Send Function Keys to a VMware Workstation VM

Working inside a VMware Workstation virtual machine can be frustrating when the function keys (F1–F12) trigger host actions instead of reaching the guest operating system. This guide shows you how to configure VMware Workstation so that function keys are sent directly to the VM, whether you need them for BIOS access, debugging, or application shortcuts. You’ll learn the keyboard settings, how to use the on-screen menu, and what to do when keys still don’t behave.

What You’ll Need

• VMware Workstation Pro or Player (version 15 or later recommended)
• A virtual machine that is powered off (for some settings) or running (for temporary changes)
• Administrator rights on the host machine if you need to change global preferences

Step-by-Step

1. Open VMware Workstation and select your virtual machine from the library. Do not power it on yet if you plan to change the VM’s settings.
2. Edit the VM settings: Click Edit virtual machine settings (or right-click the VM and choose Settings).
3. Go to the Options tab: In the settings window, click the Options tab at the top.
4. Select Guest Operating System: In the left pane, click Guest Operating System. This page lists the guest OS type and version. Ensure it matches your actual guest OS (e.g., Windows 10, Linux). If it’s set to “Other,” change it to the correct OS – this affects how VMware interprets key codes.
5. Adjust keyboard settings: Still in the Options tab, click Advanced in the left pane. Under Input, check the box that says Use the physical keyboard for input (if available). This makes the VM capture raw key events, which often fixes function key issues.
6. Change the host key combination: In the same Advanced page, look for Hotkey or Host key settings. The default host key is Ctrl+Alt. If you have a keyboard shortcut that uses F-keys on the host, you might want to change the host key to something else (like Ctrl+Shift) to free up F-keys. Click OK to save the VM settings.
7. Power on the VM: Start the virtual machine. Once the guest OS loads, test a function key (e.g., F1) in an application like Notepad or a terminal. If it works, you’re done.
8. Use the on-screen menu (temporary fix): If the keys still go to the host, press Ctrl+Alt to release the mouse and keyboard from the VM. Then, from the VMware menu bar at the top of the VM window, click VM → Send Key → and choose the function key you need (e.g., F2). This sends that key directly to the guest.
9. Enable the “Grab keyboard on mouse click” option: In the VMware menu, go to Edit → Preferences → Input. Check Grab keyboard on mouse click (or Ungrab when mouse leaves window depending on your preference). This ensures the VM has keyboard focus when you click inside it, so F-keys go to the guest.
10. For BIOS access: To send F2 or Del to enter the guest BIOS during boot, you need to press the key immediately after powering on the VM. If the key doesn’t register, click inside the VM window and press the key repeatedly (e.g., press F2 every second) until the BIOS screen appears.
11. Use the external keyboard passthrough (Pro only): If you’re using VMware Workstation Pro, you can enable USB Keyboard passthrough by adding a USB controller and a USB keyboard device to the VM. This makes the guest see a physical keyboard and often resolves all function key issues. To do this, go to VM settings → Add → USB Controller, then Add → USB Device → select your keyboard.
12. Restart the VM after changes: Some settings, especially guest OS type changes, require a full reboot of the VM to take effect.

Common Mistakes

• Not matching the guest OS type: If VMware doesn’t know the guest OS, it may not translate F-keys correctly.
• Host key conflict: Many host applications (like Windows) use F1 for help, and if the VM doesn’t have keyboard focus, the host intercepts it.
• Forgetting to click inside the VM: The VM only receives keys when it has focus. Clicking the VM window isn’t enough if the keyboard is not grabbed.
• Using the wrong menu: The Send Key option is under the VM menu, not the File menu. Some users look in the wrong place.
• Changing global preferences instead of VM settings: The Grab keyboard on mouse click option is in global preferences, not the VM settings. Make sure you edit the right one.

Tips

• Test with a simple app: Use Notepad (Windows) or a terminal (Linux) to test F-keys. Press F1 and see if the expected help or action appears.
• Use the on-screen menu as a fallback: If you only need a function key occasionally, the Send Key menu is quick and reliable.
• Consider remapping in the guest: If the guest OS uses F-keys for its own shortcuts, you can remap them within the guest’s settings (e.g., Windows PowerToys Keyboard Manager).
• Keep VMware Tools updated: VMware Tools improves keyboard integration. Install or update it in the guest for better behavior.
• For full-screen mode: If you’re in full-screen, press Ctrl+Alt to release the cursor, then use the menu bar that appears at the top of the screen.

Troubleshooting

• Function keys still go to the host: Check if the VM window has focus. Click inside the VM and try again. If it still fails, go to Edit → Preferences → Input and ensure Grab keyboard on mouse click is enabled.
• F2 doesn’t enter BIOS: The BIOS boot window is very short. Press F2 repeatedly (like every half second) as soon as the VM starts. You can also try F1 or Del depending on the guest BIOS. If that fails, use the Send Key method: power on the VM, then immediately click VM → Send Key → F2.
• F-keys work in some apps but not others: Some guest applications use F-keys for their own shortcuts and may need special settings. Check the app’s keyboard settings.
• Keys are sent to the host even when the VM is focused: This can happen if the host has a global hotkey that uses that F-key (e.g., F1 for help in Windows). Change the host hotkey or disable it.
• After changing guest OS type, the VM won’t boot: If you changed the guest OS type and the VM fails to boot, revert to the original setting. The OS type setting is mostly for performance tuning, not critical for F-keys.
• USB keyboard passthrough doesn’t work: Make sure the USB controller is added and the keyboard is not already used by the host. You may need to disconnect the keyboard from the host first (if it’s a USB keyboard) or use a different USB port.

Frequently Asked Questions

1. Why do my function keys trigger host actions instead of going to the VM? Because the VM doesn’t have keyboard focus. Click inside the VM window to give it focus, or enable Grab keyboard on mouse click in preferences.
2. Can I send F-keys to a VM without using the menu? Yes, if the VM has focus and the host doesn’t intercept them. You can also use the Send Key menu as a reliable fallback.
3. Does this work in VMware Player? Yes, most steps apply to Player as well, except the USB keyboard passthrough which is Pro-only.
4. How do I enter the BIOS of a VMware VM? Power on the VM and immediately press F2 (or Del) repeatedly. If that fails, use VM → Send Key → F2 right after powering on.
5. I changed the guest OS type but nothing improved. What else can I do? Try the USB keyboard passthrough (Pro), update VMware Tools, or use the Send Key menu.
6. Can I remap F-keys inside the guest? Yes, you can use the guest OS’s keyboard remapping tools (e.g., Windows PowerToys, Linux xmodmap) to assign different actions to F-keys.

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