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. The most common ones are Ctrl+C to copy, Ctrl+V to paste, and Ctrl+Z to undo. Your computer comes with shortcuts already built in, but you can change almost all of them to match how your hands naturally work or to match shortcuts you learned on a different device.

You might change a shortcut because you have arthritis and need a combination that does not bend your fingers the same way. You might change one because you switched from a Mac to Windows and your muscle memory keeps reaching for Command+Q instead of Alt+F4. You might change one straightforward because you use a particular function so often that you want a faster way to reach it.

The steps to change a shortcut depend on what program you are using and what you want the shortcut to do. A shortcut that works in Microsoft Word might not work in Google Docs. A shortcut you create in one program will not automatically appear in another. This guide covers the most common situations: changing shortcuts in Windows, changing them in Mac, and changing them in individual programs.

Key Takeaways

  • Windows lets you change keyboard shortcuts for individual programs through Settings, but the process varies by program and not all shortcuts can be changed.
  • Mac users can change shortcuts system-wide through System Settings, which affects most programs at once, or change them in individual programs through their preferences.
  • Many programs like Microsoft Office, Adobe Creative Suite, and Google Workspace have their own shortcut-changing tools inside the program itself, separate from your operating system settings.
  • A shortcut you create in one program does not carry over to other programs unless you change it in each one separately.
  • If a shortcut you want to use is already taken by another function, you will need to remove or change the existing shortcut first.

Changing shortcuts in Windows

Windows does not have a single central place to change all keyboard shortcuts. Instead, you change them either through the program itself or through Windows Settings for system-wide functions.

To change a shortcut for a specific program in Windows, open that program and look for Settings, Preferences, or Options in the menu. Most programs have a Keyboard or Shortcuts section inside these menus. For example, in Notepad++, you go to Settings > Shortcut Mapper. In Visual Studio Code, you go to File > Preferences > Keyboard Shortcuts. Once you find the shortcuts list, locate the function you want to change, click on it, and press the new key combination you want to use. The program will tell you if that combination is already in use.

For system-wide shortcuts in Windows—like shortcuts that work on your desktop or in File Explorer—go to Settings > Accessibility > Keyboard, then look for the Sticky Keys, Filter Keys, or Toggle Keys sections. These control accessibility shortcuts. For other system shortcuts, you may need to right-click on a program's shortcut icon, select Properties, and enter a shortcut in the Shortcut Key field. This method works for launching programs, but not for changing shortcuts within programs.

Changing shortcuts on a Mac

Mac gives you two ways to change shortcuts: system-wide changes that affect most programs, and program-specific changes that only affect one process.

To change a shortcut that works across most Mac programs, go to System Settings > Keyboard > Keyboard Shortcuts. You will see a list of categories on the left: App Shortcuts, Function Keys, Modifier Keys, and others. Click App Shortcuts, then click the plus sign to add a new shortcut or select an existing one to change it. You type the exact name of the menu item you want to create a shortcut for—for example, if you type "Save As" in the Menu Title field, the shortcut you create will trigger Save As in any program that has that menu item. This is powerful because one change can affect dozens of programs at once.

To change a shortcut in a single Mac program, open that program and go to its Preferences or Settings menu. Look for a Keyboard or Shortcuts section. In programs like Adobe Photoshop, Final Cut Pro, or Microsoft Word, you will find detailed shortcut editors where you can change nearly any function. The steps vary by program, so if you cannot find the shortcuts section, check the program's help menu or search for "[program name] change keyboard shortcuts" online.

Changing shortcuts in specific programs

Some programs have their own shortcut systems that override your operating system settings. Microsoft Office, Adobe Creative Suite, Google Workspace, and many others fall into this category. If you use these programs regularly, learning how to change their shortcuts is worth the time.

In Microsoft Word, go to File > Options > Customize Ribbon, then click Keyboard Shortcuts at the bottom. You will see a list of all available functions. Find the one you want, click in the Press New Shortcut Key field, press your new combination, and click Assign. In Microsoft Excel and PowerPoint, the process is identical.

In Google Docs, Sheets, or Slides, go to Tools > Keyboard Shortcuts. A panel opens showing all available shortcuts. You cannot change them directly in this view, but you can see what each one does and decide whether you want to create a custom shortcut in your browser or operating system to override it.

