Learn the basics of PowerPoint for Mac 2016. This training course explores the PowerPoint interface and helps viewers create and format presentations. Including important keyboard shortcuts and other tools like the presenter view for keeping track of your presentation while it's in progress. And we'll wrap up with a look at how to add value.
Notes:. Keyboard shortcut descriptions refer to the U.S.
Keyboard layout. Keys on other keyboard layouts might not correspond to the keys on a U.S.
Keyboard shortcuts for laptop computers might also differ. If a shortcut requires pressing two or more keys at the same time, this topic separates the keys with a plus sign (+).
If you have to press one key immediately after another, the keys are separated by a comma (,). Can you delete an entry in quickbooks for mac. The settings in some versions of the Macintosh operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Office. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Macintosh operating system or see your utility application. If you don't see a keyboard shortcut here that meets your needs, you can.
In this topic. Editing text and objects To Press Delete one character to the left DELETE Delete one character to the right FUNCTION + DELETE Cut selected text or object + X Copy selected text or object + C Paste cut or copied text or object + V Paste special + CONTROL + V Increase the font size + SHIFT + Decrease the font size + SHIFT +. Tip: You can press the / key during a slide show to see a list of keyboard shortcuts.
This guide is NOT designed to be consumed in one sittingthis is not a cram session for some pretend PowerPoint exam and we are not handing out gold stars here. Instead, pick a PowerPoint activity you frequently perform, learn its shortcuts and save time And once you have one activity’s shortcuts down, come back and pick up another one. Use this guide, learn how to REALLY use the shortcuts and shine! See you at Happy Hour! If you’re using PowerPoint for work, then learning shortcuts (including some hidden and badass ones), is a must!
Same – Same But Different These two PowerPoint shortcuts both create duplicates of things in PowerPoint, but there is a strategic difference worth mentioning. First off though, these two shortcuts work in PowerPoint 2007, PowerPoint 2010, PowerPoint 2013 AND PowerPoint 2016. They also work on a Mac.
The duplicate shortcut (CTRL + D) creates a duplicate or copy, any PowerPoint object that you have selected (tables, charts, objects, slides, etc.). Right off the bat, using CTRL+D is twice as fast as a normal CTR+C to copy and CTRL+V to paste. T he duplicate slide shortcut (CTRL + SHIFT + D) creates a duplicate, or copy of the slide you are currently working on.
It sounds like a repeat shortcut, but it plays a very strategic role in PowerPoint, and is definitely worth memorizing. Getting Strategic The duplicate slide keyboard shortcut (CTRL + SHIFT + D) works REGARDLESS of what you are doing and what you have selected. For example, you can be in the middle of typing text or tweaking a chart and simply hit CTRL + SHIFT + D to create a new, duplicate slide. That gives you an insurance policy to go back to your original layout, if you make a bunch of changes that you end up not liking.
As such, learning to add the SHIFT key to the equation is HIGHLY recommended, as it’s the fastest way to create a duplicate slide in PowerPoint. PowerPoint Duplicate Slideshow – New Feature A brand new keyboard shortcut in PowerPoint 2013 and PowerPoint 2016 is the CTRL + SHIFT + N shortcut, which creates a new duplicate slideshow, or presentation, of the one you are currently working in. So if you find a presentation that you want to quickly copy and tweak, in PowerPoint 2013 or 2016 (same thing as Office 365) just CTRL + SHIFT + N and you can instantly start editing and tweaking the duplicate copy of your deck. Just make sure to hit F12 to save your new presentation with a new name. Both flavors of the new slide shortcut work in all versions of PowerPoint (PowerPoint 2007 to PowerPoint 2016), BUT it’s important to note the slight nuances here, as it makes a difference (see the above video for an explanation). First off, using either the CTRL + ENTER or CTRL + M shortcuts to create a new slide, you do get a new slide layout based on the previous layout you were using, what we call a same-same layout.
So for example, if you use the CTRL + M keyboard shortcut while on a two column layout, BOOMyou’ll get a new blank two column layout. Use the same shortcut while working on a divider slide layout and (you guessed it) you’ll get a new divider slide layout. The only time this same-same layout rule doesn’t work, is with title slides. If you start on a title slide and use either keyboard shortcut, you will get a blank slide of the next type of slide in your deckwhich is the layout directly following your title slide as dictated by your Slide Master. New slide shortcuts – PowerPoint pro tips With the CTRL + M shortcut, after creating a new slide, you can immediately start typing text to add text to your title on the new slide (saving you from having to grab your mouse and click into the title placeholder).
