- Hello everyone and welcome to another free video
from the Analyst Academy.
In this video,
I'll be reviewing the top 50 PowerPoint shortcuts
for consultants, strategy professionals,
or anyone else who uses PowerPoint often.
If you wanna skip this video
and just download the full list of shortcuts,
you can do that at theanalystacademy.com.
We also have lots of other really great resources there,
including "PowerPoint for Consultants",
where we cover the best of these shortcuts in much more
detail with real life examples and hands-on exercises.
So, check us out at TheAnalystAcademy.com
(upbeat music)
All right, so here we go.
Number 50, Ctrl + Shift + Tab.
This just lets you open up the outline pane.
So if I just hit Ctrl + Shift + Tab,
you see this little window pop up on the left here.
This is a full outline of my presentation.
So you can see,
I can type the title here, Title.
And I can do it right in the outline pane.
So if I wanted to type the title for the next side,
I can do it for that really easily.
So this is really helpful in consulting,
especially when you're doing a lot of editing
to the story itself and to the storyboard.
So Ctrl + Shift + Tab to open outline pane
or Ctrl + Shift + Tab
to go back to what's called the thumbnail pane.
Number 49, Alt + R + E.
This lets you open thesaurus.
So in consulting sides, they tend to be pretty dense,
pretty text-heavy and you get a lot of repetitive words.
So if you're looking for a word
to replace your current word,
double click,
just hit Alt + R + E and it pops the thesaurus app
and you can find a different word.
48, the B and the W key.
This is really helpful when you're in presentation mode.
So I'll go to presentation mode.
And if I want to make the screen completely black,
because maybe I don't want to be talking about,
or I don't want to be showing what's on the screen here.
I just hit B, it turns it black,
hit Esc to get out.
If I want to turn it completely white,
just hit W it turns white,
but it doesn't lose my place in the presentation.
And again, hit Esc to get out.
All right, 47,
number + Enter,
this lets you jump around the presentation really easily.
So right now I'm on slide five.
If I wanted to go back to slide three,
I just hit the number three and then enter
and it takes me to slide three.
So if I want to go back to five,
just hit five, then enter.
46, Ctrl + Shift + N,
this just lets you duplicate the presentation really
easily and really quickly.
45, Alt + V + N.
So this lets you go back into Normal view.
So that's what view I'm in right now.
I'm in normal view.
But if I were to go to say a Slide Master View,
here, I'm in the Slide Master View,
which we'll cover in a little bit.
If I want to go back to Normal view,
I just hit Alt + V + N and I can go back to Normal view.
And there are a few other shortcuts
that can let you do this,
but this is an easy one to remember.
44, Shift + F3.
A lot of people don't know about this one,
but it's really useful.
This just lets you change the case of your text.
So let's say I have this box selected here
and I hit Shift + F3,
It's going to change it all uppercase,
if I hit it again goes all lowercase
and I hit a one more time, it's lowercase,
but the first sentence of the sentences capitalized,
excuse me, the first letter in the sentence is capitalized.
43, Tab, or Shift and Tab.
So that's let's me cycle between the objects on my slide.
So if I have this object selected and if I hit Tab,
it's going to go to the next object,
Tab, it's going to go to the next object.
And the order that it follows is the order
in which the objects were added to the slide.
So Tab again, Tab again,
and if I want to go in the opposite direction,
I just hit Shift + Tab, Shift + Tab, Shift + Tab.
42, Shift + Alt UP/ Down.
So, this lets you move your bullet points up or down
and can be really helpful.
A lot of people don't know about this one,
but if I just put my cursor in the bullet here and just
hit Shift + Alt and then Down key,
notice how bullet one goes down in the ordering,
and then Up to send it back up.
41, Ctrl + Resize Shape.
So, if you're trying to resize a shape from the center,
you can hold the Ctrl key.
So for example, let's say I want to resize this.
If I just did it like this,
it kind of extends this a little corner out like this,
but if I hold Ctrl, it's going to do it from the center,
which is really helpful.
Number 40, Shift + Resize Shape.
So this is a slightly different variety,
but this lets you keep the shape proportioned
as you're changing the shape.
So, I have this right here.
If I were just to lift this straight up,
it kind of extends the box like this, but if I hold Shift,
then it makes it bigger in equal proportions.
And the nice thing is I can combine this shortcut
with a previous shortcut,
so, hold Ctrl hold Shift
and it's going to keep it proportioned
and extend from the center.
