Custom Mac Keyboard Shortcuts: Build Your Own Apps

This guide shows you how to create your own custom keyboard shortcut apps on macOS using the built-in Automator and Shortcuts apps. You’ll learn to turn any repetitive action—like resizing images, opening specific folders, or pasting formatted text—into a single keystroke. No coding experience is required, just a Mac running macOS Monterey or later for Shortcuts, or any recent macOS for Automator.

What You’ll Need

A Mac running macOS Monterey (12.0) or later for the Shortcuts app, or macOS Ventura (13.0) or later for full Shortcuts features. Automator works on all these versions.
An app or action you want to trigger (e.g., Finder, Safari, TextEdit, or a custom script).
Administrator access to your Mac to assign system-wide shortcuts in System Settings.

Step-by-Step

Choose your tool. Open Automator (in Applications/Utilities) or Shortcuts (in Applications). Automator is better for file-based workflows; Shortcuts is more modern and integrates with Siri and the menu bar.
Create a new workflow.
- In Automator: File > New, then choose “Quick Action” (or “Service” on older macOS).
- In Shortcuts: Click the “+” button to create a new shortcut.
Add actions.
- Automator: Drag actions from the library on the left. For example, “Get Selected Finder Items” then “Copy Finder Items” to copy files.
- Shortcuts: Search for actions in the right sidebar. For example, “Get Clipboard” then “Show Notification” to display clipboard contents.
Configure the input. For Automator Quick Actions, set “Workflow receives current” to “files or folders” in Finder, or “text” in any app. In Shortcuts, add a “Receive” action (e.g., “Receive Files from Finder”) if you want it to work with selections.
Save your workflow. Give it a name like “Resize Images” or “Open Downloads”. Automator saves it as a .workflow file; Shortcuts saves it automatically.
Assign a keyboard shortcut.
- For Automator Quick Actions: Open System Settings > Keyboard > Keyboard Shortcuts > Services. Find your workflow under “General” or the category you chose, click “Add Shortcut”, and press your desired key combination (e.g., ⌘⌥R).
- For Shortcuts: Open the Shortcuts app, right-click your shortcut, select “Details”, then “Add Keyboard Shortcut”. Press the combination and hit Done.
Test it. Select a file in Finder (or place your cursor where text is needed) and press your shortcut. If nothing happens, check that the shortcut isn’t already used by another app.
Make it system-wide (optional). For Shortcuts, you can also add the shortcut to the menu bar (Shortcuts > Settings > Advanced > “Show Menu Bar”). For Automator, you can create an app (File > Convert To > Application) and assign a shortcut via System Settings > Keyboard > Shortcuts > App Shortcuts, but that requires the app to be open.

Common Mistakes

Using a shortcut that conflicts. Many apps reserve ⌘Q, ⌘W, etc. Check System Settings > Keyboard > Shortcuts to see existing assignments.
Forgetting to set the input type. If your Quick Action expects files but you try it with text selected, it won’t appear in the Services menu.
Saving as a regular workflow instead of a Quick Action. Regular workflows run only inside Automator, not as services.
Not granting permissions. Automator or Shortcuts may ask for access to Files, Folders, or Automation. Deny it and the shortcut fails silently.

Tips

Use ⌥ (Option) and ⌃ (Control) in your shortcuts to avoid conflicts—most users only use ⌘ (Command).
For text expansion, use Shortcuts with the “Replace Text” action—it works in any app that supports paste.
Test with a harmless action first, like “Show Notification”, to confirm the shortcut works before adding complex steps.
Name shortcuts clearly so they appear sorted in the Services menu.
If you need to run a shell script, Automator’s “Run Shell Script” action is more flexible than Shortcuts’ “Run Shell Script” (which is limited).

Troubleshooting

Shortcut doesn’t appear in Services menu. Re-open System Settings > Keyboard > Shortcuts > Services and ensure your workflow is checked. Also, the workflow must be saved in ~/Library/Services.
Shortcut works in Finder but not in other apps. Your Quick Action may be set to receive “files or folders” only. Create a separate one for text or change the input to “text”.
Keyboard shortcut does nothing. Press the shortcut in a text field to see if it’s captured by the system. Try a different combination like ⌘⌥⇧K.
Automator says “The action ‘Run Shell Script’ encountered an error.” Check the script’s syntax and permissions. Test the script in Terminal first.
Shortcut runs but produces no output. Add a “Show Notification” or “Display Alert” action at the end to confirm it ran. Check the input type—maybe nothing was selected.
Shortcut is greyed out in Shortcuts app. Click the shortcut and ensure it has at least one action. If it uses “Receive” with a specific app, make sure that app is installed.

Frequently Asked Questions

Can I create a shortcut that types text into any app?

Yes. In Shortcuts, use the “Type Text” action or “Insert Text” (in Automator). Assign a shortcut and it will type the text wherever your cursor is, as long as the app accepts keyboard input.

How do I make a shortcut that works only in one app?

In Automator, set “Workflow receives current” to the specific app (e.g., “Safari”) and add a condition. In Shortcuts, use the “If” action with “App is Running” to check the frontmost app, or simply rely on the Services menu which only shows when the app supports it.

Can I use a function key like F5 as a shortcut?

Yes, but you may need to hold the Fn key (or change System Settings > Keyboard > “Use F1, F2, etc. as standard function keys”). Assign it in the same way.

Will my shortcut work after a reboot?

Yes, both Automator services and Shortcuts persist. However, if you move or delete the .workflow file, the shortcut will break.

Can I share my shortcut with someone else?

Yes. For Shortcuts, right-click and select “Share”. For Automator, send the .workflow file; the recipient must save it to ~/Library/Services and re-assign the shortcut.

What if I don’t have the Shortcuts app?

Shortcuts is built into macOS Monterey and later. If you’re on an older version, use Automator, which is still available and fully functional.

General steps for current mainstream versions; menus can differ by device and version. See the disclaimer or report an error.

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