Microsoft®

PowerPoint Quick Reference

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The PowerPoint Program Screen Keyboard Shortcuts

General
Quick Access Toolbar Title Bar Close Button Open a presentation ............ Ctrl + O
Create a new presentation ... Ctrl + N
Save a presentation ............. Ctrl + S
File Tab Print a presentation.............. Ctrl + P
Ribbon Insert a new slide ................. Ctrl + M
Toggle the Notes pane......... Ctrl + Shift +
H
Close a presentation ............ Ctrl + W
Exit PowerPoint ................... Ctrl + Q
Thumbnails Help .................................... F1
Active
Pane Slide
Editing
Cut ..................................... Ctrl + X
Copy ................................... Ctrl + C
Paste .................................. Ctrl + V
Undo................................... Ctrl + Z
Notes
Pane Redo ................................... Ctrl + Y
Group ................................. Ctrl + G
Status Bar Zoom
View Find .................................... Ctrl + F
Buttons Slider
Replace............................... Ctrl + H
Select All ............................. Ctrl + A

Getting Started Formatting

The File tab opens Backstage view, Close PowerPoint: Click the Close Bold .................................... Ctrl + B
which contains commands for button in the upper-right corner. Italics .................................. Ctrl + I
working with your files like Open,
Undo: Click the Undo button on the Underline ............................ Ctrl + U
Save, New, Print, Share, and Close.
Quick Access Toolbar. Align Left ............................. Ctrl + L
Create a New Presentation: Click the Align Right........................... Ctrl + R
File tab, select New, and click Redo or Repeat: Click the Redo
button on the Quick Access Toolbar. Center................................. Ctrl + E
Blank Presentation. Or, press Ctrl
+ N. The button turns to Repeat once Justify ................................. Ctrl + J
everything has been re-done.
Open a Presentation: Click the File Slide Show Delivery
tab and select Open, or press Ctrl + Change Presentation Views: Click the
O. Select a location with a file you View tab and select a view, or click one Begin slide show.................. F5
want, then select a file and click of the View buttons at the bottom of the
Resume slide show .............. Shift + F5
Open. window.
End slide show .................... Esc
Save a Presentation: Click the Save Normal View Go to next slide ................... Page Down
button on the Quick Access Go to previous slide ............. Page Up
Toolbar, or press Ctrl + S. Choose a Outline View
location where you want to save the Go to first slide .................... Home
file. Give the file a name, then click Slide Sorter View Go to last slide..................... End
Save. Jump to slide ....................... [Slide #] +
Reading View Enter
Preview and Print: Click the File tab,
select Print, specify print settings, Get Help: Press F1 to open the Help Toggle screen black ............ B
and click Print. pane. Type your topic or question and Toggle screen white............. W
press Enter.
Pause show ......................... S
Close a Presentation: Click the File
tab and select Close, or press Ctrl + Use Zoom: Click and drag the zoom Change arrow to pen ........... Ctrl + P
W. slider to the left or right.
Change pen to arrow ........... Ctrl + A

