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PowerPoint Keyboard Shortcuts

Actual Advice Mallard - PowerPoint Hotkeys

PowerPoint, developed by Microsoft, is the tool most used in classroom and job presentations. With PowerPoint, you can present information in a fun and interesting way. You can even include images and sounds, not just words, to emphasize your main points. When putting together a presentation on PowerPoint, the process will go faster if you learn PowerPoint keyboard shortcuts. There are many keyboard shortcuts that can be used for this software program. The shortcuts listed in this article are for PowerPoint 2016.

Shortcuts Used Frequently

First, there are the shortcuts that are used more than others. A lot of these shortcuts are the same as other applications. Others are specific to PowerPoint.

  1. We’ll start with the most obvious ones. CTRL-B to make the text in a slide bold. CTRL-I to italicize the text. CTRL-U to underline text. You should use these shortcuts if there is a particular word or sentence on a slide that you want to draw attention to.

  2. CTRL-C and CTRL-V do the same to text as in any other application. The first one allows you to copy text and the second one allows you to paste it. However, in PowerPoint, you can copy and paste objects and complete slides as well.

  3. In case you are wondering, using CTRL-X for cutting a section of text still works when you are using it on a PowerPoint slide. It also works on objects.

  4. Alt + H, F, and S allows you to change the font size for selected text, allowing you to emphasize a particular point in your presentation.

  5. With Alt + N and P, you can insert a picture onto a slide.

  6. Alt + H, S, and then H allows you to insert a shape onto a slide.

  7. Alt + G, H - this lets you select a theme for your PowerPoint presentation.

  8. With Alt + H, L, you can choose a slide layout. You can even use it to have different layouts on each slide.

  9. The Page Down key takes you to the next slide and the Page Up key takes you back to the previous slide.

  10. Press Alt + S,B to start the slide show

  11. The Escape key ends the slide show.

  12. Alt + F, X closes the PowerPoint program

Ribbon Navigation

The toolbar at the top of the screen in PowerPoint is known as the ribbon. It is broken up by tabs, and each tab displays a different ribbon. First, to get to the ribbon using your keyboard, you need to press the Alt key. Then, use the left and right arrow keys to move between tabs.

If you need to go directly to a tab on the ribbon, the following shortcuts apply:

  1. Alt + F = File page

  2. Alt + H = Home tab

  3. Alt + N = Insert tab

  4. Alt + G = Design tab

  5. Alt + T = Transitions tab

  6. Alt + A = Animations tab

  7. Alt + S = Slide Show tab

  8. Alt + R = Review tab

  9. Alt + W = View tab

  10. Alt + Q – puts the cursor in the tell me box.

To work within a particular ribbon, first you would enter the corresponding shortcut listed above. Then, making sure the tab you want is the one in focus, you would press the tab key and the commands in that particular ribbon would be highlighted. You can even use Shift + Tab to go backwards.

You can also utilize access keys in PowerPoint. When you press the Alt Key, there are numbers or letters that appear in small squares on the top ribbon. There is one numerical or alpha character per square. Once you press the number or letter that corresponds with the tab you need, additional access keys appear in the corresponding ribbon.

Shortcuts for WordArt, Pictures, Shapes, Boxes and Objects

You can enhance your PowerPoint presentation by inserting pictures, objects, text boxes, shapes and WordArt.

Inserting Text Boxes

  1. Press Alt + N, X to automatically select the text box option under the Insert tab

  2. At this point, you should be able to press Ctrl + Enter (the one next to the 10 key) and that will insert the text box, but that does not work for me.

  3. What worked for me is to press Alt + N to bring up the Insert Tab. Then, press tab or the arrow key until the focus is on the Text Box button. Then, press Ctrl + Enter (the one next to the 10 key).

  4. Regardless of what works for you, once the text box is inserted, you can type in it.

Selecting and Editing Text

  1. If necessary, press tab until the text box that needs to be edited is selected

  2. Press Enter to select all the text within the text box. Then edit as needed. If you need to put the focus back on the text box selection, press the Escape key.

  3. If you just need to edit the first line of text, press Ctrl + Shift + Up Arrow key until only the first line is selected.

  4. If you need to edit just one word or a line that is not at the beginning of a list, then, press the home key. If all text is selected, it will be deselected. The cursor will go to the beginning of the text.

  5. Use the arrow keys to get the cursor to the beginning of the word or line that you want to edit.

  6. Press Ctrl + Shift + Right Arrow key to select the whole word. To select more than one word, keep pressing the arrow key (with Ctrl and Shift still pressed as well) until all the words you need to edit are selected)

  7. You can use the above options to delete text that you don’t need as well. Once you have the word or line selected using the above shortcuts, press the backspace or delete key.

Inserting Shapes

  1. Press Alt + N,S and H to bring up the Shapes dialog box.

  2. Use the arrow keys to move between the various shapes.

  3. To insert the shape, press Ctrl-Enter

Inserting WordArt

  1. Press Alt + N, W and a dialog box of different kinds of WordArt will pop up under the WordArt button on the ribbon.

  2. Select the WordArt you want by using the Keys

  3. Press Enter and then, type your text.

Inserting Objects

  1. Alt + N and J brings up the insert object dialog box.

  2. Press Tab to move the focus to the object type list

  3. To insert the object, press Ctrl-Enter

Why Use Keyboard Shortcuts in PowerPoint

Cat Meme - PowerPoint Presentation? Nap Time!

These are not all the hotkeys for PowerPoint that are available. There are keyboard shortcuts for almost every single task in PowerPoint, but there is no room in the article to cover them all.

You may be thinking: “Why bother knowing all of these keyboard shortcuts? Can’t I just use the mouse?” Yes, you can use the mouse still. Some people find it easy to use the keyboard while other people find it easier to use the mouse. Actually, some tasks in PowerPoint are more efficient to do with keyboard shortcuts, while the mouse works better for other tasks. There are advantages to alternating between using keyboard shortcuts and using the mouse, instead of just using the mouse. These advantages are:

  1. It can be easier to multitask. When you can just type in a keyboard command to automatically do something (i.e. – Ctrl-S to save a presentation), your mind is free to focus on other tasks.

  2. You’re less likely to have Repetitive Syndrome Injury (RSI) if you alternate between using the mouse and the keyboard, instead of just using the mouse. There is not as much strain being put on your wrist.

Prescott Papers

Whether you choose to use keyboard shortcuts for PowerPoint, or not, you will still need to produce a PowerPoint presentation at some point. This can happen in both college and at your job.

If you ever need help making a PowerPoint presentation, consider paying to have the professionals at Prescott Papers help you. We have experts in PowerPoint who are well-versed in keyboard shortcuts. Thus, they can help you work up a well-designed presentation in a short time.

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