iTunes chaos? Here's how to organize your music library.
Your iTunes library is a mess. Duplicate tracks, wrong album art, and syncing with your AirPods isn't working well either. Every time you want to create a new playlist, you get lost in the maze of menus. You've tried three times to sort it out, but it only gets worse.
Yet you keep using iTunes—because, well, all your music is in there, and your accessories are designed for it. But here's the thing: most people make iTunes unnecessarily complex by trying to tackle too much at once. They try to reorganize their entire 20-year music collection at once. That doesn't work.
The key lies in five simple steps that will transform your library in an hour. No major cleanup, just targeted actions that deliver immediate results.
Useful links
- Refurbished iPhone models for optimal iTunes synchronization
- iPad collection to manage your media library on the big screen
- Accessories for a better audio experience
Step 1: Clean up your library with smart filters
Don't start with your entire music collection. That's the biggest mistake people make. Focus on one specific genre or the music from the past year first. Open iTunes and go to "Music" in the left sidebar. Click "Songs" to see an overview of all the tracks.
Use the search bar in the upper right corner and type "none." This will show all songs without album art or missing metadata. Select up to 50 songs at a time. Right-click and choose "Song Info." Here, you can add album art in bulk using the "Artwork" tab. Drag an image into the box or click "Add Artwork."
You can find duplicate tracks by going to File > Library > Show Duplicates. Note: iTunes also shows different versions of the same song (live, remix, acoustic). Therefore, always check the file size and bitrate before deleting anything. Keep the highest-quality version.
Step 2: Create smart playlists that update themselves
Static playlists are a waste of time. You forget to update them, and within two weeks they're out of date. Smart playlists do the work for you. Go to File > New > Smart Playlist.
For example, create a "Recently Added" list with the following criteria: "Date Added" is within the last "2 weeks." Add a second rule: "Played Times" is less than "3." This list will automatically show new music you haven't listened to often.
For work playlists, create a list with: "Genre" contains "Ambient" or "Classical," "Rating" is greater than "3 stars," and "Last played" is not within the last "7 days." This prevents you from hearing the same songs over and over while working.
Step 3: Optimize syncing with your devices
Syncing issues are usually caused by incorrect settings, not technical errors. Connect your iPhone or iPad using a cable (not wirelessly the first time). The device will appear in the left sidebar.
Click the device icon and go to "Music." Check "Sync music." Be sure to choose "Selected playlists" instead of "Entire music library." This prevents your storage from filling up. Select a maximum of 5-10 playlists that you actually use.
Under "Options," you'll find "Convert higher bitrate songs to 256 kbps AAC." Enable this. It saves space without any noticeable loss of quality. For podcasts, use the same method, but limit it to shows from the last month.
Step 4: Use metadata for better organization
Metadata is more than just artist and album. It determines how iTunes sorts and presents your music. Select an album and press Command+I (Mac) or Control+I (Windows).
For compilations, fill in the "Album Artist" field. This prevents each track from appearing as a separate album. For classical music, enter the composer in the "Composer" field, not the "Artist" field. The performing artist appears in the "Artist" field.
Use the "Grouping" field for subgenres. Jazz can be categorized as "Bebop," "Smooth Jazz," or "Fusion." This makes creating specific playlists much easier later. Use the "Comments" field for personal notes like "Summer 2023" or "Workout."
Step 5: Set up automatic maintenance
Keeping your library organized is only possible with automation. Go to iTunes > Preferences > Advanced. Check these options: "Keep iTunes Media folder organized" and "Copy files to iTunes Media folder when adding."
This ensures that new music automatically ends up in the correct folder structure. iTunes creates folders for each artist and album. Manually moving files is no longer necessary.
Also set your backup strategy. iTunes doesn't automatically back up your music library. Use Time Machine on Mac or File History on Windows. Specifically, back up the "iTunes Media" folder inside your Music folder. This contains all your music files. The file "iTunes Library.itl" contains all the metadata and playlists.
Finally, update iTunes regularly. Apple fixes bugs and improves syncing with new devices. Check for updates monthly via iTunes > Check for Updates. Major updates usually arrive in September, coinciding with the release of new iOS versions.
Practical tips for daily use
The secret to a well-functioning iTunes library is consistency. Always add new music the same way. Preferably, download from the iTunes Store or Apple Music. This music already contains the correct metadata.
When importing CDs, use the AAC Encoder with iTunes Plus quality. This provides the best balance between file size and sound quality. MP3 is outdated and takes up more space at the same quality.
Use the Mini Player for everyday use. It opens with Command+Shift+M. It frees up your main window for other tasks while your music continues to play. The new Music app on macOS Catalina and later has similar features, but lacks some of the advanced options of iTunes.
Conclusion: working smart with iTunes
A tidy iTunes library isn't about major cleanups, but about five focused steps that work immediately. Start small with filters and metadata, create smart playlists that update themselves, and let iTunes do the heavy lifting through automation.
Syncing with your iPhone or iPad will then run smoothly. It'll take an hour once, but it'll save you months of frustration. Continue adding new music the same way consistently, and your library will stay organized.
No rocket science, just work smart with the tools that are already available.
