While Windows Vista hasn't exactly seen the most warm reception over the last few years, that doesn't mean the operating system is completely devoid of useful features. We've got a tip to create virtual folders that'll help save some time finding frequently used files, and then show Mac users how to get a similar effect using Mac OS 10.5.

Virtual folders allow an operating system to group files together in a specific manner so that other programs can perform a quick search without having to do any of the legwork. I like to think of folders and virtual folders the same way I think of playlists in iTunes. A regular playlist is just a collection of songs put together, while a smart playlist is a constantly updating search based on specific criteria. Regular folders simply describe groupings of files based on location, while virtual folders act as "smart folders" and can search specific locations, types, filenames and other criteria to come up with groupings of files.

 

To start, we're going to open up a basic search window. Do this by either heading to the start menu and selecting "search," or simply use the keyboard shortcut of Windows key + f.

We're going to be searching using the advanced options, though this technique works for any sort of search that can be performed. To use the advanced options, click the advanced options dropdown.

Some good examples of virtual folders might be searching for all Word documents (*.doc, *.docx) created within the last month, which would provide easy access to those files. I found myself using virtual folders when I wanted to search specific locations for multiple types of media for Windows Media Center, so Vista could handle the search instead of Media Center.

Let's set up a specific search for MP3s created after Halloween.

Now, I'll click "Save Search" and specify where to save the virtual folder.

If I open the virtual folder now, it looks just like a regular folder.

Now, when adding music to my library, I can simply use the virtual folder instead of having to find every individual file in each location. 

Virtual folders are extremely useful to help users better manage their files, and while it doesn't work the exact same way in Mac OS X, Apple has created a similar mechanism. The process is extremely similar to Vista's process. Simply start a Spotlight search by either clicking the Spotlight icon in the upper right, or using the keyboard shortcut command + spacebar. Enter a search term, and click "Show all."

Now configure the search so it's specifically the search you need, using the plus and minus buttons to add or subtract criteria. Once you've got a search you like, click "Save," specify the location to save the folder, and you're set.

It's important to note that software using OS specific calls, like most software written natively for each operating system, will work searching these locations without too many problems. Not every piece of software will recognize smart folders though, but using smart folders can save system resources for programs that do recognize them. If you have any more questions about smart / virtual folders, leave a comment and we'll try to answer your questions. 

[Image: CD.Harrison]