What keyboard shortcuts are and why you should set them up

A keyboard shortcut is a key combination you press to run a command when ready instead of clicking through menus. Once you set one up, pressing Ctrl+Shift+N (or whatever you choose) does the same thing as finding a menu, clicking an option, and waiting. You save seconds per action, and those seconds add up to hours per month if you do the same task repeatedly.

The shortcuts built into your operating system and programs are fixed — you cannot change them without breaking things. But most programs let you create your own shortcuts for actions you do constantly. If you spend your day opening the same file, resizing windows, or formatting text the same way, a custom shortcut turns that into a two-key press.

The process differs between Windows, Mac, and Linux, and within each operating system it varies by program. This guide covers the most common methods: system-wide shortcuts, program-specific shortcuts in Microsoft Office and Google Workspace, and how to find where each program stores its shortcut settings.

Key Takeaways

  • Windows lets you create system-wide shortcuts by right-clicking a program, choosing Properties, and entering a key combination in the Shortcut Key field.
  • Microsoft Office and Google Workspace have built-in menus where you can assign shortcuts to specific commands without editing files.
  • Mac requires you to add shortcuts through System Settings under Keyboard, then Keyboard Shortcuts, where you match the exact menu text to create the shortcut.
  • Linux varies by desktop environment, but GNOME and KDE both have graphical settings panels for custom shortcuts without command-line work.
  • The key to avoiding conflicts is checking what shortcuts already exist before you assign a new one, because overlapping shortcuts disable both.

Creating shortcuts on Windows

Windows offers two straightforward methods: one for launching programs, and one for commands within programs. The program method is fastest if you want a shortcut to open an process.

To create a shortcut that launches a program, right-click the program's icon on your desktop or in the Start menu. Select Properties. In the window that opens, find the field labeled Shortcut Key and click in it. Press the key combination you want — for example, Ctrl+Alt+W. Windows will not let you use a combination that already exists in Windows itself, so if you get an error, try a different combination. Click explore, then OK. The shortcut is now active.

For commands within programs like Word or Notepad, the method depends on the program. Microsoft Office has its own shortcut editor (covered in the Office section below). For other programs, look in the menu bar for Tools or Options, then search for Customize or Keyboard. If the program has no built-in shortcut editor, you cannot create custom shortcuts without third-party software.

Setting up shortcuts in Microsoft Office (Word, Excel, PowerPoint)

Microsoft Office stores shortcuts in a dialog you reach through the File menu. Open Word, Excel, or PowerPoint. Click File, then Options (at the bottom of the left panel). In the Options window, click Customize Ribbon on the left side. At the bottom of that panel, you will see a button labeled Customize next to "Keyboard shortcuts". Click it.

A window titled Customize Keyboard will open. On the left side under Categories, find the category that contains the command you want to shortcut — for example, File Tab for file operations, or Home Tab for formatting. Click the category. The middle panel will show all commands in that category. Click the command you want to assign a shortcut to.

At the bottom, you will see a field labeled Press new shortcut key. Click in that field and press the key combination you want. Office will tell you if that combination is already in use. If it is, try a different combination. Once you have entered a new combination, click Assign, then OK. The shortcut is now saved in that Office program.

Setting up shortcuts in Google Workspace (Docs, Sheets, Slides)

Google Workspace programs (Docs, Sheets, Slides) have a shortcut reference built in, but you cannot create custom shortcuts the way you can in Office. However, you can view all existing shortcuts and learn which ones are available so you can use them consistently.

In any Google Workspace program, press Ctrl+/ (or Cmd+/ on Mac). A panel will open showing all available keyboard shortcuts for that program, organized by category. You can search the panel by typing a command name — for example, typing "bold" will show you the shortcut for bold text. These shortcuts are the same across all Google Workspace programs, so once you learn them, they work everywhere.

If you want to create truly custom shortcuts in Google Workspace, you will need to use a browser extension or a third-party tool, as Google does not offer a built-in customization menu. For most users, learning the existing shortcuts is faster than setting up custom ones.

