What keyboard shortcuts are and why you'd add your own
A keyboard shortcut is a key combination that opens a program, runs a command, or performs an action without you having to click through menus. Windows and Mac both let you create your own shortcuts for things you do repeatedly — opening a specific folder, launching your email, pasting text you use often, or triggering a search.
Most people use the shortcuts that come built in (like Ctrl+C to copy), but adding your own saves time if you have a task you repeat dozens of times a day. Instead of navigating five menus, you press three keys and you're done.
The process differs between Windows and Mac, and also depends on what you're trying to shortcut — a program, a file, a document, or an action within a program itself. This guide covers the most common scenarios.
Key Takeaways
- On Windows, you can create shortcuts to programs and files by right-clicking, choosing Properties, and entering a key combination in the Shortcut Key field.
- On Mac, you add shortcuts to programs and actions through System Settings > Keyboard > Keyboard Shortcuts, then choose the category and type your combination.
- Most programs also let you customize their internal shortcuts (like Ctrl+S to save) through their own Preferences or Settings menu.
- Avoid using combinations that Windows or Mac already uses, or your custom shortcut will be ignored.
- Test your shortcut right after creating it to make sure it works and doesn't conflict with anything else.
Creating a shortcut to a program or file on Windows
On Windows, you can assign a keyboard shortcut to any program or file. The shortcut will launch it from anywhere on your computer, even if the program isn't running yet.
Right-click the program or file you want to shortcut. If it's a program, you can right-click the icon on your desktop or in the Start menu. If it's a file or folder, right-click it in File Explorer. Choose Properties from the menu that appears.
In the Properties window, look for the Shortcut tab at the top. Click it. You'll see a field labeled Shortcut Key — it will be empty or say "None". Click in that field and press the key combination you want to use. Most people use Ctrl plus a letter (like Ctrl+Alt+N for Notepad), or Ctrl+Shift plus a letter for less common tasks. Windows will show you what you pressed. Click Apply, then OK.
Test it immediately by pressing your new shortcut. If nothing happens, the combination may already be in use by Windows or another program. Go back to Properties and try a different combination.
Creating a shortcut to a program or file on Mac
On Mac, the process is built into System Settings rather than attached to individual files. Open System Settings and go to Keyboard. Look for Keyboard Shortcuts near the bottom of the left sidebar and click it.
You'll see a list of categories on the left: App Shortcuts, Function Keys, Modifier Keys, and others. Click App Shortcuts. This is where you add shortcuts for specific programs.
Click the plus sign (+) at the bottom of the list. A dialog will open asking you to choose an application. Click the dropdown that says "All Applications" and select the program you want to create a shortcut for. If you want the shortcut to work in every program, leave it set to "All Applications".
In the Menu Title field, type the exact name of the action you want to shortcut. For example, if you want to shortcut "New Window", type that exactly as it appears in the program's menu. In the Keyboard Shortcut field, press the key combination you want (usually Cmd plus a letter or number). Click Add. The shortcut is now active.
Customizing shortcuts inside programs
Many programs let you change their built-in shortcuts or add new ones. This is different from creating a shortcut that launches the program — this changes what happens when you press a key while the program is already open.
In most programs, go to the menu bar and look for Preferences, Settings, or Options. Some programs hide this under the program name itself (on Mac) or under Edit (on Windows). Look for a section called Keyboard, Shortcuts, or Hotkeys.
You'll usually see a list of actions with their current keyboard shortcuts next to them. Click the action you want to change, then click in the shortcut field and press the new key combination you want. Some programs require you to click a button like Assign or Set to confirm. Save your changes and close the window.
Common programs that let you do this include Microsoft Office, Adobe Creative Suite, text editors like Notepad++ and VS Code, and most web browsers. The exact location varies, so if you can't find it, search the program's help menu for "keyboard shortcuts" or "customize shortcuts".
Avoiding conflicts with existing shortcuts
Both Windows and Mac reserve certain key combinations for their own use. If you try to create a shortcut using a combination that's already taken, one of two things happens: either the system ignores your shortcut, or your shortcut overrides the system one (which usually causes problems).
On Windows, avoid Ctrl+Alt+Delete, Ctrl+Escape, Alt+Tab, Alt+F4, and Windows Key combinations. On Mac, avoid Cmd+Space (Spotlight search), Cmd+Tab (app switcher), Cmd+Q (quit), and Control+Up/Down/Left/Right (Mission Control).
If you create a shortcut and it doesn't work, the combination is probably already in use. Go back and try a different one. A good strategy is to use Ctrl+Shift or Cmd+Shift plus a letter — these are less commonly used by default.
Testing and troubleshooting your new shortcut
After you create a shortcut, test it right away. Press the combination and see if it does what you expect. If nothing happens, the shortcut didn't take effect.
On Windows, make sure you clicked Apply and OK in the Properties window. If you created a shortcut to a program and it still doesn't work, try restarting your computer — sometimes Windows needs a restart to recognize new shortcuts.
On Mac, shortcuts usually work immediately, but if yours doesn't, go back to System Settings > Keyboard > Keyboard Shortcuts and double-check that you typed the menu title exactly as it appears in the program. Even a small difference (like "New Window" versus "New window" with a lowercase w) will prevent it from working.
If you create a shortcut and it launches the wrong program or does the wrong action, you've likely created a conflict. Delete the shortcut and choose a different key combination.
When shortcuts don't work the way you expect
Sometimes you'll create what you think is a perfect shortcut and it won't behave as expected. Here are the most common reasons why.
On Windows, if you created a shortcut to a file or folder but pressing it does nothing, the file may have been moved or deleted. Right-click the shortcut, choose Properties, and check the Target field to see the full path. If the path is wrong, update it or delete the shortcut and create a new one.
On Mac, if a shortcut works in one program but not another, you may have created it for "All Applications" when you meant it for a specific program, or vice versa. Go back to System Settings and check which application the shortcut is assigned to.
If a shortcut works sometimes but not always, it may be conflicting with another program's shortcut. Close other programs and test again. If it works when they're closed, one of them is using the same combination.
Frequently Asked Questions
Can I use the same shortcut in multiple programs?
Yes, but you have to set it up separately in each program. On Mac, you can create an "All Applications" shortcut in System Settings, but this only works for menu items that exist in every program. For program-specific actions, create the shortcut within each program's own settings.
What if I want to undo a shortcut I created?
On Windows, right-click the program or file, choose Properties, go to the Shortcut tab, and delete the text in the Shortcut Key field. On Mac, go to System Settings > Keyboard > Keyboard Shortcuts, find the shortcut you want to remove, select it, and click the minus sign (−) at the bottom.
Can I create a shortcut that types text for me?
Not with the built-in shortcut tools in Windows or Mac. You would need a third-party program like AutoHotkey (Windows) or TextExpander (Mac). These programs let you create shortcuts that expand into longer text or run more complex actions.
Why does my shortcut work on my desktop but not when I'm using another program?
You probably created a shortcut to launch a program, which only works from the desktop or when no other program is in focus. If you want a shortcut that works while you're using another program, you need to customize that program's internal shortcuts instead.
Do I need to restart my computer after creating a shortcut?
On Mac, no — shortcuts take effect immediately. On Windows, usually no, but if a shortcut doesn't work right away, try restarting. This is especially true if you created a shortcut to a program that was running when you made the change.