How to Create Custom Keyboard Shortcuts for Apps on Mac

Repeating the same menu actions all day wastes more time than most people realize. If you export files, rename documents, or use the same formatting command dozens of times a week, reaching for the mouse each time quickly adds up.

The good news is that macOS lets you create your own keyboard shortcuts for almost any menu command, in a single app or across every app at once. You do not need extra software, and a shortcut takes less than a minute to set up.

This guide walks you through creating, testing, and fixing custom shortcuts, with practical examples you can use straight away.

Quick Answer

To create a custom keyboard shortcut on Mac, open System Settings, go to Keyboard, then Keyboard Shortcuts, and select App Shortcuts. Click the plus button, choose the app, type the exact menu command name, press your chosen key combination, and click Done. The shortcut works immediately in that app.

Before You Start: How Mac Shortcuts Work

Custom shortcuts on a Mac are tied to menu commands. If an action appears in an app’s menus at the top of the screen, you can almost always assign a shortcut to it. If an action only exists as a toolbar button or a right-click option with no menu entry, you usually cannot create a shortcut for it this way.

It also helps to know the modifier keys. Command is the main modifier for app commands. Control, Option, and Shift can be combined with Command or used in pairs. Function keys F1 to F12 can also work, although some are already used by macOS for brightness, volume, and other system features.

Keep a simple rule in mind: choose combinations that are easy to remember and not already taken. If you pick a shortcut that an app already uses, your new one may replace it or simply fail to work, so testing after setup is important.

How to Create a Shortcut for One App

App-specific shortcuts are the most useful kind. They apply only inside the app you choose, so there is little risk of clashing with system commands.

1. Open the app and find the exact menu command you want. Note its exact wording, including capitalization and any dots.
2. Open System Settings from the Apple menu.
3. Select Keyboard in the sidebar, then click Keyboard Shortcuts.
4. Choose App Shortcuts from the list on the left.
5. Click the plus (+) button below the list.
6. Open the Application dropdown and pick your app. If it is not listed, choose Other and find it in the Applications folder.
7. In the Menu Title field, type the command name exactly as it appears in the menu, for example “Export as PDF…”
8. Click in the Keyboard Shortcut field and press the keys you want to use, such as Command + Option + E.
9. Click Done, then return to the app and test the shortcut.

The menu title must match perfectly. If the menu says “Export as PDF…” with three dots, you need to include those dots, or type the ellipsis character. A single missing character is the most common reason a new shortcut does nothing.

Apple documents this feature in its official guide on creating keyboard shortcuts for apps on Mac, including notes on nested menu items.

Shortcuts for Commands Inside Submenus

Some commands live inside a submenu, such as File, then Export, then a specific format. For those, you can describe the path using hyphens and greater-than signs in some macOS versions, but the simplest reliable approach is to type the final command name alone if it is unique in the menus. If two commands share the same name, you may need the full menu path format shown in Apple’s documentation.

How to Create a Shortcut for All Applications

Some commands appear in nearly every app, such as Paste and Match Style, Page Setup, or certain window commands. For these, you can create one shortcut that works everywhere.

1. Open System Settings and go to Keyboard, then Keyboard Shortcuts.
2. Select App Shortcuts and click the plus button.
3. Leave the Application dropdown set to All Applications.
4. Type the exact menu title, such as “Paste and Match Style”.
5. Press your key combination and click Done.
6. Test it in two or three different apps to confirm it works.

Be careful with global shortcuts. If an app has its own different use for the same keys, the results can be confusing. Use slightly unusual combinations, such as adding Option, so your global shortcut does not fight with common commands like copy, paste, or save.

Changing or Removing a Shortcut

Your needs will change over time, and editing a shortcut is just as simple as creating one.

1. Open System Settings, then Keyboard, then Keyboard Shortcuts.
2. Select App Shortcuts to see everything you have created.
3. Double-click the shortcut keys shown on the right to record a new combination.
4. To delete a shortcut, select its row and click the minus button.
5. To change the command name, double-click the title and retype it.

You can also manage built-in system shortcuts in the same window. Categories on the left, such as Mission Control, Spotlight, and Screenshots, let you change or disable standard shortcuts. If a custom shortcut seems blocked, check whether a system shortcut already owns that combination.

Useful Shortcut Ideas to Try

• Export as PDF in document apps, using Command + Option + E.
• Paste and Match Style in writing apps, to paste clean text without foreign formatting.
• Merge All Windows in Finder, to gather scattered windows into one tabbed window.
• Lock Screen style commands in apps that offer them in menus.
• Your most-used formatting command in your notes or writing app, such as inserting a checklist or heading style.

Start with two or three shortcuts for tasks you perform daily. A small set you actually remember beats a long list you forget. For a broader speed boost, combine this with our guide on finding files fast with Spotlight on Mac, since fast searching and fast commands work well together.

Common Mistakes and Troubleshooting Tips

• Menu title does not match: Check spelling, capitalization, spaces, and punctuation. Copy the wording carefully from the menu itself.
• The shortcut conflicts with another command: Try adding Option or Shift to make the combination unique.
• Nothing happens in one app: Confirm you selected the right app in the dropdown, or set it to All Applications if the command exists in many apps.
• The command is in a submenu: Type the final item name exactly, or use the menu path format described in Apple’s documentation.
• You used a single letter with no modifier: Plain letters cannot be used because you need them for typing. Always include Command, Control, or Option.
• The app was closed during setup: Most apps pick up the new shortcut immediately, but if it does not respond, quit and reopen the app once.

Conclusion

Custom keyboard shortcuts are one of the easiest productivity upgrades on a Mac. Find a menu command you repeat often, add it under App Shortcuts in Keyboard settings with the exact menu title, and give it a memorable key combination. Test it, adjust it if there is a conflict, and build your collection slowly. Within a week, your most common tasks will feel noticeably faster.

Frequently Asked Questions

Can I create a shortcut for any action in an app?

You can create shortcuts for commands that appear in the app’s menus. Actions that only exist as toolbar buttons or hidden gestures usually cannot be assigned a shortcut with the built-in macOS settings.

Why is my new shortcut not working?

The most common cause is a menu title that does not match exactly, including dots or capitalization. The second common cause is a conflict with an existing shortcut. Check both, then quit and reopen the app.

Can one shortcut work in every app?

Yes. Choose All Applications when creating the shortcut. It will then apply in any app that has a menu command with the exact same name, which works well for common commands like Paste and Match Style.

How do I delete a custom shortcut?

Go to System Settings, Keyboard, Keyboard Shortcuts, then App Shortcuts. Select the shortcut in the list and click the minus button. The menu command returns to normal immediately.

Can I change Apple’s built-in shortcuts too?

Yes. The Keyboard Shortcuts settings include categories for system features such as screenshots, Spotlight, and Mission Control. You can edit or disable many of them, which also helps resolve conflicts.