Creating a PowerPoint presentation is no small task! It requires juggling all sorts of PowerPoint stuff like charts, tables, pictures, object formatting, text and shapes just to create your slides in the first place. Then there is the delivery of the presentation itself.
On top of that, companies, bosses and clients want everything done yesterday. For you as an employee (or contractor) that means expectations are rising. Getting more done in less time. That’s where PowerPoint Keyboard Shortcuts come to your rescue.
To help you out, I’ve pulled together this list of 80 PowerPoint shortcuts you can start using straight away.
With a little bit of practice, these PowerPoint shortcuts will seriously cut down your build time, make your slides look more polished and professional and get you to Happy Hour.
PowerPoint Shortcuts Table of Contents
I’ve broken the below 80 PowerPoint Shortcuts into sections that you can jump around between if you like using the hyperlinks below.
Benefits of Using Keyboard Shortcuts
One of the main reasons to learn your keyboard shortcuts is they eliminate mental stress and anxiety.
Studies show that one of the main sources of modern stress and anxiety in the workplace is what researchers call Cognitive Load. The point being that your brain can only make so many decisions a day before it basically shuts down.
That’s why high profile leaders like Steve Jobs, Barack Obama and Superman focus on wearing one or two outfits everyday. It cuts down on the decisions they need to make, allowing them to focus on higher priority tasks.
How do keyboard shortcuts help you out here? They eliminate a bunch of micro-decisions and mental hoops your brain otherwise has to process to get a task done.
So instead of playing hide-n-seek in the ribbon for your command – let me see…where was that command again? – your fingers just hit the keys and get the task done. Decreasing your cognitive load.
In that sense, your keyboard shortcuts not only decrease your cognitive load, freeing up your mind for higher priority tasks, they also blast through your otherwise repetitive and annoying tasks for you, getting you to happy hour.
Tips for Mastering PowerPoint Keyboard Shortcuts
If learning your PowerPoint shortcuts was easy, everyone would already have their black belt in PowerPoint, but they don’t. So the very first rule is simply – COMMIT.
Here are a few other tips to make learning your PowerPoint shortcuts as easy as possible.
Set learning goals
Define your goals. If there are 100 keyboard shortcuts you want to learn and you can only learn 2 or 3 a day, break it up. Don’t worry about the 100, just worry about the 2 or 3 you want to learn that day (or that week).
Put your shortcuts to use
When you first learn a new keyboard shortcut, the most important thing is to start using it every single time you want to complete that task. A common learning mistake is not consistently using the shortcut right off the bat because it’s not comfortable.
Big Shortcut Disclaimer: When you first start learning your keyboard shortcuts (for which ever program you are working with) you might NOT feel any faster at first, or you might even feel slower. That’s because it’s new and uncomfortable.
Trust me, the fastest people in PowerPoint use shortcuts. Don't give up.
You Don’t Need to Learn All Shortcuts.
Just because a shortcut exists doesn’t mean you should learn it.
There are hundreds of keyboard shortcuts and thousands of commands you can set up as shortcuts in PowerPoint that you’ll never need to use.
That’s why I recommend that instead worrying about all of the available shortcuts, just focus on learning the keyboard shortcuts around the core activities you perform every single day.
Common Keyboard Shortcuts in PowerPoint 2007, 2010, 2013 & 2016
Shortcuts for Working with Slides
#1 Displaying the All Slides Dialog Box (Slide Show Mode)
While in Slide Show mode, to display the All Slides Dialog Box hit CTRL + S.
This dialog box allows you to visually see all the slides within your presentation and quickly jump around between them. This is handy when you want to quickly move forwards or backwards within your presentation and you don’t know what the slide number is.
#2 Go to Slide Number (Slide Show Mode)
Slide Number + Enter Key
When you give a presentation, you topic never goes in the order you planned. There are some situations when you require going to nonadjacent slides in your presentation. For instance, say you are on slide 50, and your audience puts a question that requires you to jump to slide 20. Pressing Page Up 30 times doesn’t seem professional.
For easily jumping to 20th slide, simply press the slide number in PPT running mode and then press the Enter Key.
