How to use apple shortcuts

By | May 29, 2026
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How to Use Apple Shortcuts: Beginner’s Guide to iOS Automation

The native Apple Shortcuts app is an incredibly powerful automation tool built directly into iOS, iPadOS, and macOS. It allows you to combine multiple individual tasks across different applications into a single, one-tap command or voice trigger. For example, you can create a single macro that text-messages your ETA to a contact, loads a driving route in Maps, and shuffles your favorite morning playlist simultaneously.

Whether you want to use premade workflows or build your own custom background macros from scratch, here is how to master Apple Shortcuts.

🏛️ Level 1: Using the Premade Shortcuts Gallery

If you are new to automation, you do not need to build complex scripts immediately. Apple provides a massive, curated library of pre-assembled setups.

 [ Open Shortcuts App ] ──► Tap "Gallery" Tab ──► Browse Categories ──► Tap "+" to Add to Library

  1. Launch the built-in Shortcuts app on your iPhone.

  2. Tap the Gallery tab located in the bottom-right corner of the screen.

  3. Browse through the categorized collections (such as Get Organized, Essentials, or Work from Home).

  4. Tap a shortcut tile to see what it does, then tap the Add (+) button to drop it straight into your personal collection.

To run it, simply head back to your primary Shortcuts tab and tap the card once.

🛠️ Level 2: Building a Custom Multi-Step Shortcut

Every shortcut is assembled using Actions—the fundamental building blocks of the app. Each action is a single step that tells your phone to perform a specific function.

Here is how to build a basic custom recipe (e.g., turning on “Do Not Disturb” and opening a specific app):

  1. On the main Shortcuts tab, tap the Plus (+) icon in the top-right corner.

  2. Tap Rename at the top of the screen to give your shortcut a simple name (e.g., “Deep Work”).

    • Tip: Keep the name easy to say aloud, as this acts as the exact voice command Siri listens for to run it.

  3. Tap Add Action. Use the search bar to look for a utility or app function.

  4. For our example, search for “Set Focus” and tap it to add it to your script. Customize the blue variables to read: Turn “Do Not Disturb” On until “Turned Off”.

  5. Tap the bottom search bar again to add a second step. Search for “Open App”, tap it, and tap the faint blue “App” variable text to pick an application from your list (like Notes or Books).

  6. Your actions will run sequentially from top to bottom. Tap the Play (▶️) button in the bottom corner to test your steps and make sure it behaves correctly. Tap Done to save it.

⚡ Level 3: Creating Hands-Free “Personal Automations”

While standard shortcuts require you to physically tap a button or talk to Siri, a Personal Automation runs entirely by itself in the background based on a contextual trigger. These triggers can include a specific Time of Day, arriving at a Location, or plugging your phone into a Charger.

Here is how to set an automation to change your phone settings automatically:

 [ Automation Tab ] ──► Tap "+" Icon ──► Choose Trigger Event ──► Add Actions ──► Set "Run Immediately"

  1. Tap the middle Automation tab at the bottom of the Shortcuts app screen.

  2. Tap the Plus (+) button in the upper-right corner.

  3. Select your core background trigger. For instance, choose “Arrive” (to execute tasks when you get to the office) or “Time of Day”.

  4. Set the internal schedule parameter details, then ensure you check the box for “Run Immediately” instead of Run After Asking. This guarantees the action runs seamlessly without interrupting you with an on-screen prompt. Tap Next.

  5. Select a blank workflow canvas or search for your pre-built shortcut card. Add the actions you want to run (e.g., set the phone volume to zero and turn off Wi-Fi), then tap Done.

📱 Level 4: How to Run Your Finished Shortcuts

Once your collection is configured, Apple gives you a variety of quick ways to trigger them throughout the operating system:

  • Siri Voice Command: Simply wake your device and state your shortcut’s exact name aloud (e.g., “Hey Siri, Deep Work”).

  • Home Screen App Icons: Inside the Shortcuts app, tap the three dots icon on your custom shortcut card, tap the drop-down chevron at the top next to its title, and select Add to Home Screen. It will look exactly like a standard app icon.

  • The Action Button / Back Tap: On newer iPhones, you can head to Settings > Action Button and assign it to launch any shortcut instantly when you hold down the physical side key. Alternatively, you can go to Settings > Accessibility > Touch > Back Tap to activate a macro just by double-tapping the back of your phone casing.