Unrevealed Microsoft Office PowerPoint Tips and Secrets

Here are some very good tips which will help you save time, and make the most of out of PowerPoint!

1. How to turn embedded files into images

Put any chart or table inside a PowerPoint file and you may have a lot more information embedded, than what you actually display on the slide. That would be fine if you want your users to double click on the embedded object and edit it themselves, but what if you wanted the embedded information truly hidden?

All you need to do is select an area around the object, then select Grouping–> Ungroup –> Group. This will instantly convert any objects in your selection into images so you don’t have to worry about your users double clicking on an embedded object and digging around.

2. How to save images from a PowerPoint deck

To extract pictures from a PowerPoint file, just export it as a HTML web page. (Click File –> Save As –> then Select .html from the File Format drop down menu). All the images will neatly be stored in a directory for you.

Of course, if you only need a few images from the deck, just right click the image and select Save As Picture

3. How to save space with PowerPoint decks that have large images

To make your presentations more lightweight you should consider compressing images by slightly lowering the resolution or removing cropped areas which you’re never going to see anyway. To do that, try the following:

* Step 1: Right click on any image to bring up the menu and choose Format Picture
* Step 2: Click on the Picture tab, then Click the Compress button
* Step 3: Select All pictures in document, Print, Compress pictures, and Delete cropped areas of pictures.

4. How to align objects better in a slide

PowerPoint has a very useful option called ‘Snap to Grid’ which allows all objects to be easily aligned on a slide, but snapping it onto a virtual grid on your slide. To enable this:

* On the Drawing toolbar, point to Draw, and then click Grid and Guides
* Under Snap to, check it the Snap objects to grid check box is selected

Now drag a few objects around in a slide, and you’ll note that it’s much easier to align them properly.

5. How to move an object one pixel when your grid is turned on

Rather than turning the grid on and off every time you want to do some finer alignment, (e.g. moving an image one pixel to the left or right), all you need to do is hold the ‘Alt’ button and move the object with your mouse. Holding down the ‘Alt’ button will override the grid settings.

6. How to easily change from CAPS to lower case (or vice versa)

If you have text that is in the wrong case, select the text, and then click Shift+F3 until it changes to the case style that you like. Clicking Shift+F3 toggles the text case between ALL CAPS, lower case, and Initial Capital styles.

Bonus tip #1: Change the default slide layout in PPT

Bonus tip #2: Summarize PPT slides efficiently

Bonus tip #3: You can also share PowerPoint presentations online with Slideshare

List of PowerPoint Shortcut Keys

Function Keys

F1 Display Help or the Office Assistant
F2 Select the text box containing an object or text
F4 Repeats the last presentation action (Edit > Repeat) (not Format Autoshape dialog)
F5 Runs the presentation (View > Slide Show)
F6 Moves to the next pane in the presentation (clockwise)
F7 Displays the (Tools > Spelling) dialog box
F10 Toggles the activation of the Menu Bar
F12 Displays the (File > Save As) dialog box

Shift + Function

Shift + F1 Activates the context sensitive Whats this ? prompt (Help > Whats This)
Shift + F3 Toggles between lowercase, mixedcase and uppercase on the selection
Shift + F4 Repeat the last Find, the same as (Edit > Find Next)
Shift + F6 Moves to the previous pane in the presentation (anti-clockwise)
Shift + F9 Toggles the display of Guide Lines
Shift + F10 Display the (Shortcut) menu for the selected item
Shift + F12 Saves, Displays the (File > Save As) dialog box if a new presentation

Ctrl + Function

Ctrl + F4 Closes the active presentation or window (File > Close)
Ctrl + F5 Restore the size of the active presentation or window
Ctrl + F6 Moves to the next presentation window
Ctrl + F7 Activates the Move window command
Ctrl + F8 Activates the Resize window command
Ctrl + F9 Minimises the size of the active presentation or window
Ctrl + F10 Maximise the size of the active presentation or window
Ctrl + F12 Displays the (File > Open) dialog box

Other + Function

Alt + F2 Displays the (File > Save As) dialog box
Alt + F4 Closes the active presentation (saving first) and exits PowerPoint (File > Exit)
Alt + F5 Restore the program window size
Alt + F7 Find next mispelt word - continue (Tools > Spelling) ??
Alt + F8 Displays the (Tools > Macros > Macro) dialog box
Alt + F9 Toggles the display of the Grid
Alt + F10 Maximise the program window
Alt + F11 Toggles between the Visual Basic Editor window and the PowerPoint window
Alt + Shift + F2 Displays the (File > Save As) dialog box
Alt + Shift + F4 Closes the active presentation (saving first) and exits PowerPoint (File > Exit)
Alt + Shift + F10 Displays the drop-down menu for the corresponding smart tag
Ctrl + Shift + F10 Activates the Menu Bar or displays the (View > Toolbars) dialog box
Ctrl + Shift + F12 Displays the (File > Print) dialog box

Ctrl + Numbers

Alt + Shift + 1 Show Heading 1 (Outline view)
Alt + Shift + 9 Expands all text in the presentation (Outline view)