In Adobe Photoshop, go to Edit > Keyboard Shortcuts. In Adobe Premiere Pro, go to Edit > Keyboard Shortcuts. Both programs let you create custom shortcut sets and save them, which is useful if you switch between computers or want to share your setup with colleagues.

What to do when a shortcut is already taken

If you try to assign a shortcut that is already in use, your computer will usually tell you which function currently uses it. You then have two choices: pick a different shortcut, or remove the existing shortcut first and then assign it to the new function.

Before you remove a shortcut, make sure you are not removing something you use regularly. For example, if you remove Ctrl+S (Save), you will need to use the File menu or remember a new shortcut every time you want to save. A safer approach is to pick a shortcut combination that is less likely to be taken—for instance, Ctrl+Shift+J or Ctrl+Alt+K instead of common combinations like Ctrl+A or Ctrl+E.

If you do remove a shortcut, write down what you removed and what you assigned it to. This is especially important if you share a computer or if you change shortcuts in a program you do not use every day. Six months later, you will not remember why Ctrl+Q no longer works.

Shortcuts that cannot be changed

Some shortcuts are locked by your operating system and cannot be changed, even if you want to. On Windows, Ctrl+Alt+Delete is reserved by the system. On Mac, Command+Space is reserved for Spotlight search. These shortcuts exist for security or core functionality reasons, and programs are not allowed to override them.

Additionally, some programs do not let you change certain shortcuts because they are essential to the program's function. For example, many programs will not let you change the shortcut for opening the Help menu or closing the program. If you try to change a shortcut and the program does not let you, this is usually why.

If a shortcut you want to change is locked, your best option is to pick a different function to assign your preferred key combination to, or accept the shortcut as it is.

Testing your new shortcuts and troubleshooting

After you change a shortcut, test it when ready in the program where you changed it. Press the new combination and confirm that the function works. If it does not work, the shortcut may have been rejected because it was already in use, or the program may have a syntax requirement you did not meet.

If a shortcut works in one program but not another, remember that shortcuts are program-specific unless you changed them at the operating system level. A shortcut you created in Word will not work in Excel unless you create it in Excel too. If you want a shortcut to work everywhere, change it in your operating system settings (Mac System Settings or Windows Settings) rather than in individual programs.

If you change a shortcut and then forget what you changed it to, most programs let you reset shortcuts to their defaults. In Windows programs, look for a Reset button in the Keyboard Shortcuts menu. On Mac, go back to System Settings > Keyboard > Keyboard Shortcuts and delete the custom shortcut you created. In individual programs, look for a Reset or Restore Defaults button in the Preferences menu.

Frequently Asked Questions

Can I use the same shortcut in multiple programs?

Yes, you can use the same key combination in different programs because each program has its own shortcut list. A shortcut you create in Word will not interfere with the same shortcut in Excel. However, if you create a system-wide shortcut on Mac or Windows, it may override program-specific shortcuts, so test carefully.

What if I change a shortcut and then cannot remember what I changed?

Most programs have a Reset or Restore Defaults option in their Keyboard Shortcuts menu. On Mac, you can delete custom shortcuts from System Settings > Keyboard > Keyboard Shortcuts. On Windows, you can usually delete custom shortcuts from the program's settings. If you cannot find a reset option, uninstalling and reinstalling the program will restore all default shortcuts.

Can I use special characters or numbers in a shortcut?

Yes, you can use numbers and special characters, but they must be combined with at least one modifier key like Ctrl, Alt, Shift, or Command. You cannot create a shortcut that is just the letter "A" or just the number "5" because those keys are needed for typing. Most programs will reject a shortcut that does not include a modifier key.

Do keyboard shortcuts I change on my computer follow me if I log into another computer?

No, shortcuts you change are stored on your computer, not in your user account. If you log into a different computer, you will see the default shortcuts. Some programs like Microsoft Office and Adobe Creative Suite let you export and import custom shortcuts, so you can move your setup to another computer if you set it up first.

Will changing a keyboard shortcut affect other people who use my computer?

If you change a shortcut in a program, it affects that program for all user accounts on the computer. If you change a system-wide shortcut on Mac or Windows, it affects all accounts. If you want your shortcuts to be personal to your account only, create a separate user account on your computer and change shortcuts only when logged into that account.