[Instructor] This is the Analyst Academy,
with the top 50 PowerPoint shortcuts
for management consultants.
(upbeat music)
Hello, and welcome to another free video
from the Analyst Academy.
Today, we're gonna be talking about
the most useful PowerPoint shortcuts.
If you wanna skip this video,
you can download a free PDF of all 50 shortcuts
by going to our website, theAnalystAcademy.com.
We also have lots of other really good resources
there specifically for the consulting industry.
Here we go.
Number 50, Control, Shift, Tab.
This one is especially useful in consulting,
because you do a lot of editing to the storyline
and the story flow,
which means you have to edit the titles
of your slides quite often
and move the titles of your slides around.
So, see on the left here,
you have your thumbnail pane,
hold Control, Shift, Tab.
That'll change the thumbnail pane to the outline pane,
and what you can do is you can edit
the individual titles of each of your slides
very quickly and very easily,
and you can see how the story flows together.
Number 49, new line plus Shift.
So if you're trying to insert a new line,
sometimes it's a little bit tricky
especially in older versions of PowerPoint,
because when you're trying to make the line
it's hard to make it completely flat.
Just hold Shift, that line goes completely flat,
and you can also move it in 45 degree increments.
Number 48, the B or the W key.
This one's great for presentation mode.
If you're presenting something,
but you're having a discussion
that has nothing to do with the actual content on the slide,
you can just push B,
the slide we'll completely black just like this.
Hit escape to get out of it.
Push W to make the slide completely white.
47, number plus Enter.
So let's say you're in presentation mode,
and you wanna go to another slide.
So if you look on the bottom right,
we're on slide five.
I'm in presentation mode.
Let's say I wanna go to slide three.
Hit three, then Enter.
It takes me right to slide three.
If I wanna go back to slide five,
just hit five, Enter,
and now we're back on slide five.
46, Alt V, D, this goes into slide sorter mode,
which is very handy if you're just trying
to get a glance at all your different slides.
This could be helpful
if you're trying to move your slides around.
Alt V, N is how you get back into normal view,
that's number 45.
Number 44, this one's very interesting.
Changing the case of your selected text.
You can push Shift plus F3.
See I have the box selected here with the text in it.
I put Shift F3, it changes it to all uppercase,
and again, to a lowercase,
and one more time it changes it just the first letter.
Number 43, Shift plus Tab.
So this allows you to move through the objects on a slide.
So there are multiple objects on a slide,
whether it's text boxes or shapes.
Anything like that,
this allows you to Tab between them.
So click Tab, and it'll go through the objects
in the order that those objects were added to the slide.
So hit Tab Tab, or you can hold Shift and push Tab,
and it'll go in reverse order.
Number 42, Shift, Alt, Up, down.
This is just if you wanna move a bullet up
or down in an ordering.
So this is not a well-known shortcut,
but it's extremely useful.
Let's say I have a list of bullets here,
bullet one, two, three, and four.
I select the bullet.
And if I wanna move bullet one down in the ordering,
I want it to be, let's say after bullet two,
or after bullet three,
I put my cursory in here,
hit Alt, Shift, up or down
I can move it up or down the list.
Number 41, Control plus resize the shape.
Let's say you have a shape
that you're trying to make bigger or smaller.
Usually you drag this corner right here,
and make it bigger or smaller, right?
Well, that kind of just sizes it over to one side.
Hold Control,
and it resizes it from the center.
Number 40, Shift plus resize shape.
Same kind of idea,
but what this does it's gonna keep
your shape equally proportion.
So usually if you grab the corner right here,
you can move it up and it makes it taller
or move it to the side and it makes it wider,
but it doesn't keep a proportion.
Well, if you wanna keep a proportion,
hold the Shift, drag from the corner,
and you have equal proportions
no matter how big or small you make it.
And you can also hold Control
and Shift to do both those both number 40
and 41 at the same time.
Shift plus Enter.
So if you wanna enter a new line break in a text box,
usually you just push Enter, put some texts in here,
and you see this space between the two lines
that's because you entered a new paragraph.
Well, if you wanna just enter a new line
but not a new paragraph,
hold Shift plus Enter, put some letters in here.
You see how this space is a lot smaller,
it's because it's a new line not a new paragraph.
This is especially useful in bullet points
if you're trying to add a new line,
but not a new bullet point, Shift plus Enter.
38, F4 pretty commonly known.
This just allows you to repeat the previous command.
So, let's say I wanna underline this text box,
and I wanna keep underlining text box.
When I select the next one,
all I have to do is just click F4
and it repeats the same command.
