Keyboard shortcuts can save you dozens of clicks a day. In practice, that means faster work, less hand strain, and better focus—without constantly reaching for the mouse. This guide will walk you through the absolute basics so you can use shortcuts on both macOS and Windows and understand what each key combination does.
How to read key labels (Mac vs. Windows)
On a Mac, menus often show symbols:
- ⌘ Command (Cmd) – the primary modifier key on Mac
- ⌥ Option (Alt) – equivalent to “Alt” on a PC keyboard
- ⌃ Control (Ctrl)
- ⇧ Shift
- Fn/Globe – the Function/Globe key
If you use a PC keyboard on a Mac, Alt acts like Option and Ctrl or the Windows logo key acts like Command (see the official overview of shortcuts and symbols: https://support.apple.com/en-us/102650). Microsoft has a complete list of Windows shortcuts, including the Windows key (🪟): https://support.microsoft.com/en-us/windows/keyboard-shortcuts-in-windows-dcc61a57-8ff0-cffe-9796-cb9706c75eec.
Essential shortcuts: text, selection, saving, search
Below are the most commonly used shortcuts in the format Mac → Windows.
- Copy: ⌘C → Ctrl+C
- Cut: ⌘X → Ctrl+X
- Paste: ⌘V → Ctrl+V
- Undo: ⌘Z → Ctrl+Z
- Redo: ⇧⌘Z (or ⌘Y in some apps) → Ctrl+Y
- Select all: ⌘A → Ctrl+A
- Find in a document/on a page: ⌘F → Ctrl+F
- Save: ⌘S → Ctrl+S
- New tab/new window (depends on the app): ⌘T / ⌘N → Ctrl+T / Ctrl+N
- Close window/tab: ⌘W → Ctrl+W
Switching apps, windows, and desktops
- Switching between apps/windows:
- Mac: ⌘Tab (switch apps), ⌘` (switch windows within the same app)
- Windows: Alt+Tab (switch windows)
- Show all windows / manage desktops:
- Mac: Mission Control ^↑ (Control+Up Arrow); you manage desktops in Mission Control
- Windows: 🪟+Tab opens Task View; 🪟+Ctrl+D adds a new desktop, 🪟+Ctrl+←/→ switches desktops
- Window snapping (half/third layouts):
- Mac: built-in keys for precise “snapping” aren’t standardized; you do have ^⌘F (full screen) and window management via Mission Control
- Windows: 🪟+←/→ (snap left/right), 🪟+↑/↓ (maximize/restore), 🪟+Z (Snap Layouts)
(More in the official tables: Apple – windows and Mission Control; Microsoft – the “Desktop and other general”, “Multiple desktops”, and “Windows key shortcuts” sections: https://support.microsoft.com/en-us/windows/keyboard-shortcuts-in-windows-dcc61a57-8ff0-cffe-9796-cb9706c75eec.)
Files and folders (Finder vs. File Explorer)
- New folder:
- Mac (Finder): ⇧⌘N
- Windows (File Explorer): Ctrl+⇧+N
- Duplicate file (Mac): ⌘D
- Properties / Info:
- Mac: ⌘I (Get Info)
- Windows: Alt+Enter (Properties)
- Quickly switch views:
- Mac: ⌘1 (icons), ⌘2 (list), ⌘3 (columns), ⌘4 (gallery)
- Windows: F11 (maximize/minimize the window), Ctrl+mouse wheel (change icon size)
Quick search, launching, and previews
- Search and launch apps:
- Mac: ⌘Space opens Spotlight (global search and launcher)
- Windows: press 🪟 and start typing, or 🪟+S
- Quick file preview (Mac): select a file and press Space (Quick Look)
- Windows power-user menu: 🪟+X (Quick Link menu)
(Spotlight and Quick Look are listed in Apple’s overview; Windows search/Quick Link are on Microsoft Support—links above.)
Screenshots and screen recording
- Mac:
- ⇧⌘3 – entire screen
- ⇧⌘4 – select an area (Space switches to “window”)
- ⇧⌘5 – the Screenshot toolbar (also screen recording)
(Apple states this directly: “Shift–Command–5 in macOS Mojave or later” – https://support.apple.com/en-us/102650)
- Windows:
- 🪟+PrtScn – saves the entire screen to Pictures/Screenshots
- 🪟+⇧+S – select an area to the clipboard (opens/lets you mark up in Snipping Tool)
- 🪟+⇧+R – select an area for video recording (saved to “Videos/Screen recordings”)
(All these combinations are in the official shortcut list: https://support.microsoft.com/en-us/windows/keyboard-shortcuts-in-windows-dcc61a57-8ff0-cffe-9796-cb9706c75eec.)
