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Organize Screenshots

A collection of prompts to tame an overflowing screenshots folder. Whether you take dozens of screenshots a day for work or just accumulate them over time, these prompts help you group them by month, separate app screenshots from web captures and error logs, or sweep older screenshots into a dated archive so your desktop stays clean.

Last updated: 3/22/2026
2 prompts included

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Prompts

Sort Screenshots by Month

Sort my screenshots into folders by the month and year they were taken. Use the format "YYYY-MM (Month Name)" for folder names, like "2026-01 (January)" or "2025-11 (November)". Keep the original filenames unchanged.
Expected result: Screenshots are grouped into monthly folders based on their creation date. Each folder is named with the year-month number and full month name for easy scanning. Files that lack a recognizable date remain in a top-level "Unsorted" folder.
Folder structure after:
Screenshots/
  2025-09 (September)/
    Screenshot 2025-09-03 at 10.14.22.png
    Screenshot 2025-09-18 at 15.42.07.png
  2025-10 (October)/
    Screenshot 2025-10-01 at 08.30.55.png
    Screenshot 2025-10-12 at 11.09.43.png
    Screenshot 2025-10-28 at 19.55.12.png
  2025-11 (November)/
    Screenshot 2025-11-05 at 09.21.38.png
    Screenshot 2025-11-14 at 14.03.50.png
  2025-12 (December)/
    Screenshot 2025-12-02 at 16.47.29.png
    Screenshot 2025-12-19 at 10.33.04.png
    Screenshot 2025-12-25 at 12.00.01.png
  2026-01 (January)/
    Screenshot 2026-01-08 at 07.58.16.png
    Screenshot 2026-01-22 at 13.11.40.png
  2026-02 (February)/
    Screenshot 2026-02-03 at 09.45.33.png
    Screenshot 2026-02-17 at 20.12.08.png
  2026-03 (March)/
    Screenshot 2026-03-04 at 11.26.59.png
    Screenshot 2026-03-15 at 08.40.22.png
    Screenshot 2026-03-21 at 17.05.47.png
  Unsorted/
    image_capture_no_date.png

Archive Old Screenshots

Move all screenshots older than 90 days into an "Archive" folder, organized by quarter (e.g., "2025 Q3", "2025 Q4", "2026 Q1"). Keep recent screenshots from the last 90 days in the top-level folder untouched.
Expected result: Screenshots older than 90 days are moved into quarterly archive subfolders, clearing out clutter while preserving easy access to recent captures. Recent screenshots stay exactly where they are. The archive uses a clean year-quarter naming convention so older files remain findable.
Folder structure after:
Screenshots/
  Screenshot 2026-03-04 at 11.26.59.png
  Screenshot 2026-03-08 at 13.17.55.png
  Screenshot 2026-03-12 at 11.05.47.png
  Screenshot 2026-03-15 at 08.40.22.png
  Screenshot 2026-03-18 at 07.50.39.png
  Screenshot 2026-03-21 at 17.05.47.png
  Archive/
    2025 Q3/
      Screenshot 2025-09-03 at 10.14.22.png
      Screenshot 2025-09-18 at 15.42.07.png
    2025 Q4/
      Screenshot 2025-10-01 at 08.30.55.png
      Screenshot 2025-10-12 at 11.09.43.png
      Screenshot 2025-11-05 at 09.21.38.png
      Screenshot 2025-11-14 at 14.03.50.png
      Screenshot 2025-12-02 at 16.47.29.png
      Screenshot 2025-12-19 at 10.33.04.png
      Screenshot 2025-12-25 at 12.00.01.png
    2026 Q1/
      Screenshot 2026-01-08 at 07.58.16.png
      Screenshot 2026-01-22 at 13.11.40.png
      Screenshot 2026-02-03 at 09.45.33.png
      Screenshot 2026-02-17 at 20.12.08.png

Customization Tips

  • Change the date format in the monthly sort to match your locale, e.g., "January 2026" or "01-2026".
  • Add more content-type categories like "Code Snippets", "Design Mockups", or "Meeting Notes" to fit your workflow.
  • Adjust the 90-day archive threshold to 30 or 60 days if your screenshots folder fills up faster.
  • Combine the monthly sort with content-type sort for a two-level hierarchy, e.g., "2026-03 (March)/Error Messages/".
  • Exclude specific files or patterns from archiving by mentioning them in the prompt, such as "keep anything with 'important' in the filename".

Troubleshooting

Problem:

Screenshots are landing in "Unsorted" during the monthly sort.

Solution:

The filenames may not contain a recognizable date. Try renaming them to include a date or use file metadata instead.

Steps:

  1. 1Check filenames for date patterns.
  2. 2Rename files to include a date if missing.
  3. 3Re-run the sort.

Problem:

Content-type sorting is inaccurate for some screenshots.

Solution:

Sortio analyzes screenshots visually. Very small or cropped screenshots may be harder to classify accurately.

Steps:

  1. 1Review misclassified screenshots.
  2. 2Move edge cases manually or add more specific rules to the prompt.
  3. 3Consider combining with filename-based hints.

Problem:

The archive prompt moves files you still need.

Solution:

Reduce the day threshold or add exceptions for specific filenames.

Steps:

  1. 1Adjust the threshold (e.g., from 90 to 180 days).
  2. 2Add filename exceptions to the prompt.
  3. 3Re-run the sort.

Problem:

Screenshots saved as JPEG, WEBP, or HEIC are being skipped.

Solution:

These formats are supported. Check that the file extension is correct and not corrupted.

Steps:

  1. 1Verify file extensions in Finder.
  2. 2Rename files with correct extensions if needed.
  3. 3Re-run the sort.

Problem:

Very large screenshot folders (500+ files) seem to take a long time.

Solution:

The sort may run asynchronously for large folders. Check the activity panel for progress.

Steps:

  1. 1Wait for the async sort to complete.
  2. 2Check the Sortio activity panel for status updates.
  3. 3Consider sorting in smaller batches if needed.

Frequently Asked Questions

Will Sortio rename my screenshot files?

No. All three prompts keep your original filenames intact. Only the folder structure changes.

Can I combine multiple prompts, like sorting by date and then by app?

Yes. Run the monthly sort first, then run a second prompt inside each monthly folder, for example splitting screenshots from photos or grouping by the app name in the filename.

Can Sortio read what is inside a screenshot image?

No. Sortio sorts screenshots by filename, capture date, and file metadata; it does not analyze pixels inside images. For finding text inside screenshots, pair Sortio with your OS tools like macOS Live Text or Spotlight.

What happens to screenshots that are exactly 90 days old in the archive prompt?

Screenshots at exactly 90 days are treated as recent and stay in the top-level folder. Only screenshots strictly older than 90 days are archived.

Related Glossary Terms

screenshotsscreen capturesscreen grabssnipsprintscreendesktop clutterscreenshot organizationimage sortingphoto management

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