Here’s a quick quiz for you…
Do you know how to do these tasks in PowerPoint with just a few keystrokes:
- Align selected objects by pressing just 3 keys.
- Re-select the object(s) you last changed (by pressing just 2 keystrokes), so you can make more changes.
- Go back to a slide you frequently edit.
Well, read on to find out, and see how other neat PowerPoint shortcuts can help you.
(Or, for a table listing all the shortcuts I mention, see the summary at the end.)
- Own your slideshow
- Edit a specific slide
- Select objects
- Work with text
- Work with objects
- Other resources
- Summary of keyboard shortcuts
Own your slideshowScroll to Contents ↑
One shortcut I use daily is Shift+F5 to start the slideshow from the current slide, not slide 1. That’s so handy for checking how your slide looks at full-screen, especially if it’s animated.
Or, to start your slideshow from slide 1, press F5.
(Here’s one way to help you remember what F5 does: When you’re editing text in Word or Outlook, you might know that pressing F5 opens the Go To dialog box, and in your browser F5 reloads the page. So to help me remember what F5 does in various programs, I think of it as meaning “Go!”)
“B” the bossScroll to Contents ↑
When you present face-to-face, pressing B is by far one of the most vital shortcuts. That blacks out your screen (to remove visual distractions while you tell a story or lead a discussion), which is a great way to show you’re “the boss of your slides” (and they just support you).
Move in sequence – or at willScroll to Contents ↑
To advance the slideshow (if I’m not using a remote clicker), I find it easiest to press Space – because it’s such a big key to hit! But what if you want to step back instead of forward? Press Backspace, which seems easy to remember (as it starts with the word “back”).
During your slideshow, you can jump to any slide by typing the slide’s number and pressing Enter. For instance, that’s handy if someone asks you a question about a slide you presented earlier.
Or, go to your 1st slide by pressing Home or your last by pressing End. To exit your slideshow (no matter which slide you’re on), you can press Esc to “escape” from it. (To see a helpful list of other shortcuts during your slideshow, press F1. But to look professional, I recommend you do that before your talk, not during it!)
Edit a specific slideScroll to Contents ↑
While editing your deck, if there’s 1 slide you keep updating, you can use some of the shortcuts above to quickly return to that slide.
For instance, suppose you keep updating slide 20. To get back to slide 20 when you’re editing another part of your deck:
- Press F5 to start your slideshow.
- Type 20 and press Enter to go to the slide.
- Press Esc to return to Normal view at slide 20.
Select objectsScroll to Contents ↑
While you’re editing your slides, here’s a neat trick very few people know:
To re-select the object(s) you changed most recently (since you opened PowerPoint), press Ctrl+Z Ctrl+Y. (Pressing Ctrl+Z undoes your change, but Ctrl+Y redoes it and leaves the changed object(s) selected.)
Select an object in sequenceScroll to Contents ↑
When you want to select any object on your slide, you can press Tab repeatedly. That selects objects one after another, starting at the back. (Normally, the 1st object you put on the slide’s at the back, and the last object you added’s at the front. That’s true unless you’ve used commands like Send to back or Bring to front.)
Lots of objects on your slide? It might be quicker to press Shift+Tab repeatedly, which starts at the front instead of the back.
Select multiple objectsScroll to Contents ↑
Suppose you want to copy or format several objects at once. Usually the quickest way to select them all’s to “lasso” them by dragging diagonally between empty areas of your slide (or even outside your slide), to surround the objects you want.
Or, you can select 1 object and then hold down Ctrl (or Shift) while you click other objects, which adds them to your selection.
Work with textScroll to Contents ↑
Once you’ve selected 1 object, you can edit its text by pressing Enter. (If you’re used to spreadsheets, you might prefer to press F2, like you can in Excel to edit cells.)
If the selected object doesn’t have any text, you can just start typing to add text to it. (And many people don’t realise you can put text into shapes – you don’t need separate text boxes.)
To insert a line-break (which is like pressing Enter in text, except it lets you format all the text as 1 paragraph), press Shift+Enter.
Move through text (or select it)Scroll to Contents ↑
When you’re editing text, to move the flashing text cursor by a word at a time, press Ctrl+Left or Ctrl+Right. To move to the start or end of the current line, press Home or End. To move to the start or end of the object’s text, press Ctrl+Home or Ctrl+End.
To select text, you can hold down Shift while you move the flashing cursor. For instance, to select text to the left by 1 word at a time, press Shift+Ctrl+Left.
Change capitalisationScroll to Contents ↑
One extremely handy shortcut changes the case of text (and it works in Word and Outlook too). To use it in PowerPoint, select 1 or more objects containing text (or select some text, or, just click in a word), and then press Shift+F3 up to 3 times. That cycles between:
- UPPER CASE
- lower case
- Initial Capitals
(You might think Shift+F3 will be hard to remember, but it’s easier if you think of it as “Shifting between three types of capitalisation”.)
To switch back to selecting objects instead of editing text, press Esc.
Work with objectsScroll to Contents ↑
The quickest way to make a new copy of an object is to select it and press Ctrl+D (for “duplicate”). For instance, on the slide below, you might do that when creating the shapes to use in place of bullets.
And if you want to duplicate the current slide, press Ctrl+Shift+D. (Or, to make a brand new slide, just press Ctrl+M for “make”.)
Size objects preciselyScroll to Contents ↑
When you right-click an object (or several selected objects), you see a menu of useful commands, like Size and Position. To use the menu with your keyboard:
- Select the object(s).