With the CTRL + ENTER shortcut, you will first cycle through the placeholders on your slide (making it easy to type text into them) and then create a brand new slide (after there are no more placeholders to cycle to). This is a favorite of consultant’s as it allows you to quickly knock out the framework of your deck while storyboarding. These bonus tips work in PowerPoint 2007, PowerPoint 2010 and PowerPoint 2013.
Creating Hyperlinks in PowerPoint is useful for two main reasons: #1: Navigational Features Adding hyperlinks allows you to create navigational or interactive features in your presentations by allowing you to jump around within your deck (from one slide to another), open other programs, navigate to websites, etc. For example, software engineers use hyperlinks to simulate the opening and closing of different file menus that they have mocked up in PowerPoint. #2: Pop-Up Text Effect You can use the ScreenTip functionality of hyperlinks to display pop-up text when you hover your mouse over an object within your presentation.
Formatting a Specific Chart Element: You can quickly format any chart element in PowerPoint (same is true in Excel) by selecting it and hitting CTRL + 1 on your keyboard. Hitting CTRL + 1 will open up the format dialog box with the formatting options SPECIFICALLY for the chart element you selected (which is HUGE). This cool little trick working in PowerPoint 2007, PowerPoint 2010, PowerPoint 2013 AND PowerPoint 2016 (same this as Office 365). This formatting shortcut is significantly faster than hunting around in the file menus for your chart formatting options no matter how fast you are at working with your charts!
Copy Paste Formatting: A Little-Known but Awesome Shortcut An almost unknown set of PowerPoint shortcut keys, what I call the “Format Dipper”, allows you to pick up or copy (CTRL + SHIFT + C) an object’s formatting (font style, shape fill, outline, etc.) and quickly apply it to another shape (CTRL + SHIFT + V). This hotkey has been around FOREVER.and sadly, almost no one is using it. This is similar to copying (CTRL + C) and pasting objects (CTRL + V) in PowerPoint except it includes the SHIFT key. Tweak this shortcut just slightly (so ALT + SHIFT + C) and you can copy a sequence of PowerPoint animations too! Hitting this shortcut activates the animation painter, which allows you to then apply your sequence of animations to other objects in PowerPoint.
This two shortcuts will save you HOURS of otherwise annoying and repetitive rework. These are critical for anyone who wants to save time in PowerPoint. Clipboard Copy Shortcut The clipboard is a great way to collect a number of items across the Microsoft Office suite, and paste them onto your slides in one go. To turn on the clipboard copy feature of PowerPoint, follow these steps:. From the Home tab, click the downward facing arrow in the Clipboard group, which opens up the clipboard. At the bottom of the clipboard, click on Options.
Make sure that the ‘Show Office Clipboard when Ctrl+C is pressed twice’ is selected. Now, all you have to do is select an object, hit CTRL + C + C (yes, that’s ‘C’ twice) on your keyboard, and you’ll not only copy your object, but you’ll also open the Clipboard, where you can continue to collect objects and then paste them into your presentation. Paste Special PowerPoint Shortcut After copying an object in PowerPoint, you can paste it as picture by hitting CTRL + ALT + V on your keyboard. Doing so opens up the paste special dialog box, allowing you to choose your preferred picture type, including the Metafile format. How to Group Things in PowerPoint CTRL + G is the keyboard shortcut for how to group things in PowerPoint, and it works in all versions of PowerPoint.
This is a CRITICAL shortcut to learn as it allows you to quickly move and/or resize multiple objects at the same time as a single group, instead of wasting time moving things around piece by piece. Objects can also be part of more than one group. For example, you can first group two rectangles together (as a box layout) and then take that box layout and group it together with a chart.
To learn more and see examples, see our. How Do You Ungroup in PowerPoint? The inverse of grouping objects in PowerPoint is ungrouping them, which you can easily accomplish with the CTRL + SHIFT + G shortcut keys.
In addition to ungrouping already grouped objects, you can also:. Ungroup SmartArt graphics, which breaks the graphic down into shapes, lines and text boxes. Ungroup vector graphics, which breaks them down into shapes. Ungroup tables and charts if you first paste them as Metafiles (using the dialog box – ALT + SHIFT + V on your keyboard). Using the Selection Pane in PowerPoint The most useful of the Selection Pane shortcuts in PowerPoint 2010 and 2013 is simply opening and closing it with the ALT + F10 keyboard shortcut. Once the pane is open, you can either navigate ti with your keyboard (for the more advanced keyboard users), or simply use your mouse (which is good enough for most things).
