Use Spotlight as a Calculator, Unit Converter, and App Launcher

Spotlight is one of macOS’s most versatile yet underused features. Accessible instantly with Command + Space, Spotlight does far more than just search for files. It acts as a dynamic tool for calculations, conversions, web queries, and launching applications—all without opening a single app.

To use Spotlight as a calculator, press Command + Space and type any mathematical expression. For example, typing 25 * 48 instantly returns 1,200. You can use standard operators like +, -, *, /, and even exponents with ^. Functions like sqrt(144) or sin(30) are also supported, making it ideal for quick math tasks without switching to the Calculator app.

Spotlight also functions as a powerful unit converter. Need to convert miles to kilometers? Type 50 miles in km and Spotlight will display the result (80.47 km). It supports a wide range of conversions including:

• Temperature: 75F in C → 23.9°C
• Currency: 100 USD in EUR → live exchange rate (requires internet)
• Weight: 2 pounds in kg → 0.907 kg
• Volume: 1 gallon in liters → 3.785 L
• Data: 8 GB in MB → 8,192 MB

Beyond math and conversions, Spotlight is the fastest way to launch apps. Instead of navigating through the Dock or Applications folder, press Command + Space and type the first few letters of the app—“Saf” for Safari, “Ph” for Photos, “Term” for Terminal. Press Enter to open it instantly.

You can also search for emails, contacts, calendar events, and documents. For example, typing “meeting notes from Tuesday” might pull up a Pages file or an email thread. Spotlight indexes your entire system, so results appear in real time.

To enhance Spotlight’s functionality, go to System Settings > Siri & Spotlight and customize which categories appear in results—such as Applications, Documents, Messages, or Web Searches. Disabling unnecessary categories can speed up results.

Organize All Your Open Windows with Mission Control

When you’re juggling multiple apps and documents, your desktop can quickly become cluttered. Mission Control is macOS’s visual workspace manager that gives you an instant overview of everything running on your Mac, helping you regain control and switch between tasks efficiently.

Activate Mission Control by pressing the F3 key (or Control + Up Arrow on most keyboards). Alternatively, you can swipe up with three or four fingers on your trackpad. Once activated, all open windows shrink and spread out across the screen, grouped by application.

This layout makes it easy to locate a specific window. For example, if you have five Safari windows open across different tabs and projects, Mission Control shows them all separately, so you can click the one you need without cycling through each tab manually.

At the top of the screen, you’ll see the desktop and any full-screen apps. On the far right, there’s a dedicated area for Dashboard (if enabled) and any virtual desktops (Spaces) you’ve created—more on that in the next section.

You can drag windows between Spaces directly in Mission Control. For instance, drag a Safari window from Desktop 1 to Desktop 2 to reorganize your workflow. You can also create a new Space by hovering at the top-right corner and clicking the “+” button.

Mission Control also shows minimized windows at the bottom of the screen (if you’ve set them to appear there in System Settings). This ensures nothing is truly “hidden” and gives you full visibility over your digital workspace.

To customize Mission Control, go to System Settings > Desktop & Screen Saver > Mission Control. Here, you can:

• Change the keyboard shortcut or trackpad gesture
• Automatically rearrange Spaces based on most recent use
• Group windows by application
• Show Mission Control when switching between apps with Command+Tab

Regular use of Mission Control reduces clutter, minimizes app-switching time, and supports a more mindful approach to multitasking. It’s especially useful during presentations, research sessions, or when managing complex workflows with many open resources.

How to Create and Manage Virtual Desktops (Spaces) for Different Tasks

Spaces are macOS’s implementation of virtual desktops—separate desktop environments that let you organize your work by project, app, or activity. Instead of having all your windows on one chaotic screen, you can create dedicated Spaces for email, coding, design, browsing, or entertainment.

To create a new Space, activate Mission Control (Control + Up Arrow) and move your cursor to the top-right corner of the screen. Click the “+” button that appears. A new blank desktop will be added to the right.

To switch between Spaces, swipe left or right with three or four fingers on the trackpad, or press Control + Left/Right Arrow. You can also click on a Space directly in Mission Control.

Now, assign apps to specific Spaces. For example:

• Desktop 1: Mail, Calendar, Messages – for communication
• Desktop 2: Safari, Notes, PDF Expert – for research
• Desktop 3: Xcode, Terminal, GitHub Desktop – for development
• Desktop 4: Final Cut Pro, Photos – for creative work
• Desktop 5: Spotify, YouTube – for media

To move an app window to a different Space, enter Mission Control, click and drag the window to the desired desktop at the top of the screen. Once placed, that app will consistently open in that Space unless moved again.

