Quick Answer
To create a Smart Folder on a Mac, open Finder, click File > New Smart Folder, choose a search location, and add criteria such as file type, creation date, name, or tags. Click Save, enter a name, choose where to save the Smart Folder, and select Add to Sidebar if you want quick access.
A Smart Folder is a saved search. It does not move, copy, or duplicate files. Instead, it automatically displays files that match the rules you define, even when those files remain in different folders.
What Is a Smart Folder?
A Smart Folder is a Finder search that has been saved for future use. You can build rules that identify files by attributes such as:
- Name
- File type
- Date created or modified
- File size
- Tags
- Content
- Location
- Author
- File extension
For example, you could create Smart Folders that show:
- All PDFs in your Documents folder
- Files modified during the past week
- Large files that are taking up storage space
- Images tagged “Work”
- Documents created this month
- Files with names containing “invoice”
Unlike a regular folder, a Smart Folder does not physically contain files. It shows matching items wherever they are stored. If a file stops matching the rules, it disappears from the Smart Folder—but it is not deleted.
How to Create a Smart Folder in Finder
1. Open Finder
Click the Finder icon in the Dock, or click the desktop and choose File > New Finder Window.
2. Start a new Smart Folder
In the Finder menu bar, choose File > New Smart Folder.
A Finder window opens with a search field and options for adding search criteria.
3. Choose where to search
Near the top of the window, choose a location such as:
- This Mac to search across your Mac
- The current folder
- A connected drive or another available location
Choose This Mac when you want the Smart Folder to include files from multiple locations. Choose a specific folder when you want to limit the results—for example, to your Documents folder.
4. Add your first search criterion
Click the + button near the right side of the search window. Finder displays a rule with two menus.
The first menu identifies the type of information to search, such as:
- Kind
- Name
- Date Modified
- Date Created
- Size
- Tags
The second menu lets you choose a condition. The available conditions depend on the first menu.
For example:
- Choose Kind.
- Choose PDF.
Finder immediately displays matching files.
5. Add more criteria
Click the + button again to add another rule. Multiple rules allow you to narrow the results.
For example:
- Kind is PDF
- Date Modified is within last 30 days
This displays recently modified PDF files.
You can also create rules based on names, tags, or sizes. For example:
- Name contains “receipt”
- Tags includes “Tax”
- Size is greater than 100 MB
The results update as you add or change rules.
6. Save the Smart Folder
When the results look correct, click Save.
Enter a name for the Smart Folder, choose where to save it, and select Add to Sidebar if you want it to appear in Finder’s sidebar.
Click Save again.
The Smart Folder is now available like a regular Finder item. Opening it runs the saved search and displays files that currently match its rules.
Important: Saving a Smart Folder does not move, rename, copy, or delete any files. It only saves the search criteria.
How to Combine Filters in a Smart Folder
Combining filters is one of the most useful features of Smart Folders. Each additional rule can make the results more specific.
Use multiple rules together
Suppose you want a Smart Folder for project documents modified recently:
- Choose File > New Smart Folder in Finder.
- Select This Mac or your project folder.
- Click +.
- Set the first rule to Kind is Document.
- Click + again.
- Set the second rule to Date Modified is within last 7 days.
- Save the Smart Folder.
Finder shows files that satisfy both rules.
Add a different type of rule
If the first menu does not show the attribute you need, choose Other…. A list of additional search attributes appears. You can add attributes such as:
- File extension
- Authors
- Comments
- Last opened date
- Duration
- Pixel width or height
- Audio bit rate
- Camera model
Select an attribute and click OK. It becomes available as a rule in the Smart Folder.
Remove a rule
To remove a criterion, click the – button next to that rule. Removing a rule broadens the search results.
If the Smart Folder becomes too broad, add a rule that limits the location, type, date, name, or another attribute.
Understand how multiple rules work
When you add several standard rules, Finder generally shows items that meet all of them. This is useful for narrowing results.
