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
and then hit ‘return’ on the keyboard (if Spotlight isn’t the top hit, just use the arrow down key to move down till you hit it)
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
Just press ‘command-L’ to go straight to the dictionary entry and see its definition in a pop-up panel. Alternatively, hit ‘command-D’ to open the word in the Dictionary app.
Also note that in Spotlight, you can jump around 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). Using the ‘control’ key and the down or up arrow takes you to the very bottom or the very top of the list, respectively.
When you’re done with Spotlight, just hit your hotkey combination again to dismiss it. 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.
With the last seven days of July upon us, the suspense is just killing some people waiting for the release of Apple’s latest version of OS X, 10.8 Mountain Lion. While rumours abound for just about every conceivable day left being the ‘official’ release date (with the 25th being the most popular, it seems), the sensible are making sure they’re prepared. So here’s a few things to do both before and on the big day:
1. Check the tech specs
Check out the tech specs for Mountain Lion and the list of supported machines to make sure you can run it on your current system. If you are upgrading from Snow Leopard, you should also check out will my old apps work with Lion?.
2. Run Software Update
Make sure you have the latest version of everything by running
> Software Update
before you upgrade. This will help to cut down any compatibility problems when installing Mountain Lion.
3. Backup your current install
Without a doubt the biggest cause of trouble and frustration with every OS release is among users who didn’t backup their systems before trying to install the new one. Like Lion, Mountain Lion will be delivered as a download from the App Store, and while this method is certainly convenient, corrupted downloads are not uncommon. Moreover, even when the install proceeds as expected, you want to be able to get back to your previous system if you find things are not to your liking. An OS installation is like performing major surgery on your computer and the chances of complications are always a significant risk. As the old boy scout saying goes ‘Be Prepared’. Backup, backup, backup.
4. Remove everything from your Login Items.
For Lion users, that’s
> System Preferences…> Users & Groups | Login Items
If you’re upgrading from Snow Leopard 10.6.8, go to
> System Preferences…> Accounts | Login Items
There’s a couple of reasons for doing this, but mainly it’s to ensure that you can log in without difficulty. Login Items are one of the main causes of OS problems at the best of times, but with a major upgrade like this, you don’t want any incompatible software choking the system from booting up. See Steps 8 & 9 below about re-activating your Login Items after the installation.
5. Uninstall AV software & other utilities
If you have Sophos, VirusBarrier, iAntiVirus, F-Secure, or similar uninstall these prior to upgrading. After upgrading, if you must use them, look for updates. Uninstall MacKeeper, Little Snitch, LogMeIn or any other 3rd party utility that runs prior to user login.
6. Be prepared for slow download times
Apple’s servers will be hotter than a forest fire on release day, so you can expect download times to be pretty poor. At the very least, connect your computer to your router via ethernet cable rather than wifi – that’ll at least help push things along a bit faster at your end. If you can do it from the office or somewhere else that has a lot more bandwidth than the usual home connection, do so.
7. Save the installer
After the download completes the installer will run automatically. Do NOT click ‘Install’, but instead quit it. Then go to your Applications folder and copy the ‘Install OS X Mountain Lion .app’ and save it to your Downloads folder or somewhere else. Then you can run the installer in your Applications folder.
The reason for doing this is that when you install Mountain Lion the Install app in your Applications folder will self-delete. If the install shouldn’t work for some reason the first time round, you won’t have to go through the whole tiresome wait of a download from the App store again if you save a copy to your Downloads folder.
8. Update 3rd-party apps
Assuming Mountain Lion boots up just fine, the first thing you’re going to want to do (after having a nose around, of course!) is update your 3rd party apps. Start off by opening the App store to see if any that you’ve sourced from there have updates waiting for you. After that, start up all the main apps that you normally use and use their ‘Check for Updates’ option (usually in the Apps main menu), or contact the developers through their websites. If you use Parallels 7, you will need to update that before trying to run your virtual machines.
9. Test your Login Items apps
In particular, you’re going to want to test out the apps that you want to put back in your Login Items, before you put them back in there. Run each app and play around with the system for a couple of hours before deciding to put it back in your Login Items list. If you notice any weird behaviour with Finder, the Dock or Desktop backgrounds, problems with wifi or graphics, chances are one or more of your 3rd party apps needs updating to work with Mountain Lion. If there is no update yet, stop using that app till one becomes available or find an alternative. In general, it’s always best to keep Login Items down to a bare minimum. Running apps at login is a sure fire way to slow down boot up times.
10. Check back with Applehelpwriter.com
As always, I’ll be here with tips on how to get the most out of OS X and how to solve some common problems. See you then!🙂