How to create a Smart Folder on a Mac

A built-in tool saves you time from constantly searching to find the files you need on your Mac. We’ll show you how to create a smart folder on Mac that will automatically update to hold the files you need.

What is a smart folder on a Mac?

A Smart Folder is an automatically updating folder. Once you set the criteria, a new or edited file that meets the criteria is automatically placed in the folder.

This allows you to set up smart folders for things like files you created yesterday, ones that contain a specific word, or files of a specific type, like PDFs or images.

Also, the files are not moved to the Smart Folder they match. They’re easily accessible via the Smart Folder, while technically staying in place. This allows you to quickly view related files without having to search through dozens of other folders.

Let’s see how to create and edit a Smart Folder on Mac when your criteria change.

Create a smart folder

To set up a Smart Folder on your Mac, first open the Finder. It doesn’t matter what folder you see when you open Finder unless you want to search a specific one.

Step 1: Go to file in the menu bar and select New smart folder.

Step 2: An empty folder will appear in the Finder. Choose This Mac top left next to Seekto find files all over your computer if you don’t want to just search the current folder.

Step 3: Use the Seek at the top right to enter a word, category, file type, or date that you want to use as the first rule for the Smart Folder.

Select a suggestion from the drop-down list that suits your needs.

Step 4: When you see the search results, you’ll have the option to select them plus sign to the right of that Save on computer Button to add a rule that limits the results.

Step 5: Use the first dropdown box on the left to choose what you want to find. This can be the name, the content, the creation date, the type or another option.

Step 6: Use the next drop-down box and the box below to add the appropriate attribute. These options change depending on what you select in the first drop-down box.

Here is an example. We want our search term to find all items that have “Project ABC” in their name. However, we want to limit it to documents so we don’t see any images, folders, or other items. So we select for the rule Kind in the first drop-down box and Document in the second.

You can add as many rules as you like. Just remember that items must meet all the conditions to appear in the Smart Folder.

Step 7: You’ll see your results as you add criteria. This way you can confirm that you are getting the results you expect.

When you’re done, select Save on computer top right.

Step 8: Give your Smart Folder a name in the pop-up window.

By default, smart folders reside in saved searches on your Mac. However, you can choose a different location if you wish.

Finally, you can add the folder to the Finder sidebar for easier access if you want. Check the box for Add to sidebar to.

Step 9: When you’re done, select Save on computer to save your smart folder.

You can then go to the location for your Smart Folder to open it.

Optional: Find saved searches on Mac

If you leave your Smart Folder location as the default saved search on Mac, you can go here from the Finder.

Step 1: Open Finder and select walk > Go to the folder from the menu bar.

Step 2: In the search box at the top of the pop-up window, type the following: ~/Library/Saved Searches.

Step 3: Press To return.

You will then see that the Smart Searches folder is open with your Smart Folder inside.

Edit a smart folder

You may want to make changes to a Smart Folder that you have created. You may want to add more rules or remove one.

Step 1: Open your smart folder.

Step 2: Choose action drop-down menu in the Finder toolbar at the top of the window and select Show search criteria.

Step 3: You will then see your rules exactly as they were when you originally created the Smart Folder. Make your changes and select Save on computer.

The updated rules automatically replace the original ones.

Smart Folders on Mac are handy for quickly finding the files and other items you need. Now that you know how to create a smart folder on a Mac, let’s see how you can change the folder icon on macOS too!

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