All right, next is 39, Shift + Enter,
which lets me insert a line break.
This is especially helpful.
Let's say I have bullet points here,
which I'll enter right here.
Let's say I don't want to insert a new bullet point instead
I just want to go to the next line of this bullet point,
hit Shift + Enter and I'm on a new line,
but not a new bullet point.
All right, number 38,
this just lets you nudge an object across the slide.
This does depend a little bit on
your grid settings of your slide,
but if you just want to take one of these objects
and move it in small increments,
you just hold the Ctrl key and then hit your Arrows
and it's just going to kind of nudge it along the slide,
just like this,
37, Ctrl and the End key or Ctrl and the Home key.
What this lets you do is just move to the end
or the beginning of a text box.
So, let's say here I have my text box here,
this is the beginning of the text box,
this is the end.
If I'm anywhere in the text box
and I just hit Ctrl and then my End key,
it goes all the way to the end of the text box.
Or if I'm just hit Ctrl and my Home key
it goes all the way to the beginning of the text box.
And then a related one, just the End or the Home key,
lets you move to either the beginning
or the end of just an individual line.
So back to my text box here,
if I have my cursor in this first word,
if I just want to move to the end of this first line,
I just hit the End key,
and there I am at the end of the first line,
Home key gets me to the beginning of that line.
35, Ctrl + Backspace or Ctrl + Delete,
this just lets you delete an entire word,
which can be really helpful.
So, let's say I have my cursor just right here.
If I hit Ctrl and the Delete key,
it's going to delete the word in front of it
which was the word entire,
but if I do Ctrl and Backspace, it's the one behind it.
So, Ctrl + Backspace, it deleted the word, delete.
34, Ctrl + Shift and open bracket or closed bracket.
So this lets you send your objects forward
or backward on a slide.
So each of the objects on a slide is layered.
This green box I added after my gray box,
so it just is layered on top of the gray box.
So, if I want to switch the ordering a little bit,
I just use my shortcut Ctrl + Shift + open bracket
and it's going to send it backwards.
Ctrl + Shift + close bracket,
and it'll send it back forwards.
Alt + W + M, this is the one we mentioned earlier.
This lets you go into Slide Master View.
So just hit Alt + W + M, Slide Master View
and remember to get back it's Alt + V + N for Normal view,
or you could just use the Slide Master View shortcut again.
32, Ctrl + Shift, and then the equal sign.
This lets you create a footnote really quickly
and really easy.
And for slides that require a lot of footnotes
or a lot of sources,
this one comes in handy more than you would think.
So just Ctrl + Shift + =,
and then you have to hit your number
and then it'll pop up like that.
- All right, Ctrl + F1.
This one lets you hide the ribbon.
So, I'm working in normal view right here,
I hit Ctrl + F1,
notice how this ribbon goes away.
I can still use these Tabs.
So when I click on one, it drops down.
All the commands are still there,
but when I'm not using it, it's hidden.
To get it back Ctrl + F1.
Number 30, Ctrl and Mouse Wheel.
This lets you scroll in and out of a presentation
when you're in Normal view,
which is nice if you have a lot of things
that are outside of your slide
or if you need to zoom in on something.
So, I'll just hit Ctrl, scroll my mouse wheel
and I can go way in or way out.
29, Ctrl + Up/Down, this one's great.
If you just hold your Ctrl key while you have this,
one of the slides selected in the thumbnail pane here,
just hit Ctrl and Up or Down
and notice how my slide is moving through my presentation.
Make sure I get it in the right spot.
Number 28, Ctrl + L or R or E.
So this lets you left, right, or center align paragraph.
So this right now the text in this box is center aligned.
If I want to move all of this text to the left,
I just hit Ctrl + L and it's left aligned,
right, right align
or I'll hit Ctrl + E to get it back to where it was.
27, Ctrl + F or Ctrl + H,
you may know about this one,
but this let's you either find
or find and replace text in your presentation.
So if I hit Ctrl + H,
I can find the word replace and replace it with find,
then go to replace all, and there you go.
Of course, I don't want to do that so I'm gonna undo.
26, Ctrl + M, lets you insert a new slide.
With my slide selected here,
if I hit Ctrl + M, brand new side pops up
and it comes directly from my template.
Hit Ctrl + M again,
and I can cycle through the different boxes on this slide.
