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Folder Rules guide

Automatically sort downloaded files into folders on Windows

Make a rule that copies matching PDFs into a chosen folder. Try it with one PDF and one photo, check Preview, then save the rule.

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Before you start

  • Folder Rules from Microsoft Store on Windows 11 24H2 or later, x64. Automatic actions need an active trial or full license; Preview can be used during setup.
  • A watched folder and separate destination on a fixed drive in this PC, outside OneDrive, other cloud/sync folders and network shares. The drive must use NTFS: check File system in the drive's Properties in File Explorer.
  • A small test folder containing expendable sample files.

Follow these steps

  1. Choose a test folder

    Put a copy of a real PDF and a JPG in a test folder. This example uses invoice-example.pdf and Earth.jpg. In Folder Rules, select Choose folder and select that folder. Keep a separate empty folder ready for the copy.

  2. Match PDF files

    Select Add rule. Name it Copy PDFs, set Item type to File and enter pdf in File extensions (optional). Leave Include subfolders off.

  3. Choose Copy

    Under Do this, choose Copy. Choose destination must point outside the watched folder. Set If the name already exists to Keep both.

    Folder Rules selects Copy, Filed invoices as the separate destination, and Keep both for existing names.
    Choose Copy and a separate destination. Enlarge image.
    1. Choose a destination outside the watched folder.

  4. Check Preview

    Select Preview. Check that the PDF matches, the JPG does not, and the destination is correct. Preview itself does not copy files.

    Folder Rules Preview shows one matching invoice-example.pdf with Copy planned to Filed invoices.
    Preview lists the matching invoice and its planned destination. Enlarge image.

  5. Save the rule

    Choose Save rule when ready. A ready, enabled rule can start work immediately and begin the trial timer. If automation is paused, choose Resume only when ready.

  6. Check the copied PDF

    Open Activity and the destination folder. Open the copied PDF. Once the test works, pause automation before adapting the rule to your real Downloads folder.

Check your result

  • The PDF matched; the JPG stayed out of the result.
  • Activity shows the actual outcome and the copied PDF opens correctly.
  • Before saving a Downloads rule, you checked the matching files already there.
If you need more help

Try seven days of automation

The Store trial lasts one continuous 168-hour period. Preview and setup do not start it. Saving or enabling a ready rule while automation is active, or choosing Resume with a ready rule, starts the timer.

Pause, sleep and closing the app do not stop that timer. At expiry, new work stops and admitted work reaches a safe stopping point. Rules, activity and files remain. Check Activity before retrying interrupted work.

Continue with the full version

Choose Buy Folder Rules and wait for Store license confirmation. Use Check license if needed; a failed check is not a reason to buy again. Your rules and Pause choice remain. Review Activity and choose Resume when ready. Completed or canceled work is not automatically replayed.

If trial access needs attention

If the app cannot verify trial time, correct Windows date and time, then check again. Do not delete trial or recovery records. Reset, updating or ordinary reinstall does not restart the trial. Contact Support if checking again does not help.

If a file has not been copied yet

A recently changed file may need a thirty-second quiet interval before processing. That wait alone does not mean another app has the file open. Read Activity for the actual readiness, access, cancellation or unsupported-item explanation.

Pause stops new work and asks current work to cancel. Wait for the final Activity result before changing an affected file. Closing the main window leaves rules running; use Pause or the tray controls to exit when you need them to stop.

Scope and rule order

Every condition you set must match. File extensions uses entries such as pdf, jpg separated by commas; wildcard patterns belong in Name pattern under More conditions.

Rules run in order and the first matching rule controls the action. Put a specific rule above a broader one using Move up or Move down. Cloud/sync, removable and network watched folders are not supported.

Adapt the example to other file types

For photos, use extensions such as jpg,png and choose a separate photo folder. For PDFs whose names follow a pattern, add a Name pattern under More conditions. Preview each new rule on samples.

Folder Rules does not work out a destination by reading the meaning of a document. Use conditions that describe the filenames or other options actually shown.

For a one-time tidy-up, selecting files in File Explorer may be enough. Rules are useful when the same sorting job keeps coming back.

Need the app?

Folder Rules. Check requirements and download options.

Folder Rules on Microsoft Store

Next steps