Organize Printable Files: How to Sort, Store & Find What You Need
Downloading printables is fun — but if you’ve got files scattered across your device, it’s easy to feel overwhelmed. In this post, I’ll show you a simple way to get organized without fancy software or complicated systems — so you can spend more time crafting, not clicking!
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If you’re anything like me, you’ve probably downloaded more junk journal printables than you can count — especially when there’s a good sale or a cute freebie. And while it’s exciting to collect all that creative goodness, it’s also easy to get a little… digitally cluttered.
You go to print something, and suddenly you’re scrolling through your Downloads folder, wondering what “floral_kit_FINAL2b” even means and whether you’ve already printed it. Sound familiar?
That’s exactly why I created this post — to help you gently untangle the printable chaos and feel in control of your digital stash. You don’t need to be techy. You don’t need any fancy apps. You just need one good folder, a smart sorting system, and a few minutes of calm organizing time here and there.
In this post, I’ll walk you through how to:
- Set up a simple, easy-to-use folder structure (and where to put it!)
- Rename files so they’re searchable and clear
- Decide what to keep and how to store it
- Avoid printable overload in the future
I’ll also share a free Printable File Tracker to help you keep tabs on your printables, whether they’re from my shop, the Free Resource Library, or your favorite Etsy sellers. It’s especially handy when you’ve got freebies, half-printed kits, or lots of seasonal stuff that you want to remember later.
And if you’re worried that your files are already a mess — please know you’re not behind. Getting organized isn’t about being perfect — it’s about doing a little at a time. Even just five minutes today can make tomorrow’s crafting feel lighter.
📦 Need more file storage? Learn how to store printable files and keep them from clogging up your device!
Quick Guide
How to Organize Your Printable Files
Here’s a quick overview to help you get your digital printables sorted — even if you’ve got hundreds of them sitting in your Downloads folder.
🪄 1. Create a Main Folder
Call it something like “Junk Journal Printables” and place it in your Documents, Desktop, or a cloud folder like Google Drive — not in your Downloads folder (which can fill up fast and stop future downloads).
🗂️ 2. Pick a Folder Structure That Works for You
Choose a method that fits how your brain works:
- By collection and seller (e.g., Crafter Journal > Vintage Rose)
- Or by theme, holiday, or project type (e.g., Floral, Christmas, Tags)
📝 3. Use Clear File Names
No need to rename Crafter Journal files — they’re already labeled with brand, collection, and product name for easy searching.
But for other downloads, renaming can help:
Vintage_Tags_Freebie_Jul2023.pdf is clearer than “Image_001.pdf”.
🖼️ 4. Keep the Version That Works for You
Downloaded both PDF and JPEG versions? Keep just the one you’ll use — or organize them into subfolders like /PDFs and /JPEGs inside your kit folder.
📎 Bonus Tip: Keep your Re-Download Links PDFs in a separate folder so you can grab the files again anytime without hunting.
💾 5. Choose Where to Store Them
Start simple: your device, an external USB, or cloud storage. Large printable kits can add up fast, so choose a location that gives you enough space — and consider backing up your favorites.
🔍 6. Use Visual Previews to Save Time
Turn on thumbnail view, use PDF cover pages, or save a separate image preview if you’re a visual crafter. It makes browsing your stash much easier.
✨ Want more help? Keep reading for device-specific instructions, storage strategies, decluttering tips — and a printable tracker to keep everything organized at a glance.
How to Organize Your Printable Files
Let’s face it — downloading printables is the easy part… but figuring out where they go on your device? Not so much. If you’ve ever found yourself scrolling endlessly through your Downloads folder trying to find that one gorgeous floral tag sheet, you’re not alone.
My simple, beginner-friendly system will help you sort your digital stash, reduce overwhelm, and finally feel in control of your printables — no tech headaches required.
1) Create One Main Folder
Let’s make life easier by gathering all your printables in one dedicated folder — no more digging through your Downloads folder or scrolling endlessly to find what you need.
What to do:
Create a central folder on your device called something like:
🗂️ Junk Journal Printables or ✂️ Crafting Kits
This will become your digital craft shelf — the one spot where all your beautiful goodies live. From here, we’ll sort things in a way that actually works for how your brain remembers them.
Where Should I Create My Folder?
For best results, create your main printables folder somewhere safe and easy to access — like your Documents folder, Desktop, or a cloud storage folder (like Google Drive or iCloud).
🚫 Avoid using your Downloads folder for long-term storage. It often gets cluttered, making it hard to find your files later — and if it fills up, your device may stop downloading new files altogether. That can cause failed downloads or error messages that look like something’s wrong with the file (when really, the Downloads folder is just full).
💡 Moving your files out of Downloads not only keeps things tidy — it helps prevent download issues and confusion later on.
2) Pick a Folder Structure That Works for You
Once you’ve created your master folder, it’s time to decide how you want to organize everything inside. The truth is — there’s no one “right” way to sort your stash. The best system is the one you’ll actually use.
