Mac Tip: Smart Folder for frequent file searches

Whether it's photos, videos, text documents, screenshots, audio files or other content on the Mac hard drive - you're always looking for something new. In my job as an editor and copywriter, for example, I'm always looking for articles that I've written in Pages or Word. Above all, I keep looking for recurring post formats. In order not to have to start the same search over and over again, there are "intelligent folders" under macOS. With these, large accumulations of files can also be sorted without having to sort out the files manually. In this guide, I'll show you how to create a smart folder and add search rules to it.

Create a new smart folder on the Apple Mac

In order to save a search for later applications, you create a smart folder under macOS on the Apple Mac. This will save you time and nerves when locating certain files in the future. And this is how you do it:

1. Open a folder or click on the desktop to do this Finder menu to be able to use
2. Now click in the menu bar to the right of "Finder". filing
3. Select the item from this drop-down menu New smart folder from
4. Don't let the search view of the Finder window irritate you
5. Now put a search location, search terms and / or Search parameters / rules fixed (see below)

Select Mac Smart Folder search parameters

In addition to the search field at the top right of the Finder window, which should be automatically selected after creating the folder, you can use this for the exact search parameters Plus symbol (+) below. Click on the plus and set "Type" to Any, Document, Music, PDF, Text or another file type, for example. If you click the plus again, you'll add more search criteria (or "rules" as Apple calls it): Name, Last Open Date, Content, Creation Date, Last Modified Date, etc. Click Other…to access a huge list of additional parameters.

Very long list of search parameters for specialized folders

Click on it as described above Other…, then a long list of possible search parameters opens up for you. You can select one or more of these by ticking them in the "In the menu" column. From the sampling rate in audio files and the horizontal resolution of an image to the logical size of an object in bytes or the height of an object above sea level to the fonts used or the version number of an object, a great deal can be defined in great detail.

So you can not only save very simple file searches in an intelligent folder, but also very special and subject-specific search queries. From photo editing, video and music production to scientific evaluations or the organization of tax documents, pretty much everything can be done with the intelligent folders on the Mac. With several intelligent folders in the same directory, you can automatically organize files of different time periods, sizes, dimensions and other properties and always access them from a central location.

Don't forget to back up the Smart Folder to be able to use it

Unlike regular folders, which are immediately available and usable after creation, an intelligent folder with the set search parameters or search rules must first be saved. However, this can be done very quickly by clicking on the search symbol (magnifying glass) in the top right-hand corner Easily secure clicks When you click on the Save button, you will be asked for the desired name for the folder and where it should be saved.

I once named my sample folder "Sir Apfelot Search" because it searches for the weekly newsreel articles. You can even set whether the folder in the sidebar of the Finder-window should be placed, which helps with quick access and searching. But you can also store it on your desktop or in another folder that you call up often anyway and from which you can also quickly access your saved search.

Change smart folders later and adjust search rules

If you have set a search rule incorrectly or want to realign the smart folder after a certain period of time, you can make adjustments at any time. To adjust, add or delete a rule in a smart folder on the Apple Mac, proceed as follows:

1. Open the smart folder you want to customize
2. In the Finder window toolbar, click the circled three dots (...)
3. Choose from their drop-down menu Show search criteria from
4. Set the new criteria or make other changes
5. Then close the change again Easily secure ab

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Johannes Domke

[On vacation] After graduating from high school, Johannes completed training as a business assistant specializing in foreign languages. But then he decided to research and write, which led to his independence. He has been working for Sir Apfelot, among others, for several years now. His articles include product introductions, news, instructions, video games, consoles and much more. He follows Apple keynotes live via stream.