You can also assign apps to always open in a specific Space. Right-click the app’s icon in the Dock, go to “Options,” and select “Assign To” > “This Desktop” or “All Desktops.”

Full-screen apps automatically become their own Space. For example, when you enter full-screen mode in Safari, macOS creates a new Space just for that browser window. You can toggle between it and your other desktops seamlessly.

Managing Spaces keeps your focus sharp and reduces distractions. When you’re coding, you won’t see incoming email notifications unless you switch to that Space. This separation supports deep work and improves mental clarity.

To delete a Space, enter Mission Control, hover over the Space thumbnail, and click the “X” that appears (except for the primary desktop, which cannot be removed). You can have up to 16 Spaces, though most users find 3–5 sufficient for daily use.

The 10 Keyboard Shortcuts That Will Change How You Use Your Mac

Mastering keyboard shortcuts is the fastest way to boost productivity. These 10 essential shortcuts work across macOS and will save you hours of clicking and navigating.

1. Command + Space: Open Spotlight. Instantly search, calculate, or launch apps.
2. Command + Tab: Switch between open applications. Hold Command and press Tab to cycle, then release to switch.
3. Command + ` (backtick): Switch between windows of the same app. Great for multiple Safari or Finder windows.
4. Command + H: Hide the current app’s windows. Keeps the app running but removes it from view.
5. Command + M: Minimize the current window to the Dock.
6. Command + W: Close the current window or tab (does not quit the app).
7. Command + Q: Quit the current application completely.
8. Control + Up Arrow: Open Mission Control to see all windows and Spaces.
9. Control + Left/Right Arrow: Move between virtual desktops (Spaces).
10. Command + Shift + 4: Take a screenshot of a selected area. Press Spacebar to capture a specific window.

Bonus shortcuts:

• Command + Z: Undo the last action (works in most apps).
• Command + Shift + Z: Redo (if supported).
• Command + Option + Esc: Force quit unresponsive apps.
• Option + Double-click: Open a file in a new window (Finder).

These shortcuts become second nature with practice. Try incorporating one per day until they’re automatic. The time saved in daily navigation, window management, and task switching is substantial—especially over weeks and months.

PDF with a Cheat Sheet of the Best Productivity Tricks

To help you remember and apply these productivity techniques, here’s a complete cheat sheet you can save or print as a PDF. Simply follow the steps below to generate your own reference guide.

Spotlight Quick Commands

• Launch App: Type app name + Enter
• Calculator: 50 * 24, sqrt(25), 2^8
• Unit Converter: 100 km in miles, 32C in F, 500MB in GB
• Currency: 25 USD in EUR (requires internet)
• File Search: “budget report 2025”, kind:pdf

Mission Control & Spaces

• Open Mission Control: Control + Up Arrow or F3
• Switch Spaces: Control + Left/Right Arrow
• Create New Space: Mission Control > Click + in top-right
• Delete Space: Mission Control > Hover > Click X
• Move Window to Space: Drag in Mission Control

Essential Keyboard Shortcuts

• Command + Space → Spotlight
• Command + Tab → App Switcher
• Command + ` → Switch app windows
• Command + H → Hide app
• Command + M → Minimize window
• Command + W → Close window
• Command + Q → Quit app
• Command + Shift + 4 → Screenshot (select area)
• Command + Shift + 5 → Screenshot/Screencast tool
• Command + Option + Esc → Force Quit

Pro Tips

• Use Spaces to separate work, personal, and creative tasks.
• Keep only essential apps in your Dock; use Spotlight for the rest.
• Minimize distractions by working in full-screen apps or dedicated Spaces.
• Use Quick Look (Spacebar) to preview files without opening them.
• Combine shortcuts: e.g., Command + Tab to Safari, then Command + T for new tab.

To save this guide as a PDF, open this page in your browser, go to File > Print, and choose “Save as PDF” as the destination. Name it “Mac Productivity Cheat Sheet” and store it in your Documents folder or on your desktop for quick access.

By integrating Spotlight, Mission Control, Spaces, and keyboard shortcuts into your daily workflow, you’ll experience a dramatic improvement in efficiency and focus. These built-in macOS features are designed to reduce friction, minimize distractions, and help you accomplish more with less effort. Whether you’re a student, developer, writer, or creative professional, mastering these tools transforms your Mac into a true productivity powerhouse.