Here are two simple organizing strategies to choose from:
📁 Option A: Organize by Collection or Seller (Recommended for Crafter Journal Kits)
If you download or buy multiple kits from the same collection (like Vintage Rose), or regularly download from specific shops, this is likely the most intuitive method for you.
Structure example:
🎨 Option B: Organize by Theme, Season, or Type
If you prefer grouping your stash by design style or project type — this option might feel more natural.
Structure example:
Tip
You can still keep your “To Print,” “Printed,” or “Used” folders inside either Option A or Option B — just place them wherever they make the most sense for your workflow.
📝 You don’t have to pick just one method. Some crafters use Option A for shop collections and Option B for everything else. Do what works best for your brain — and give yourself permission to change it later if needed.
3) Rename Your Files So They’re Easy to Find
You don’t have to rename everything — but a little clarity goes a long way.
Here’s how I name my files to make things simple:
📁 Crafter Journal – Vintage Rose Ephemera – CJ-D0001.pdf
This format tells you:
- The brand (so you know where it’s from)
- The kit name
- The product code (to avoid confusion with similar-sounding kits)
How to rename other files you’ve downloaded:
Just right-click → Rename → type something that makes sense to you.
For example: Vintage_Tags_Freebie_Jul2023.pdf
Tip
You can still keep your “To Print,” “Printed,” or “Used” folders inside either Option A or Option B — just place them wherever they make the most sense for your workflow.
4) Keep What You Need — and Know What It Is
Sometimes you’ll have the option to download both PDF and JPEG versions of a printable. (That’s true for all Crafter Journal kits — I always provide both formats so you can choose what works best for you.)
Here’s how to decide what to keep:
- ✅ If you always print full kits → Keep just the PDF version.
- 🎯 If you want more control (like printing single pages or designing digitally) → Keep the JPEGs.
- 🤔 Not sure yet? → Keep both, but store them in subfolders like /PDFs and /JPEGs inside your kit folder.
Tip
If you purchased a printable from Etsy, you received a PDF with download links (instead of the files directly). I recommend creating a folder called Re-Download Links to store these PDFs. That way, if you ever want to download the files again, you don’t have to search through your Etsy account.
5) Where Should You Store These Files?
Once your files are sorted and labeled, the next step is deciding where to keep them.
Here are your main options:
- 💻 On your device — This is the easiest option, especially if you’re just getting started. But keep in mind: printable kits can be large, and they add up quickly.
- ☁️ On a cloud storage service like Google Drive or Dropbox — This gives you access across devices and is perfect for keeping a backup.
- 🔌 On an external drive — Ideal for freeing up space on phones or older computers.
📌 You don’t have to make a final decision right now — just pick the easiest place to start. You can always move your collection later as your needs grow.
6) Use Previews to Quickly See What’s Inside
OIf you’ve ever opened five folders just to find that one rose-themed tag sheet, this tip is for you!
Here’s how to preview your printables more easily:
- 🖼️ Use thumbnail view in your file browser — most devices let you see image previews this way.
- 📄 Open PDFs in a viewer like Adobe Acrobat Reader — you can scroll through pages quickly without opening each file separately.
Printable Tracker
Free Printable Tracker
Too many files and not sure what you’ve printed — or what you even have? This free printable tracker makes it easy to keep tabs on all your digital junk journal kits, whether they’re freebies or purchases.
What It’s For
Use this tracker to:
- ✅ Mark printables as To Print, Printed, or Used
- 📝 Log the product name and seller so you can find it again later
- 🧩 Note the type of item (tags, kits, folios, etc.)
- 🎨 Track the style, theme, or occasion for easy planning
- 📌 Add notes, such as matching freebies or project ideas
- 🗃️ Record where it’s stored — on your computer, in Google Drive, or on a USB stick
How to Use It
- Print it out and keep it with your crafting planner or journal
- Or fill it out by hand as you download and sort your files
- Use colored pens, stickers, or stamps to make it fun (and functional!)
This tool works beautifully alongside the file organizing tips in this post — it’s all about making your stash easier to browse, enjoy, and use.
📱 Device Tips
Finding Your Files and Creating Folders on Any Device
No matter what device you’re using, creating folders and organizing your junk journal printables is completely doable — even if you’re not techy. Here’s how to get started on your device of choice:
💻 Windows PC
- To create a folder: Right-click anywhere in File Explorer → select New > Folder → give it a name (e.g., Junk Journal Printables).
- To move files: Click and drag the file into your folder — or use Ctrl + X to cut and Ctrl + V to paste.
- To find downloaded files: Open File Explorer → click Downloads from the left menu.
🍎 Mac (MacBook or iMac)
- To create a folder: Right-click (or two-finger tap) in Finder → select New Folder.
- To move files: Drag and drop into the folder, or use Command + C and Command + V.
- To find downloads: Use Finder > Downloads, or click the Downloads icon in your Dock.