Emoji, symbols, and special characters
- Mac: ^⌘Space (or Fn/Globe+E) opens Emoji & Symbols / Character Viewer
- Windows: 🪟+. (period) or 🪟+; (semicolon) opens the emoji/symbols/GIF panel
(Both are explicitly listed in the official overviews: Apple – “Control–Command–Space”; Microsoft – “Windows key + period/semicolon” – links above.)
Security, locking, and force quit
- Lock the screen: Mac – ^⌘Q, Windows – 🪟+L
- Close the current window/app: Mac – ⌘W/⌘Q, Windows – Alt+F4
- Force quit / troubleshooting:
- Mac: ⌥⌘Esc opens Force Quit (to kill a frozen app)
- Windows: Ctrl+⇧+Esc opens Task Manager
(Apple: Force Quit in the “Cut, copy…” section; Microsoft: Task Manager and Win+L in the official list – links above.)
Tip: a 5-minute training routine that will change your habits
- Pick 5 shortcuts that make sense for your day-to-day work (e.g., copy, Spotlight/Start search, switching apps, selection screenshot, lock screen).
- Write them on a sticky note and attach it to the edge of your monitor.
- For 3 days, use them deliberately instead of the mouse. After a week, throw the note away—the habits will stick.
Creating your own shortcuts when the defaults aren’t enough
- macOS (for specific menu commands in apps):
System Settings → Keyboard → Keyboard Shortcuts → App Shortcuts → “+” → menu title → new key combination.
Apple’s detailed guide: https://support.apple.com/guide/mac-help/create-keyboard-shortcuts-for-apps-mchlp2271/mac - Microsoft Office (Word, Excel…):
In the app: File → Options → Customize Ribbon → Customize… (Keyboard shortcuts) and assign your own key combo to a command.
Official guide (Word): https://support.microsoft.com/en-us/office/customize-keyboard-shortcuts-9a92343e-a781-4d5a-92f1-0f32e3ba5b4d
(Note: Windows as an operating system doesn’t offer universal global shortcuts for arbitrary actions without third-party tools; however, you can assign a shortcut to an app’s desktop shortcut, or use tools like PowerToys/AutoHotkey—an advanced topic.)
Mini “extras” worth learning
- Mac Quick Look – Space: instant preview of PDFs/images without opening an app.
- Windows clipboard – 🪟+V: history of copied text/images (you need to enable it the first time).
- Mac ⌘, (Command+comma): almost always opens the Preferences/Settings for the app you’re currently using.
- Windows 🪟+number (1–9): launches/switches to an app based on its position pinned on the taskbar.
Videos for a quick watch:
How to use keyboard shortcuts on Mac (Apple Support – official):
Windows 11 Keyboard Shortcuts (Dell Tech Support – overview with tips):
Conclusion
Start with 10–15 shortcuts you use every day. In a week, you’ll be faster and you’ll have a freer hand—and a clearer head. Once it’s “in your fingers,” you can move on to custom shortcuts in macOS or Office, or advanced tools on Windows.
Sources
- Apple Support – Mac keyboard shortcuts: https://support.apple.com/en-us/102650
- Microsoft Support – Keyboard shortcuts in Windows: https://support.microsoft.com/en-us/windows/keyboard-shortcuts-in-windows-dcc61a57-8ff0-cffe-9796-cb9706c75eec
- Apple Support – Create keyboard shortcuts for apps on Mac: https://support.apple.com/guide/mac-help/create-keyboard-shortcuts-for-apps-mchlp2271/mac
- Microsoft Support – Customize keyboard shortcuts (Word): https://support.microsoft.com/en-us/office/customize-keyboard-shortcuts-9a92343e-a781-4d5a-92f1-0f32e3ba5b4d
Jana
I like turning curiosity into words, and writing articles is my way of capturing ideas before they slip away — and sharing them with anyone who feels like reading.
