Create Custom Shortcuts on macOS for Better Productivity

Boost your efficiency and streamline your workflow with personalized shortcuts.

Introduction

In today’s fast-paced digital world, efficiency is key. macOS offers a variety of ways to create custom shortcuts, enabling you to perform tasks more quickly and streamline your workflow. Whether you’re a developer, designer, writer, or casual user, mastering shortcuts can significantly enhance your productivity.

This comprehensive guide will walk you through creating custom keyboard shortcuts, app-specific shortcuts, and automating tasks using macOS’s built-in tools like the Shortcuts app and Automator.

Understanding macOS Shortcuts

macOS provides various ways to create and manage shortcuts, allowing you to customize your experience to better suit your workflow. There are primarily three types of shortcuts you can create:

  • Keyboard Shortcuts: Quick key combinations to perform specific actions.
  • App-Specific Shortcuts: Customize shortcuts for individual applications.
  • Automated Shortcuts: Use Automator and the Shortcuts app to automate complex tasks.

By leveraging these shortcuts, you can save time, reduce repetitive tasks, and make your interactions with macOS more seamless.

Creating Custom Keyboard Shortcuts

Keyboard shortcuts are combinations of keys that perform specific actions without the need for navigating through menus. Here’s how to create your own custom keyboard shortcuts on macOS:

Step 1: Open System Preferences

Click on the Apple logo in the top-left corner of your screen and select System Preferences from the dropdown menu.

Step 2: Navigate to Keyboard Settings

In the System Preferences window, click on Keyboard.

Step 3: Access Shortcuts Tab

Within the Keyboard settings, select the Shortcuts tab.

Step 4: Choose the Shortcut Category

On the left sidebar, you’ll see various categories such as App Shortcuts, Mission Control, Spotlight, etc. Select App Shortcuts for creating new custom shortcuts.

Step 5: Add a New Shortcut

  1. Click the + button below the list of shortcuts.
  2. In the dialog that appears, select the application you want the shortcut for. To make it global across all apps, choose All Applications.
  3. Enter the exact Menu Title as it appears in the application’s menu.
  4. Press the desired Keyboard Shortcut combination.
  5. Click Add to save the shortcut.

**Example:** To create a shortcut for “Save As” in all applications:

  1. Click the + button.
  2. Select All Applications.
  3. Type Save As… in the Menu Title field.
  4. Press the desired shortcut combination, e.g., Control + Command + S.
  5. Click Add.

Now, pressing Control + Command + S will trigger the “Save As” command in supported applications.

App-Specific Shortcuts

Sometimes, you might want to create shortcuts that are specific to certain applications to enhance their functionality. Here’s how you can do that:

Step 1: Identify the Menu Command

Open the application for which you want to create a shortcut and identify the exact menu command you wish to assign a shortcut to.

Step 2: Open System Preferences

Navigate to System Preferences > Keyboard > Shortcuts > App Shortcuts.

Step 3: Add a New Shortcut

  1. Click the + button.
  2. Select the specific application from the dropdown menu.
  3. Enter the exact Menu Title.
  4. Assign your desired Keyboard Shortcut.
  5. Click Add.

**Example:** Creating a shortcut for “Export as PDF” in Safari:

  1. Open Safari and navigate to File > Export as PDF….
  2. Go to System Preferences > Keyboard > Shortcuts > App Shortcuts.
  3. Click the + button.
  4. Select Safari from the Application dropdown.
  5. Type Export as PDF… as the Menu Title.
  6. Press the shortcut combination, e.g., Control + Command + E.
  7. Click Add.

Now, pressing Control + Command + E in Safari will open the “Export as PDF” dialog.

Automating Tasks with the Shortcuts App

The Shortcuts app on macOS allows you to create powerful automations that can perform multiple actions with a single command. Here’s how to create and use shortcuts to automate tasks:

Step 1: Open the Shortcuts App

Find the Shortcuts app in your Applications folder or search for it using Spotlight (Command + Space).

Step 2: Create a New Shortcut

  1. In the Shortcuts app, click the + button to create a new shortcut.
  2. Give your shortcut a meaningful name.

Step 3: Add Actions to Your Shortcut

Use the search bar to find and add actions to your shortcut. You can combine multiple actions to create complex workflows.

**Example:** Creating a shortcut to open multiple applications:

  1. Search for and add the Open App action.
  2. Select the first application you want to open (e.g., Safari).
  3. Add another Open App action and select a second application (e.g., Mail).

Step 4: Assign a Keyboard Shortcut

  1. Once your shortcut is created, click the Settings icon (gear) in the top-right corner.
  2. Select Add Keyboard Shortcut.
  3. Press the desired key combination to assign to your shortcut.
  4. Close the settings to save your shortcut.

Step 5: Run Your Shortcut

Use the assigned keyboard shortcut or run the shortcut directly from the Shortcuts app to execute your automated tasks.

**Example Shortcut:** Opening Safari and Mail simultaneously can save you time by launching both essential apps with a single keystroke.

Using Automator for Advanced Shortcuts

Automator is a powerful tool in macOS that allows you to create complex workflows and automate repetitive tasks. Here’s how to leverage Automator to create advanced shortcuts:

Step 1: Open Automator

Find Automator in your Applications folder or search for it using Spotlight.

Step 2: Choose a Workflow Type

Select the type of workflow you want to create. For creating shortcuts, you can choose Quick Action or Application.

Step 3: Add Actions to Your Workflow

Drag and drop actions from the library to the workflow area. You can combine multiple actions to create a customized process.

**Example:** Creating a workflow to resize images:

  1. Search for and add the Get Specified Finder Items action.
  2. Add the Copy Finder Items action to create a duplicate of the original files.
  3. Add the Scale Images action to resize the images to your desired dimensions.

Step 4: Save and Assign a Shortcut

  1. Save your Automator workflow with a descriptive name.
  2. To assign a keyboard shortcut, open System Preferences > Keyboard > Shortcuts.
  3. Select Services from the left sidebar and find your Automator workflow under the appropriate category.
  4. Click on the workflow and assign a desired keyboard shortcut.

Now, you can use your assigned keyboard shortcut to execute the Automator workflow, such as resizing images with a single key combination.

Tips for Maximizing Productivity with Custom Shortcuts

Creating custom shortcuts is just the first step. To truly maximize your productivity, consider the following tips:

  • Consistent Naming: Use consistent and descriptive names for your shortcuts to easily remember their functions.
  • Logical Key Combinations: Assign shortcuts that are easy to remember and do not conflict with existing macOS shortcuts.
  • Organize Shortcuts: Group related shortcuts together, either by naming convention or by assigning them to similar key combinations.
  • Regular Review: Periodically review your shortcuts to ensure they are still relevant and efficient.
  • Use Documentation: Keep a simple list or reference of your custom shortcuts, especially if you create many of them.
  • Leverage Third-Party Tools: Consider using third-party applications like BetterTouchTool or Keyboard Maestro for more advanced shortcut customization and automation.

By following these tips, you can ensure that your custom shortcuts contribute effectively to your workflow without causing confusion or overlap.

Conclusion

Creating custom shortcuts on macOS is a powerful way to enhance your productivity and streamline your workflow. Whether you’re setting up simple keyboard shortcuts, app-specific commands, or complex automations using the Shortcuts app and Automator, these tools provide immense flexibility and efficiency.

Start implementing these custom shortcuts today and experience a more organized and efficient macOS environment. Remember, the key to productivity is not just working harder but working smarter with the right tools and strategies.