So I'll keep hitting Ctrl + M and look,
it's going to let me cycle through these boxes.
Once it gets through them, then it inserts a new one.
All right.
New line + Shift.
This is basically when you're inserting a new line.
If you hold the Shift key,
it lets you keep the line straight.
Usually in older versions of PowerPoint especially
it might be kinda hard
to make sure your line is completely straight.
If you just hold Shift,
it makes the line completely straight
and you can move it in 45 degree increments like this.
So if you want a straight vertical line,
just hold Shift and put it in place like that, really easy.
24, Alt + V + D,
this opens up what's called Slide Sorter view,
which just lets you look at all your slides at once.
If you want to move them around really easily.
Again, if you are doing a lot of storyboarding
or if you're trying
to make sure the flow of your presentation looks good,
Slide Sorter mode is a really easy way to make that happen.
So to get back either Alt + V + D
or you can do Alt + V + N to get to Normal view.
23, this one, most people are familiar with
just Ctrl + B to bold your text,
Ctrl + U to underline your text,
Ctrl + I to italicize your text.
22,
F5, this starts your presentation from the very beginning.
Or if you go to 21, Shift + F5,
we'll let you start the presentation
from your current slide.
Number 20, Ctrl + S,
this lets you save your presentation.
This has made a little bit obsolete
with newer versions of PowerPoint,
where they have AutoSave,
but if you don't have that enabled,
this one can still be very useful.
Do it early, do it often,
don't lose your work.
Number 19, this one's a little bit more complicated.
This is what we call a ribbon shortcut where you're actually
just accessing a command in the ribbon,
but this lets you open up your text box options.
So if I have my text box selected here,
if I have my cursor anywhere in this text box,
I just hit Alt + H + AT and then O,
and you can see where the command it's going to right here,
more options.
Then it opens up these options right here, text options.
And I can edit lots of really useful things
like the margins and some other options here.
So I neat trick.
This is a side benefit here.
If you want to get out of this,
just hit Ctrl + Space bar and then C.
And that closes that box for you.
All right,
Number 18, Ctrl + D
this lets you duplicate an object in any object really.
So if I have this box selected,
just hit Ctrl + D it'll duplicate it.
But if I have a slide selected
and hit Ctrl + D it's going to duplicate that as well.
17, Shift and Arrow key.
This lets you resize an object
without having to actually use your mouse.
So, see this box right here.
If I want to make this a little bit bigger,
I just hit Shift and Up
and it's going to extend it vertically,
Shift and Down does the opposite
and you can do the same thing left makes it smaller.
Right makes it bigger.
All right. Number 16.
F4, this repeats the previous command you just executed,
which is a great one.
So let's say I bold this text, remember Ctrl + B.
Well, if I also want to bold some other texts,
let's say this down here.
I just instead of hitting B,
I can just hit F4 and it's now going to bold this text.
Alright, Esc.
This just lets you get out of a slideshow.
If I'm in presentation mode right here,
just hit Esc to get out of it.
Number 14, Ctrl + G
lets you group objects or Ctrl + Shift + G,
I'm not going to go into a lot of detail here,
but basically you can group objects by selecting all of them
and hit Ctrl + G and you can move them around all at once
and do lots of other really great things that we don't have
time to talk about, but to get out of it,
just hit Ctrl + Shift + G and now they're all ungrouped.
Copy paste.
You may know this one already.
I want a copy of the word copy.
So I hit Ctrl + C,
paste it here, Ctrl + V, there you go.
All right.
Number 12, Page Up/Page Down.
So this is one I've actually been using this whole video.
Let's say I have an object selected here.
If I hit the Down key,
it's just going to move this object,
it's not going to take me to the next slide,
but instead if I hit the Page Down key or the Page Up key,
I can move to the next slide, like this.
Number 11, Ctrl + Shift + Arrow.
So this lets you highlight a sentence or a word.
So if I hit Ctrl and Shift,
I can highlight the word highlight
and I can keep going and keep going.
All right, number 10,
Ctrl + Shift + D,
this one's a little bit different
than the shortcut we had earlier,
Ctrl + D, which let us duplicate objects.
This specifically lets you duplicate a slide.
And the great thing about this one is even if I have another
object selected here.
So, let's say I had this number 10 box selected.