37, Control plus End or Control plus Home.
So if you have your cursor inside of a text box.
I have a text box right here with three separate sentences.
And if I wanna add something
to the end of the last sentence,
rather than tapping my cursor down through the sentences
and moving it over slowly,
instead I can just push Control and End,
and it moves my cursor right to the end of the text box.
66, End or Home.
Same concept as the last one,
but instead of going to the end of the text box
just click End, if you wanna go to the end of the sentence
or Home to the beginning of the sentence.
35, Control plus Backspace or Control plus Delete.
So rather than having to delete
a word one character at a time,
or selecting with your cursor
and then deleting it,
this allows you to quickly delete words.
So if you do Control plus Backspace,
it deletes the word on the left,
Control plus Delete, deletes the word on the right,
and you can do multiple words in succession.
34, Control Shift bracket allows you
to send objects backwards or forwards.
So each of the objects on a slide are a layer.
Just like in real life,
you have some that are in front,
some of them are in back.
We have a green box here that's in front of the text box.
If I select the green box
and hit Control Shift close bracket,
that's gonna move the box backwards in the layering
allowing you to see the text box.
And to move it forward again,
Control Shift, open bracket.
Number 33, Alt R, E.
This allows you to open the thesaurus
which you think wouldn't be that useful,
but when you have a lot of words on the slide
select the word Alt R, E,
and you see the pane on the right
with a lot of different synonyms.
Select the one you want,
right click and insert,
and it replaces it just like that.
Number 32, Control Shift, equal sign.
This allows you to create a footnote.
So I put my cursor right here,
Control Shift equal sign,
and then I click the number of the footnote I want.
So one, there you go.
31, Control F1 just hides this ribbon up here
giving you a little bit more space to work.
So Control F1, and again, to get rid of it.
Number 30, Control plus scrolling the mouse wheel
allows you to zoom in and out of the slide.
Number 29, Control plus up or down.
This actually allows you to move the slide
to a different place in the ordering
here in the thumbnail pane.
So select the slide, hold Control,
just push the up or the down arrow,
and it allows you to move it up just like this
or move it back down.
Make sure it's in the right spot.
28, Control L, R, or E.
This allows you to left, right,
or center align a paragraph in a textbook.
So rather than having to go to the top of the ribbon here
and choose these that takes time,
you can just select the paragraph
with the words that you wanna left, right,
or center align Control L, Control R,
or Control E does just that.
27, Control F or Control H.
Control F to find, Control H to replace, pretty simple.
26, Shift plus mouse click.
So you'll notice when you're trying to select the text box
or any sort of object with texts inside,
that when you try and do that
your cursor goes inside of the text
in between the letters.
Well, you don't wanna do that,
if you're trying to adjust the entire box.
Let's say you're trying to bold the entire box.
You'll see some people trying
to select this little box outline right here.
Sometimes it's hard to find a quick easy way around that.
Just hold Shift, then click anywhere on the box,
and then it selects the entire box,
and you can do things like bold, unbold, et cetera.
25, Alt W, M open slide master view.
Consultants love to work in slide master
especially with things like logos,
things of that nature that you want
it to be on every single slide,
so you see this logo on the bottom left here.
I can't edit it in this view
so I have to do Alt W, M that opens up slide master,
and then I can edit the logo here,
delete it, resize it, whatever I want.
Alt W, L gets me back into normal view,
and that's our next shortcut number 24.
23 Control B, U, or I to bold, underline, or italicize.
Pretty simple.
Control B, Control U, Control I.
22, F5 allows you to start
a presentation from the beginning.
21, Shift F5 allows you to start
a presentation from your current slide.
So, we'll hold Shift F5,
and now we're in presentation mode.
Escape to get back out.
Number 20, Control Shift, greater than sign,
or less than sign allows you to increase
or decrease the font size.
There are other ways to do this.
For example, you can hold Control
and push open bracket or closed bracket
which is technically less keys,
but this is much more intuitive.
Greater than or less than corresponds
with increasing or decreasing font size.
So Control Shift greater than,
Control Shift less than
to increase or decrease the font.
Number 19, Control M allows you
to insert a new slide from your template.
So just Control M,
there we have a new slide.
Control D duplicates an object
that's any object including a slide.
So let's select an object here.
Control D will allow me to copy and then paste it.
So rather than having to go through this menu right here,
or Control C and Control V
which again takes more keystrokes than you need,
just do Control D does the exact same thing,
but much quicker.
17, Shift plus arrow key will allow me
to resize an object without having to use my mouse.
