village – match names in Column C to village names in Column D.
      • Scenario 2: Organize 3,000 songs by 100 artists – list artists in Column C/D and click once to categorize.

  3. Flexible Matching:

    • Keywords need not be exact (e.g., “XX1” matches “XX1-Report.pdf”).
    • Supports partial matches and unordered entries.

  4. Undo & Batch Functions:

    • Same undo rules apply.
    • Use as a bulk folder creator by filling only Column D.

Note: While tools like Everything handle small-scale searches, this tool excels at mass categorization (e.g., sorting thousands of files by 100+ keywords in seconds).