In PowerPoint 2007, the Selection Pane is known as the ‘Selection and Visibility’ pane and must be opened with your mouse (there is no keyboard shortcut for opening and closing it). To open the pane in PPT 2007, from the Home tab, select the Arrange tool drop down and then select the Selection Pane at the bottom of the dropdown. Selection Pane Pro Tip To use ALL of the Selection Pane shortcuts (like collapsing and expanding groups) in PowerPoint 2010 and 2013, you need to get to the Selection Pane by rotating through active panes from your keyboard (using F6) which is SUPER weird, but that’s how it is. Let me quickly explain. Normally, you can click something with your mouse to activate it in PowerPoint.
Well this doesn’t work with the a couple of shortcuts for the Selection Pane. Instead you need to hit F6 on your keyboard to rotate to it otherwise some of the keyboard shortcuts shown above won’t work. Aligning text in PowerPoint There are four text alignment shortcuts that allow you to quickly change how you lay your text out within your slide’s text boxes or shapes: Center Align Text (CTRL + E) is often used for titles, and will align your text in the center of its container.
Left Align Text (CTRL + L) is the most common text alignment option, starting your text alignment form the left. Right Align Text (CTRL + R) aligns your text to the right, which is useful when building your own titles for bar charts, for example. Justify Align Text (CTRL + J) spreads your text out between the margins you have set.
It’s important to note that the last hanging lines in your paragraphs will not be justified, as that would create weird text spacing. Better layout options for your presentations The PowerPoint gridlines (SHIFT + F9), PowerPoint drawing guides (ALT + F9) and PowerPoint ruler (ALT + SHIFT + F9), are all features to help you better layout your content across your slides, improving the professionalism of your presentation. I find the drawing guides (ALT + F9) much easier to use than the gridlines (SHIFT + F9), as you can manually adjust their position on your slide and quickly add new ones by holding the CTRL key and dragging with your mouse. An example of using the drawing guides is setting the left side of your slide where you want all of your objects to start on each and every slide. Once the line is set, you can then see that line on all of your slides and layout your content accordingly.
How to rotate between active panes These are advanced “keyboard junkie” shortcuts and should be reserved for the hardcore! What these do is allow you to rotate between the open panes in the PowerPoint environment (of which there are five default ones) and any other panes or dialog boxes that you have open. Two shortcuts for opening a presentation Here is another subtle difference for the hardcore shortcut user:. CTRL + O will take you the backstage view in PowerPoint to open a presentation, which is ideal for opening a recent presentation. CTRL + F12 will take you directly to a file navigation dialog box to find a presentation on your computer.
It is a subtle difference, but if you are frequently opening and closing presentations, these shortcuts will help you jump start your search more effectively (depending on where you want to start). Using Save, Save As, and Print These three shortcuts work across the ENTIRE office suite and are MANDADTORY shortcuts for any knowledge worker: Save (CTRL + S) is your best friend as there is little more aggravating than spending hours editing a document to later find that you lost all of your work because you forgot to save it. CTRL + S as often as you can while working on a presentation. Save As (F12) is a slightly more advanced version of the Save shortcut, as it allows you to save your file with a new name, change its save location or change its file type.
The most frequently used alternative file type is the PDF file format, which you can select in the dropdown. Print (CTRL + P) takes to you the backstage view where you can choose among various printing options. Two of the often overlooked printing options are the Notes pages and the Outline View. Inking your presentation You have two inking options in PowerPoint (the pen and the highlighter) which allow you draw on your slides during your presentation to make your point visually. Once the ink is on your slide, you can either:. Save the ink in your presentation – Simply hit ESC to exit Slideshow Mode and select Save Ink.
Saving the ink turns your annotations into object that you can then resize and position on your slides. Hide the ink on the screen – Hit CTRL + M to hide the onscreen ink. Hitting CTRL+M a second time will unhide the ink (i.e.
Dell printer model a920. Setting up a USB-connected A920 (cable not included) is easy to do. Unfortunately, device drivers only work with Windows 2000 and Windows XP; Windows 98 and Me users are out of luck. Copying is a one-button procedure, just like a regular copier. To make multiple copies or reduce or enlarge, use the software instead of the control panel buttons.
Make it reappear). Erase the ink on the screen – Hit E on your keyboard and any ink that you have added in Slideshow Mode will be erased. Be careful when using this shortcut though as you cannot undo the erase action. Pre-inking your presentation sneaky trick alert! Besides adding ink to your slides in Slideshow Mode, you can also pre-ink your slides and still use your CTRL + M shortcut to hide and show your ink. To pre-ink your slide, simply open the ink tools, which you can find on the Review tab. You can then draw on your slides (however you like) and make your notes.
