How to Use Shortcuts on a Mac

The Shortcuts app lets you combine several actions into one automated workflow on your Mac. You can use a shortcut to open a group of apps, resize images, create reminders, start a timer, send a message, or perform another repeated task with a click, a keyboard shortcut, Siri, or a menu bar command.

Quick Answer

To use a shortcut on a Mac:

1. Open Shortcuts from the Applications folder or with Spotlight.
2. Select a shortcut in the sidebar or click Gallery to find one.
3. Click the Play button to run it.
4. To automate your own task, click the + button, add actions, and click the Play button to test the workflow.
5. Open the shortcut’s Details to add a keyboard shortcut, place it in the menu bar, or make it available through Quick Actions.

Some shortcuts ask for permission to access files, apps, websites, contacts, or other personal information. Review each request before allowing it.

What the Shortcuts App Does

A shortcut is a sequence of actions that macOS performs in order. Each action handles one part of the workflow. For example, a shortcut could:

• Open a set of work apps and websites
• Convert or resize an image
• Create a note from selected text
• Start a focus timer
• Add an event to Calendar
• Move or rename files
• Send a prepared message
• Run a series of actions with Siri

You do not need programming experience to create most shortcuts. You build them by adding actions and configuring their settings.

Shortcuts can also receive input. For example, a shortcut may accept selected text, an image, a file, or a folder. The available input depends on where you run the shortcut and which actions it contains.

How to Find and Run a Shortcut

Run a shortcut in the Shortcuts app

1. Open Shortcuts. You can find it in the Applications folder, or press Command-Space, type Shortcuts, and press Return.
2. Select All Shortcuts in the sidebar.
3. Click the shortcut you want to use.
4. Click the Play button at the top of the shortcut window.

If the shortcut needs information, Shortcuts may display a prompt. Enter the requested value or select the file, folder, app, or other item it needs.

You can stop a running shortcut by clicking the Stop button if it appears. A shortcut may also pause while waiting for you to respond to a prompt.

Find shortcuts in the Gallery

The Gallery includes ready-made shortcuts organized by category. To browse it:

1. Open Shortcuts.
2. Select Gallery in the sidebar.
3. Browse the available categories or use the search field.
4. Select a shortcut to read its description.
5. Click Add Shortcut if you want to save it to your collection.

After adding it, select All Shortcuts and run it like any other shortcut.

Before using a shortcut from the Gallery or another source, read its actions when possible. A shortcut can be designed to access files, send information, open websites, or interact with other apps. Do not add a shortcut if you do not understand what it does or why it needs a particular permission.

Run a shortcut with Siri

If Siri is enabled, you can say the shortcut’s name, such as:

“Hey Siri, start my workday.”

The wording must match the shortcut’s name closely. If Siri cannot find it, open Shortcuts, select the shortcut, and give it a shorter or more distinctive name.

You can review Siri settings in System Settings by selecting Apple Intelligence & Siri or Siri, depending on the options shown on your Mac.

How to Create a Basic Shortcut

The easiest way to learn macOS automation is to create a small workflow with a visible result. This example creates a shortcut that opens several apps.

Create an app-opening workflow

1. Open Shortcuts.
2. Select All Shortcuts in the sidebar.
3. Click the + button in the toolbar.
4. Click the shortcut name near the top, enter a name such as Start Work, and press Return.
5. Select Add Action.
6. Search for Open App.
7. Double-click Open App or drag it into the workflow area.
8. Click the app field in the action and choose an app.
9. Add another Open App action for each additional app you want to launch.
10. Click the Play button to test the shortcut.

For example, the workflow might open Safari, Mail, and Calendar in sequence. If an app is already open, the action generally brings it forward rather than opening a second copy.

Add a website

You can add a website to the same workflow:

1. Select Add Action.
2. Search for Open URLs.
3. Add the Open URLs action.
4. Enter a complete web address, such as https://www.example.com.
5. Click the Play button to test it.

The URL opens in your default web browser. If you want the shortcut to use a particular browser, search for an action associated with that browser instead.

