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Folder Rules guide

Check a Folder Rules rule before it changes files

Preview shows which files match a rule without changing them. Check the action and destination before choosing Save rule, which can begin processing files already present.

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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 few sample files that should match and at least one that should not.

Using the free trial? You can prepare rules and use Preview before its seven-day timer starts. Activating a valid, ready rule or resuming automation with one starts the shared period; Pause and closure do not stop the clock. How the free trial works.

Follow these steps

  1. Set up a small example

    Put a copied PDF and a JPG in a test folder. This example uses invoice-example.pdf and Earth.jpg. Open Add rule, name it Copy invoice PDFs, set Item type to File and enter pdf in File extensions (optional). Choose Copy and a separate destination, such as Filed invoices.

  2. Run Preview

    Select Preview and wait for the check to finish. Review the matching count and displayed items. A partial or canceled preview is not a completed check.

    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.

  3. Check matches and non-matches

    The PDF should appear with Copy and the chosen destination. Earth.jpg should not match. Preview shows up to 30 items; if more match, read the total before saving.

  4. Adjust and preview again

    If too much matches, narrow the extension, name or other conditions. Preview again after changing the rule. If you only wanted to inspect it, select Cancel instead of saving.

  5. Save and check the actual result

    Select Save rule only when the scope is correct. Existing and new matching items are checked for readiness. Open Activity to see completed, waiting, skipped or failed outcomes.

Check your result

  • The preview completed and the matching count is expected.
  • The selected action and destination are correct for every intended match.
  • You inspected Activity after saving; a preview match alone is not proof of completion.
If you need more help

If Preview cannot finish

A failed Preview does not change files. Read the displayed reason, check that the selected folder is accessible and the conditions are valid, then try again. If the rule or folder changed after the preview, run a fresh preview.

Cancel stops the preview. It does not save the edited rule or authorize an action on the displayed files.

Why a previewed file can wait

Preview shows matches at that moment. A file still being downloaded or changed is checked again before the action runs. Age conditions can also mean it must wait longer.

An earlier matching rule may handle the file first. Check rule order as well as the preview.

Need the app?

Folder Rules. Check requirements and download options.

Folder Rules on Microsoft Store

Next steps