Category Archives: Spotlight
Whenever I’m helping customers with a misbehaving Mac, one of the most common things I hear is ‘Wow, I didn’t know you could do that with Spotlight!’ Whereas the average user will navigate around their computer by trawling through Finder, the savvy user knows how to get to places, launch apps, search the internet and calculate their tax with a few simple Spotlight tricks. In this post we’ll look at how to increase your productivity by using Spotlight for fast access to a variety of common functions. But first, we need to get Spotlight set up for maximum efficiency.
Set up the hotkey
To get the most out of Spotlight, the first thing to do is set up the keyboard hotkey. By default, this is usually ‘command-spacebar’, but if you are using multiple languages you might want to reserve that for the Input Switcher. Instead, I use ‘option-command-spacebar’, not least because this nice 3-finger combination can be executed with the left-hand while the right hand is reaching for the coffee mug…
Whatever your choice of hotkey, keep it close to the bottom of the keyboard, as the other keys that you will want to be able to rapidly access are the cursor arrows and the ‘return’ key. If you haven’t set up your Spotlight hotkey yet, the fastest way to do so is to click on Spotlight on the top right of your screen with the mouse or trackpad and type
After hitting ‘return’, you’ll be presented with the Spotlight preferences panel. At the bottom, you’ll see fields to define both the Spotlight menu keyboard shortcut and the Spotlight window keyboard shortcut. For the purposes of this post, we’re only interested in the menu shortcut (but feel free to set up the window one too, if you wish!). Once your hotkey is set up you can forget about the annoying inconvenience of dragging your cursor up to the top right corner. Just hit your hotkey combination to open the Spotlight search field.
But don't close the Spotlight prefs just yet. The main pane in the window is the Search Results panel which lists the order in which results appear. You can alter the order of results that Spotlight shows by dragging items up and down the list. Altering this to your likes is a big part of getting the most out of Spotlight. If Spotlight is always showing you lots of results from Mail that you don't want to see, for example, drag "Messages & Chats" to the bottom of the list.
For the purposes of this tip, make sure Applications is no.1 in the list and System Prefs no. 2, and Folders at no. 3. Follow that with Documents, Images, PDFs and so on according to the kind of files you access most often on a daily basis. A set up like this will make Spotlight much more efficient at navigating around your mac, and once you get the hang of it you’ll find yourself trawling through Finder much less often.
Incidentally, I don't recommend unchecking any of those boxes. We want more power in our searches, not less; you never know when you might be looking for something that just won’t show up in a search because you’ve forgotten that you excluded those results in Spotlight’s preferences. Besides, there are better ways to restrict your searches in Spotlight like this and this.
When you're done with setting up Spotlight’s preferences, hit 'command' and 'Q' to close System Preferences and read on.
1. Use Spotlight as an App Launcher
Long before the Apple engineers dreamed up Launchpad, many of us were already launching apps in half the time it takes in the Dock, Finder, or (now) even Launchpad itself. You can open any app with Spotlight just by typing three or four characters. Sometimes, just one is enough! All you need to do is hit your hotkey (see above) and type the first three or four letters of the App’s name and hit ‘return’.
tex and hitting ‘return’ to instantly open TextEdit, or
act for ‘Activity Monitor’. iPhoto should be the top hit with
ip. If you use Terminal a lot, there’s no need to go rooting around in the Applications/Utilities menu to open it. Simply hit the Spotlight hotkey and type
and hit ‘return’.
If you have Carbon Copy Cloner, type
CCC, and if you use 1Password, just the number
1 and return should do the trick.
saf will open Safari and
mai will launch Mail in an instant. Experiment with your favourite or most commonly used apps and you’ll find that using Spotlight is twice as fast as any other method.
As a bonus, if you moved Folders up to no.3 in the Preferences list, experiment with the first few letters of your favourite folders. Try some of these and see what comes up as the top hit:
2. Use Spotlight to access System Prefs
We already saw one of Spotlight’s hidden uses – fast access to System Preferences. In fact you can do this with any of them. Want to check your login items in Users & Accounts | Login Items? No need to go clicking all round the desktop, hit your Spotlight hotkey and type
if you want to change your Security preferences quickly.
Don’t hit ‘return’ just yet – check to see what is the ‘top hit’, as you might find that you have to “arrow down” an item or two. Even so, this is a whole lot faster than wading through either Finder or the menu.
and hitting ‘return’ is also a fast way to open the main System Preferences panel.
Hit the Spotlight hotkey and try typing the word
Look right down at the bottom of the Spotlight results window and you’ll see the Dictionary icon. You can jump there in leaps and bounds by holding down the ‘command’ key and pressing the down arrow key (each press of the arrow key conveniently takes you to the top of each section; release the ‘command’ key and use the down arrow alone to move one item at a time within the section). Notice that when the highlight reaches the Dictionary icon, the definition just pops up for you in a side panel. No need to press ‘return’ or actually open the Dictionary,.app. Just hit your hotkey combination again to dismiss Spotlight. You can also use the ‘esc’ key here: one tap of ‘esc’ will clear the Spotlight search bar, two will dismiss it.