Ctrl + Letters

Ctrl + A Selects all the objects on the active slide
Ctrl + B Toggles bold on the current selection
Ctrl + C Copies the current selection to the clipboard (Edit > Copy)
Ctrl + D Make a duplicate of the selected slide (Edit > Duplicate)
Ctrl + E Centre aligns the current selection
Ctrl + F Displays the (Edit > Find) dialog box
Ctrl + G Displays the (View > Grid and Guides) dialog box
Ctrl + H Displays the (Edit > Replace) dialog box
Ctrl + I Toggles italics on the current selection
Ctrl + J Justifies the current selection
Ctrl + K Displays the (Insert > Hyperlink) dialog box (in a textbox)
Ctrl + L Left aligns the current selection
Ctrl + M Inserts a new slide (Insert > New Slide)
Ctrl + N Creates a new presentation (File > New)
Ctrl + O Displays the (File > Open) dialog box
Ctrl + P Displays the (File > Print) dialog box
Ctrl + R Right aligns the current selection
Ctrl + S Saves, Displays the (File > Save As) dialog box if a new presentation
Ctrl + T Displays the (Format > Font) dialog box
Ctrl + U Toggles (continuous) underlying of the selection
Ctrl + V Pastes the entry from the clipboard (Edit > Paste)
Ctrl + W Closes the active presentation or window (File > Close)
Ctrl + X Cuts the current selection to the clipboard (Edit > Cut)
Ctrl + Y Repeats the last presentation action (Edit > Repeat)
Ctrl + Z Undo the last presentation action (Edit > Undo)

Others + Letters

Ctrl + Shift + B Opens the Outlook Address Book
Ctrl + Shift + C Copies the formatting attributes from the current selection to the clipboard
Ctrl + Shift + F Activates the Font Names drop-down on the Formatting toolbar
Ctrl + Shift + G Group the currently selected objects / shapes
Ctrl + Shift + H Ungroups the currently selected object / shape
Ctrl + Shift + P Activates the Font Size drop-down on the Formatting toolbar
Ctrl + Shift + V Pastes the formatting attributes from the clipboard on to the selection
Alt + D Displays the (Slide Show) menu
Alt + E Displays the (Edit) menu
Alt + F Displays the (File) menu
Alt + H Displays the (Help) menu
Alt + I Displays the (Insert) menu
Alt + K Checks the names in the To, Cc and Bcc lines against the Address Book
Alt + O Displays the (Format) menu
Alt + S Displays an e-mail message containing the active presentation
Alt + T Displays the (Tools) menu
Alt + U Displays the AutoShapes drop-down menu on the Drawing toolbar
Alt + V Displays the (View) menu
Alt + W Displays the (Window) menu
Alt + Shift + A Show all or collapse all text or headings (Outline view)

Entering Data

Enter Enters a new paragraph
Shift + Enter Enters a line break (Soft break)
Ctrl + Tab Inserts a tab in a table cell

Extending Data

Shift + Home Extends the selection to the beginning of the line
Shift + End Extends the selection to the end of the line
Shift + Up Arrow Extends the selection one line up
Shift + Down Arrow Extends the selection one line down
Shift + Left Arrow Extends the selection one character to the left
Shift + Right Arrow Extends the selection one character to the right
Ctrl + Shift + Home Extends the selection to the beginning of the textbox
Ctrl + Shift + End Extends the selection to the end of the textbox

Selecting Data

Ctrl + Shift + Up Arrow Selects to the line above
Ctrl + Shift + Down Arrow Selects to the line below
Ctrl + Shift + Left Arrow Selects to the beginning of the word
Ctrl + Shift + Right Arrow Selects to the end of the word
Delete Deletes one character to the right
Backspace Deletes one character to the left
Ctrl + Delete Deletes one word to the right
Ctrl + Backspace Deletes one word to the left

Formatting Data

Ctrl + ] Increases the font size to the next size in the drop-down list
Ctrl + [ Decreases the font size to the next size in the drop-down list
Ctrl + Shift + > Increases the font size to the next size in the drop-down list
Ctrl + Shift + < Decreases the font size to the next size in the drop-down list
Ctrl + = Toggles Subscript on the selection
Ctrl + Shift + = Toggles Superscript on the selection

Manoeuvring

Arrow Keys Moves one character or line in the given direction
Tab Moves to the first or next hyperlink / object / cell
Shift + Tab Moves to the last or previous hyperlink / object / cell
Home Moves to the beginning of the line
End Moves to the end of the line
Page Up Moves to the previous slide
Page Down Moves to the next slide
Shift + Page Up Moves to the previous slide
Shift + Page Down Moves to the next slide
Ctrl + Home Moves to the beginning of the text box
Ctrl + End Moves to the end of the text box
Ctrl + Up Arrow Moves up one paragraph
Ctrl + Down Arrow Moves down one paragraph
Ctrl + Left Arrow Moves one word to the left
Ctrl + Right Arrow Moves one word to the right
Ctrl + Enter Moves to the next title or body text placeholder

Other

Alt + Tab Toggles between all your open applications
Alt + Shift + Tab Toggles backwards between all your open applications
Ctrl + Shift + Tab Toggles between the Outline tab and the Slides tab in Normal view.
Ctrl + Spacebar Remove manual character formatting returning the text back to its default
Esc Cancels the action or closes the dialog box
Alt + Shift + Left Arrow Promotes a paragraph (Outline view)
Alt + Shift + Right Arrow Demotes a paragraph (Outline view)
Alt + Shift + Up Arrow Moves the selected paragraphs up (Outline view)
Alt + Shift + Down Arrow Moves the selected paragraphs down (Outline view)
Alt + Shift + + Expands the text below a heading (Outline view)
Alt + Shift + - Collapses the text below a heading (Outline view)
/ Turn character formatting on or off (numeric keypad)
Alt + Escape Switches to the next program
Ctrl + Escape Displays the Start Menu
Print Screen Copies a picture of the whole screen to the clipboard
Alt + Print Screen Copies a picture of just the active window to the clipboard

Redundant Shortcut Keys

Ctrl + Shift + F6 Move to the previous presentation window ??
Alt + S Send presentation as an email ??
Alt + K Check the names in email against the address book ??

What other Powerpoint tips do you have?

Tell us in the comments!

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Tags: microsoft, Microsoft Office, office, powerpoint-tips, presentation, secrets, unrevealed-secrets

January 2, 2008 | Filed Under Microsoft Office

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