what's up everyone it's kenji here and today i thought i'd go over some of the most useful
powerpoint shortcuts i'll break this video down into three main areas firstly we'll go
over some slide layout shortcuts secondly we'll go over some formatting shortcuts and
thirdly we'll go over some shortcuts when presenting to a group of people
and you can download the file i'll be working with for free as i'll link it in the description as a
google sheets to edit it just go to file download microsoft powerpoint so you can follow along
alright let's get into it so firstly we've got the slide layout and one thing that's very common in
powerpoint is to have the logo of the company that you work at or the university that you study at
the very bottom of the slide so you can either do that one by one by pressing the ctrl c key then go
into the next slide pressing the ctrl v but that's obviously quite tedious or you can use this other
thing called the slide master which as the name suggests basically controls all the slides and
overall to get to it you'll have to press the alt key and you'll see that when you press the alt key
all of these other letters and numbers start to show up at the very top they're essentially
shortcuts to replace the mouse and navigate more efficiently if you ever press the alt key by
mistake you can always press escape to get out of that so let's go to the slide master by pressing
the alt w standing for view and then we'll press the m which stands for a slide master over here
and what the slide master does is that it gives the same layout to all the slides so for example
you could be adding a logo you could be changing the background style to a darker color you could
also be say changing the font and so on and let's just say that we work at google so we want to have
a google logo at the end of each slide so we'll press ctrl v here on the slide master and from
there you can close the master view by clicking here or alternatively the shortcut for that is
the alt wl and now you'll see that the google logo isn't just on this slide but instead it's on all
the slides but there's more to a slide master so let's go back in it by pressing the alt w m and
from there you'll see that if you keep pressing the up arrow you'll notice that the very top
slide is actually bigger in size than the other ones this one's known as the master and so if
you make a change over here that means that it's going to happen to all of the other slides as well
whilst if you go one down say these are what are known as submasters meaning that the change will
only happen to the ones that have the exact same structure so let's say we go to this fourth one
here which has two different boxes and say because we will actually want the white image over here
we're going to change the background style to a darker color now if we exit by pressing the alt wl
you'll see that only the slide that had this specific format has actually changed all the other
ones have remained the same now when you're not in the slide master view you'll notice that even
if you want to change where the logo is positioned or its size you're actually not able to do so and
that's the same for all of them and the reason for that is because you can only edit it once you're
in the slide master that's actually quite handy in case you don't want people to store your logo
or change its size and here's some more general shortcuts for slide layouts the first one has
to do with pressing the control m key which is just going to add a new slide then you slide
by control m similarly say we select this one so click on it first and then press the ctrl d
if we like it a lot we can always duplicate it like that lastly you can always press the ctrl
n which is going to open up a new file for you and in case you don't want that file you want
to close it you can always just press the ctrl w ctrl w again to close it and if this video
does well i'll consider making a part two so make sure you hit that like button down below
alright moving on to some formatting shortcuts and for that we'll use the quick access toolbar
the very top left of powerpoint you'll notice that you have this thing here and that's what's known
as a quick access toolbar you can kind of see it as customizable shortcuts say we've got the slide
over here with the four company names and they're not very well aligned so let's say we want to left
align them firstly we'll select all of them once we've done that you're gonna need to go to alt
then jd from there you'll have to go to a a so press the a twice l for left align
and there you go as you probably noticed though that actually took quite a few steps to get to so
you have to memorize a lot of different keystrokes that's why the quick access
toolbar can come handy right now if we look at what's on it we have the save shortcut over here
which is just control s so it's quite easy to memorize we have the undo so the control z we have
the redos which is the control y and then lastly we have the slideshow format which is just f5
so they're actually all quite easy to memorize so let's change those to something a bit more useful
for that just go to the drop down over here and go to more commands here on the right hand side
you can see what we currently have and then on the left side is what options are available to us so
first things first let's just remove all of these because they're not really all that useful for us
so i personally find the alignment ones quite useful so we'll change this here
and just go to all commands so you can find it and from there just type al so for alignment
align objects we want to add that one let's also add some shape ones so just type shaping here
and from there we'll just get this first one over here and press the add key so let's just
leave it at that for now you can obviously add more or subtract some if you don't want them
press the ok key and you'll notice that this very top has now changed to only these two keys
and they have a drop down for aligning and then the other one is for the different shapes that
you can add so in this case here let's say we want to actually just make sure that they're all in the
same spacing so for that you can just press the alt and now all we have to press is the one key
and from there we'll distribute vertically so press the v key and they're all aligned now
so instead of having to go through all the travel that we had before of going to alt
jd then pressing a a and so on this one's just a lot faster now so based on what you find yourself
doing most you can obviously change it accordingly do keep in mind that if it's something very simple
a very simple shortcut then you probably don't want to put it there you want to put
