macOS · Apps
Automate repetitive tasks with custom workflows
The Shortcuts app lets you build multi-step automations that run apps, files, and system actions in sequence, either manually, on a schedule, or triggered by an event.
How to open Shortcuts App
- Open the Shortcuts app from Launchpad or Spotlight
- Click the + button to create a new shortcut
- Drag actions from the right-hand library into the workflow
- Save and run it manually, or add a trigger under the Automation tab
What you should know
- Build shortcuts from a library of app and system actions using a drag-and-drop editor
- Run shortcuts from the menu bar, Spotlight, or a keyboard shortcut
- Set up automations that trigger on events like a specific time, app launch, or connecting to Wi-Fi
- Shortcuts sync via iCloud so the same automation is available on iPhone and iPad too
Why it matters
Shortcuts turns repetitive multi-step tasks, like resizing a batch of images or renaming files by a pattern, into a single click or automatic trigger, saving real time for anyone who does the same manual steps often. Because it replaced Automator as Apple's primary automation tool, it's increasingly where new automation capability appears first. It's also approachable for non-programmers, using a visual block-based editor rather than requiring scripting knowledge.
Best practices
- Start with Apple's built-in shortcut gallery templates before building one from scratch.
- Use the 'Quick Actions' integration to run shortcuts directly from the Finder right-click menu.
- Name shortcuts clearly since they'll also appear in Spotlight search and Siri.
- Test automations on non-critical files first, especially ones that rename or delete files in bulk.
Common problems and fixes
- A shortcut that worked on iPhone doesn't run the same way on Mac.
- Some actions are iOS-only; check the action list for a 'Not available on Mac' indicator when building cross-platform shortcuts.
- An automation doesn't trigger automatically as expected.
- Confirm the automation is enabled and its trigger conditions (time, app, network) are configured correctly under the Automation tab.
Tips and tricks
- Add a shortcut to the menu bar for one-click access without opening the full app.
Frequently asked questions
Do I need to know how to code?
No, Shortcuts uses a visual editor with pre-built actions, no scripting required.
Can shortcuts run without me opening the app?
Yes, automations can run in the background on a schedule or trigger, with or without confirmation depending on how you configure them.
Related settings
- Mission Control & SpacesMission Control gives you a bird's-eye view of every open window and virtual desktop (called a Space) on your Mac, so you can quickly find a window or switch contexts. Spaces let you group apps by project or activity instead of piling every window onto one desktop.
- General & Default AppsThe General settings pane covers system-wide basics like software update, storage, and login items, while default app settings let you choose which app opens web links, email, and specific file types instead of relying on Apple's built-in apps.
- Siri & SpotlightSiri settings control your Mac's voice assistant — activation phrase, voice, and language — while Spotlight settings determine what shows up when you search with Command-Space, including which categories of results and suggestions appear.
More Apps guides for macOS
- Login Items & ExtensionsLogin Items & Extensions settings control which apps and documents open automatically when you log in, plus which system extensions — like Finder add-ons, sharing options, and background helper processes — are allowed to run.
- ExtensionsExtensions settings let you enable or disable add-ons that other apps install into Finder, the Share menu, Today widgets, and other system surfaces, giving you control over what third-party code can hook into.
- Passwords AppThe Passwords app provides a dedicated interface for viewing, organizing, and sharing the passwords, passkeys, Wi-Fi passwords, and verification codes stored in iCloud Keychain, separate from Safari's AutoFill settings.
- Game ControllersGame Controllers settings let you pair Bluetooth controllers such as PlayStation DualSense, Xbox Wireless Controllers, and MFi controllers with your Mac, and customize button mapping for supported games.
- Universal ControlUniversal Control lets you use a single keyboard and mouse or trackpad to work seamlessly across a Mac and a nearby iPad or second Mac, and drag content such as files and images between them.
- Screenshots & Screen RecordingThe Screenshot toolbar (opened with Shift-Command-5) controls where captures are saved, whether the pointer is included, a capture timer, and lets you record all or part of the screen as a video.