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If you are a regular PowerPoint user, you might have noticed that performing some tasks can be quite time-consuming, especially if you are using the mouse to navigate through the application. However, using PowerPoint shortcut keys can help you save time and become more efficient. In this article, we will explain how to use PowerPoint shortcut keys like a pro and become a more productive presenter.
Understanding PowerPoint Shortcut Keys
PowerPoint shortcut keys are combinations of two or more keys that allow you to perform certain tasks quickly and easily. The most basic shortcut keys include Ctrl + N for creating a new presentation, Ctrl + O for opening an existing presentation, Ctrl + S for saving a presentation, Ctrl + P for printing a presentation, and Ctrl + F for finding text within a presentation.
Advanced keyboard shortcuts, on the other hand, involve the use of Ctrl, Shift, and other keys to execute more complex commands. For example, Ctrl + Shift + N creates a new slide, Ctrl + Shift + O opens a new presentation, Ctrl + Shift + S saves a copy of the presentation, Ctrl + Shift + P opens the print dialog box, and Ctrl + Shift + F opens the Font dialog box.
Tips and Tricks for Using PowerPoint Shortcut Keys
To use PowerPoint shortcut keys effectively, you need to know which keys to use and when to use them. Here are some tips and tricks for using PowerPoint shortcut keys:
Creating and Editing Slides
- Use Ctrl + M to add a new slide to your presentation
- Use Ctrl + D to duplicate a slide
- Use Ctrl + Z to undo your last action
- Use Ctrl + Y to redo your last action
Working with Text and Objects
- Use Ctrl + B to bold text
- Use Ctrl + I to italicize text
- Use Ctrl + U to underline text
- Use Ctrl + Shift + > to increase font size
- Use Ctrl + Shift + < to decrease font size
Managing Presentations
- Use Ctrl + F5 to start a slideshow from the beginning
- Use F5 to start a slideshow from the current slide
- Use Shift + F5 to start a slideshow from the current slide in a window
- Use Ctrl + Shift + G to group selected objects together
Formatting and Designing Slides
- Use Ctrl + Shift + C to copy formatting from one object
- Use Ctrl + Shift + V to paste formatting from one object to another
- Use Ctrl + E to align text center
- Use Ctrl + L to align text left
- Use Ctrl + R to align text right
By using these shortcut keys, you can easily format and design your presentation, saving time and making your presentation look more professional.
Common Mistakes to Avoid While Using PowerPoint Shortcut Keys
While using PowerPoint shortcut keys can save you a lot of time, there are some common mistakes that you should avoid.
Overusing Shortcut Keys
Using shortcut keys too frequently can be counterproductive. While it’s good to use them to save time, it’s important to use them judiciously. Overusing shortcut keys can result in errors and confusion.
Using Incorrect Shortcut Keys
Using the wrong shortcut keys can also lead to errors and frustration. Take the time to learn the correct keys for the task you are trying to perform.
Ignoring Mouse Navigation
While using keyboard shortcut keys can speed up your work, it’s also important to remember that you can still use the mouse to navigate the application. Sometimes, using the mouse can be quicker and easier than using shortcut keys.
Most Useful Keyboard Shortcuts for PowerPoint
#1: Common PowerPoint Shortcut Keys
| Shortcut Key | Description |
|---|---|
| Ctrl + N | Create a new presentation |
| Ctrl + O | Open an existing presentation |
| Ctrl + S | Save the current presentation |
| Ctrl + P | Print the current presentation |
| Ctrl + Z | Undo the last action |
| Ctrl + Y | Redo the last action |
| Ctrl + X | Cut the selected item |
| Ctrl + C | Copy the selected item |
| Ctrl + V | Paste the selected item |
| Ctrl + A | Select all items in the current slide |
| Ctrl + F | Find text or object in the current slide |
| Ctrl + G | Group the selected objects |
| Ctrl + Shift + G | Ungroup the selected objects |
| Ctrl + M | Insert a new slide |
| Ctrl + D | Duplicate the selected slide |
| Ctrl + Shift + C | Copy the formatting of the selected item |
| Ctrl + Shift + V | Paste the formatting of the selected item |
| F5 | Start the presentation |
| Esc | Exit the presentation |
#2: Slide Navigation Shortcut Keys
| Shortcut Key | Description |
|---|---|
| Home | Go to the first slide |
| End | Go to the last slide |
| Page Up | Go to the previous slide |
| Page Down | Go to the next slide |
| Ctrl + Home | Go to the beginning of the presentation |
| Ctrl + End | Go to the end of the presentation |
| Ctrl + Page Up | Go to the previous section |
| Ctrl + Page Down | Go to the next section |
#3: Text Formatting Shortcut Keys
| Shortcut Key | Description |
|---|---|
| Ctrl + B | Bold the selected text |
| Ctrl + I | Italicize the selected text |
| Ctrl + U | Underline the selected text |
| Ctrl + Shift + > | Increase the font size |
| Ctrl + Shift + < | Decrease the font size |
| Ctrl + Shift + ^ | Superscript the selected text |
| Ctrl + = | Subscript the selected text |
#4: Shape Formatting Shortcut Keys
| Shortcut Key | Description |
|---|---|
| Ctrl + D | Duplicate the selected shape |
| Ctrl + Shift + D | Delete the selected shape |
| Ctrl + Shift + > | Increase the size of the selected shape |
| Ctrl + Shift + < | Decrease the size of the selected shape |
| Ctrl + Shift + F | Change the fill color of the selected shape |
| Ctrl + Shift + O | Change the outline color of the selected shape |
| Ctrl + Shift + S | Change the shape style of the selected shape |
#5: Other Useful Shortcut Keys
| Shortcut Key | Description |
|---|---|
| F1 | Open the Help window |
| F2 | Rename the selected item |
| F4 | Repeat the last action |
| F6 | Move to the next pane |
| F7 | Check the spelling of the current slide |
| Ctrl + K | Insert a hyperlink |
| Alt + F10 | Show the Selection Pane |
| Alt + F9 | Show the Gridlines |
| Alt + F11 | Open the Visual Basic Editor |
Conclusion
PowerPoint is a powerful tool for creating and delivering presentations, and incorporating shortcut keys can make your workflow more efficient and save you time. Whether you’re navigating between slides, formatting text, or starting and ending your presentation, there’s a shortcut key for that. Take the time to learn and memorize these keys, and you’ll be Powering up your presentations in no time!