10 macOS Automator actions that automate routine actions

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

We rename the files, put things in order in the "Downloads" and even congratulate our friends on their birthday.

Create a new file in Automator, choosing the desired type - this determines the conditions under which your algorithm will work. Then drag the actions you want from the list into the empty field of the tool in the order of their execution - they are divided into categories and are perfectly searched through the search bar.

1. Bulk rename of files

If you frequently rename multiple files using the same pattern, it makes sense to provide a separate action for this.

1. Create a new Automator file of type Quick Action.
2. Set the "Process gets current" option to "Files and Folders" in the Finder.
3. Add the Get Finder Selected Items action from the Files and Folders category.
4. Next - "Copy Finder Objects" (this step is necessary if you want to keep the originals of the files being renamed).
5. Add Rename Finder Items and choose exactly how to do it.

Now just select the files you want to rename and launch your action through the "Services" item in the context menu.

Bulk renaming in Automator is pretty flexible. It allows you to assign numbers to files, add arbitrary text, date and time to their names, and change the case of letters. The program can affect both the name and the extension of the files.

2. Change the size and format of images

A large photo collection takes up a lot of space. Why not compress your photos and convert them to JPEG?

1. Create a new Automator file of type Quick Action.
2. Set the "Process gets current" option to "Files and Folders" in the Finder.
3. Add Get Selected Finder Items.
4. Then - "Copy Finder Items" (if you want to keep the original photos).
5. Add "Change Image Format" and choose what to convert pictures to (JPEG, PNG, TIFF and BMP are supported).
6. Check "Resize Images" (changes can be expressed in pixels or percentages).

Now the objects you selected, to which the quick action will be applied, will be copied and then reduced and converted.

Likewise, you can massively unfold and flip photos, crop or scale up the canvas, and so on. Just select the action you want from the list and drag it to the Automator window.

3. Clearing the Downloads folder

The Downloads folder, where everything you download from the Internet is poured into, grows over time and takes up a lot of space.

1. Create a new Automator file of type Folder Action.
2. Set the Folder action to get files and folders added to the downloads folder.
3. Add a Find Finder Items action in your Downloads folder that matches the Last Modified Within 1 Week Condition.
4. Next - "Move Finder Items to Trash".

After you save this action, it will automatically delete files that have lain in the Downloads for more than a week to the Trash.

4. Closing unnecessary applications

All macOS users migrating from Windows may at first be surprised by the Apple operating system's habit of not quitting applications when the Close button is clicked, but leaving them running in the Dock. Automator can fix this.

1. Create a new Automator file of type Program.
2. Add the "End All Programs" action. It is worth leaving the checkbox "Ask to save changes" so as not to accidentally erase the document you were working on. You can also specify exceptions - programs that do not need to be closed.

Save this action and it will run every time you open it. You can drag it right into the Dock to quickly close all memory-consuming apps with one click.

5. Opening a given set of web pages

Let's say you work with a certain set of sites every day. You can, of course, just pin them in the browser, but then they will loom before your eyes even when you are resting. Therefore, it is easier to make them open on command.

1. Create a new Automator file of type Program.
2. Add a Get Specified URLs action.
3. Add the set of addresses you need to the list - one on each line. By default, Apple's home address will appear in the list - delete it.
4. Add a Show Web Pages action.

Now, every time you click on this file, Automator will open the URLs you listed in the browser.

6. Combine PDF pages

Those who often work with PDF use special applications or online services. However, the built-in Preview utility in macOS also has good functionality and allows you to work with PDFs. Its capabilities are used by Automator.

1. Create a new Automator file of type Quick Action.
2. Set the "Process gets current" option to "Files and Folders" in the Finder.
3. Add the Get Finder Selected Items action.
4. Check "Combine PDF Pages".
5. Add "Move Finder Items" by checking the box next to "Overwrite existing files" to keep the finished item in the desired location.

You can now select multiple PDFs, right-click on them, and select the generated Automator script from the Quick Steps context menu. The PDFs will be merged into one large file (the original ones will remain).

But that is not all. Take a look at the list of actions on the left: the application can both split the PDF into pages, and extract text from there (both in plain and formatted form), and add watermarks.

7. Copy clipboard to text file

This step is useful if you frequently copy and save text for future reference. You can make it automatically save to a specific file.

1. Create a new Automator file of type Quick Action.
2. Add the "Get Clipboard Contents" action.
3. Check "New text file" and specify where to save the file, whether you want to keep the original formatting and how the document should be named.

You can select any text, select the "Services" menu with the right click, click on your new action - and the text will be saved to a file.

8. Text scoring

Do you have some document or article from the Internet that you don't have time to read? Transform the text into audio format and make your Mac read it to you.

1. Create a new Automator file of type Quick Action.
2. Set the "Process gets current" option to "Auto (text)" in any program.
3. Add a Text to Audio File action. Choose the voice you like best and the location to save the recordings to.

Highlight any text in a document or web page and choose Text To Audio File from the Services menu. Automator will save audio in AIFF format. Now you can easily drop it on your iPhone and listen to it while you're in traffic.

9. Loading images from a page in a browser

Rather than right-clicking on each picture on a page in a browser and saving everything manually, it's better to do the following.

1. Create a new Automator file of type Program.
2. Add the "Get Web Content" action.
3. Next - "Save images from web content". Indicate where to save them.

Now open any webpage in Safari and fire your Automator action. All pictures from the page will be saved in Downloads. However, the method does not work on some sites.

10. Congratulations to friends on their birthday

If you are one of the lucky ones who have many friends and acquaintances, then you know how easy it is to forget to congratulate one of them on the holiday.

1. Create a new Automator file of type Calendar Event.
2. Add the action "Find Happy Birthday Contacts".
3. Then - "Send congratulations on your birthday." You can enter free text and attach a postcard.
4. Save the Automator file, and then open the Calendar app on your Mac. The Automator action appears in today's list of events on a separate calendar. Set it up so that it repeats every day.

Now Automator will check every day to see if someone you know has a birthday. And if the event is detected, an email with a postcard will be sent to the person.

In much the same way, you can teach your Mac to wish your friends a Happy New Year. And then during the holidays it will be possible not to go to the post office at all.