How to Access and Manage Recently Opened Items on Your Mac

Keeping track of your recently opened files, apps, and documents on a Mac is straightforward thanks to built-in macOS features. Here’s a comprehensive guide to help you access these recent items efficiently, enhancing your workflow and productivity.

Accessing Recent Files Through Finder

1. Using the Finder Sidebar:
   • Open any Finder window. By default, the second item listed under Favorites in the sidebar is “Recents.” This section displays a chronological list of files you’ve opened, regardless of their type or the application used to create them.
   • Double-click any file in this list to open it in its default application or the application it was created in, depending on your settings.
2. Setting Default Applications for File Types:
   • To ensure files open in your preferred application, right-click a file in Finder, select “Get Info,” and under “Open with,” choose the application you want as the default for that file type. Click “Change All” to apply this setting to all files of that type.

Utilizing the Apple Menu for Recent Items

• Accessing Recent Items:
  • Click on the Apple logo in the menu bar at the top of your screen and select “Recent Items.” This menu shows recent applications, documents, and servers.
  • At the bottom of this menu, you can choose to clear this list, which will reset the record of opened items.

Customizing the Number of Recent Items Displayed

• Modifying Settings via Terminal:
  • If you want to change the number of items displayed in the “Recent Items” menu, you can use Terminal commands to adjust this setting. By default, macOS shows the 10 most recent items for each category (apps, documents, servers).

Managing Recent Apps in the Dock

1. Dock Settings:
   • Recent applications that are not permanently in the Dock appear on the right side, separated by a thin line near the Trash. This feature can be managed through System Settings.
   • To modify this, go to System Settings -> Desktop & Dock, and toggle “Show suggested and recent apps in Dock” according to your preference.
2. Adding Frequently Used Folders to the Dock:
   • Drag any folder from Finder to the right side of the Dock to create a quick access point. This is useful for folders you access often, streamlining your workflow.

Creating a Smart Folder for Recent Items

1. Setting Up a Smart Folder:
   • Right-click the Finder icon in the Dock and select “New Smart Folder.”
   • Set the search location to “This Mac” and add a criterion by clicking the “+” button. Choose “Last opened date” and specify the time frame (e.g., within the last 30 days).
2. Customizing by File Type:
   • Add another criterion to specify the file type, such as “Kind” is “Document.” You can further refine this by excluding certain types by adding conditions that specify which file extensions or types to exclude.
3. Saving and Accessing the Smart Folder:
   • Save the Smart Folder with an appropriate name and location. Drag this folder to the Dock for quick access. This customized Smart Folder will dynamically update to show recent items based on your specified criteria.

By leveraging these features, you can quickly navigate through your recent activities and files on your Mac, making your daily tasks more manageable and efficient. Whether through the Finder, Apple Menu, or a custom Smart Folder, macOS provides flexible options to keep your recent items readily accessible.