7 Advanced Keyboard Shortcuts To Master Your Favorite Productivity Apps
Using keyboard shortcuts speeds up routine tasks and keeps your attention on what matters most. By pressing a few keys, you can navigate through your favorite apps and...
Using keyboard shortcuts speeds up routine tasks and keeps your attention on what matters most. By pressing a few keys, you can navigate through your favorite apps and complete actions faster than clicking through menus. The seven tips below apply to widely used programs, such as document editors, email clients, and system settings. Each shortcut comes with easy-to-follow instructions, practical examples, and notes for different platforms. With these shortcuts, you can accomplish more in less time and enjoy a smoother workflow every day.
Shortcut #1: Paste Without Formatting (Ctrl+Shift+V)
When you copy text from a website or another document, hidden styles often come along. Using Ctrl+Shift+V removes fonts, colors, and links so you get plain text. You use it in Google Docs, Microsoft Word, and many apps like Slack.
Imagine copying a quote for a report: you copy it, position the cursor where it should go, then press Ctrl+Shift+V. The text inserts neatly, matching the surrounding style. No more cleaning up manually.
Tip: On macOS, press Command+Shift+V in supported apps. If an app doesn’t recognize it, paste normally then select “Clear formatting” from the toolbar.
For Linux users, most editors follow the same pattern. This shortcut saves at least a minute of fixing styles each time you paste from different sources.
Shortcut #2: Reopen Closed Tab (Ctrl+Shift+T)
Accidentally closed a browser tab full of articles, references, or a draft post? Press Ctrl+Shift+T (or Command+Shift+T on macOS) to bring it back. You can press it repeatedly to restore multiple tabs in the reverse order they closed.
- Windows & Linux: Ctrl+Shift+T
- macOS: Command+Shift+T
For busy professionals, this shortcut acts like an “undo” for browser mistakes. When combined with pinned tabs, you keep important projects always accessible. If you close a research tab, you won’t lose vital data again.
Pro tip: In Chrome or Firefox, right-click the tab bar and select “Reopen closed tab” to do the same from the menu.
Shortcut #3: Insert Sum Formula (Alt+=)
Calculating totals in Microsoft Excel often means hunting for the AutoSum button. Instead, position the active cell below a column of numbers and press Alt+=. Excel instantly creates a SUM formula covering your data.
For example, if you track expenses from row 2 to row 10, Alt+= inserts =SUM(A2:A10). Then you press Enter and move to the next part of your budget without using the mouse.
On macOS with Excel, you can press Command+Shift+T for tables or Fn+Option+=, depending on your keyboard. In other spreadsheet apps like LibreOffice Calc, the same keys often work too.
Shortcut #4: Insert Hyperlink (Ctrl+K)
Adding links in documents or emails strengthens references and guides readers to additional resources. In Microsoft Word, Google Docs, or many email drafts, select your text and press Ctrl+K (Command+K on a Mac). A dialog box appears where you paste the URL.
This method is faster than searching for “Insert link” in menus. You keep your hands on the keyboard, insert the link, and can also modify the display text all in one step. It’s a quick move from text to connection.
- Select the text you want to turn into a link.
- Press Ctrl+K (or Command+K).
- Paste or type the URL and press Enter.
Links look cleaner and make it easier for readers. In long documents, maintaining consistent hyperlink style also helps. You’ll develop this habit by relying on the keyboard every time.
Shortcut #5: Send Email (Ctrl+Enter)
Writing emails in Gmail or many desktop email clients feels faster when you don’t have to click “Send.” Press Ctrl+Enter (Command+Enter on macOS) and your message sends immediately. It’s ideal for quick confirmations, brief replies, or batch updates.
You save several seconds per email by skipping the mouse. For reviewing drafts, you can combine it with Ctrl+Shift+C to open CC fields, or Ctrl+Shift+B for BCC in Gmail. That way, you add recipients without leaving the keyboard.
Be sure your subject line and recipients are correct before pressing. A quick look at the header prevents accidental sends.
Note for Outlook on Windows: The same key combination works if you enable “Ctrl+Enter sends email” in Options. Then, urgent messages send out without extra clicks.
Shortcut #6: Launch Pinned App (Win+Number)
Pinned apps on Windows’ taskbar or macOS Dock let you open favorite tools without searching through menus. Press Win+1 through Win+0 on Windows to launch the first ten pinned icons. On a Mac, try Control+F3 then arrow into the Dock, or use Command+Option+1–9 in some utilities.
Suppose your browser is in slot one and your code editor in slot two. Quickly pressing Win+1 or Win+2 opens them immediately, no need to click. Combine this with Alt+Tab to switch between open windows fast.
This trick helps manage multitasking. It avoids distractions from the mouse, keeps both hands on the keyboard, and makes switching between tasks quick and easy.
Shortcut #7: Open Terminal (Ctrl+Alt+T)
Users familiar with command-line interfaces know Ctrl+Alt+T opens a new terminal window on Ubuntu and many Linux systems. You can jump straight to the shell for quick file edits, system checks, or repository updates. This shortcut saves the step of finding “Terminal” in the applications menu.
On other Linux distributions or desktop environments, you might assign a custom shortcut in settings. Still, Ctrl+Alt+T remains a common default for power users and casual admins alike.
On macOS, press Command+Space to open Spotlight, type “Terminal,” then press Enter. For iTerm2, press Command+Enter in a new tab to open one instantly.
Use these seven shortcuts daily to save seconds and complete tasks more efficiently. They help you work faster without being hindered by menus or mouse movements.