After you have inked your presentation, in Slideshow Mode you can hide or display the ink by hitting CTRL + M on your keyboard pretty sneaky, no? How to start a slideshow in PowerPoint The different shortcuts for starting a slideshow give you flexibility in terms of where you are in your deck and in what View you’re in when you want to start your slideshow. Start Slideshow from Beginning – Slideshow Shortcuts. Presentation Mode – F5 will start your slideshow from the beginning of your presentation. Presenter View – ALT + F5 will start your slideshow from the current in the normal presentation mode.
Start Slideshow from Current Slide – Slideshow Shortcuts. Presentation Mode – SHIFT + F5 will start your slideshow from the beginning of your presentation in the Presenter View. This view works in PowerPoint 2013 and in PowerPoint 2010 if you are hooked up to an external monitor. Presenter View – ALT + SHIFT + F5 will start your slideshow from the current slide in the new Presenter’s View.
This works in PowerPoint 2010 if you are hooked up to an external monitor and in PowerPoint 2013. I find the Start from Current Slide the most flexible for spot checking your content in fullscreen mode, and rehearsing individual slides in the new Presenter View. Navigating your slides in a slideshow The two easiest ways to jump between the slides in your presentation in Slideshow Mode are: Method #1: Assuming you know the slide’s number, hit the number on your keyboard and then hit ENTER. For example, if you want to jump to slide number 22, hit 2, then 2, and then ENTER and you will jump to slide #22.
Method #2: Assuming you don’t know your slide’s number, you can hit CTRL+S on your keyboard to see a list of all the different slides and use this dialog box to jump around within your presentation. A third option is to use hyperlinks, which you can also navigate to from your keyboard in Slideshow mode. PowerPoint pro tip: Use the black and white screen shortcuts to save ink Using the ‘B’ or ‘W’ keys to make your screen black or white during your presentation is much better than adding black or white slides to your presentation for two reasons:.
It gives you more flexibility as to when you blank out your screen to manage your audience. It cuts down the size of your deck and SAVES your printer’s toner cartridge, especially if you are using black slides to blank out your screen.
I've seen people print decks with many completely black slides (i.e. The points at which the presenter wanted to pause during the presentation) and completely killed the printer’s toner cartridge. PowerPoint video and audio shortcuts PowerPoint 2010 and 2013 now lets you control the multimedia in your presentation directly from your keyboard including pausing and playing your videos or audio (ALT + P), controlling the volume (ALT + ↑↓), and jumping between bookmarks in your videos (ALT + Home / END). How to create a bookmark in your video To add a bookmark to your video, select it in PowerPoint, and follow these steps:. Place the play bar on the video’s timeline in the place where you want your bookmark to be. Navigate to the Video Tools Playback Tab in the Ribbon. Select ‘Add Bookmark’.
Using the find and replace keyboard shortcuts Find (CTRL + F) is good for finding text strings within your presentation. For example, you could search for the name of your product to jump to its description. Replace (CTRL + H) is good for finding AND replacing text strings within your presentation. For example, if you are scrubbing a deckto remove your client’s name, you could search for your client’s name and replace it with ‘The Company’. Find Again (SHIFT + F4) will find the next instance of the text string that you previously searched for without reopening the Find dialog box. It’s good for continuing to cycle through your presentation and make edits. Pro PowerPoint tip: Word of caution with ‘Replace All’ When using the Replace dialog box (CTRL + H), you have a ‘Replace All’ option.
If you use this option, PowerPoint will sweep through your ENTIRE presentation, including your Slide Master, and replace every instance of the word you are searching for and replacing. This can be good if that’s what you are trying to do, but NIGHTMARE if you are not 100% sure.
So just be careful. If you accidentally do ‘Replace All’ you can thankfully CTRL + Z to undo all of the replacements. Undo and redo shortcuts The Undo and Redo commands are Microsoft Office essentials! As you know, Undo is CTRL + Z. As for Redo, or Repeat Last Action, there are two flavors of the shortcut that work across the entire Office suite (PowerPoint, Excel, Word, etc.). You have CTRL + Y and F4, both of which are best used in PowerPoint when working in a sweeping technique.
By a sweeping technique, I simply mean working through your slides accomplishing a single task at a time, like changing font or fill colors, outlines, text size, etc. When sweeping through your deck, if you use one of the Repeat Last Action commands, you can simply repeat your last action over and over again, saving yourself a lot of clicking around and wasted time.