When one of my friends noticed they had trouble seeing their desktop icons, they asked me if there was a way to create custom keyboard shortcuts in Windows so that they could access application features and programs more efficiently. My friend liked the idea of not having to use their mouse or spend time visually scanning to look for an application, and didn’t want to type in the name of an application every time they wanted to use it, so they were a great candidate for using custom keyboard shortcuts to open apps. Here are my tips for how to create custom keyboard shortcuts in Windows 10 and Windows 11, including shortcuts for accessing folders.
Benefits of custom keyboard shortcuts for productivity
When it comes to assistive technology, keyboard access isn’t a new or groundbreaking idea for making it easier to access a computer with low vision; after all, screen reader users exclusively rely on keyboard access instead of using a mouse to access information. However, users don’t have to rely on a screen reader to reap the benefits of keyboard access and keyboard shortcuts, which can include:
- Improving efficiency and opening applications more quickly- no searching for icons or programs in the start menu
- Enabling a non-visual access method that can be used to open applications independently and without relying on the device display/screen
- Providing a back-up option for opening a program if the icon cannot be located
- Keyboard shortcuts are quick to set up and don’t require internet access or specialty software downloads
While my friend and I both primarily access information visually using things like large print and high contrast displays, it’s great to have a non-visual access option that can enable us to open applications independently, and that don’t require straining eyes to look at icons. While I primarily use color as a way of labeling/conveying information, my friend is colorblind and has difficulty with identifying shapes of icons, so this solution works well for them.
Related links
- Disability Accommodations For Fluctuating Eyesight
- Choosing Device Wallpapers and Backgrounds With Low Vision
- How To Organize Apps On iPad With Low Vision
- High Contrast and Low Vision
Considerations for creating custom keyboard shortcuts
Before I get into how to create custom keyboard shortcuts in Windows, here are a few considerations to keep in mind when creating shortcuts:
- All custom keyboard shortcuts for Windows must start with Control (Ctrl), followed by either Alt or Shift
- The third key in a keyboard shortcut can be any letter, number, punctuation, or function key (e.g. F4). There can be no more than three keystrokes for a shortcut
- Make sure that keyboard shortcuts do not overlap with other existing shortcuts. For example, using the shortcut Ctrl + C may not be a great option since this is often used for copying text or other content
- If creating custom keyboard shortcuts for another user, involve them in the process so they can provide feedback on shortcuts or make them easier to remember
- When learning new shortcuts, it can help to put a colored sticker or tactile label on the key so the user can memorize where a specific key is located.
One easy way to create easy-to-remember custom shortcuts is to incorporate something that the user would associate with the app they are trying to open. This could include using the letter W for Word, numbers for frequently used apps, or similar strategies.
Related links
- Designing Accessible Documents With Microsoft Word
- Mainstream Technology and Low Vision: Keyboards
- A to Z of Assistive Technology for Reading Digital Text
- Mainstream Technology and Low Vision: Computers
How to create custom keyboard shortcuts for Windows
To create a keyboard shortcut for an application or program (Option 1):
- If it isn’t already there, add the application or program to the taskbar (bottom of screen) or to the desktop. Either option will work, and the application can be unpinned/removed from the desktop or taskbar after the keyboard shortcut is created.
- Right-click on the application icon on either the taskbar or desktop.
- If using an application on the desktop, left-click to select the option for Properties from the drop-down menu. If using an application on the taskbar, right-click on the application name in the menu and then left-click to select Properties
- Select the text box that says Shortcut Key in the Shortcut tab
- Type in the desired keyboard shortcut using the keyboard
- Select OK to save the shortcut. Do not remove the icon from the taskbar or desktop as this will remove the shortcut.
- Restart the computer if needed to activate the keyboard shortcut.
To create a keyboard shortcut for an application or program (Option 2):
- Right-click on an application in the Start menu
- Under More, select Open File Location
- Right-click on the application icon and select Properties
- Select the text box that says Shortcut Key in the Shortcut tab
- Type in the desired keyboard shortcut using the keyboard
- Select OK to save the shortcut. The application does not need to be visible on the taskbar or desktop in order for the keyboard shortcut to work
- Restart the computer if needed to activate the keyboard shortcut.
To create a keyboard shortcut for a folder:
- Open the folder location in File Explorer
- Right-click on the folder name and select Send To (Windows 10) or Show more options (Windows 11)
- From the Send To menu, select Desktop (create shortcut)
- Right-click on the desktop icon and select Properties
- Select the text box that says Shortcut Key in the Shortcut tab
- Type in the desired keyboard shortcut using the keyboard
- Select OK to save the shortcut
- If the shortcut isn’t working, try restarting the computer
Related links
- How To Customize Icons In Windows
- How I Document Accessibility Preferences With Low Vision
- Questions To Ask When Choosing A Desktop Computer For College
- Questions To Ask When Choosing A Laptop For College
Examples of custom keyboard shortcuts
Some examples of keyboard shortcuts that I have used either myself or with others include:
- Ctrl + Alt + F1 would open the folder for one of my classes, and I had separate folders for F2, F3, and so on for other classes I was taking
- Ctrl + Shift + W opens Microsoft Word
- Ctrl + Shift + R opens RStudio/Posit for programming
- Ctrl + Shift + 2 opens email, because it has the @ sign printed on the 2 key
The key to creating effective custom keyboard shortcuts is to ensure they are easy to remember, and that the user has another way of opening the application if their keyboard shortcut doesn’t work as expected. When my friend was first learning to use custom keyboard shortcuts, we wrote down everything in a document that they could reference, which was saved to their device and also printed and placed near their computer so they could read from the page if needed.
More resources on creating custom keyboard shortcuts
- Wondering how to choose a keyboard with low vision? Check out Mainstream Technology and Low Vision: Keyboards
- Want to create custom icons next? Read How To Customize Icons For Windows
- To learn more about making Windows and Microsoft applications accessible for low vision, browse Microsoft Archives | Veronica With Four Eyes (veroniiiica.com)
Published February 26, 2019. Updated August 2024