What a Word document shortcut actually is
A shortcut is a small file that points to another file somewhere else on your computer. When you double-click a shortcut to a Word document, Windows or Mac opens the actual document without you having to navigate through folders. The shortcut itself is not the document — it is a link to it.
People create shortcuts to save time opening files they use often. Instead of opening File Explorer, finding your Documents folder, then locating the file you need, you can put a shortcut on your desktop or in a folder you check frequently. Shortcuts take up almost no storage space because they only contain the location of the real file, not a copy of the document itself.
A shortcut looks slightly different from a regular file icon — it usually has a small arrow or badge in the corner to show it is a link rather than the actual thing.
Key Takeaways
- A shortcut is a small link file that opens another file when you double-click it, not a copy of the document itself.
- On Windows, right-click a Word document and choose "Send to" then "Desktop (create shortcut)" to make one quickly.
- On Mac, hold down Option and Command while dragging a document to create an alias, which works the same way as a Windows shortcut.
- Shortcuts take almost no storage space and let you open frequently used documents without navigating through folders.
- If you move or delete the original document, the shortcut will no longer work because it points to a file that no longer exists.
Creating a shortcut on Windows
The fastest way on Windows is to right-click the Word document you want to link to. A menu appears with several options. Look for "Send to" — when you hover over it, a submenu opens. Click "Desktop (create shortcut)". Windows creates a shortcut file on your desktop that points to the original document.
If you want the shortcut in a specific folder instead of the desktop, you can create it a different way. Right-click the document, choose "Create shortcut", and Windows puts a new file in the same folder as the original. You can then cut and paste that shortcut file anywhere you want — your desktop, a folder, or even email it to someone else.
You can also drag and drop to create a shortcut. Hold down Shift and Ctrl while dragging the document to a new location. Windows creates a shortcut instead of moving or copying the file. This method works in File Explorer and on the desktop.
Creating a shortcut on Mac
Mac calls shortcuts aliases, but they work the same way. To create one, find the Word document in Finder, then hold down Option and Command (the keys together) while dragging the document to your desktop or another folder. An alias appears with the document name and a small arrow icon.
You can also right-click the document and look for "Make Alias" in the menu. This creates an alias in the same folder as the original. You can then move it wherever you need it.
Aliases on Mac behave identically to shortcuts on Windows — they open the original document when you double-click them, and they take up almost no storage space.
Where to put shortcuts for straightforward access
The most common place is your desktop, where you see it every time you start your computer. This works well if you use the document several times a week.
You can also create a folder called "Active Projects" or "Frequently Used" and fill it with shortcuts to documents you are working on right now. This keeps your desktop clean while still giving you quick access. Some people create shortcuts in their Downloads folder or on their taskbar (Windows) or dock (Mac) for even faster opening.
If you work with the same document every day, pinning it to your taskbar or dock is faster than a desktop shortcut. Right-click the shortcut and choose "Pin to taskbar" (Windows) or drag the alias to your dock (Mac).
What happens when you move or delete the original document
If you move the original Word document to a different folder or drive, the shortcut stops working. When you double-click it, you get an error message saying the file cannot be found. The shortcut only knows the original location, not where the file moved to.
If you delete the original document, the shortcut becomes useless — it points to nothing. You can delete the shortcut itself without affecting anything, since it is just a link.
This is why shortcuts work best for documents that stay in the same place. If you move files around frequently, shortcuts become broken links you have to clean up.
Shortcuts versus copies
A shortcut is not the same as making a copy. When you copy a Word document, you create a second file that takes up storage space. If you edit the copy, the original stays unchanged. If you edit the original, the copy does not update.
A shortcut only points to one file. When you open a shortcut and edit the document, you are editing the original. There is only one version of the document, so you never have to wonder which copy is the newest.
Use shortcuts when you want quick access to a single file. Use copies when you need to work on a document in different ways or keep versions separate.
Frequently Asked Questions
Can I email a shortcut to someone else?
You can email the shortcut file, but it will not work on their computer unless they have the original document in the exact same location on their drive. Shortcuts are personal to your computer. If you want to share the document itself, send the actual Word file instead.
What if I want to move the original document but keep the shortcut working?
You cannot. Once you move the original, the shortcut breaks. Your options are to recreate the shortcut in its new location, or use a cloud storage service like OneDrive or Google Drive, which keeps files in the same place regardless of where you access them from.
Does a shortcut use storage space?
Almost none. A shortcut file is typically a few kilobytes — small enough that you could store thousands of them without noticing any impact on your hard drive. The original document uses the storage space, not the shortcut.
Can I rename a shortcut?
Yes. Right-click the shortcut and choose "Rename" (Windows) or press Enter after selecting it (Mac). The name of the shortcut does not affect the original document. You can name it anything you want to help you remember what it opens.
What if the shortcut icon looks broken or blank?
This usually means the original document has moved or been deleted. Try recreating the shortcut by right-clicking the original document again. If you cannot find the original, the shortcut cannot be fixed.