20 + Enter
#3 Display a Blank Slide
For Black Slide, Press B or. (Period)
For White Slide, Press W or, (comma)
Sometimes you may need to pause the presentation for lunch break or to answer a question unrelated to the presentation. In these situations, B and W shortcut keys to display a blank screen. Pressing B or W second time will pick up the show where you left it.
#4 Select All Slides
You can select the slides all at once if your presentation is in slide sorter view. To do this, press CTRL + A.
Remember, this PowerPoint shortcut will work only if your presentation is in slide sorter view.
#5 Duplicate Active Slides
To add the copy of the current slide in your presentation, press CTRL + SHIFT + D.
#6 Slide Show beginning of your presentation
To view the presentation in presenter view in 2010, simply press F5.
#7 Slide Show from current slide
To view your presentation from your current slide (all versions of PowerPoint), press SHIFT + F5
#8 Previous/Next Slide
To move to the next slide, press PAGE-DOWN
To more to the previous slide, press PAGE-UP
Shortcuts for Working with PowerPoint Pointers
#9 Using the built-in laser pointer in PowerPoint
While in Slide Show Mode, hold down the CTRL key on your keyboard and click and drag with your mouse.
Holding the CTRL key and dragging around with your mouse turns on the laser pointer to draw your audiences’ attention to different aspects of your slide.
#10 Writing on your slides with a Pen (Inking)
In the Slide Show Mode, to write on your slides with a pen, press CTRL + P and use your mouse (or pen if you have a touch screen) to write and/or draw on your slides.
Hitting CTRL+P a second time will turn the Pen off.
#11 Writing on your slides with the Highlighter (Inking)
In Slide Show Mode, to write on your slides with your highlight, press CTRL + I and use your mouse (or pen if you have a touch screen) to highlight and draw on your slides.
#12 Hiding And Erasing Ink on Screen (Inking)
While in Slide Show Mode, after using the pen or highlight shortcuts to add into your slides in Slide Show mode you can either:
Press CTRL + M to hide the ink. Pressing CTRL + M a second time will make the ink re-appear
Press E to erase all of your ink.
#13 Hiding Pointer and Navigation Button
To hide pointer and navigation immediately, press CTRL + H
To hide pointer and navigation after 15 seconds, press CTRL + U
Pointers and navigation button could be annoying to the audience. So it’s important to hide while giving presentation.
Shortcuts for Working with Menus
#14 Display the Shortcut Menu
SHIFT + F10
While in Slide Show mode, this command is the equivalent of right-clicking on the screen, displaying the different presentations options available to you.
#15 Display Slide Show Help Shortcuts
While in Slide Show mode, this command display all the different slide show shortcuts you can use to quickly navigate your presentation. If you ever forget your shortcut, just hit F1.
#16 Displaying Your Task Bar
While in Slide Show mode, you can display the task bar at the bottom of your screen by hitting CTRL + T
Displaying your Task Bar is a fast and easy way to navigate between different documents and files on your computer without closing out of your presentation.
Shortcuts for Working with Hyperlinks
#17 Insert Hyperlink
Select the text on which you want to apply a hyperlink, and press CTRL +K.
#18 Selecting Hyperlinks
While in Slide show mode, to go to the first or next hyperlink on a slide, press TAB key.
While in Slide show mode, to go to the last or previous hyperlink on a slide, press SHIFT + TAB
#19 Opening a Hyperlink
Once you’ve navigate to a hyperlink (using the above keyboard hot keys) you can activate it by pressing the ENTER key.
PowerPoint Shortcuts for Font and Paragraph
#20 Aligning a Paragraph
First, select the paragraph for which you want to change the alignment and perform the following applicable operation:
Press CTRL + L for left alignment.
Press CTRL + R for right alignment.
Press CTRL + E for center alignment.
Press CTRL + J to justify your text
#21 Move to End/Beginning of a Line.
Press END to move to the end of a line.
Press HOME to move the beginning of a line.
#22 Increase or Decrease List Levels
To promote a paragraph, press ALT+SHIFT+ARROW LEFT
To demote a paragraph, press ALT+SHIFT+ARROW RIGHT
These List Level Shortcuts are extremely effective when filling in company templates as it properly uses the bullet spacing set on your Slide Master. This is entirely different than the Promote and Demote paragraph shortcuts.
To see how to use these List Level Shortcuts to properly fill in a company PowerPoint template (and see how they are COMPLETELY different than the TAB and SHIFT + TAB shortcuts) see the short YouTube video below.