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Work with Presentations Work with Presentations Organize a Presentation
Insert a New Slide: Click the Home tab and Add Slide Notes: Click the View tab on the Move a Slide: Click a slide in the Thumbnails
click the New Slide button in the Slides ribbon and click the Notes button in the pane and drag it to a new location.
group, or press Ctrl + M. Show group to turn on the Notes pane. Enter a
slide note to use during the presentation or for Hide or Unhide a Slide: Select a slide in the
Change the Slide Layout: Click the Home tab, slide handouts. Thumbnails pane in Normal view. Click the
click the Layout button in the Slides group, Slide Show tab on the ribbon and click the
and select a layout. Add a Comment: Click the slide where you Hide Slide button in the Set Up group to
want to add a comment. Click the Review tab toggle the slide visibility.
on the ribbon and click the New Comment
Title Slide button. Type your comment and click outside Deliver a Slide Show
the Comments pane to save it.
Start a Slide Show: Click the Slide Show tab
Compare Two Presentations: Open the first on the ribbon and click either the From
presentation you want to compare. Click the Beginning or From Current Slide
Title and Review tab on the ribbon and click the
Content button. Or, click the Slide Show button on
Compare button. Navigate to and select the status bar, or press F5.
the second presentation you want to compare.
Click the Merge button. End a Slide Show: While presenting a slide
show, click the Options button in the
Section Header Check Spelling and Grammar: Click the toolbar at the bottom left and select End
Review tab and click the Spelling button. Show. Or, press the Esc key.
Find Text: Click the Find button on the Advance to the Next Slide: Click the Next
Home tab, enter the word you want to find in Slide button, press the Spacebar, click the
Two Content the Find what field, and click the Find Next left mouse button, or press the Page Down
button to locate the word in the presentation. key.
Replace Text: Click the Replace button on Go Back to the Previous Slide: Click the
the Home tab. Enter the word you want to find Previous Slide button, press Backspace
Comparison in the Find what field, then enter the text that key, or press the Page Up key.
will replace it in the Replace with field. Click
Replace or Replace All. Click OK when Use the Laser Pointer: In Slide Show view,
finished. press and hold down the Ctrl key while
Title Only clicking and holding the left mouse button.
Edit Document Properties: Click the File tab
and ensure Info is selected. The right column Use the Pen: In Slide Show view, press Ctrl +
contains properties for the presentation such P and then draw on the screen. Press Ctrl + A
as file size, number of slides, hidden slides, to switch back to the arrow pointer. Press E to
Blank and author, among others. Click in a field to erase your annotations.
edit it.
Hide a Presentation Slide: In Slide Show view,
Password Protect a Presentation: Click the temporarily hide the current slide. Press the B
Content with File tab, click the Info tab, click the Protect key to make the screen black or the W key to
Caption Presentation button and select Encrypt with make it all white. Press the Esc key to make
Password. Enter a password to protect the the slide visible once again.
presentation and click OK. Reenter the
password and click OK. Slide Zoom: In Slide Show view, click the
Picture with Zoom button in the slide show toolbar. Click
Caption Organize a Presentation an area of the slide to zoom in. Right-click or
press the Esc key to zoom out and view the
Add a Section: Select the slide where you want entire slide.
Add Slides from Another Presentation: Click
the section to start. Click the Section button
the New Slide list arrow on the Home tab Start Presenter View: While presenting, click
on the Home tab and select Add Section from
and select Reuse Slides. Click Browse and the Options button in the slide show toolbar
the menu.
locate the file with slides you want to add. Click and select Show Presenter View.
a slide in the Reuse Slides pane to add it to the Rename Sections: Click any section heading in
current presentation. the Thumbnails pane to select it. Click the End Presenter View: While in Presenter view,
Section button on the Home tab and select click the Options button in the slide show
Duplicate Slides: Select the slide you want to toolbar and select Hide Presenter View.
Rename Section. Type a new name for the
duplicate. Click the New Slide list arrow on
section and click Rename.
the Home tab and select Duplicate Selected Create a Custom Slide Show: Click the Slide
Slides. Outline View: The Outline view allows you to Show tab on the ribbon. Click the Custom
focus on just the slide text without seeing any Slide Show button and select Custom
Copy and Paste: Select the text you want to Shows. Click the New button. Select the
pictures or graphics. Click the View tab on the
copy and click the Copy button on the slides you want to add to the custom show and
ribbon and click the Outline View button.
Home tab. Then click where you want to paste click the Add button. Click OK to save the
the text and click the Paste button. Slide Sorter View: The Slide Sorter view is the custom show.
easiest way to rearrange and organize slides
Cut and Paste: Select the text you want to cut Convert Presentations to Video: Click the File
after a presentation is created. Click the View
and click the Cut button on the Home tab. tab on the ribbon and select Export at the left.
tab on the ribbon and click the Slide Sorter
Then click where you want to paste the text Click Create a Video. Adjust the video
button.
and click the Paste button. settings and click Create Video.

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 Microsoft®

PowerPoint Quick Reference

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Animations Tab & Pane Styles

Animation Styles
Preview Slide Show/Hide Copy/Paste
Animations Animation Pane Animations Text or object appears on the
slide.

Text or object fades into view.

Animations
Tab
Animat Text or object flies in from the
Reorder specified direction.
Animation
Transition/ s Text or object floats in from a
Animation specified direction and
Indicator becomes visible.
Animation Text or object becomes whole
Pane as its halves unite from a
specified direction.

Text or object is wiped on from

a specified direction.

