How to set up and manage Windows 11 Virtual Desktops for better multitasking

General IT KB-403

Summary

This guide helps you troubleshoot and resolve: How to set up and manage Windows 11 Virtual Desktops for better multitasking. Follow the steps below to fix the issue.

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Common Causes

Windows 11 Virtual Desktops allow you to create multiple separate desktop environments on a single monitor. This is an excellent way to organise your workspace by separating different projects, such as keeping your accounting software on one desktop and your general administration or email on another, thereby reducing screen clutter and improving focus fatigue.

Quick Start Guide

If you want to get started immediately, use these primary keyboard shortcuts:

Create a new desktop: Win + Ctrl + D
Switch between desktops: Win + Ctrl + Left/Right Arrow
Close current desktop: Win + Ctrl + F4
Open Task View: Win + Tab

Detailed Instructions

Creating and Naming Your Desktops

Click the Task View icon on your taskbar (the icon looks like two overlapping squares). Alternatively, press Win + Tab.
At the bottom of the screen, click the New desktop button (represented by a plus sign).
To help you stay organised, right-click the newly created desktop thumbnail and select Rename.
Enter a descriptive name (e.g., "Finance", "Client Project A", or "Personal") and press Enter.

Moving Apps Between Desktops

You can move open windows from one virtual desktop to another to better categorise your work:

Press Win + Tab to enter the Task View.
Click and hold the window you wish to move.
Drag the window onto the desired desktop thumbnail at the bottom of the screen.
Release the mouse button to drop the application into that workspace.

Pro Tip: You can also right-click a window in Task View and select Show this window on all desktops. This is particularly useful for apps you need constant access to, such as Microsoft Teams or Spotify.

Customising Your Desktop Experience

To make it easier to distinguish between your workspaces at a glance, you can assign different background images to each desktop:

Press Win + Tab.
Right-click on a specific desktop thumbnail.
Select Choose background.
Select an image from your library. This change will apply only to that specific virtual desktop.

Troubleshooting and Common Issues

Apps Not Appearing in the Correct Desktop

If an application opens on a different desktop than intended, it is usually because the app was already running in the background on another workspace. To fix this:

Open Task View (Win + Tab).
Locate the app on the incorrect desktop.
Drag it to the preferred desktop or right-click it and select Show this window on all desktops.

Taskbar Clutter

By default, Windows 11 may show all open apps on the taskbar regardless of which desktop you are using. To change this to only show apps active on your current desktop:

Open Settings.
Navigate to System > Multitasking.
Find the Desktops dropdown menu.
Under the option "On the taskbar, show all the open windows", select Only on the desktop I'm using.

Important: Closing a virtual desktop using Win + Ctrl + F4 does not close the applications running within it. Those apps will automatically migrate to the next available active desktop.

Performance Issues

While virtual desktops are lightweight, running resource-heavy applications (like Adobe Creative Cloud or large Excel spreadsheets) across multiple desktops still consumes the same amount of system RAM. If your computer begins to lag, consider closing unused applications rather than just moving them to a different desktop.

If you are unable to access Task View or your keyboard shortcuts are not responding, please Open a Ticket for further technical assistance.

Still Having Issues?

Need more help? If the issue persists after trying these steps, please open a support ticket and our team will assist you.

💻 Open a Ticket