How Can Mac Quick Actions Transform Your Tedious Daily Tasks Into Lightning-Fast Workflows?

What’s the Secret Mac Feature That Eliminates Frustrating File Management Forever?

I’ve been using Mac Quick Actions for years, and I can tell you this feature changed how I work every single day. If you’re like me and find yourself doing the same file tasks over and over, you need to know about this hidden gem.

What Are Mac Quick Actions?

Quick Actions let you do common file tasks right from Finder without opening other apps. I use them on single files or many files at once. This saves me tons of time each day.

Think about it. How often do you resize photos? Convert files? Make PDFs? I used to open different apps for each task. Now I just right-click and pick what I need.

Built-In Quick Actions Your Mac Already Has

Your Mac comes with six Quick Actions ready to use:

• Convert Image: Changes photos to JPEG, PNG, or HEIF formats. You can resize them too.
• Rotate Left: Spins images 90 degrees left. I use this when photos come out sideways.
• Remove Background: Takes out backgrounds from photos automatically. This one amazes people.
• Create PDF: Combines multiple files into one PDF document.
• Markup: Adds notes, drawings, and highlights to images or PDFs.
• Trim: Cuts audio and video files to make them shorter.

I find myself using Convert Image and Remove Background most often. They work fast and save me from opening heavy photo apps.

Creating Your Own Quick Actions

The real power comes when you make your own Quick Actions. I’ll show you two ways to do this.

Method 1: Using Automator

Automator might look scary at first, but it’s actually simple. I’ll walk you through making a Quick Action that resizes images to exact dimensions.

First, open Automator from Applications > Utilities. Click “New Document” and pick “Quick Action.” Set it to receive “Image Files” in “Finder.”

From the Actions sidebar, drag “Get Selected Finder Items” to the workflow area. Then add “Scale Images” from the Photos section. Automator will ask if you want to copy files first. I recommend saying yes to keep your originals safe.

In the Scale Images action, type the pixel size you want. This number is the longest side of your image. Save your Quick Action with a clear name you’ll remember.

Method 2: Using Shortcuts

If Automator feels too complex, try Shortcuts instead. I find it easier to use and understand.

Open Shortcuts and click the “+” to make a new shortcut. Search for “Get Selected Files in Finder” and add it. Then add “Resize Image” and set your preferred size.

Click the “i” icon and turn on “Use as Quick Action.” Check the box for “Finder.” Name your shortcut something clear and close the window.

How to Use Quick Actions

Using Quick Actions is simple. Select your files in Finder, right-click, and pick “Quick Actions.” Choose the one you want.

You can also use them from the Preview pane. Go to View > Show Preview in Finder to turn this on. If you have a Touch Bar, you can set up Quick Actions there too.

Some Quick Actions work instantly. Others ask for your input first. The Convert Image action shows options for format and quality before it runs.

Managing Your Quick Actions

As you create more Quick Actions, your menu can get crowded. I learned to turn off ones I don’t use often.

Go to System Settings > General > Login Items & Extensions. Find “Finder” in the Extensions section and click the “i” button. You’ll see all your Quick Actions with toggles to turn them on or off.

Why This Matters for Your Workflow

I can’t stress enough how much time Quick Actions save me. Before I knew about them, I’d open Photoshop just to resize one image. Now I select photos, right-click, and they’re resized in seconds.

The same goes for making PDFs from multiple images or removing backgrounds. Tasks that used to take minutes now take seconds.

Advanced Quick Action Ideas

Once you get comfortable, try making Quick Actions for:

• Adding watermarks to photos
• Converting audio files to different formats
• Compressing files into ZIP archives
• Splitting large PDFs into smaller ones
• Adding metadata to files

I’ve created Quick Actions for almost every repetitive task I do. Each one saves me time and reduces the frustration of opening multiple apps.

Tips for Success

Start small with simple Quick Actions. Don’t try to automate everything at once. Pick one annoying task you do often and create a Quick Action for it.

Test your Quick Actions on sample files first. Make sure they work the way you expect before using them on important files.

Give your Quick Actions clear, descriptive names. “Resize for Web” is better than “Resize Image” when you have multiple resize actions.

Keep your original files safe by choosing to copy them during the workflow creation process.

The Bottom Line

Mac Quick Actions transform how you handle files. They turn time-consuming tasks into quick clicks. I wish I’d discovered them sooner.

Start with the built-in Quick Actions to see how they work. Then create your own for tasks you do repeatedly. Your future self will thank you for the time saved.

The best part? Once you set up a Quick Action, it works forever. You create it once and use it hundreds of times. That’s what I call a smart investment in your productivity.

Don’t let repetitive file tasks slow you down anymore. Quick Actions are waiting to speed up your workflow and eliminate those daily frustrations.