Hands-On Apple 205: Take Actions in macOS Tahoe With Spotlight

Host: Micah Sargent
Date: October 23, 2025

Episode Overview

In this episode of Hands-On Apple, host Micah Sargent continues the exploration of new Spotlight features in macOS Tahoe, focusing specifically on Spotlight Actions. Micah delivers a step-by-step walkthrough of how users can leverage Actions to boost productivity and streamline tasks right from macOS Spotlight—including app-specific contextual actions and the power of personalized Quick Keys shortcuts.

Key Discussion Points & Insights

1. Introduction to Spotlight Actions

• Spotlight Overview: Continuing from previous episodes, Micah focuses this session on a new aspect—Actions, complementing prior coverage of searching and browsing.
• Accessing Spotlight:
  • The usual shortcut is Command + Space.
  • Alternatively, use the Spotlight icon in the menu bar (if present).
• How to Reach Actions:
  • Navigate with the right arrow key to the third tab: Actions.
  • Direct shortcut: Hold Command → Space, then press "3" (Command + Space + 3) for immediate access.

“When we hold down Command and hit space, the way to access Actions by default is by moving the arrow key, the right arrow key, until we get to Actions, which is the third option with Spotlight. ...once again holding Command, hitting Spacebar, and then tapping Command 3. That will take us to Actions directly.”
—Micah Sargent [03:14]

2. Exploring Available Actions

• Personalization: Spotlight Actions are tailored to your app usage—both Apple and third-party apps contribute their respective actions.
• Examples of Actions Offered:
  • System: Send a message, start a timer, create a note, send an email, new calendar event
  • Apple apps: Play audiobook (Books), format numbers (Calculator), create alarms (Clock)
  • Third-party: Open drafts (Drafts app), create reminders (Do), open documents (Microsoft Word)
• Special Actions: Advanced options like generating hashes, getting emoji names, network details, creating PDFs/GIFs, recognizing music, finding and replacing text, etc.

“Because I have the Books app from Mac from Apple, I am able to do things like play an audiobook... I have the third party app drafts, so I can get a draft or open a draft. ...Each of these have an option that says Add quick keys.”
—Micah Sargent [05:02]

3. Contextual & Intelligent Actions

• App Awareness: Spotlight tailors action suggestions based on the app currently open/in use.
• Menu Integration Example:
  • In Photos app, typing “hide” surfaces related options like “Hide face names,” “Hide sidebar,” etc., with info on their menu location.
• Clipboard Awareness: Actions may use text copied to clipboard for context—like offering to create a note or event from copied content.
• Demo Walkthroughs:
  • In Photos, searching “hide” brings up all relevant action commands.
  • In Notes, copied text triggers options like appending to a note, starting new entries, or messaging.

“If I'm in the Photos app...hold down Command hit space and start typing in hide. And you'll see that now Spotlight is actually searching for actions in the menu bar for this specific app.”
—Micah Sargent [06:44]

“It's also contextually aware, which means that along with being able to understand the app that you're working with, it can also look at text that you've copied and use that information.”
—Micah Sargent [07:43]

4. Using and Creating Quick Keys

• Purpose: Quick Keys are customizable shortcuts that let you access particular actions instantly by typing brief, memorable sequences.
• How to Set Up:
  • Assign a shortcut in the Actions list (e.g., "se" for "Send Email").
  • After setup, typing "se" in Spotlight immediately brings up the send email option.
• Practical Examples:
  • Send Email shortcut ("se"): Typing "se" opens the send email action instantly.
  • Connect to Server shortcut ("cs"): Typing "cs" fetches the connect-to-server dialog.
  • Print Documents shortcut ("pd"): With a file selected in Finder, "pd" sends it straight to the printer.
• Interaction with Finder: If a PDF is selected, the system recognizes and offers actions appropriate to that context.

“What this does is it lets you get to this specific action even faster...I've typed in SE in the quick keys section and now if I escape out of that and I go to Spotlight and I type in se, the first thing it shows me is that email option.”
—Micah Sargent [10:43]

“From just Spotlight... you could have Print document PDF for example, and be able to, without needing to even take your hands off of the keyboard, print right there from Spotlight. Very powerful.”
—Micah Sargent [13:49]

5. User Experience and Closing Thoughts

• Emphasizing Power of Spotlight:
  • The new system makes common or complex workflow steps much faster—no more digging through menus or launching separate apps.
  • Actions dynamically adapt to your workflow and app usage, saving time and improving efficiency.
• Encouragement to Experiment:
  • Micah suggests users try out different apps, actions, and Quick Keys to fully leverage the streamlined experience.

“So that, dear friends, is a look at Spotlight actions, all part of the new and improved, much more powerful Spotlight in macOS Tahoe.”
—Micah Sargent [14:44]

Notable Quotes & Memorable Moments

• Spotlight Can Do More Than Search:

  “Actions are basically all of the different settings options that you have on your Mac and many of the base tasks that you're able to do in different apps.”
  —Micah Sargent [05:36]

• Contextual Magic:

  “It uses what is locally on my Mac and the behaviors that I've had in the past to also figure out what server I might be trying to connect to.”
  —Micah Sargent [12:48]

Important Segment Timestamps

• [01:18] Episode Intro & Theme Setup
• [03:14] How to Access Spotlight Actions
• [05:02] Types of Actions and App Examples
• [06:44] Contextual Actions in App Menus
• [07:43] Clipboard and Context Awareness
• [10:43] Quick Keys: How & Why
• [12:48] Personalized Action Suggestions
• [13:49] Printing from Spotlight Example
• [14:44] Conclusion & Farewell

Tone & Style

Micah’s presentation is relaxed, straightforward, and user-friendly, always inviting the listener to follow along and experiment.

Summary

This episode serves as a hands-on, practical guide to exploiting the full power of Spotlight Actions in macOS Tahoe. Listeners walk away with a clear understanding of how to use, customize, and maximize actions and quick keys for a vastly more efficient workflow. Mike’s friendly walkthrough style makes the complex both accessible and rewarding for beginners and power users alike.