If I hit Ctrl + D, it's not going to duplicate the slide,
it's going to duplicate the number 10,
but, even if I have this selected,
if I had Ctrl + Shift + D look on the left here,
it's duplicating my side.
All right, number nine,
F2 and Esc.
So, let's say I have an object selected.
I can get into that object. In other words,
I can select the text so I can start typing by hitting F2
and to get out of it, to have just the box selected,
but not any specific texts I can hit Esc,
and these shortcuts work in Excel also.
You can also hit Enter instead of the F2 key
and that does the same thing,
and Esc to get out.
All right, next is number eight,
Shift + Mouse Click,
this lets you take an object and move it in a straight line
either across or up and down on your side.
So let's say I have this number eight selected here.
If I want to move it across,
I just hold Shift and drag it across,
and it's going to strain a straight line
even if I move my cursor up and down like this,
it stays in this straight line.
The other great thing about this one is you can move
an object and if you don't have Shift selected,
when you start just hit Shift
and it'll kind of snap to that straight line.
Number seven, Ctrl + Shift + angle bracket,
or you might call these greater than, or less than signs.
This just lets you increase or decrease
the font size really quickly and easy.
So, Ctrl + Shift + greater than sign makes it bigger,
Ctrl + Shift + less than sign makes a smaller.
Ctrl and Mouse Click.
This lets you select multiple objects on the slide.
So I hit Ctrl,
I select this one, and this one, and this one,
and I can move them all at once or I can do other things
like bold them all together or anything else.
All right, number five,
Ctrl + Shift + C, and Ctrl + Shift + V,
this lets you copy the formatting from one object
and paste it onto another object
or to multiple other objects.
So let's say I have this box here on the left,
that's got a blue background and white text.
If I want the box on the right to have the same formatting.
In other words, blue background, white text,
I can click on this object, hit Ctrl + Shift + C,
then click on this object and hit Ctrl + Shift + V
and now they're the exact same.
And this has lots of other nice uses as well,
But this is just the core
of the copy and paste format and command.
All right, number four, Alt + H + G + A.
This opens the Align, the Distribute, and the Group menu,
which is a really useful set of commands
that once you learn how to use them,
you're going to use them all the time to make sure your
slides are a lot more professionally formatted.
So for example, let me select all of these objects here.
I'd hit Alt + H + G + A and now I can do a lot of things.
For example, I can align all these objects to the left,
just at the touch of a button.
So if I hit L now all these objects are left align.
I could do the same thing to center, align them again.
And I can do a lot of other things, including distributing.
I can group these objects.
It's real useful, really handy,
if you don't know this, you should definitely learn it.
A lot of people will actually put this in their QAT,
just because they rely on it so often,
but you can access it using the shortcut as well.
Number three, Ctrl + A,
this lets you select all the objects
or the text or the slides.
So for example, if I have one object selected here,
if I hit Ctrl + A,
it's going to select all the objects on my slide.
If I have my cursor in the text box,
it's going to select all the text.
And if I have my slide in focus here and hit Ctrl + A,
it's going to select all the slides.
All right, number two,
Ctrl + Mouse Click.
So this one lets you quickly copy an object.
So let's say I have this number two box selected
hold Ctrl, drag it away with my mouse,
and it's going to let me copy this really quickly.
I can do this as many times as I want.
And this is so much faster than hitting Ctrl + C
and Ctrl + V or Ctrl + D to duplicate.
You can just do this over and over and over,
it's quick and easy.
And this is really useful when you combine it with the other
shortcut that we learned earlier, Shift + Mouse Click.
So for example, this quick copy right here.
If I hit Ctrl and Shift and drag this away,
I can create a duplicate directly below it
and I can do this again, and again, and again,
and as you're building slides,
this lets you build neat and organized slides
really quickly and really efficiently.
All right, number one,
Ctrl + Z and Ctrl + Y,
this lets you undo and redo different actions
as you're building your slide.
You may know this one already,
but if I just do something, for example,
if I bold this and I want to undo it hit Ctrl + Z
or if I want to redo it hit Ctrl + Y.
All right, so there you have it.
50 shortcuts you can start using right now
to instantly improve your slide making.
If you found this video useful,
be sure to visit us @theanalystacademy.com
for lots of really great downloads, articles, and courses,
such as our "Advanced PowerPoint for Consultants" courses,
where you'll learn exactly how experienced consultants
use PowerPoint to save time,
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Thanks for watching.
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