Text or object fills in from the

edges of a specified shape
and appears.
Animation Order
Text or object rotates around
Transitions and Animations Formatting and Themes a central hub and gradually
comes into view.
Apply a Slide Transition: Select the slide(s) where Change the Font: Select the text you want to
you want to add a transition. Click the change, click the Font list arrow on the Home
Transitions tab on the ribbon and click the More tab, and select a new font.
Transition Styles
button in the Transition to This Slide group.
Select the transition you want to use. Change the Font Size: Select the text you want to The previous slide fades away,
change, click the Font Size list arrow on the revealing the current slide.
Modify a Transition: Click the Transitions tab on Home tab, and select a new font size.
the ribbon and click the Effect Options button.
Select an effect option in the menu. Change the Font Color: Select the text you want to The previous slide pushes the
change, click the Font Color list arrow, and current slide into view.
Apply an Animation: Select the text or object you select a new color.
want to animate and click the Animations tab on The previous slide disappears
the ribbon. Click the Animation Styles button Modify the Slide Background: Click the Design tab quickly as the current slide
and select the animation you want to use. Click on the ribbon and click the Format Background rolls over it.
the Add Animation button to add additional button. Make the desired changes in the Format
Background pane. The previous slide divides at a
animations to the same object.
center point and disappears,
Modify an Animation: Click the Animations tab Apply a Presentation Theme: Click the Design tab revealing the current slide.
on the ribbon and click the Effect Options on the ribbon. Click the More button in the The previous slide disappears
button. Select an option for the applied Themes group and select a theme. almost instantly and the
animation. current slide pops into view.
Modify Theme Elements: Click the Design tab,
Copy Animations: Select an object with an then, in the Variants group, click Colors, Fonts, or The previous slide moves out
animation applied. Click the Animations tab and Effects to expand the menu and select a new style of the way quickly, revealing
click the Animation Painter button. Select that coordinates with the current theme. the current slide.
the object you want the animation applied to. The previous slide disappears
Change the Slide Size: Click the Design tab, click
the Slide Size button in the Customize group, in a bright flash and the
Display the Animation Pane: Click the
and select a slide size. current slide eases into view.
Animations tab on the ribbon and click the
Animation Pane button. View and edit the Move things on the previous
timeline for animations on the current slide. Use a Presentation Template: Click the File tab on slide to their new locations on
the ribbon and select New. Select a template in the current slide.
the list and click Create.