For example:
- Kind is Image
- Date Created is within last 30 days
- Tags includes Work
The results are images created recently that also have the “Work” tag.
If you need more advanced alternatives—such as files that match one condition or another—Finder’s standard Smart Folder interface may not provide the exact logic you want. In that case, try using a broader Smart Folder and then refine the results with Finder’s search field or a second rule.
How to Save a Finder Search
You do not have to begin with File > New Smart Folder. You can also save a search after searching in Finder.
- Open a Finder window.
- Click the search field in the upper-right corner.
- Enter a word, phrase, file name, or other search term.
- Choose a search location, such as This Mac or the current folder.
- Add criteria with the + button if needed.
- Click Save near the top-right of the search window.
- Name the saved search.
- Choose a location.
- Select Add to Sidebar if desired.
- Click Save.
This saved search works as a Smart Folder. You can open it later to see an updated list of matching files.
How to Edit a Smart Folder
You can change a Smart Folder’s name, location, and search rules.
Change the search criteria
- Open the Smart Folder in Finder.
- Click the Action button in the Finder toolbar. It may appear as a button with three dots.
- Choose Show Search Criteria.
The search rules appear. Add, remove, or modify criteria as needed.
Depending on how the Smart Folder was saved and which macOS version you use, you may also be able to open the Smart Folder’s information or saved-search file and adjust it from there. If Show Search Criteria is unavailable, create a new Smart Folder with the desired rules and save it under a new name.
Rename a Smart Folder
- Select the Smart Folder in Finder.
- Press Return, or Control-click it and choose Rename.
- Enter a new name.
- Press Return.
Renaming the Smart Folder does not change the names of the files it displays.
Move a Smart Folder
You can move a Smart Folder like a regular file:
- Select it.
- Drag it to another folder, or use Command-C and Command-V to copy it.
- If you want to move it rather than copy it, drag it while holding the appropriate modifier key if necessary, or use the Finder’s standard file-moving options.
Moving a Smart Folder does not move its matching files.
Delete a Smart Folder
Select the Smart Folder and press Command-Delete, or Control-click it and choose Move to Trash.
Warning: Deleting a Smart Folder removes the saved search. It does not delete the files displayed by that search. However, emptying the Trash permanently deletes the Smart Folder itself, so confirm that you no longer need it first.
Practical Smart Folder Ideas
Recently modified documents
Use these rules:
- Kind is Document
- Date Modified is within last 7 days
This can help you find files you recently worked on without remembering their location.
Work files with tags
If you use Finder tags, create a Smart Folder with:
- Tags includes Work
You can add another rule, such as Kind is PDF, to show only tagged PDF files.
Large files
Create a Smart Folder with:
- Size is greater than a chosen amount, such as 500 MB
Review the results before deleting anything. Some large files may be important applications, backups, videos, or other data you want to keep.
Warning: A Smart Folder only identifies files. Do not delete files from its results unless you have confirmed that they are unnecessary and backed up if needed.
Files created this month
Use:
- Date Created is within this month
This is useful for tracking downloads, scans, exported images, or documents created during a project.
Unfinished downloads
Depending on your browser and file naming habits, search for a name containing terms such as “download,” “copy,” or a project-specific word. You can also search by Date Modified to find files downloaded recently.
Because file names and download locations vary, inspect the results and adjust the rules to fit your workflow.
Images from a project
Use a combination such as:
- Kind is Image
- Tags includes a project tag
- Date Modified is within a selected period
This provides a changing view of project images without requiring you to move every file into one physical folder.
Smart Folders and iCloud Drive
Smart Folders can search locations available to Finder, including folders stored in iCloud Drive. The results depend on which files and folders are available to your Mac.
Files stored only in the cloud may not be immediately available offline. If a file does not appear as expected:
- Confirm that the Smart Folder is searching the correct location.
- Check that iCloud Drive is enabled and visible in Finder.
