Guides
Step by step guides to automate your Mac
Practical, hands on walkthroughs for automating everyday tasks, from tidying screenshots to filing invoices. Learn to build any rule yourself, or grab it ready made from the template gallery.
Showing 40 of 40 rules
How to sort screenshots automatically on Mac
Move screenshots into a Screenshots subfolder the moment they land
Beginner · About 2 minutes
Photos and imagesHow to sort photos by year taken on Mac
File every photo into a year folder, based on when it was actually taken
Beginner · About 2 minutes
Photos and imagesHow to convert HEIC to JPEG automatically on Mac
iPhone photos become universally openable JPEGs, undoable
Beginner · About 1 minute
Photos and imagesHow to sort photos by year and month on Mac
Images filed into nested year and month subfolders, by capture date
Beginner · About 3 minutes
Photos and imagesHow to resize photos for sharing on Mac
Shrink images to a social friendly size, strip location data, and keep the original alongside
Beginner · About 2 minutes
Photos and imagesHow to automatically crop and resize photos for Instagram on Mac
Crop to a square, resize to 1080px, convert to JPEG, and strip location data, keeping the original
Intermediate · About 4 minutes
Photos and imagesHow to prepare photos for Instagram Stories and Reels on Mac
Crop to a 9:16 vertical frame, resize to 1080x1920, convert to JPEG, and strip location data
Intermediate · About 4 minutes
Photos and imagesHow to prepare photos for YouTube thumbnails on Mac
Crop to a 16:9 frame, resize to 1280x720, convert to JPEG, and strip location data
Intermediate · About 4 minutes
Photos and imagesHow to convert HEIC to PNG automatically on Mac
iPhone photos become universally openable PNGs, undoable
Beginner · About 1 minute
Photos and imagesHow to convert WEBP to JPEG automatically on Mac
Web images become universally openable JPEGs, undoable
Beginner · About 1 minute
Photos and imagesHow to convert screenshots to JPEG automatically on Mac
Screenshots become smaller JPEGs the moment they land, undoable
Beginner · About 2 minutes
Photos and imagesHow to sort iPhone photos by capture date on Mac
Photos taken on an iPhone are renamed by capture date and filed into an iPhone Photos folder by year
Intermediate · About 3 minutes
Photos and imagesHow to rename photos by what they show on Mac
Photos are renamed using a short description of what's in them, generated with Apple Intelligence when this Mac supports it, otherwise Apple's Vision recognition
Beginner · About 2 minutes
PDFs and documentsHow to file invoice PDFs by month on Mac
PDFs mentioning invoice filed into Invoices by year, renamed by the date inside
Intermediate · About 4 minutes
PDFs and documentsHow to rename scanned documents by date on Mac
Any PDF renamed using the date found inside it, so scans sort correctly by name
Beginner · About 2 minutes
PDFs and documentsHow to automatically stamp processed PDFs on Mac
Adds a Filed stamp to every PDF that lands here, so you can tell it has already been processed
Beginner · About 2 minutes
PDFs and documentsHow to rename invoices with the invoice number on Mac
PDFs mentioning invoice renamed using the invoice number found inside, for example INV-1049
Advanced · About 4 minutes
Downloads and inbox triageHow to clean up old downloads automatically on Mac
Anything untouched for 30 days moves to an Old subfolder
Beginner · About 1 minute
Downloads and inbox triageHow to sort DMG and PKG installers automatically on Mac
DMGs and PKGs move into an Installers subfolder
Beginner · About 1 minute
Downloads and inbox triageHow to automatically delete old installers on Mac
DMGs and PKGs untouched for 14 days move to the Trash, since the install is already done
Beginner · About 2 minutes
Downloads and inbox triageHow to automatically open new PDFs in Preview on Mac
Every PDF that lands here opens immediately in Preview, so you never have to double click
Beginner · About 1 minute
Downloads and inbox triageHow to automatically delete risky file types on Mac
Files with no legitimate use on a Mac move straight to the Trash, undoable
Beginner · About 2 minutes
Financial and receiptsHow to organize bank statement PDFs by month on Mac
PDFs mentioning statement filed into Statements by year, renamed by the date inside
Intermediate · About 4 minutes
Financial and receiptsHow to tag receipts and invoices automatically on Mac
PDFs mentioning receipt or invoice get tagged, without moving or renaming anything
Beginner · About 3 minutes
Video and audioHow to shrink videos for sharing on Mac
Converts videos to a smaller HEVC copy for easier sharing, keeps the original alongside
Beginner · About 2 minutes
Naming and renaming utilitiesHow to clean up filenames for the web on Mac
Every file gets a clean, URL safe name, spaces and punctuation replaced, extension kept
Intermediate · About 2 minutes
Naming and renaming utilitiesHow to prepend the date to new filenames on Mac
Every file gets the date it arrived at the front of its name, so sorting by name also sorts by time
Beginner · About 2 minutes
Naming and renaming utilitiesHow to lowercase file extensions automatically on Mac
Renames Photo.JPG to Photo.jpg, leaving the rest of the name untouched
Beginner · About 1 minute
Naming and renaming utilitiesHow to fix filenames that break OneDrive sync on Mac
Removes characters that OneDrive and other cloud sync services reject
Intermediate · About 2 minutes
Naming and renaming utilitiesHow to remove trailing spaces from filenames on Mac
Trims any space sitting right before the extension, for example Report .pdf becomes Report.pdf
Beginner · About 1 minute
Naming and renaming utilitiesHow to remove all spaces from filenames on Mac
Strips every space from the name, for example Report Final Draft.pdf becomes ReportFinalDraft.pdf
Beginner · About 1 minute
Cleanup and storage hygieneHow to tag large files automatically on Mac
Files over 500 MB get a Large tag for easy cleanup
Beginner · About 1 minute
Cleanup and storage hygieneHow to delete files older than 60 days on Mac
Anything untouched for 60 days moves straight to the Trash, undoable
Beginner · About 1 minute
Cleanup and storage hygieneHow to automatically clean an overcrowded folder on Mac
Once this folder holds more than 300 items, anything untouched for 14 days moves to the Trash
Intermediate · About 2 minutes
Cleanup and storage hygieneHow to automatically empty a scratch folder on Mac
Everything dropped here moves straight to the Trash, so this folder stays empty and ready for temporary files
Beginner · About 1 minute
Tagging and organizationHow to tag deeply buried files on Mac
Files sitting two or more subfolders deep get a Buried tag, so overlooked files are easy to find
Beginner · About 1 minute
Tagging and organizationHow to remove the Large tag from old files on Mac
Removes the Large tag from files added over 90 days ago, so the tag stays a useful signal
Beginner · About 2 minutes
Developer and power userHow to run a Shortcut automatically when files arrive on Mac
Runs a Shortcut of your choosing on every file that arrives here
Advanced · About 2 minutes
Media library managementHow to rename video files by season and episode on Mac
Renames video files using the season and episode numbers already in the filename, like S01E02
Advanced · About 3 minutes
Media library managementHow to sort TV episodes into season folders on Mac
Video files with a season and episode number in their name get filed into a Season subfolder
Advanced · About 3 minutes
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