How to Use Keyboard Shortcuts Mac OS

Keyboard shortcuts are the fastest way to get things done on a Mac. Instead of clicking through menus, you press a couple of keys and the action happens instantly. But here's the problem most guides don't talk about — the more shortcuts you learn, the harder they become to remember. You start with Cmd + C and Cmd + V, then add a dozen more, then customize a few for specific apps, and suddenly you're trying to keep 50 different key combinations in your head.

This guide covers how to use keyboard shortcuts mac the right way. We'll start with the essentials, show you how to create custom shortcuts, and then reveal a better approach that eliminates the memorization problem entirely.

The Basics — macOS Built-In Keyboard Shortcuts

Before building a custom system, you need to understand the foundation. macOS uses four modifier keys that combine with letter keys to create shortcuts:

• Command (⌘) — The primary modifier for most shortcuts
• Option (⌥) — Often used for alternate actions
• Control (⌃) — Common in terminal and text editing
• Shift (⇧) — Usually reverses or extends an action

Here are the essential shortcuts every Mac user should know:

• Cmd + C — Copy
• Cmd + V — Paste
• Cmd + X — Cut
• Cmd + Z — Undo
• Cmd + A — Select all
• Cmd + Tab — Switch between apps
• Cmd + Space — Open Spotlight search
• Cmd + Q — Quit current app
• Cmd + W — Close current window
• Cmd + , — Open app preferences
• Cmd + H — Hide current app
• Cmd + M — Minimize window

These shortcuts work across almost every app. They're burned into macOS itself, which means you can rely on them everywhere. To explore more, go to System Settings → Keyboard → Keyboard Shortcuts. You'll find categories for screenshots, Spotlight, accessibility, and more.

But here's the limitation — these shortcuts are universal, not personal. They don't know anything about your specific workflow.

How to Customize Keyboard Shortcuts in macOS

macOS lets you create custom shortcuts for any menu item in any app. Here's how:

1. Open System Settings → Keyboard → Keyboard Shortcuts
2. Click App Shortcuts in the left sidebar
3. Click the + button to add a new shortcut
4. Choose the application (or select "All Applications")
5. Type the exact menu item name (it must match precisely)
6. Assign your keyboard shortcut

For example, you could create a shortcut for "Export as PDF" in Preview, or "New Folder with Selection" in Finder. This works for any menu item in any app.

The problem? You can only create shortcuts for things that already exist as menu items. You can't trigger a deep link, open a specific URL, or run an automation. And most importantly — you still have to remember every shortcut you create. There's no visual reference. It's all memorization.

Why Native Shortcuts Stop Working as You Level Up

When you're learning how to use keyboard shortcuts mac, the built-in options feel powerful at first. But the more apps you use and the more you customize, the more cracks appear.

Conflicts happen constantly. You assign Cmd + Shift + D to something in one app, then discover another app uses the same combination. Now you're troubleshooting instead of working.

You can't shortcut everything. Want to open a specific Notion page? Jump to a particular Slack channel? Start your personal Zoom meeting? These aren't menu items. Native shortcuts can't touch them.

Memorization doesn't scale. Maybe you can remember 15 custom shortcuts. But 30? 50? At some point, you start hesitating. "Was it Cmd + Shift + P or Cmd + Option + P?" That hesitation kills the speed benefit shortcuts are supposed to provide.

The core issue is this: traditional shortcuts require you to build a mental database of key combinations. The more you add, the heavier that mental load becomes.

What if there was a way to keep the speed of shortcuts without the memorization tax?

A Better Approach — Visual Shortcuts You Can Actually Remember

ExtraBar flips the shortcut model on its head. Instead of memorizing dozens of individual hotkeys, you memorize one. That single hotkey opens a visual menu containing all your actions — organized however you want, accessible via keyboard navigation.

Here's how it works:

1. Set one global hotkey to summon ExtraBar 2. Build your action menus with apps, deep links, files, automations — anything you want quick access to 3. Press your hotkey, see your options, pick one with keyboard or mouse

You still get instant access. But instead of remembering Cmd + Shift + Option + whatever, you press one key and see everything laid out in front of you.

ExtraBar supports:

• Opening apps and files
• Triggering deep links (specific pages in Notion, Figma, Slack, and more)
• Running Apple Shortcuts
• Launching Raycast commands
• Opening URLs and paths
• Anything with a URL scheme

Three display modes let you choose how ExtraBar appears:

• Floating Mode — A separate bar on your screen
• Inline Mode — Icons in your native menu bar
• Menu Mode — Everything under one icon, keyboard navigable

This is how to use keyboard shortcuts mac in a way that actually scales. One shortcut to rule them all — and a visual system that grows with your workflow instead of against it.

Practical Examples — Building Your Personal Shortcut System

Here's what a personalized ExtraBar setup might look like:

Communication shortcuts

• Open Slack to your team channel
• Start your personal Zoom meeting
• Open WhatsApp chat with a specific contact
• Jump to your email inbox

Project shortcuts

• Open a specific Figma file
• Launch VS Code to your current project
• Jump to your Notion workspace
• Open your project folder in Finder

Utility shortcuts

• Capture a screenshot with CleanShot X
• Start a 25-minute focus timer
• Toggle Do Not Disturb
• Open your password manager

Automation shortcuts

• Run an Apple Shortcut that sets up your morning workflow

• Trigger a Raycast extension

• Launch a script that clears your downloads folder

You can include unlimited items per menu. Organize them by category, by project, or by frequency — whatever matches how your brain works. And if your needs change, just edit the menu. No need to rewire your muscle memory for a new key combination.

ExtraBar also lets you export and import action lists. Useful for backing up your setup or sharing configurations across machines.

Keyboard Shortcuts for Specific Workflows

Different work requires different shortcuts. Here's how various roles might set up their systems:

Developers

Code projects in VS Code or Cursor, Git commands via Raycast, documentation sites, and local dev servers. One menu for coding, another for deployment tasks.

Designers

Figma files organized by client or project, CleanShot capture modes, color picker tools, font managers, and asset folders. Skip the app menus entirely — go straight to the file you need.

Writers

Drafts actions for new documents, Obsidian vault searches, distraction-free mode toggles, research folders, and publishing workflows. Build a menu that matches your writing process.

Managers

Meeting links ready to join with one click, calendar views, team Slack channels, project dashboards, and reporting tools. Stop hunting for the right link five minutes after a meeting was supposed to start.

The point isn't to copy someone else's setup. It's to build a shortcut system that reflects how you actually work — not how Apple or app developers assumed you'd work.

Your Shortcuts Should Work for You — Not the Other Way Around

Learning how to use keyboard shortcuts mac is the first step toward faster, more efficient work. The built-in shortcuts handle the basics. Custom shortcuts let you personalize a bit further. But both approaches hit a wall when you try to scale — too many combinations to remember, too many conflicts to manage, and no visual reference to fall back on.

ExtraBar offers a different path. One global hotkey opens your entire action system. No memorization required beyond that single shortcut. Your actions are organized visually, navigable by keyboard, and customizable down to the last detail.

Stop trying to remember 50 hotkeys. Build a system that shows you what's available and lets you pick.

ExtraBar is €9.99 for lifetime access during launch (until January 31st). One-time payment, all future updates included. If you're ready to build a shortcut system that actually fits how you work, grab ExtraBar here.