- Make sure the file has finished syncing.
- If necessary, open or download the file so it is available locally.
A Smart Folder does not change where iCloud Drive stores a file or how it synchronizes it.
Smart Folder Limitations
Smart Folders are convenient, but they are not a replacement for every type of file organization.
- They do not create physical copies of files.
- They do not automatically rename files.
- They do not automatically apply tags.
- They may show different results as files are added, changed, moved, or deleted.
- Search results can depend on the selected search location.
- Files that have not been indexed may not appear immediately.
- Advanced “any of these conditions” searches can be difficult to build in Finder’s standard interface.
- A Smart Folder does not protect files from deletion or replace a backup.
Use regular folders for a stable physical structure, and use Smart Folders when you want flexible views based on changing criteria.
Troubleshooting Smart Folders
The Smart Folder shows no results
Check the following:
- Confirm that the search location is correct.
- Remove one or more rules to see whether a criterion is too restrictive.
- Check spelling in name-based searches.
- Confirm that the file’s type, tag, or date matches the rule.
- Wait briefly if files were recently added or changed.
Files are missing from the results
The Smart Folder may be searching only the current folder rather than This Mac. Open the Smart Folder’s criteria and select a broader location.
Also check whether the files are stored on a disconnected external drive, remain online-only in cloud storage, or have not yet been indexed.
The rules are not visible
Open the Smart Folder, click the Action button, and look for Show Search Criteria. If the option is unavailable, the saved search may not be editable in its current form. Recreate the Smart Folder and save it again with the desired criteria.
The Smart Folder displays too many files
Add more rules. For example, combine Kind, Date Modified, Tags, or Name criteria. You can also narrow the search from This Mac to a specific folder.
A file disappeared from the Smart Folder
This usually means the file no longer matches one of the rules. It may have been renamed, moved outside the search location, modified, untagged, or changed in another way.
The file has not necessarily been deleted. Search for it by name in Finder or inspect its original folder.
The Smart Folder is not in the Finder sidebar
When saving the Smart Folder, select Add to Sidebar. If it was already saved, locate it in Finder and drag it into the sidebar. You can also save a new copy and enable the sidebar option.
Frequently Asked Questions
Do Smart Folders take up extra storage?
A Smart Folder is a saved search and normally uses very little storage. It does not duplicate the files it displays.
Can I put the same file in multiple Smart Folders?
Yes. A file can appear in any number of Smart Folders when it matches their criteria. The file remains in its original location.
Does deleting a file from a Smart Folder delete the original?
Yes. A Smart Folder displays the actual files, not copies. If you move a file to the Trash from a Smart Folder, you are moving the original file to the Trash.
Warning: Confirm that you are deleting the correct file before using Move to Trash. Emptying the Trash permanently deletes its contents.
Can I create Smart Folders for applications?
Yes. Set the Kind rule to Application, or choose Other… if the option is not immediately visible.
Can I use tags in Smart Folders?
Yes. Add a Tags rule and select the tag you want. Tags are especially useful when files belong to more than one project or category.
Do Smart Folders automatically organize files into new folders?
No. They organize how you view files, not where files are stored. If you need files moved into physical folders, you must move them manually or use another automation tool.
Can I share a Smart Folder with someone else?
You can copy the saved Smart Folder, but its results depend on the recipient’s files, search locations, permissions, and available drives. A Smart Folder does not package or share the files it displays.
What is the difference between a Smart Folder and a regular folder?
A regular folder stores files in a specific location. A Smart Folder stores search criteria and displays matching files from one or more locations.
Final Thoughts
Smart Folders provide a flexible way to find files without moving or duplicating them. Start with a simple rule such as Kind, Date Modified, or Tags, then add filters until the results are useful. Save searches you use regularly, add them to the Finder sidebar, and review their criteria when your workflow changes. For permanent storage and backups, continue using regular folders and a reliable backup system.