How to Create and Use Apple Shortcuts on macOS

For years, macOS users relied on Automator to script and streamline repetitive tasks. However, with recent versions of macOS, Apple has integrated the powerful Shortcuts app, bringing the same automation capabilities found on iOS directly to the Mac. Apple Shortcuts allows you to combine multiple steps across different applications into a single click or keyboard shortcut.

Whether you want to batch-resize images, automatically arrange your workspace, or extract text from documents, this guide will teach you how to create and use Apple Shortcuts on macOS.

Understanding the Shortcuts App Interface

To begin, open the Shortcuts app from your Applications folder or by searching for it via Spotlight (Cmd + Space).

The interface is divided into two main areas:

• The Gallery: A curated collection of pre-made shortcuts created by Apple. This is the best place to start if you are new to automation.
• All Shortcuts: This section houses your personal collection of shortcuts, which sync across your Mac, iPhone, and iPad via iCloud.

How to Create a Custom Shortcut from Scratch

To understand the power of Shortcuts, we will build a highly practical automation: a shortcut that takes a selected image, resizes it, converts it to a JPEG, and saves it to the desktop.

1. Click the + (Plus) icon in the top right corner of the Shortcuts app to create a new shortcut.
2. In the right-hand panel (the Action Library), search for Get Selected Files. Double-click it (or drag it into the main editor area) to add it to your workflow. Ensure it is set to get files from the “Finder”.
3. Next, search for Resize Image and add it below the first action. By default, it may say “Resize [Image] to Size 640”. You can click the numbers to change the dimensions (e.g., 1920 width, leaving height to Auto).
4. Search for Convert Image and add it to the flow. Set it to convert the resized image to JPEG.
5. Finally, search for Save File and add it. Click the arrow next to the action to choose a specific destination, such as your Desktop, and untick “Ask Where to Save” if you want it to run seamlessly.

Naming and Customising Your Shortcut

Before using the shortcut, you should give it a clear name and icon.

1. Click the Shortcut Name at the top of the editor window and rename it (e.g., “Resize for Web”).
2. Click the icon next to the name to change its colour and symbol to make it easily recognisable.

How to Trigger Your Shortcuts

The true value of a shortcut lies in how quickly you can trigger it without interrupting your workflow. macOS offers several ways to run your automations:

1. Using the Menu Bar

You can pin your most-used shortcuts to the macOS Menu Bar at the top of the screen.

1. Open your shortcut in the editor.
2. Click the Shortcut Details button (the icon with three sliders in the top right).
3. Tick the box next to Pin in Menu Bar.

2. Using Keyboard Shortcuts

For maximum speed, assign a keyboard shortcut.

1. In the same Shortcut Details panel, click the Add Keyboard Shortcut button.
2. Press the combination of keys you want to use (e.g., Cmd + Shift + R).

3. Using the Finder Quick Actions Menu

If your shortcut manipulates files (like the image resizer we built), you can add it to the Finder right-click menu.

1. In the Shortcut Details panel, tick the box for Use as Quick Action.
2. Ensure Finder is selected. Now, you can right-click any image in Finder, go to Quick Actions, and select your shortcut.

Migrating from Automator

If you have existing Automator workflows, Apple has made it easy to transition. Simply drag and drop an Automator workflow file (.workflow) into the Shortcuts app. macOS will automatically translate the Automator actions into the equivalent Shortcuts actions where possible.

By leveraging Apple Shortcuts, you can drastically reduce the time spent on repetitive tasks, allowing your Mac to do the heavy lifting for you.