What keyboard shortcuts are and why you might change them
A keyboard shortcut is a combination of keys you press together to do something faster than using menus. Ctrl+C copies, Ctrl+V pastes, Ctrl+Z undoes — these are shortcuts built into Windows and Mac. Many programs add their own: Ctrl+B makes text bold in Microsoft Word, Ctrl+T opens a new tab in your browser.
You might want to change a shortcut because your hands hurt when you use it, because you keep hitting it by accident, or because you prefer a different combination. Windows and Mac both let you reassign most shortcuts, though the process differs between them. Built-in system shortcuts (like Alt+Tab to switch windows on Windows) usually cannot be changed, but program-specific shortcuts almost always can.
Changing a shortcut takes five to ten minutes per program and requires no technical knowledge. The changes stay in place until you change them again, and they do not affect other users on the same computer.
Key Takeaways
- Windows and Mac handle keyboard shortcuts differently — Windows uses the program's settings menu, while Mac uses System Settings for some shortcuts and program preferences for others.
- You can change almost any program shortcut, but system-level shortcuts (like Alt+Tab on Windows or Command+Tab on Mac) usually cannot be reassigned.
- Write down your new shortcut combination before you start, because you need to enter it exactly as you want to use it.
- If a shortcut stops working after you change it, the program may have assigned that key combination to something else — check the full list of shortcuts in that program's settings.
How to change shortcuts in Windows programs
Most Windows programs store shortcut settings in the same place: the menu bar at the top. Open the program and look for a menu called File, Edit, Tools, or Settings. Click it, then look for an option called Preferences, Options, or Settings. Inside that menu, search for a section labeled Keyboard, Shortcuts, or Hotkeys.
Once you find the shortcuts list, locate the action you want to change. For example, if you use Microsoft Word and want to change the Bold shortcut from Ctrl+B to Ctrl+Shift+B, find "Bold" in the list. Click on the current shortcut (it will show as "Ctrl+B"), then press the new key combination you want to use. The program will record what you pressed. Click Save or OK, and the change takes effect when ready.
If you cannot find a Preferences or Settings menu in the program itself, try right-clicking the program's icon on your desktop or in the Start menu and selecting Properties. Some older programs store shortcuts there instead. If that does not work, the program may not allow shortcut changes — check the program's help documentation or website.
How to change shortcuts on Mac
Mac splits shortcuts into two categories: system shortcuts (which affect the whole computer) and program-specific shortcuts (which affect only one program). System shortcuts like Command+Space (Spotlight search) are changed in System Settings. Program shortcuts are changed inside each program's preferences.
To change a system shortcut on Mac, open System Settings from the Apple menu, then click Keyboard on the left side. Look for a section called Keyboard Shortcuts or Shortcuts. You will see categories like Launchpad, Mission Control, and Spotlight. Click the category that contains the shortcut you want to change, find the action in the list, and click the current shortcut. Press your new key combination, then click outside the field to save.
To change a program-specific shortcut on Mac, open the program and click its name in the menu bar at the top left. Select Preferences or Settings. Look for a Keyboard or Shortcuts section. Find the action you want to change, click the current shortcut, press your new combination, and the program saves it automatically. If you do not see a Keyboard section in Preferences, that program does not allow shortcut changes.
Choosing a new shortcut that will not conflict
Before you assign a new shortcut, check whether it is already in use. If you try to assign Ctrl+S to something new in Word, but Ctrl+S already saves the document, the program will either reject the change or disable the Save shortcut — leaving you unable to save at all.
The safest approach is to use combinations that are uncommon. Single keys (like just pressing "X") almost never work as shortcuts because you would trigger them while typing. Combinations with Ctrl+Shift or Ctrl+Alt (on Windows) or Command+Shift or Command+Option (on Mac) are usually available. Avoid combinations that use letters you type frequently — Ctrl+E might seem straightforward, but if you use it while writing an email, you will trigger it constantly by accident.
If you are unsure whether a combination is taken, try assigning it anyway. The program will usually tell you if it conflicts with something else. If it does, pick a different combination and try again.
What to do if a shortcut stops working
If you change a shortcut and it stops working, the most common cause is that you assigned it to two different actions by mistake. Open the shortcuts list again and search for your new key combination. You may find it assigned to something else — delete one of the assignments and keep the one you want.
A second cause is that you entered the combination slightly wrong. If you meant to press Ctrl+Shift+B but actually pressed Ctrl+B, the program recorded what you actually pressed, not what you intended. Delete the shortcut and try again, pressing slowly and deliberately so you can feel each key.
If the shortcut still does not work after you check both of these, restart the program. Some programs do not explore shortcut changes until you close and reopen them. If restarting the program does not fix it, check the program's help documentation — a few programs require you to restart your entire computer before new shortcuts take effect.
Resetting shortcuts to their defaults
If you change many shortcuts and want to go back to the original setup, most programs have a Reset button in the Keyboard or Shortcuts settings. Click it, and the program returns all shortcuts to what they were when you first installed it. This does not affect any other program on your computer.
If you cannot find a Reset button, you can delete shortcuts one at a time by finding them in the list and pressing Delete or Backspace. The program will remove your custom shortcut and return that action to its original key combination. Some programs also let you right-click a shortcut and select Reset or Restore Default.
Frequently Asked Questions
Can I use the same shortcut in two different programs?
Yes. A shortcut you create in Microsoft Word does not affect shortcuts in Google Chrome or any other program. Each program has its own separate list. You can use Ctrl+Shift+B for Bold in Word and for something completely different in another program without any conflict.
What if I assign a shortcut and nothing happens when I press it?
First, make sure the program is open and active (the window is in focus). Second, check that you are pressing the exact combination you assigned — if you assigned Ctrl+Shift+B but are pressing Ctrl+B, it will not work. Third, restart the program. If it still does not work, the program may not have saved your change — go back to the shortcuts list and verify the shortcut is there.
Can I change system shortcuts like Alt+Tab on Windows or Command+Tab on Mac?
Not directly. These system-level shortcuts are locked by Windows and Mac to prevent accidental changes. However, some third-party programs like AutoHotkey (Windows) or Karabiner (Mac) can remap keys at a deeper level if you need to change them badly enough to install additional software.
Will my shortcut changes stay if I update the program?
Usually yes. Most programs store your custom shortcuts separately from the program files, so updates do not erase them. However, if an update changes how the program works or removes an action entirely, that shortcut may stop working. You can always reassign it to something else or delete it.
Can I export my shortcuts so I do not have to set them up again on another computer?
Some programs allow this, but most do not. Microsoft Office, for example, lets you save custom shortcuts to a file you can import on another computer, but many smaller programs have no export option. Check your program's preferences or help documentation to see if export is available.