How to Create Custom Shortcuts in Microsoft Word

Custom keyboard shortcuts in Microsoft Word let you assign your own key combinations to commands you use often, such as inserting a table, changing font size, or applying a specific style. This guide shows you how to set up, modify, and manage these shortcuts so you can work faster and reduce repetitive mouse clicks. You’ll need a Windows or Mac version of Microsoft Word (2016 or later) to follow along.

What You’ll Need

• Microsoft Word installed on your computer (Windows or Mac)
• A document open (any document works; changes apply to Word itself, not just the file)
• Basic familiarity with Word’s ribbon menu

Step-by-Step

1. Open the Customize Keyboard dialog. Click the File tab (top-left), then select Options (Windows) or Preferences (Mac). In the dialog that opens, choose Customize Ribbon (Windows) or Ribbon & Toolbar (Mac), then click Customize next to “Keyboard shortcuts” (Windows) or the Keyboard shortcuts button (Mac). This opens the Customize Keyboard window.
2. Choose a category. In the Categories list on the left, select the main menu or tab that contains the command you want to shortcut. For example, choose Home Tab for formatting commands, Insert Tab for inserting elements, or All Commands to see every available command alphabetically.
3. Select the command. In the Commands list on the right, scroll to find the exact command you want. Click it once to highlight it. The current shortcut (if any) appears in the “Current keys” box. For example, to create a shortcut for inserting a table, select InsertTable under the Insert Tab.
4. Type your new shortcut. Click inside the Press new shortcut key box, then press the key combination you want to use. For example, press Alt+Shift+T. The dialog will show whether that combination is already assigned to another command. If it says “Currently assigned to: [something]”, you can either choose a different combination or overwrite the existing one (not recommended unless you don’t use that other command).
5. Save the shortcut. Click the Assign button. The new shortcut appears in the “Current keys” list. You can add multiple shortcuts for the same command if you wish.
6. Apply and close. Click Close to exit the dialog, then OK (Windows) or Save (Mac) to apply your changes. Your custom shortcut is now active in all documents (unless you chose to save it only in a specific template – see Tips).

Common Mistakes

• Overwriting built-in shortcuts. Assigning a shortcut that Word already uses (like Ctrl+P for Print) can cause confusion. Always check the “Currently assigned to” message before assigning.
• Using shortcuts that conflict with system or other apps. Some combinations like Ctrl+Alt+Del (Windows) or Cmd+Space (Mac) are reserved by the OS and won’t work in Word. Avoid them.
• Forgetting to click Assign. Typing a shortcut and closing the dialog without clicking Assign means your shortcut isn’t saved. Always click Assign first.
• Saving shortcuts only to a specific template. If you select a template other than “Normal” in the “Save changes in” drop-down, the shortcut won’t work in other documents. Most users should keep “Normal” selected.
• Using single-letter shortcuts without modifiers. For example, assigning just “T” will make typing the letter T trigger the command. Always use a modifier key (Ctrl, Alt, Shift, or a combination) to avoid breaking normal typing.

Tips

• Use Alt+Shift or Ctrl+Alt combinations. These are less likely to conflict with built-in shortcuts. For example, Alt+Shift+F for formatting or Ctrl+Alt+L for a list.
• Group related shortcuts logically. If you create several, use a consistent pattern, like Ctrl+Alt+1 for heading 1, Ctrl+Alt+2 for heading 2, etc.
• Save your shortcuts to a custom template. If you work on a specific type of document (like reports), you can save your shortcuts to that template so they only appear when you use that template. Choose the template from the “Save changes in” drop-down.
• Export/import shortcuts. On Windows, you can back up your customizations by copying the Word settings file (registry or .qat file) – but a simpler way is to note your shortcuts in a document. On Mac, you can use the “Export” button in the Keyboard shortcuts dialog to save a .wordCustomizations file.
• Use the “All Commands” category. If you can’t find a command under its tab, look under “All Commands” – it includes every command, even those not on the ribbon.

Troubleshooting

My shortcut doesn’t work. First, check if the shortcut is already assigned to a system function (like Ctrl+Alt+Del). Try a different combination. Also, make sure you clicked Assign before closing. If you’re using a laptop, some function keys (F1-F12) may be controlled by the OS – try adding a modifier like Ctrl or Alt.

The shortcut works but does something else. You may have overwritten a built-in shortcut unintentionally. Go back to the Customize Keyboard dialog, find the command you wanted, and check if the shortcut is listed under “Current keys”. If not, you assigned it to a different command. Use the “Remove” button to delete unwanted shortcuts.

My shortcuts disappeared after an update. Word updates can sometimes reset customizations. If you have a backup (like a .wordCustomizations file on Mac), restore it. On Windows, you can try exporting your settings using the “Import/Export” button in the Options dialog (though this is more for ribbon customizations). To prevent loss, keep a written list of your shortcuts.

I can’t find the command I want. Some commands are not exposed in the Customize Keyboard dialog. For example, certain macros or add-in commands may not appear. If it’s a macro, you can assign a shortcut directly in the Macros dialog (View > Macros > View Macros, then click “Options”).

The shortcut works in one document but not another. This usually happens when the shortcut was saved to a specific template instead of “Normal”. Check the “Save changes in” drop-down and ensure it’s set to “Normal” if you want it everywhere.

Frequently Asked Questions

Can I assign a shortcut to a macro?

Yes. Go to View > Macros > View Macros, select your macro, click “Options”, and assign a shortcut key.

How do I remove a custom shortcut?

Open the Customize Keyboard dialog, select the command, find the shortcut in “Current keys”, click it, then click “Remove”.

Can I reset all shortcuts to default?

Yes. In the Customize Keyboard dialog, click “Reset All” to restore all shortcuts to Word’s original settings. This will remove all your custom shortcuts.

Will my shortcuts work on another computer?

Not automatically. You need to export/import your customizations. On Mac, use the “Export” button in the Keyboard shortcuts dialog. On Windows, you can copy the registry key (HKEY_CURRENT_USER\Software\Microsoft\Office\Word\Addins) or use third-party tools, but it’s simpler to recreate them manually.

Can I use the same shortcut for different commands in different documents?

Yes, if you save the shortcut to a specific template. For example, you can have Ctrl+Alt+1 mean “Heading 1” in your report template and “Insert Table” in your memo template.

Why does Word say “Currently assigned to” when I type a shortcut?

That means the shortcut is already used by another command. You can still assign it, but the original command will lose that shortcut. It’s usually better to choose a different combination to avoid conflicts.

Related

• Google Pixel Pro Camera Controls for Sharper Photos
• Configure NTP for the NTP Pool Project on Linux
• Fix Windows 11 Drag to Taskbar Not Working