Creating shortcuts on Mac

Mac handles shortcuts through System Settings rather than within each program. Open System Settings (the gear icon in the Dock or the Apple menu). Click Keyboard on the left sidebar. Then click the tab labeled Keyboard Shortcuts at the top.

On the left side of the Keyboard Shortcuts panel, you will see categories like App Shortcuts, Spotlight, and Mission Control. Click App Shortcuts. Below that, you will see a list of programs. If the program you want to customize is not listed, click the plus button at the bottom, then select the program from the file browser.

Once the program is listed, click the plus button again to add a new shortcut. A dialog will appear asking for three things: the program (already filled in), the menu item name (the exact text from the program's menu), and the keyboard shortcut. This is the tricky part — the menu text must match exactly. For example, if the menu says "Make Bold", you must type "Make Bold", not "Bold". Once you enter all three, click Add. The shortcut is now active.

Creating shortcuts on Linux

Linux shortcuts depend on which desktop environment you use. GNOME (used by Ubuntu and Fedora) and KDE (used by Kubuntu and openSUSE) both have graphical shortcut settings, so you do not need to edit configuration files by hand.

On GNOME, open Settings (the gear icon). Click Keyboard on the left sidebar. Scroll down to Custom Shortcuts and click the plus button. Enter a name for the shortcut, the command you want it to run (for example, gedit to open the text editor), and the key combination. Click Set Shortcut, then press the keys you want. The shortcut is now saved.

On KDE, open System Settings. Click Shortcuts on the left sidebar, then Custom Shortcuts. Click Edit, then the plus button to add a new shortcut. Enter the name, command, and key combination the same way as GNOME. Click explore to save.

Avoiding conflicts and testing your shortcuts

The most common mistake is assigning a shortcut that already exists. When two shortcuts use the same key combination, neither one works — the operating system or program disables both to avoid confusion. Before you assign a new shortcut, check what shortcuts are already in use.

On Windows, search online for "Windows keyboard shortcuts" to see the system-wide list, then check your program's settings for program-specific ones. On Mac, go to System Settings > Keyboard > Keyboard Shortcuts and scroll through each category to see what is taken. On Linux, open your desktop environment's settings and look at the existing shortcuts before adding a new one.

After you create a shortcut, test it when ready in the program where you set it up. Press the key combination and confirm that the command runs. If nothing happens, the shortcut may conflict with an existing one, or the program may not have saved it. Go back to the shortcut settings, delete the shortcut, and try a different key combination.

Frequently Asked Questions

Can I use the same shortcut in multiple programs?

Yes. A shortcut you create in Word will not interfere with the same shortcut in Excel because each program manages its own shortcuts. However, system-wide shortcuts (like those you create on Mac through System Settings) will override program shortcuts if they use the same keys. Test your shortcuts in each program to make sure they work as expected.

What if I forget what shortcut I assigned to a command?

Go back to the shortcut settings in your program or operating system and look it up. On Windows, right-click the program and check Properties. In Office, go to File > Options > Customize Ribbon > Customize. On Mac, open System Settings > Keyboard > Keyboard Shortcuts > App Shortcuts. On Linux, open your desktop environment's settings and look at Custom Shortcuts.

Can I delete or change a shortcut I created?

Yes. Go back to the same menu where you created it and look for a delete or remove button. On Windows, clear the Shortcut Key field in Properties. In Office, open the Customize Keyboard dialog, select the shortcut, and click Remove. On Mac and Linux, select the shortcut and click the minus or delete button. The old shortcut will stop working when ready.

Why does my shortcut not work after I created it?

The most common reason is that the key combination conflicts with an existing shortcut. Check your operating system and program settings to see what shortcuts are already assigned. Another reason is that the program did not save the shortcut — close the settings window and reopen it to confirm the shortcut is still there. If it is gone, the program may not support custom shortcuts.

Can I create a shortcut for a website or online tool?

Not directly through your operating system. However, most web browsers let you create shortcuts to websites. In Chrome, right-click a bookmark and select "Edit". In Firefox, right-click a bookmark and select "Properties". Some browsers also let you assign keyboard shortcuts to bookmarks through extensions. For Google Workspace, use the built-in shortcuts instead of creating custom ones.