4. Website search
But suppose you type in a word that Dictionary.app doesn’t know? Try
Again, use your command and arrow key to jump down to the bottom of the results and this time choose ‘search the web’. That will automatically open Safari and put the term in the search bar and return the results. But you’re not limited to dictionary searches, you can use Spotlight’s search bar just like the Google search bar in Safari. Try typing in
mini ipad versus samsung galaxy review
best small car of 2012
or anything else you might want to search the web for. Yep, Spotlight isn’t just a file finder on your mac – it’s a google search engine, too!
5. Use Spotlight as a Calculator
Want to quickly know what 17.5% of $45,000 is? Hit your Spotlight hotkey and type:
Don’t press ‘return’ – difficult to break that habit, I know! – the result is already listed next to the ‘Calculator’ icon, just look down to see the search results and the answer is already there!
You can of course do all the standard calculator functions like / for divide, * for multiplication and + and – for addition and subtraction. You can even do powers (3 to the power of 5 = 3^5) as well as bracket expansion. Try
(3x5)^2 and compare the result with
So whether its App launching, web searching, opening system prefs or using the dictionary or calculator, hitting your Spotlight hotkey is a habit you want to develop for faster computing. At least for me, it’s probably the most frequent keystroke I use on a daily basis.
There can be various reasons why your Mac starts running slowly. Some of these can be app-related – especially if you are making multiple changes in programs that have autosave enabled. Other problems could be due to running processor-heavy apps that need more RAM than you’ve presently got. Before you dash off to Crucial to check out your RAM upgrade options, here’s a few basics to run through:
1. Applications > Utilities > Disk Utility.app
How old is your HDD drive? Click on the top-most hard disk icon in the left column and check the S.M.A.R.T status at the bottom right of the window. Does it say ‘verified’? If it says anything else, back up all your important data and start thinking about buying a new hard disk. If the S.M.A.R.T status is verified, have a look at how much space you’ve got left. A nearly-full disk will slow you down. Generally, it is recommended that you have at least 10% free, but I’d work on getting that closer to 25% for optimum performance. If you have less than that, think about what can be archived onto a backup disk (or two..), such as photos, movies, and even your songs.
2. Applications > Utilities > Activity Monitor.app
What’s using all the CPU time? Is it something you need to be running? Select any obviously unnecessary resource hogs and hit ‘Quit Process’.
3. > System Preferences > Users & Groups
How many apps are in your ‘Login Items’? Remove anything that is not absolutely necessary at start up time.
4. Have you downloaded MacKeeper or other Anti-virus software?
If so, remove it.
5. How recently did you upgrade to Lion and are you using Time Machine?
If you’ve only recently upgraded in the last day or so, or turned your Mac off not long after upgrading, perhaps Spotlight is still indexing (indicated by a dot in the middle of the ‘spyglass’, top right of your screen) or TM is still updating (indicated by the TM indicator spinning in the menubar). Either or these will eventually finish and return your system to (about) normal, but you should let your system run (leaving it in ‘Sleep’ mode will do the trick) for at least 24 hours if you’ve only just upgraded.
6. Did you repair system permissions after upgrading?
Even though the Lion installer should fix system permissions after an upgrade, if you then added any other 3-rd party apps or restore something from Time Machine, repairing permissions is always a good idea. Doing so is harmless, and rules out permissions as a possible factor of poor performance. Do Step 4 here. Unless any are indicted in red type, don’t panic about the permissions errors that come up in the ‘details’ window – many of these can be safely ignored.
7. Clear out your caches
Caches, in general, help to speed your computer up. However, if you’re a heavy internet browser and you’ve never cleared your caches or your history (I mean like in several months), then this is worth doing from time to time. You can clean out Internet caches in Safari or Firefox by choosing Safari > Empty Cache or Firefox > Tools > Clear Recent History > Everything. Your computer has other caches that can usefully be cleared out periodically, too: use OnyX to do so.
8. Is the system slow with just one particular program or while trying to open some particular window?
A couple of things could be going on here. If its your browser, try killing some of those extensions/add-ons – every one of them slows you down just that little bit, and many slow you down a lot. Another possibility is a corrupt ‘plist’ or preference file associated with a particular app. Curing this is a bit more tricky and requires knowing your way around the hidden Library folder. If you think this is your problem, leave a comment below to get further instructions.
Tried all the above? Still can’t get your Mac running at a decent speed? Leave a comment below.
featured picture Speedo ©2011 Phil Stokes
why is my mac running so hot?