Regardless of whether you’re using a Windows PC or an Apple Macintosh, you may be working harder than you need to be if you’re not using shortcuts.
Shortcuts are keyboard combinations that you can use to perform a task that might otherwise require accessing a menu. The bad news about shortcuts is that they’re sometimes harder to learn or remember because they may not be as intuitive or obvious as selecting a menu. The good news is that they’re faster and easier to use and especially helpful if it’s a command that you use frequently. And I admit, I don’t always use shortcuts. If it’s a command I don’t use often, it’s easier for me to use the menu rather than try to remember the shortcut.
There are shortcuts built into both the Windows and Mac operating systems as well as third party software that allows you to assign additional shortcuts. Also, many keyboards have their own shortcut keys which are sometimes controllable through software that came with the keyboard. Both Mac and Windows have far too many keyboard shortcuts for me to cover here, so for a complete list, do a web search for Mac or Windows keyboard shortcuts. ComputerWorld has a handy list of 30 Mac shortcuts at tinyurl.com/cwmacshortcuts, Popular Science has a good Windows summary at tinyurl.com/popwinshorts.
Even without reading, you can find many shortcuts by using your pointing device to highlight a menu option to see if it also displays a shortcut.
You may already know the basics. Hold down Ctrl + C in Windows or Command for Mac + C to copy, V to paste and X to cut and keep in the clipboard. An essential shortcut is Ctrl or Command Z to undo the last action.
Other keys used with shortcuts on Windows include the Win key, Alt key or Shift key sometimes in combination with other keys. On Mac, it could be the Command key or Control key also sometimes with combinations.
Taking screen shots
One shortcut I use frequently is to take a screen shot (a picture of what’s on the screen). On the Mac, you press and hold Shift + Command + 3 at the same time to capture the entire screen or Shift Command 4 to select a portion of the screen. For a window or menu, type Shift Command 4 + Space bar.
On Windows you can take a picture of the entire screen with the Print Screen button or press Windows logo key, Shift + S to take a picture of a portion of the screen. But there’s a trick that makes it easier by simply allowing you to use the Print Screen button for a portion or the entire screen. To set this up, go to Windows settings, scroll down to Accessibility and then Keyboard. Then select Use the Print screen button to open snipping. And speaking of shortcuts, Win + I opens your settings, or you can hold down the Win key + S to search for “print screen” or anything else on your PC or the web.
Other Shortcuts for Windows and Mac
- On Windows you can press F11 to maximize or minimize a window, which is very handy when using a web browser. T
- The Windows Logo key + D will hide or display your desktop by minimizing all your open apps. On Mac it’s Command + Mission Control.
- Many keyboards have a “sleep” button to quickly put your device into power saving mode. If not, search for how to put your Mac or Windows to sleep for other options.
- Ctrl or Command W will (for some apps) close the window you’re viewing Alt-F4 will close the app itself.
- Windows + left arrow or right arrow will snap your open window to the left or right of the screen.
- Ctrl Esc opens the Windows Start menu
- To immediately lock your computer, press Win L for Windows or Control-Command-Q: for Mac.
- Win + Tab opens the Windows task view to show you all your open apps.
- Command or Ctrl F finds words within windows on Mac or Windows.
- The Esc (for escape) is well named. It can back you out of many situations.
There are many other tools out there to create even more shortcuts (sometimes called macros), including some tools built into both the Mac and Windows operating system and many third party programs. You can find these as well as other tips by Googling Windows macros or Mac macros.
You may also be able to use Siri on the Mac and Cortona on Windows to perform many tasks. Sometimes I look these up and other times I just try something like “Hey Cortana, open Microsoft Word” or “Hey Siri turn up the volume.”
Larry Magid is a tech journalist and internet safety activist.
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