#23 Promote and demote paragraphs
To promote a paragraph, press TAB
To demote a paragraph, press SHIFT + TAB
#24 Move Selected Paragraphs
To move selected paragraphs up, press ALT+SHIFT+ARROW UP
To move selected paragraphs down, press ALT+SHIFT+ARROW DOWN
#25 Select All Text
Press CTRL +A on the outline tab.
#26 Deleting text to the Left
To delete one character to the left, press BACKSPACE key.
To delete one word to the left, press CTRL + BACKSPACE.
#27 Deleting text to the Right
To delete one character to the right, press DELETE.
To delete one word to the right, press CTRL + DELETE.
#28 Changing Font Size
To increase the font size, press CTRL + SHIFT + >
To decrease the font size, press CTRL +SHIFT + <
#29 Open the Font Dialogue Box
If you want to open the font dialogue box to performing font or font size changing operations, do the following:
To open font dialogue box to change formatting of the characters, press CTRL + T
#30 Change Case Shortcut
While making a presentation, you frequently need to change the letters case between lowercase, uppercase, sentence case, etc. Knowing the shortcut will save time. Use the following command to perform change letters case:
Press SHIFT + F3 to change the case of the letters between lowercase, sentence case or uppercase.
#31 Apply Subscript/Superscript Formatting
Press CTRL + = to apply subscript formatting with automatic spacing.
Press CTRL + SHIFT + = to apply superscript formatting with automatic spacing.
#32 Apply Bold Formatting
Select the text, and press CTRL + B
#33 Apply Italic Formatting
Select the text, and press CTRL + I
#34 Apply an Underline
Select the text, and press CTRL + U
#35 Spelling Check
Press function key F7
To open thesaurus, press SHIFT + F7
Shortcuts for Working with Text and Objects
#37 Select All Objects
Press CTRL + A on the slides tab.
#38 Format Dipper Part #1 – Copy Formatting
To copy formatting of a text or object, select it and then press CTRL + SHIFT + C
#39 Format Dipper Part #2 – Paste Formatting
To paste only the formatting of a text or object, then press CTRL + SHIFT + V
#40 Paste special
Press CTRL +ALT + V
The Paste Special shortcut gives you a variety of pictures format paste options for your content. To use the shortcut first CTRL + C to copy something in PowerPoint, then hit CTRL + ALT + V to open up the Paste Special options.
#41 Group Selected Slide Objects
To group all selected slide objects, press CTRL + G.
#42 Ungroup Selected Objects
To ungroup selected objects (including SmartArt graphics, EMF and WMF objects press CTRL + SHIFT + G
#43 Regroup Selected Objects
To reform and ungrouped set of objects, simply select a single object from the previous group press CTRL + SHIFT + J
#44 Rotate Objects
To rotate your objects by 15° to the right, with an object selected hit the ALT + Right Arrow
To rotate your objects by 15° to the left, press ALT + Left Arrow
Shortcuts for Working with Tables
#45 Moving Among Cells
To move to the next cell, press TAB.
To move to the previous cell, press SHIFT + TAB.
#46 Moving Among Rows
To move to the next row, press ARROW UP.
To move to the previous row, press ARROW DOWN.
#47 Add New Row at the Bottom
To add a new row at the bottom of the table, press TAB at the end of the row.
#48 Insert a Tab in a Cell
To insert a tab in a cell, move to that cell and press CTRL + TAB
Shortcuts for Working with Charts
#49 Format Selection
With a charting element selected, press CTRL + 1
This charting shortcut works in both PowerPoint and Excel, and is one of the fastest ways to drill down to the specific formatting options for your charts.
#50 Nudging a Chart
To move your chart like any other object, simply hold the CTRL key down, and then click the chart with your mouse.
Doing so selects your chart like any other object, allowing you to use the arrows keys on your computer to move it around.
PowerPoint Keyboard Shortcuts for Slide Views
#51 Switch Between The Outline and Slide Show View
Press CTRL + SHIFT + TAB to switch between outline and slide view in PowerPoint.
#52 Switch Between Normal View to Slide Master View
Hold the SHIFT key with normal view will move you to the slide master view of your presentation. In addition to this, it will set all of the default formatting for your template you insert for your placeholders. Click the shift key again to come back to the normal view.