- Press Shift+F10 to open the menu.
- Press an underlined letter to access the related command,
like Z for Size and Position.
- Press Tab (or Shift+Tab) to move between options.
Copy formattingScroll to Contents ↑
You probably know you can use the Format Painter button to copy formatting from the selected object to others. It’s a quick way to reproduce all the object’s formatting (like colour, line thickness, font, shadow, and so on), instead of reapplying it bit-by-bit to other objects.
Well an even quicker and more convenient method’s to use keyboard shortcuts:
- Select the object whose formatting you want to copy.
- Press Ctrl+Shift+C.
- At any time thereafter, select the object(s) you want to apply the format to.
- Press Ctrl+Shift+V.
Align objectsScroll to Contents ↑
To align objects by using built-in keyboard commands, you need to press a long series of keys, like one of these:
Alt H G A T (meaning Home tab, Arrange, Align, Top) Alt J D A A T (meaning Format tab, Align, Top)
What d’you think of those? To me, they’re way too long, and far from memorable!
Luckily, you can use 2 little-known tricks to bypass PowerPoint’s built-in commands:
- Add features (like the Align commands) to the Quick Access Toolbar (or “QAT”), shown below (as discussed in a moment).
- Use the Quick Access Toolbar by pressing Alt followed by a number (like 5 for the 5th button).
To add a command or menu to the QAT, right-click the feature you want and choose Add to Quick Access Toolbar. For instance, here’s how you can add the Align menu to the QAT by opening the menu and right-clicking on the word Align:
After you add the Align menu like that, it’ll be the 5th item (as there were already 4 buttons on the QAT). So you can now align the tops of selected objects just by pressing:
Alt 5 T (meaning simply Align, Top)
That’s so much easier than the built-in commands, and far quicker than using your mouse!
Other resourcesScroll to Contents ↑
Recently, experts Laura Foley and Ellen Finkelstein both published blog posts about PowerPoint keyboard shortcuts. Laura’s post focuses on shortcuts that start with pressing Alt, and Ellen’s looks at ones that involve pressing Shift or Ctrl. Be sure to check out their posts (and the rest of their blogs) for tons of great tips.
For instance, Ellen’s post lists over 20 little-known but extremely helpful shortcuts that’ll make your work in PowerPoint much quicker and easier. I find them indispensible.
And for the most complete free guide to PowerPoint shortcuts I’ve ever found, with over 100 shortcuts, see this post by Nuts & Bolts Speed Training.
You might also like this 6-minute video that shows how to use many shortcuts to help you size and rotate shapes precisely:
What’s one of your favourite PowerPoint shortcuts? I’d love to hear your views in the comments.
Other related posts:
- 4 neat Storyline (and PowerPoint) shortcuts – help you save 8 days a year!
- Black is back, but better – 3+ new ways to hide your slide
- Highlight text in yellow in PowerPoint (like in Word), when making slides [Video]
- How to open a high-stakes PowerPoint presentation instantly – for a key client, sales prospect, top management, investor pitch, or other VIPs
- Rotate meter needles in Articulate Storyline (or PowerPoint) – via David Anderson @elearning [Video to watch]
- Stop Q&A hypnosis! (Keep people visually engaged while you answer questions)
- Today’s most popular posts, and the latest visitor comments
Summary of shortcuts mentioned aboveScroll to Contents ↑
|Shift+F5||Start slideshow from current slide|
|F5||Start slideshow from slide 1|
|B||Black out screen|
|Backspace||Step back through slideshow|
|Number Enter||Jump to specific slide|
|F1||Show keyboard help|
Select any object…
|Ctrl+Z Ctrl+Y||Select last changed object(s)|
|Tab||Select next object|
|Shift+Tab||Select previous object|
|Ctrl+click (or Shift+click)||Add object or slide to selection|
|Enter (or F2)||Edit object’s text|
|Ctrl+Left or Ctrl+Right||Move text cursor by words|
|Home or End||Move to start or end of current line|
|Ctrl+Home or Ctrl+End||Move to start or end of object’s text|
|Esc||Exit text editing|
Duplicate objects or slides…
|Ctrl+D||Duplicate selected object(s)|
|Ctrl+Shift+D||Duplicate current slide or selected slide(s)|
|Ctrl+M||Make new slide|
Size objects precisely or format them…
|Shift+F10 Z||Open Size and Position tab for selected object(s)|
|Shift+F10 O||Open Format Object tab|
|Ctrl+Shift+C||Copy selected object’s formatting|
|Ctrl+Shift+V||Apply copied formatting to selected object(s)|
|Alt Number||Use commands on the Quick Access Toolbar|
|Shift+drag||Draw shape with equal proportions (or draw line that’s horizontal, vertical or diagonal)|
|Ctrl+drag||Draw shape from centre|
|Ctrl+Shift+drag||Draw shape from centre with equal proportions|
|Shift+drag corner handle||Resize with existing proportions|
|Ctrl+Shift+drag corner handle||Resize from centre with existing proportions|
|Ctrl+drag any handle||Resize from centre symmetrically|
Move objects or copy objects or slides…
|Shift+drag object(s)||Move object(s) horizontally or vertically|
|Ctrl+drag object(s) or slide(s)||Copy object(s) or slide(s)|
|Ctrl+Shift+drag object(s)||Copy object(s) horizontally or vertically|
Rotate objects precisely…
|Shift+drag rotation handle||Rotate object(s) in 15° increments (e.g. 45° or 60°)|