more complex ones once we have the alignment the way we like it we can press the ctrl g key which
stands for grouping and now you can see that you can move them all together consistently
and it's not possible for you to say just change one and move it along to the other side by mistake
and you can always change their sizes while keeping them consistent by pressing the shift
and the arrow keys so arrow up arrow down and then left and right if you ever want to ungroup
though just press the ctrl shift group and from there you'll have them selected individually now
moving on to actual text shortcuts if you ever say you want to change the alignment of this one to
the center say you can press the ctrl e key ctrl right key to right and ctrl l to go put it back
to the left similarly if you want to get to the last word over here quickly instead of having to
scroll through pressing the right and left arrow you can press the ctrl keys which is just going to
skip words one by one if you ever want to select a specific word you can press the ctrl shift and
right arrow in this case left arrow to deselect it or if you want to select everything you can
press the ctrl a as well if you want to increase the font size just press the ctrl shift and then
the greater than or the smaller than signs and you might already know these last three so i'll go by
them quickly ctrl b which is to bolden or unbold and say control i to italicize and then control
u to underline press the escape key to get out of that and another cool one is the control f which
is for find so if you want to find something in particular or alternatively you can press the ctrl
h key which is going to replace something and you might wonder in which kind of a context would you
need to replace something that's usually if you've made a typo for example maybe you spelled my name
as benji instead of kenji then you can just type benji there and do it for replace all for kenji
and that's happened to me more than once where you finish a powerpoint of say 20 slides you pass it
to your manager and here she realizes that there's a typo in the name of a foreign company for
example instead of having to go through each slide looking for a typo you can just press the ctrl h
that's going to help you out another really handy one is moving bullets up and down so for example
in here we have the key steps in a project and we have all these four steps and let's say that our
manager says well you should actually have pay on the very top instead of the plan well the one way
you can go about it is pressing the ctrl shift and left arrow here pressing ctrl c for copy and then
pasting over here and then trying to delete that one after which is a bit of a pain so pressing
ctrl z and ctrl z again to go back to what it was and instead what we're gonna do is select
the pay ctrl shift right arrow and instead what you want to do is press the shift alt up arrow
and you'll see that they all move along smoothly and if you ever find yourself editing a new slide
then you want to see what it actually looks like with text here's how you can go about it
so go up here to the blue one for example instead of actually typing each thing and then
looking at how it looks like you can press the ctrl a to delete that
and then go to equals and then you'll type lorem open brackets and close brackets press
enter and you'll see that it auto populates in this case with latin text and that's why
i have all of these bullets over here in latin for example in case you're wondering but instead
you can also do ctrl a delete here and if you want them in english for example go equals run
open brackets and close brackets press enter now one thing to keep in mind is that the text
is quite random in this case you got the quick brown fox jumps over the lazy dog so i'm not sure
if that's something you want to show let's move up one slide and you can see that suppose we want to
add a shape here you can press the alt two key and then say we want to add a line like this one here
um you'll notice that it's actually quite hard to make it straight so usually it goes up or down a
bit you can press the shift key and that's always going to guarantee that it's straight for you
that same kind of concept applies to say a rectangle for example so you you'll select
it here and then if you press the shift key it's actually going to be a perfect square for you and
same thing applies to a circle for example where it's going to have a lot of distortion when you're
doing it like this but if you press the shift key it's always going to be consistent now moving on
to some shortcuts when actually presenting let's say you're a meeting room for example and you're
presenting to a client or to your management team so starting off with the basics press the f5 key
to make it into the slideshow view and from there the arrow keys are obviously going to make it
move up and down and suppose you have an important number in one slide and you want to make sure that
everyone's paying attention you can always press the w key which is going to make it white so you
can see if they're actually paying attention or the b key which is going to make it black
that's also useful in case somebody that's not supposed to be in the meeting all of a
sudden shows up and you have some confidential information on there you can just press the b key
to make it all black and while presenting maybe someone in the audience points out that they can't
see a particular number because it's too small for them what you can do sort of the unglamorous way
would be to press the escape key and have to zoom in from there which is not great because they get
to see all the other slides so instead what you can do is press the f5 key again to go to the
slide mode and from there you can just press the plus sign that's going to help you zoom in and if
you ever want to move it around you can just do it with the mouse and then minus sign to zoom out
if you find yourself wanting to emphasize where your cursor is you can always press the ctrl l key
that's going to give you this laser like thing which is quite common in schools for example
and while you're emphasizing a point maybe the management team doesn't like what you wrote there
so for that you can just press the ctrl p key and that's going to give you a pen tool so you
can always change it like that just in case you remind yourself and they get to see that you're
actually going to make that change overall i think the presentation shortcuts are a great way
to impress your managers or see in another way not embarrass yourself if you enjoyed this video check
out this other video i made on excel shortcuts which i'll leave somewhere up here that's all
for this one hit that like hit the subscribe if you liked it and i'll catch you in the next one