Rearrange or remove actions

To change the order of actions, drag an action up or down in the workflow. The order matters because later actions may use information produced by earlier ones.

To remove an action, select it and press Delete, or use the action’s menu if one is available.

Warning: If a shortcut includes actions that move, rename, overwrite, or delete files, test it with copies first. A file operation may be difficult or impossible to undo, and an action that closes an app can cause unsaved work to be lost.

How to Make a Shortcut More Useful

A shortcut becomes more flexible when it accepts input or asks you for information.

Add a prompt

To make a shortcut request text, a number, or another value:

1. Open the shortcut in Shortcuts.
2. Select Add Action.
3. Search for Ask for Input.
4. Add the action.
5. Choose the type of input, such as Text or Number.
6. Enter a prompt, such as What should I remember?
7. Add a later action that uses the answer.

For example, add Ask for Input before Add New Reminder. The text you enter can become the reminder’s title.

Pass information between actions

Many actions produce an item that the next action can use. This item is called a variable or result. In plain language, the output of one action becomes the input for another.

For example:

1. Ask for Input collects text.
2. Add to Note receives that text.
3. Show Notification confirms that the note was created.

When you add an action, Shortcuts may automatically connect its input to an earlier result. You can also click an action’s variable field and select another available value.

Add conditions

The If action lets a shortcut make a decision. For example, it can perform one action if a file is an image and another action if it is a different file type.

A typical conditional workflow includes:

1. An action that receives or finds an item.
2. An If action that checks a property.
3. One or more actions for the matching condition.
4. Optional actions for the Otherwise condition.

Conditions are useful for shortcuts that handle different types of files or input.

How to Add a Keyboard Shortcut

You can assign a keyboard combination to a shortcut so you can run it without opening the Shortcuts app.

1. Open Shortcuts.
2. Select All Shortcuts.
3. Double-click the shortcut you want to edit.
4. Click the Details button in the upper-right corner. It may look like an information icon.
5. Select Add Keyboard Shortcut.
6. Press the key combination you want to use.
7. Close the details panel.

Choose a combination that you do not already use in another app. Avoid replacing common commands such as Command-C, Command-V, or Command-S.

If the keyboard shortcut does not work, make sure:

• The Shortcuts app is installed and available.
• The shortcut is saved.
• Another app is not using the same key combination.
• macOS or an app has not assigned the combination to another command.
• The shortcut does not require input that is unavailable in the current context.

How to Run a Shortcut from the Menu Bar

Adding a shortcut to the menu bar is useful for workflows you use often but do not want to assign to a key combination.

1. Open Shortcuts.
2. Select All Shortcuts.
3. Double-click the shortcut.
4. Click Details.
5. Select Pin in Menu Bar.

The shortcut becomes available from the Shortcuts menu in the menu bar. Select its name to run it.

To remove it later, open the shortcut’s Details and turn off Pin in Menu Bar.

How to Use Quick Actions in Finder and Other Apps

A Quick Action lets you run a shortcut from places that support the macOS Services menu, including some Finder and app workflows.

1. Open the shortcut in Shortcuts.
2. Click Details.
3. Enable Use as Quick Action.
4. Choose the locations where you want it to appear, such as Finder or the Services Menu, if those options are available.
5. Close the details panel.

To use it, select an item in Finder or another supported app, open the contextual menu, and look for the shortcut under Quick Actions or Services.

The shortcut must be designed to accept the type of input you select. A shortcut that expects text may not work when you select a folder, and a shortcut that expects files may not work with no selection.

Security Permissions and Privacy

Shortcuts often need permission to work with information on your Mac. Depending on its actions, a shortcut may ask to access:

• Files and folders
• Contacts, calendars, reminders, or photos
• Messages or email
• Websites and browser data
• Other apps
• Automation features
• Your location or other personal information

When a permission prompt appears, read it carefully. Allow access only when it is necessary for the shortcut’s purpose.

If you deny access and later decide to allow it:

1. Open System Settings.
2. Select Privacy & Security.
3. Choose the relevant category, such as Files and Folders, Automation, Contacts, Calendars, or Reminders.
4. Review the listed apps and permissions.
5. Enable access for the relevant app or change the setting as needed.

