The Shortcuts app is Apple’s built-in automation tool on the Mac. It lets you chain a few taps of setup into a single click — resize a batch of photos, make a PDF, start a focused work timer, or text yourself a reminder. It ships free with macOS Monterey and later, and it runs the same on a $450 M1 Air as it does on a $2,399 16-inch MacBook Pro. Here is how to actually use it.
Where to find the Shortcuts app
It’s already installed. Open it three ways:
- Press Command + Space, type Shortcuts, press Return.
- Open Launchpad and click the Shortcuts icon (two interlocking arrows on a blue tile).
- Go to Applications → Shortcuts in Finder.
The window has a sidebar of folders on the left (All Shortcuts, plus any you create) and a grid of shortcut tiles on the right. Apple pre-loads a handful of starter shortcuts so the grid is rarely empty.
How to run a shortcut
Running one is the easy part. You have four options, and most people end up using more than one:
- Double-click the tile in the Shortcuts app. It runs immediately.
- Menu bar: in the shortcut’s settings (the info ‹i› button), tick Pin in Menu Bar. A Shortcuts icon appears at the top-right of your screen; click it and pick the shortcut from anywhere.
- Spotlight: press Command + Space, type the shortcut’s name, and press Return. Any shortcut is searchable this way with no extra setup.
- Finder Quick Action: right-click a file, choose Quick Actions, and shortcuts you’ve marked “Use as Quick Action → Finder” appear in the menu — perfect for “convert this image” or “make a PDF” on selected files.
How to build your own shortcut, step by step
This is where it gets useful. Let’s build a real one: resize every image you select to 1000 pixels wide.
- Click the + button (top of the window) to create a new shortcut.
- In the right-hand Action Library, search Resize Image and double-click it to add it. Set the width to 1000.
- Search Save File, add it, and choose “Ask where to save” so you pick the folder each time.
- Click the shortcut’s name at the top and rename it “Resize to 1000px.” Give it an icon and color if you like.
- Open the info ‹i› panel and tick Use as Quick Action → Finder.
Now right-click any image in Finder → Quick Actions → Resize to 1000px, and you have a one-click resizer. Every action you add passes its result to the next one — that “output becomes the next input” flow is the whole idea behind Shortcuts.
A few starter shortcuts worth building
- Make PDF from selected files — combine images or docs into one PDF from a right-click.
- Start a Focus timer — turn on Do Not Disturb for 25 minutes, then off.
- Text myself — a menu-bar button that sends a note to your own number so it syncs to your phone.
- Set a playlist + volume — one click to start your work music at the right level.
Add shortcuts to the Dock and menu bar
For the ones you use daily, skip opening the app entirely:
- Menu bar: info ‹i› panel → Pin in Menu Bar (covered above).
- Dock: drag the shortcut tile out of the Shortcuts window straight onto your Dock, or right-click the running Shortcuts icon in the Dock and choose Keep in Dock.
- Keyboard shortcut: open System Settings → Keyboard → Keyboard Shortcuts → App Shortcuts and assign a key combo to run a shortcut by name.
Where does Automator fit now?
Automator is the older automation app, still bundled with macOS. Apple has been steering everyone toward Shortcuts, but Automator hasn’t been removed and still does a few things Shortcuts doesn’t:
How to use Automator: open it from Applications › Utilities (or Spotlight), and it asks what kind of document to build — the three you’ll use most are Quick Action (adds a command to the right-click Finder menu and the Services menu), Application (a double-clickable app, e.g. drop files on it to convert them), and Workflow (runs inside Automator itself). Drag actions from the left-hand library into the workflow area, chain them top to bottom, then press ⌘R to test and ⌘S to save. A Quick Action shows up instantly when you right-click a file, so batch tasks like resizing or renaming become a single menu click.
- Folder Actions — run a workflow automatically whenever a file lands in a watched folder.
- Deep AppleScript / shell scripts — Automator wraps them cleanly as a reusable “Run Shell Script” or “Run AppleScript” action.
- Legacy print/PDF plugins and some app-specific hooks older apps still expect.
You can even run an Automator workflow from inside a Shortcut using the “Run Automator Workflow” action, so you don’t have to choose. Rule of thumb: start in Shortcuts; reach for Automator only when you need Folder Actions or heavy scripting.
Does it work on an older or budget MacBook?
Yes. Shortcuts runs on any Mac with macOS Monterey (2021) or newer, and every Apple silicon MacBook we sell handles it without a hiccup. A $450 M1 MacBook Air runs the exact same Shortcuts app as a $879 M1 Pro 14-inch — automation is not where the chip matters. If you’re shopping for a first Mac to learn this on, our Apple clearance section is the cheapest way in, and the $549 M2 MacBook Air is the sweet spot for everyday use.
Frequently asked questions
Is the Shortcuts app free?
Yes. It’s built into macOS Monterey and later at no cost — there is nothing to buy or download.
Can I sync my shortcuts to my iPhone?
Yes. If you’re signed into the same Apple Account with iCloud enabled, shortcuts sync across your Mac, iPhone, and iPad automatically. Some Mac-only actions (like certain Finder steps) simply won’t appear on the phone.
Is Automator being removed?
Not as of macOS Sequoia. It still ships with the system. Apple is clearly prioritizing Shortcuts, but Automator remains for Folder Actions and script-heavy workflows.
How do I run a shortcut without opening the app?
Pin it to the menu bar, add it to the Dock, search it in Spotlight, or assign a keyboard shortcut in System Settings → Keyboard. Any of those runs it in one step.
Questions about which MacBook fits how you work? Every Mac we sell is tested, cleaned, and backed by our own warranty — reach out and we’ll point you to the right one.