{"id":2015,"date":"2023-06-22T06:00:00","date_gmt":"2023-06-22T12:00:00","guid":{"rendered":"https:\/\/processprimer.com\/?p=2015"},"modified":"2026-07-27T18:12:11","modified_gmt":"2026-07-28T00:12:11","slug":"mac-automator-and-shortcuts-june","status":"publish","type":"post","link":"https:\/\/processprimer.com\/blog\/mac-automator-and-shortcuts-june\/","title":{"rendered":"Learn How to Use Mac Automator and Shortcuts"},"content":{"rendered":"
\n
\"\"<\/figure>\n<\/div>\n\n\n

If you are an Apple user<\/strong> you may be happy to know that your devices come pre-installed<\/strong> with automation software!<\/p>\n\n\n\n

From sending automated emails and notifications to scheduling events on your calendar to launching applications and turning on focus mode and playing music while you work, the Apple ecosystem can do it all. And it doesn’t cost you anything extra<\/strong>!<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

What’s the value in automation? If a task only takes you a few seconds<\/strong> or a couple of minutes<\/strong>, why would you need to automate this? There are two reasons<\/strong> for automation: <\/p>\n\n\n\n

    \n
  1. Create efficiencies to free up more of your time. <\/li>\n\n\n\n
  2. Eliminate the chance of error and rework.<\/li>\n<\/ol>\n\n\n
    \n
    \"\"<\/figure>\n<\/div>\n\n\n

    Now that we understand there is value to automation, how do you determine when you should create an automation? As a general rule, if you perform an activity more than a few times on a regular basis <\/strong>and there is very little variation in the steps to the activity, then it is considered a good candidate<\/strong> for automation.<\/p>\n\n\n\n

    \n\n\n\n

    Let’s give you a few examples of good automation scenarios:<\/strong><\/p>\n\n\n\n

      \n
    1. Each morning when I wake up I want to check the weather so I set up an automation <\/strong>that announces the weather to me as soon I turn off my wake-up alarm. <\/li>\n\n\n\n
    2. Booking an event in my calendar. I regularly need to schedule time in my calendar for various purposes. Rather then open my calendar and click “new event” and type in the subject, enter the start date and the time and enter the end date and time, then click the check mark and close the app, I created one button<\/strong> that prompts me for the event topic, the start and end date\/times and it automatically enters the details into my appropriate calendar (I have several calendars) and closes.<\/li>\n\n\n\n
    3. When I open my MacBook to start my work day I open the following applications: a web browser, my email application, my password manager and my task list\/reminders. Then I turn on “do not disturb\/focus” mode, open my music app and select a playlist based on my energy level that day. I created a one<\/strong>–click automation <\/strong>to open all those apps and prompt me for which playlist I would like it to play. I select the specific playlist I want and it shuffles my tunes and I get on with my day! When I am done my work day I click another button and it turns off my music, closes all the apps I opened originally and turns off “do not disturb\/focus” mode.<\/li>\n<\/ol>\n\n\n
      \n
      \"\"<\/figure>\n<\/div>\n\n\n

      Read on to learn how to set up your first automation<\/strong> with a few productivity examples you might find useful. If you are using a Mac, you have two applications you can use for automation: Mac Automator and Shortcuts. If you are using an iPad or iPhone, you can use Shortcuts. When creating automations with Shortcuts on your iPad, the automations you create will sync to your iPhone and vice versa.<\/strong><\/p>\n\n\n\n

      Lets show you how to set up a few simple automations using your MacBook and your iPhone.<\/strong><\/p>\n\n\n\n

      \n\n\n\n

      MacBook automation example using Mac Automator. <\/mark><\/h2>\n\n\n\n
      \n