The Ultimate Keyboard Shortcut Guide for Getting More Done at Work

 

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	Print	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.