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Pictures Graphics Slide Masters
Insert a Picture Using Content Placeholders: Insert WordArt: Click the Insert tab on the Open Slide Master View: Click the View tab on
Click a content slide’s Pictures or Online ribbon and click the WordArt button in the the ribbon and click the Slide Master
Pictures button. Navigate to the picture you Text group. Select a WordArt style in the menu button.
want to use and select it, then click Insert. and replace the placeholder text.
Edit a Slide Master Layout: While in Slide
Insert from the Ribbon: Click the Insert tab on Insert an Icon: Click the Insert tab on the ribbon Master view, select the layout you want to edit
the ribbon. Click the Pictures or Online and click the Icons button. Select an icon in the Thumbnails pane at the left. Modify
Pictures button. Navigate to the picture you and click Insert. existing placeholders, or add new ones using
want to use and select it, then click Insert. the Master Layout group on the Slide Master
Create a Drawing: Click the Draw tab on the tab of the ribbon.
Resize a Picture: Select a picture. Click and ribbon and click the Draw with Touch
drag a resize handle around the outer edge to button. Draw a shape using the mouse or Close Slide Master View: While in Slide Master
make the picture larger or smaller. touchscreen. view, click the Slide Master tab on the ribbon
and click the Close Master View button.
Crop a Picture: Select the picture you want to Insert SmartArt: Click the Insert tab on the
crop. Click the Picture Tools Format tab on the ribbon and click the SmartArt button in the Create a Custom Slide Layout: While in Slide
ribbon and click the Crop button. Click and Illustrations group. Select a graphic in the dialog Master view, click in between two existing slide
drag the crop handles to remove any unwanted box and click OK. layouts in the Thumbnails pane. Click the
areas, then click the Crop button again. Insert Layout button on the Slide Master
Insert a Chart: Click the Insert Chart button tab of the ribbon. Insert and format the desired
Insert a Screenshot: Click the Insert tab on the in a slide’s content placeholder, or click the slide placeholders.
ribbon and click the Screenshot button. Insert tab and click the Insert Chart button.
Choose an open window to capture, or select Select a chart type and click OK. Add a Master Footer: While in Slide Master
Screen Clipping. view, select the slide layout where you want to
Insert a Table: Click the Insert Table button add a footer. Click the Insert tab on the ribbon
Remove a Picture’s Background: Select a in a slide’s content placeholder, or click the and click the Header & Footer button.
picture, click the Picture Tools Format tab on Insert tab and click the Insert Table button. Modify the footer options and click Apply.
the ribbon, and click the Remove Background Specify the number of rows and columns for the
button. Resize the bounding box around table and click OK. Modify a Master or Layout Background: While
what you want to keep. If needed, use the in Slide Master view, select a slide master or
Refine group to mark specific areas to remove Self-Run Presentations layout to edit. Right-click the thumbnail and
or keep, then click the Keep Changes select Format Background. Modify the
button. Insert a Video: Click the Insert tab and click the options in the Format Background pane at the
Video button in the Media group. Select right, then close the pane when you’re finished
Apply Picture Adjustments: Select a picture, either Online Video or Video on My PC. making changes.
then click the Picture Tools Format tab on the Locate and select the video and click the Insert
ribbon. In the Adjust group, click the button. Apply a Master Theme: While in Slide Master
Corrections , Color , and/or Artistic view, select a slide master. Click the Themes
Effects button and select an adjustment Modify Video Playback Options: Select a video button on the Slide Master tab and select a
from the menu. and click the Video Tools Playback tab on the theme to apply to the selected master and all
ribbon. Use the options on this tab to perform its layouts.
Reset Picture Formatting: Select a picture. Click tasks such as trimming the video, adding a fade
the Picture Tools Format tab on the ribbon and in and out, and controlling how the video Insert an Additional Slide Master: While in Slide
click the Reset Picture button. behaves in a live presentation. Master view, click the Slide Master tab on the
ribbon and click the Insert Slide Master
Apply a Picture Style: Select a picture, then Insert an Audio Clip: Click the Insert tab and button.
click the Picture Tools Format tab on the click the Audio button in the Media group.
ribbon. Select a style in the Picture Styles Select Audio on My PC to locate an existing Rename a Slide Master or Layout: While in
gallery. audio clip, or Record Audio to create a custom Slide Master view, select a slide master or
clip right within PowerPoint. layout to rename. Click the Rename button
Graphics on the Slide Master tab of the ribbon. Type a
Insert Action Buttons: Click the Insert tab and new name and click the Rename button.
Insert a Text Box: Click the Insert tab on the click the Shapes button. In the menu, select
ribbon and click the Text Box button. The a button in the Action Buttons category. Click Delete a Slide Master or Layout: While in Slide
cursor changes to a crosshair; click and drag to and drag the cursor on the slide to place the Master view, select a slide master or layout to
place the text box on the slide. button in the desired location. In the dialog box delete. Right-click the thumbnail and select
that appears, leave the default settings or Delete Master or Delete Layout.
Insert a Shape: Click the Insert tab on the modify how the button behaves, then click OK.
ribbon and click the Shapes button. Select Edit the Handout Master: Click the View tab
the shape you want to use in the menu. Click Record Narration and Timing: Click the Slide on the ribbon and click the Handout Master
and drag to place the shape on the slide. Show tab and click the Record Slide Show button. Modify the handout master using the
button. Click the Record button. The options on the Handout Master tab of the
Merge Shapes: Select two or more shapes to presentation starts, recording narration and ribbon, then click the Close Master View
merge. Click the Drawing Tools Format tab on timing for each slide as you move through the button.
the ribbon and click the Merge Shapes presentation. Click the Stop button.
button. Select a merge option in the menu. Edit the Notes Master: Click the View tab on
Set up a Slide Show: Click the Slide Show tab the ribbon and click the Notes Master
Apply a Shape Style: Select a shape, then click on the ribbon and click the Set Up Slide Show button. Modify the notes master using the
the click Drawing Tools Format tab on the button. Modify the options in the dialog box to options on the Notes Master tab of the ribbon,
ribbon and select a style in the Shape Styles specify how you want the slide show to run and then click the Close Master View button.
gallery. click OK.

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