The exact categories and available controls can vary depending on the action and the macOS installation.

Be especially careful with shortcuts that:

• Run shell scripts or other commands
• Delete, move, or rename files
• Send messages or email automatically
• Upload information to a website
• Access passwords or sensitive documents
• Control another app

A shortcut downloaded from an untrusted source may not behave as expected. Do not bypass a security warning merely to make a shortcut run.

How to Edit, Duplicate, and Organize Shortcuts

To edit a shortcut, open Shortcuts, select All Shortcuts, and double-click the shortcut.

To preserve the original while experimenting:

1. Select the shortcut.
2. Use the File menu.
3. Choose Duplicate.

You can organize shortcuts into folders:

1. In the Shortcuts sidebar, move the pointer near My Shortcuts.
2. Click the folder button or use the available sidebar controls.
3. Create a folder and give it a descriptive name.
4. Drag shortcuts into the folder.

Useful folder names include Work, Home, Files, and Personal.

Give each shortcut a clear name that describes its result. Names such as Resize Photos for Email are easier to remember than vague names such as Photo Shortcut.

Troubleshooting Shortcuts on a Mac

The shortcut does nothing

Open the shortcut in Shortcuts and click the Play button. Look for an action that is waiting for input or displaying an error. If you use a keyboard shortcut, check for conflicts with another app or macOS command.

A permission prompt keeps appearing

The shortcut may be requesting access to more than one type of information. Open System Settings > Privacy & Security and review the relevant category. You may need to allow access to both the Shortcuts app and the app it controls.

A shortcut cannot find a file

Check that the file still exists and that the shortcut has permission to access its location. If the shortcut uses a fixed file path, it may stop working after the file is moved or renamed. Consider adding a file-selection action so you can choose the item each time.

A Quick Action is missing

Confirm that Use as Quick Action is enabled in the shortcut’s Details. Also verify that you selected an appropriate file, folder, or text item. Some shortcuts appear only in supported apps or when compatible input is selected.

The shortcut opens the wrong app or website

Review the relevant action and check the selected app or URL. If several browsers or similar apps are installed, make sure the action points to the one you intend to use.

A shortcut stops partway through

Run it from the Shortcuts app and identify the first action that fails. Check its input, required permissions, and connection to the previous action. Breaking a large workflow into smaller testable sections can make the problem easier to find.

Frequently Asked Questions

Is the Shortcuts app free on a Mac?

Shortcuts is included with macOS. If you cannot find it, search for it with Spotlight or check the Applications folder.

Can I use iPhone shortcuts on a Mac?

Many shortcuts can be available across Apple devices when they use actions supported on each device and are synchronized through the same Apple Account. A shortcut that depends on an app, device feature, or permission unavailable on the Mac may not work completely.

Can a shortcut run automatically?

Some shortcuts can be started from a keyboard shortcut, the menu bar, Siri, Finder, or another supported location. Automation features may depend on the trigger and the settings available on your Mac. Review the shortcut’s available options in Details and in the Automation area if it is present.

Can shortcuts open apps when I sign in?

A shortcut can open apps when you run it, but having it run automatically at login may require a separate macOS login item or automation setup. If you configure apps to open at login, avoid adding too many startup items because they can slow the sign-in process and create unwanted windows.

Can I undo a shortcut?

Some actions can be undone, but not all. File deletion, messages, emails, external changes, and other operations may not be reversible. Test unfamiliar shortcuts with sample files and review every destructive action before running it.

Can I share a shortcut?

You can share a shortcut using the sharing controls available in the Shortcuts app. Before sharing, check whether it contains private file paths, personal information, account-specific settings, or actions that could behave differently on another Mac.

Final Thoughts

The Mac Shortcuts app is a practical way to automate repeated tasks without writing code. Start with a small workflow, test each action, and then add a keyboard shortcut, menu bar access, or Quick Action when the shortcut is reliable. Always review permissions and be cautious with workflows that modify files, send information, or control other apps.