So if I have the object selected,
I can hold Shift and push up to make it taller
or right to make it wider,
left to make it smaller,
down to make it shorter.
16, Control plus arrow key will allow me
to move an object ever so slightly along the page.
So rather than selecting the object
and moving it just with my arrows
which moves it in slightly larger increments,
I can hold Control and move it in very small increments.
15, Escape.
When I'm in presentation mode,
Escape allows me to get out of the presentation.
It also allows me to get out
of a lot of other things in PowerPoint.
14, Control plus G helps you group objects together
or Control Shift G helps you ungroup the objects.
I won't go in detail here all about grouping and ungrouping,
but if you're planning to be in consulting
it's absolutely something you must know.
Number 13, Control C or Control V
pretty commonly known just allows you to copy
or paste something very quickly.
Like we demonstrated earlier,
there are quicker ways to do this
with objects and other things,
but Control C Control V allows you to copy
and paste just like this.
Number 12, Page Up, Page Down.
Very useful if you're just trying to get to the next slide.
Let's say your cursor is in this slide.
If you push down, it will not get you to the next slide.
It just thinks you're trying to go down within that object.
So just Page Up, Page Down allows you to go up
or down the slides no matter what you're doing.
Number 11, Control, Shift, Arrow.
This helps you highlight a sentence or a word.
So let's say I have my cursor in here.
If I just wanna highlight just one word,
Control Shift, left arrow allows me
to highlight the word highlight,
right arrow sentence,
or I can do down to do the whole rest of the sentence,
or Control Shift up to do
all of the previous part of the sentence.
Number 10, Control Shift D you can duplicate a slide.
This allows you to do it
no matter what you're doing in the slide.
So you don't have to have the slide itself selected.
You can be editing text and just push Control Shift D,
and it duplicates the entire slide for you.
Number nine, F2 or Escape allows you
to Enter or exit a shape.
So like I said earlier,
Escape can be used for lots of things.
If you have a text box selected,
push F2 to get into the text box.
Just like this, you can now edit the text
or Escape to get out of it,
and the entire object is selected.
Very useful if you're trying
to minimize your use of the mouse.
Number eight, Shift plus mouse click.
If I wanna move an object to the left
or to the right, or up or down,
it's a little bit tricky to keep that object straight.
So notice it's kind of floating up and floating down here.
It's hard to keep it exactly horizontal
or exactly vertical from where the shape was originally.
A way to solve that problem,
just hold Shift when you're dragging the object.
So I'm holding Shift,
drag it over to the right
and it stays completely horizontal
and does not move up or down.
I can do the same thing if I'm moving up.
It stays completely vertical.
It doesn't move to the left or the right.
It snaps to one of those two axis.
Number seven, Control plus mouse click.
This allows you to quickly copy an object.
So have the object selected,
just hold Control, drag it over,
and now I have two of them.
I could do it again, three, four, as many as I need to.
And where this becomes really useful
is when you combine it with the previous shortcut.
So hold Control and Shift,
I can drag an object over,
I can copy it,
but it stays on the same horizontal axis.
I can do the same thing vertically, et cetera.
Number six, Control plus mouse click.
This just allows you to select multiple objects at one time.
Hold Control select different objects,
and you can move them all at once.
Number five, Control Shift C and V
allows me to copy and paste just formatting,
no text or anything else.
So hold this or select one object Control Shift C to copy,
Control Shift V on the other object
will completely copy and paste the exact formatting.
Number four, Alt H, G, A
which actually isn't a shortcut in and of itself,
but it will open the align distribute
and group menu which is extremely useful.
If you don't know these commands
you need to learn them as a consultant,
'cause they'll help you create pixel perfect slides
and they will save you tons of time.
Alt H, G, A to open the align, distribute, and group menu.
Number three, Control A.
This allows you to select all texts,
select all the objects on a screen,
or select all the slides in a presentation, Control A.
Number two, Control Z and Control Y
simply allow you to just undo or redo an action.
And number one, Control S allows you
to save your presentation.
Many of you are probably doing this already.
If not, you should be.
Do it early, do it often.
It will save you a lot of time
and a lot of headache down the road.
And that's it.
Your top 50 PowerPoint shortcuts for management consultants.
For more videos just like this,
visit us @theanalystacademy.com.
We also have tons of resources,
including a PDF of all 50 of these shortcuts.
Again, in order of their usefulness
that you can download and print off,
and use, however, you please.
We also have plenty of other training videos
and courses again, designed specifically for consultants.
Check us out theanalystacademy.com.