The Ultimate Keyboard Shortcut Guide for Getting More Done at Work
9 October 2025
As a London-based MSP, we’re always looking for practical ways to help clients save time, reduce tech friction, and work more efficiently without overhauling their whole setup.
One of the easiest ways to get more done without changing anything about your systems is learning a few essential keyboard shortcuts. They’re fast, easy to learn, and once you get used to them, they’ll quickly become second nature.
Whether you’re writing emails, crunching spreadsheets, or toggling between apps all day, these shortcuts can help you move faster and work smarter.
Why Keyboard Shortcuts Matter
- Speed: They’re often 2–3x faster than using a mouse.
- Productivity: Switching tasks and tools quickly means less mental friction.
- Ergonomics: Reduces repetitive mouse movements, helping prevent strain.
- Consistency: Many shortcuts work across different apps and systems.
Windows Shortcuts
Great for anyone working in a Windows environment (which includes most office setups we support). These save clicks and reduce time spent on everyday tasks.
| Shortcut | Action | Use Case |
|---|---|---|
| Ctrl + C / V / X | Copy / Paste / Cut | Moving text, copying files, rearranging content |
| Ctrl + Z / Y | Undo / Redo | Editing documents or correcting accidental deletions |
| Ctrl + A | Select all | Useful when formatting or copying large text blocks |
| Windows + L | Lock computer | Quick security when stepping away |
| Windows + D | Show desktop | Minimise all windows instantly |
| Windows + E | Open File Explorer | Fast access to documents and folders |
| Alt + Tab | Switch between apps | Ideal for multitasking between programs |
| Ctrl + Shift + Esc | Open Task Manager | For troubleshooting or closing unresponsive programs |
macOS Shortcuts
If your team uses Macs (often in creative or media roles), here are shortcuts to speed up your workflow.
| Shortcut | Action | Use Case |
|---|---|---|
| Command + C / V / X | Copy / Paste / Cut | Standard editing tasks |
| Command + Z / Shift + Z | Undo / Redo | Quickly fix mistakes |
| Command + Space | Spotlight search | Open apps, find files, or do quick math |
| Command + Tab | Switch between apps | Multitask without using the dock |
| Control + Command + Q | Lock screen | Secure your Mac quickly |
| Command + Shift + 4 | Screenshot selection | Great for capturing and sharing info |
| Command + Option + Esc | Force quit apps | End frozen programs without rebooting |
Browser Shortcuts (Chrome, Edge, Firefox)
Most professionals work in the browser daily whether for email, research, or business apps. These shortcuts help keep you in flow.
| Shortcut | Action | Use Case |
|---|---|---|
| Ctrl + T / Cmd + T | Open new tab | Browse or multitask without disrupting your current page |
| Ctrl + W / Cmd + W | Close current tab | Clean up tabs quickly |
| Ctrl + Shift + T | Reopen closed tab | Bring back that accidentally closed report |
| Ctrl + L / Cmd + L | Focus address bar | Start a new search or go to a URL fast |
| Ctrl + Tab / Ctrl + Shift + Tab | Switch tabs | Jump between multiple tabs efficiently |
| Ctrl + D / Cmd + D | Bookmark current page | Save important pages to revisit later |
| Ctrl + H / Cmd + Y | View browsing history | Helpful if you forgot where you just were |
Microsoft 365: Word, Excel, Outlook
These tools are core to most business workflows. Here’s how to navigate them faster and more efficiently.
Word
| Shortcut | Action | Use Case |
|---|---|---|
| Ctrl + B / I / U | Bold / Italic / Underline | Formatting documents |
| Ctrl + F | Find | Search within long documents |
| Ctrl + H | Find and replace | Quickly fix repeated mistakes |
| Ctrl + Shift + > / < | Increase/decrease font size | Adjust formatting on the fly |
Excel
| Shortcut | Action | Use Case |
|---|---|---|
| F2 | Edit selected cell | Faster than double-clicking |
| Ctrl + Arrow Keys | Jump to end of data range | Navigate large datasets |
| Ctrl + Shift + + | Insert new row or column | Manage data layout easily |
| Ctrl + ; | Insert today’s date | Useful for timestamping entries |
Outlook
| Shortcut | Action | Use Case |
|---|---|---|
| Ctrl + R | Reply to email | Handle inbox efficiently |
| Alt + S | Send email | Send without clicking “Send” |
| Ctrl + Shift + M | New email | Create a message from any folder |
| Ctrl + Enter | Send message | Quick-sending once your draft is ready |
Bonus Tips: Cross-Platform Shortcuts
These work in many apps across platforms.
| Shortcut | Action | Use Case |
|---|---|---|
| Ctrl/Cmd + N | New window or file | Start something new instantly |
| Ctrl/Cmd + S | Save | Always keep your work backed up |
| Ctrl/Cmd + P | Open print dialog quickly | |
| Ctrl/Cmd + Shift + S | Save As | Duplicate and rename files easily |
| Ctrl/Cmd + Shift + N | New incognito/private window | Browse privately for testing or security |
Next Steps: Helping Your Team Use These Shortcuts
Keyboard shortcuts are most useful when they become habit. Here are a few ideas to help your team adopt them:
- Print this guide or turn it into a desktop wallpaper
- Add a few shortcuts to your next team newsletter
- Pick one new shortcut each week to practice and master
- Use training sessions to introduce your team to shortcut-driven workflows
Want More Productivity Tips?
If you’d like help streamlining how your team works, whether that means better tools, stronger systems, or just smarter habits, we’re here to help.
As a trusted MSP in London, we support businesses with IT strategy, security, support, and real-world tech advice like this. Get in touch with us to learn how we can help your team save time and work better.
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