If you use a Mac, you're probably familiar with Spotlight. It's the search function in macOS and helps you quickly find files, programs, and information. What many people don't realize is that Spotlight can do much more when used correctly. With a few targeted adjustments and clever features, the standard search becomes a powerful tool that noticeably simplifies your everyday work. In this article, you'll learn how to get the most out of Spotlight and, with six concrete tips, get to your goal much faster.
Spotlight is an integral part of macOS and integrated into every Mac. By default, it's activated with the Command + Spacebar keyboard shortcut. Most users simply use Spotlight to launch programs or search for files. But Spotlight can do more: It not only searches your system, but also content such as emails, contacts, calendar entries, messages, system preferences, websites, and more. It also offers handy extras such as currency conversions, calculation functions, and the integration of Siri suggestions. If you know how to control Spotlight and adapt it to your needs, you can work much more efficiently with your Mac.
Adjust search areas
In the Spotlight system settings, you can specify which content should be included in a search. Here, you can choose exactly which categories Spotlight searches. For example, if you never search for music files or presentations, you can disable these categories. This makes searches not only faster but also more relevant. The less unnecessary content Spotlight has to consider, the faster you'll find what you're really looking for.
Personalize keyboard shortcuts
By default, Spotlight opens with Command + Space. If you prefer a different keyboard shortcut or have already configured other shortcuts on your Mac, you can change this. To do this, go to System Preferences > Keyboard > Shortcuts. There you can assign an alternative keyboard shortcut to Spotlight. This is especially useful if you regularly switch between different input methods or use special keyboard workflows.
Use Boolean operators
Using logical operators, you can formulate your search queries much more precisely. Spotlight understands the AND, OR, and NOT commands, but only in uppercase. For example, if you're looking for files related to a specific project but shouldn't include drafts, enter: project AND contract NOT draft. This will return only relevant results. This works with both file names and text content.
Filter by file types
If you know exactly what file type you're looking for, you can narrow down Spotlight accordingly. To do this, enter "Type:" followed by the file type. For example, Type:PDF shows only PDF files, Type:Folder lists only directories. Specific formats like Type:MP3 or Type:Pages also work. These filters help you narrow down your search results and get to what you're looking for faster.
Use preview
Spotlight shows you a list of search results, but you don't have to open the files right away. If you select a search result and press the spacebar, a preview opens via Quick Look. This lets you view the content, metadata, or layout without opening the file in the program. This saves time and helps you identify files faster.
Combine Quick Look and Actions
In the preview view, you can do more than just look, you can act immediately. Using buttons or the context menu, you can instantly move, tag, share, or email files. All of this works directly from Spotlight. You don't have to open Finder or laboriously navigate through folders. This is a practical shortcut, especially for recurring tasks.
The hidden power of macOS Spotlight
macOS Spotlight is much more than a simple search bar. With the right settings and a little background knowledge, it becomes a powerful tool that takes work off your hands every day. If you integrate these six tips into your workflow, you'll work significantly more efficiently. Spotlight can be tailored precisely to your needs, making it a real asset for anyone who wants to not just use their Mac, but get the most out of it. Discover a whole host of useful tips and tricks related to Apple Intelligence! Here you'll find everything you need to know to get the most out of the smart features of your Apple devices – have fun browsing and trying them out! The best products for you: Our Amazon Storefront offers a wide selection of accessories, including those for HomeKit. (Image: Shutterstock / Farknot Architect)
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