Custom Shortcuts in Productivity Software

Learn how to set up custom shortcuts in productivity software with these practical examples.
By Taylor

Introduction

Custom shortcuts in productivity software can save you time and enhance your workflow. By setting up shortcuts, you can access frequently used functions without navigating through menus. This guide will walk you through three diverse examples of how to set up these shortcuts across different software applications.

Example 1: Creating Custom Shortcuts in Microsoft Word

In Microsoft Word, custom shortcuts can be a game-changer for improving document editing efficiency. Let’s say you often use the ‘Bold’ function. Instead of clicking the bold button or using the default shortcut (Ctrl + B), you can create a new shortcut that suits your style.

To set up a custom shortcut:

  1. Open Microsoft Word and navigate to the ‘File’ menu.
  2. Click on ‘Options’ and then select ‘Customize Ribbon’.
  3. At the bottom of the window, click on ‘Customize’ next to ‘Keyboard shortcuts’.
  4. In the ‘Categories’ list, choose ‘Home Tab’, then in the ‘Commands’ list, find ‘Bold’.
  5. Click in the ‘Press new shortcut key’ box and press the key combination you’d like to use, for example, Ctrl + Shift + B.
  6. Click ‘Assign’ and then ‘Close’.
  7. Now, every time you press Ctrl + Shift + B, you’ll activate the Bold function, streamlining your formatting process.

Notes:

  • You can create shortcuts for any command in the ‘Commands’ list.
  • Remember, avoid using shortcuts that are already assigned to other common functions to prevent conflicts.

Example 2: Setting Up Shortcuts in Google Sheets

Google Sheets is a powerful tool for data organization, and creating custom shortcuts can help you navigate your spreadsheets faster. Let’s consider that you often apply the ‘Format as Currency’ function. Instead of using the mouse or navigating through menus, you can create a handy shortcut.

Here’s how to do it:

  1. Open a Google Sheets document and click on ‘Extensions’ in the menu.
  2. Select ‘Macros’ and then ‘Record macro’.
  3. Perform the action you want to create a shortcut for, such as selecting cells and formatting them as currency.
  4. After completing the action, click ‘Save’ and give your macro a name, like ‘Currency Format’.
  5. Assign a shortcut key to your macro in the next step (e.g., Ctrl + Alt + C).
  6. Click ‘Done’ to finalize your macro.
  7. Now, whenever you want to format cells as currency, simply use Ctrl + Alt + C.

Notes:

  • Macros in Google Sheets can be used to automate repetitive tasks, not just for formatting.
  • You can manage your macros later under the ‘Macros’ menu if you need to edit or delete them.

Example 3: Customizing Shortcuts in Adobe Photoshop

Adobe Photoshop offers extensive customization options, especially for shortcuts. If you frequently use the ‘Crop’ tool, setting up a shortcut can significantly enhance your photo editing workflow.

To customize your shortcut:

  1. Open Adobe Photoshop and go to ‘Edit’ in the menu.
  2. Select ‘Keyboard Shortcuts’ from the dropdown.
  3. In the ‘Shortcuts For’ dropdown, choose ‘Application Menus’.
  4. Locate the ‘Image’ menu and find the ‘Crop’ command.
  5. Click on the current shortcut or the empty box next to it, and press your desired new shortcut combination (e.g., Ctrl + K).
  6. Click ‘Accept’ to save your changes.
  7. From now on, you can quickly access the Crop tool using your new shortcut.

Notes:

  • Photoshop allows you to create shortcuts for tools, menu commands, and more.
  • Consider setting shortcuts that are easy to remember but not commonly used to avoid confusion.

By implementing these examples of how to set up custom shortcuts in productivity software, you can tailor your workspace to better suit your needs and improve your overall efficiency. Happy customizing!