📱 iPhone or iPad (iOS)
- To find files: Open the Files app → go to Browse > Downloads or On My iPhone.
- To create a folder: Tap the More icon (•••) → select New Folder.
- To move files: Tap and hold the file → choose Move → select your new folder.
💡 Tip: iCloud Drive makes it easier to keep files organized and backed up on iPhones and iPads.
🤖 Android Phones & Tablets
- To find files: Open your Files or My Files app → check Downloads.
- To create a folder: In the file manager app, tap the More icon (•••) → choose Create folder.
- To move files: Tap and hold the file → tap Move → select the new folder.
💡 Tip: Use Google Drive to access files across devices — especially if storage is tight.
💻 Chromebook (Quick Note)
- Use the Files app (blue folder icon) to create folders and manage downloads.
- Right-click (two-finger tap) to create a new folder or move files.
- Syncing with Google Drive is built in, so you can store large kits in the cloud.
💡 Tips for Storing Digital Printables
Once you’ve got your basic folder structure in place, here are a few extra tips to help you stay organized without making things more complicated than they need to be.
🗂️ Keep It Simple: Avoid Over-Nesting
It’s easy to go overboard with subfolders — especially when you’re trying to be extra organized.
Example of over-nesting:
Crafter Journal > Kits > Vintage > Floral > May Freebies > Page 2
While this looks tidy, it actually makes your files harder to find (and a pain to browse later).
Try this instead:
Keep your top-level folders simple — like Floral Kits, Holiday Printables, or To Print — and use consistent file names to do the heavy lifting. You can always use the search bar on your device if your naming is clear and consistent.
🔢 Use Emojis or Numbers to Sort (Optional, But Fun)
Want to keep your folders visually tidy or make certain ones stand out?
Try these naming tricks:
- 01_To Print
- 02_Printed
- 🌸 Floral Kits
- 📁 Craft Projects
They’ll stay sorted in a helpful order and make navigation more pleasant — especially on mobile devices.
🔁 Optional: Backup Your Favorites
If possible, consider saving a copy of your favorite printables to an external hard drive or cloud storage like Google Drive or Dropbox. That way, if your device ever breaks or is reset, you won’t lose your beautiful files.
🧹 Best Practices to Avoid Clutter
Once your files are finally organized, you want to keep them that way — without turning file management into another chore. Here are a few easy, low-effort habits that will help you stay organized and avoid printable overwhelm in the future.
🧺 Create a “Sorting” Folder
Start by making a dedicated 00 To Sort folder inside your main printables directory. Anytime you download a new freebie or printable kit, drop it here first. Then, when you have a quiet moment, you can rename and file it properly.
Tip: Use emojis or numbers (like 00_To Sort) to keep this folder at the top of your list.
🔁 Do a Quick Monthly Tidy
Set a reminder once a month (or whenever you’re in between projects) to do a 15-minute clean-up:
- Move straggler files from your To Sort folder
- Delete duplicates or blurry downloads
- Rename files so they make sense to you
- Update your “Printed” or “Used” folders if you track usage
You’ll be amazed how a small tidy-up prevents future clutter.
🛍️ Save Freebies With Intention
Free printables are amazing — but they pile up fast. Here’s how to avoid a “digital hoard”:
- Only save freebies that match your style, theme, or color palette
- Store them in a dedicated Freebies folder organized by theme or season
- Rename files to include keywords like floral, vintage, or CrafterJournal to make them searchable later
Not sure if you’ll use it? Create a “Maybe Later” folder instead of keeping it front and center.
🧽 When Things Get Messy Again (Because They Will)
Don’t worry if your system falls apart — it happens to all of us. When it does:
- Revisit this post and start small — even organizing 10 files is a win
- Don’t delete anything unless you’re sure
- Remember: a “good enough” system that works is better than a “perfect” one you can’t keep up
You’ve done the hard work already — now just keep the momentum going. You’ve got this!
Next Steps
🚫 What Not to Worry About
You do not have to organize everything in one go — and you definitely don’t need a “perfect” system.
❌ Don’t try to sort every single printable right now. Focus on your current and favorite files first.
❌ Don’t delete files unless you’re absolutely sure. If you're unsure, move them to a folder called Review Later.
❌ Don’t stress about getting it right. Your system can (and should) evolve with your projects and your preferences.
✨ Progress over perfection — always!
More to learn
If you found this guide helpful, you might also like these:
- How to Choose the Right Paper for Your Junk Journal Printables
- How to Download and Open Printables
- Junk Journal Supplies: What You Actually Need
Happy organizing — and happy crafting!
Cyna xx
Organizing Your Printable Files
Meet Cyna
Hi, I’m Cyna! As a graphic designer and junk journaling enthusiast, I create high-quality printables and step-by-step tutorials to help you craft beautiful journals with confidence – whether you’re a beginner or a seasoned journaler. Browse the printables in my Etsy shop for even more creative resources!