The Benefits of Using Keyboard Shortcuts in a Legal Office
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In today’s fast-paced legal environment, efficiency is not just a bonus—it’s a necessity. One of the simplest yet most impactful tools professionals can use to streamline their workflow is keyboard shortcuts, (also known as “keyboard shorthand”). Whether you're drafting pleadings in Microsoft Word, organizing discovery in Excel, or managing emails in Outlook, keyboard shortcuts can save time, reduce repetitive strain, and improve accuracy.
Time-Saving Efficiency
Keyboard shortcuts allow users to perform routine tasks in a fraction of the time it takes using a mouse. For example, copying (Ctrl + C), pasting (Ctrl + V), and saving (Ctrl + S) become second nature with regular use. These saved seconds add up quickly across hundreds of daily actions, particularly for legal professionals who draft, review, and revise large volumes of documents.
The number of hours per day that paralegals and attorneys can save by using keyboard shortcuts depends on their daily computer usage, the types of tasks they perform, and how proficient they are with those shortcuts. However, professional estimates and studies provide a general idea based on Best Virtual Paralegal’s team’s usage.

Time Savings from Keyboard Shortcuts
- Estimated Time Saved:
15–60 minutes per day, depending on workload and shortcut usage. - Heavy Document Users (e.g., litigation support, contract review, drafting):
Up to 2 hours per day saved with extensive shortcut use (e.g., Word, Adobe Pro, Excel, Outlook)
Breakdown of Savings by Software:
Software
Frequent Tasks
Time Saved Daily with Shortcuts
Microsoft Word
Formatting, editing, navigation
15–30 min
Adobe Acrobat Pro
Redactions, bookmarks, comments
10–20 min
Microsoft Outlook
Email triage, scheduling
10–20 min
Excel
Data entry, calculations, filtering
10–30 min
- Task Repetition: Legal work involves repetitive text editing, citation formatting, document comparison, form filling, and email management — ideal for shortcut use.
- Billable Hour Efficiency: Saving even 30 minutes daily = 10+ hours/month, which is billable or can be reinvested into case strategy or client service.
- Reduced Frustration & Fatigue: Faster execution = smoother workflow = better focus on complex legal tasks.
- Reduced Physical Strain
Constantly switching between the keyboard and mouse contributes to repetitive strain injuries (RSIs), including carpal tunnel syndrome. Keyboard shortcuts keep hands on the keyboard, promoting ergonomic posture and reducing unnecessary movements. - Improved Focus and Workflow
Using shortcuts keeps your focus on the task at hand. Minimizing mouse usage reduces distractions and allows for a more seamless thought process—especially important when composing legal arguments or reviewing detailed case documents. - Professional Confidence and Competence
Paralegals and attorneys who confidently navigate software using shortcuts project technical proficiency. This can enhance credibility during client presentations, internal meetings, or courtroom preparation.
Conclusion
Incorporating keyboard shortcuts into your daily routine may seem minor, but the cumulative benefits can significantly enhance productivity and reduce fatigue. For law firms and legal professionals aiming to work smarter—not harder—mastering keyboard shortcuts is a smart move that pays dividends.
Ready to Master These Shortcuts?
At Best Virtual Paralegal (BVP), we believe in making legal work leaner, faster, and smarter. If these shortcuts made you say, “I wish I’d known this sooner,” imagine what the Best Virtual Paralegal (BVP) Team can do for your law practice or legal career.
✅ Need help streamlining your workflow?
✅ Want to empower your team with expert-level tools?
✅ Interested in our custom training or paralegal support?
Let’s make productivity your new superpower.
About the Author
Holly A. Sheriff, ASPS, BBA, MSLS, MCC, CCC, PCC, LPCC, CPP, is the founder and CEO of Best Virtual Paralegal LLC. With over 30 years of experience in paralegal support, consulting, and coaching, she is dedicated to empowering legal professionals to achieve work-life balance and professional excellence. Holly has served as the President of the New York City Paralegal Association and is an active member of the American Bar Association and Alpha Beta Kappa Honor Society. She is also an affiliate contributor and expert for Paralegals Connect Magazine. Holly resides in York, Pennsylvania, with her husband, Marcus Collins, and their dog, Gretta. Together, they enjoy reading, photography, and exploring various music genres.
Disclaimers & Caveats
The information provided in this blog article is for general informational purposes only and does not constitute professional advice. While we strive for accuracy, the content may not reflect the most current developments or apply to every situation. Readers should conduct their own research or consult a qualified expert before making decisions based on this content. We assume no responsibility for any loss or damage resulting from reliance on the information provided. The information on this blog is not intended to be legal advice. This blog is not a substitute for IT advice.