#53 Switch to Handout Master View
Hold the SHIFT key and click on the slide sorter view and you will jump to the handout master view where you can customize the handouts for your presentation.
#54 Open the Set Up Slide Show Dialog Box
Press SHIFT and select reading view where you can choose to show your presentation in a resizable window, run custom slide shows, etc.
#55 Closing the Thumbnail View
Press CTRL + SHIFT key and select the normal view to close the thumbnail view giving you more work space for your presentation.
#56 Outline View in Full Screen
Press CTRL + SHIFT and select slide sorter view to notice a full screen outline view.
#57 Run a Mini Presentation
Hold CTRL Key in MS-PowerPoint 2007 and 2010 and hold ALT key in PowerPoint 2013, and then select the slide show view to run a mini presentation in the upper left-hand corner of your deck.
Hit escape to move to that slide
#58 Switch Between Presentations
If you have multiple presentations opened on your device, you can switch among them by pressing CTRL + F6.
#59 Switch between open windows
To switch between your active windows, press CTRL + TAB
#60 See All Active Windows
To see all open and active windows on your computer, press WINDOWS + TAB
#61 Cycle Through Content Placeholder
To cycle through the content placeholders in your company template, hit CTRL + ENTER
Once you have cycled through your content placeholders, hitting CTRL + ENTER again creates a new blank slide, based on the slide layout you were just previously on.
#62 New Slide Shortcut
Press CTRL + M
This shortcut adds a new blank slide to your presentation, based on the slide layout you were just on. The only exception is if you use this shortcut on the Title Slide within your layout, PowerPoint adds a new content slide instead of a new title slide (it’s smart like that).
#63 Save as
Press F12 function key.
Save your presentation with a different name, in a different location on yoru computer or in a different file format.
#64 Open File Dialog Box
Press SHIFT + F12
This shortcut immediately opens the open file dialog box to open a file on your computer, without having to navigate through the back-stage view.
#65 Find and Replace Dialog Box
Press CTRL + H
This shortcut opens the Find and Replace dialog box, allowing you to quickly replace text throughout your presentation. Be careful when using the Replace All option, as it not only will cycle through the normal view of your presentation, but all your slide master views.
#66 Repeat the Last Find Action
If you have closed the find dialogue box and now want to repeat the last find action, press SHIFT + F4 combination key.
#67 Copy Screen Picture
To copy the picture of the current screen in PowerPoint to clipboard, press PRINTSCREEN button.
#68 Print Screen of Selected Window
To copy the picture of a selected window, press ALT + PRINTSCREEN button.
#69 Print Dialog Box
Press CTRL + P and then ENTER to print your presentation.
#70 Open the Header and Footer Dialog Box
Press CTRL + SHIFT + D
This dialog box allows you to add and remove your Date and Time, slide numbers and footers.
#71 Close the active presentation
Press CTRL + W
This PowerPoint shortcut closes the active file you are using, without closing the PowerPoint application itself. This is an operating system shortcut, and works in all the Microsoft Office programs.
#72 Close the Application
Press ALT + F4 to close the PowerPoint application.
This is a Windows level operating system shortcut and can be used with any program you are running on your computer. After closing out of all of your active applications, this shortcut can shut down or restart your computer too.
New PowerPoint 2013 Keyboard Shortcuts
Use the following shortcuts for the given tasks in the new PowerPoint 2013 version. Note, these PowerPoint 2013 shortcuts all work in PowerPoint 2016 as well.
#73 Increase/Decrease Font Size
Press CTRL + ] to increase font size in PowerPoint 2013.
Press CTRL + [ to decrease font size in PowerPoint 2013.
#74 Show or Hide Notes Pane
If you want to show or hide the notes pane in your presentation, simply press CTRL + SHIFT + H.
#75 Duplicate Active Presentations
To copy the current presentation in PowerPoint 2013, you need to press CTRL + SHIFT + N.
#76 Add New Section
To add a new section in your presentation, press CTRL + <
#77 Zoom Out a Slide
To zoom out a slide or to see all slides in slide show view, you have to use the same command, that is, CTRL + –
#78 Zoom In a Slide
To zoom in a slide in slide show view, you have topress CTRL + + in PowerPoint 2013.
#79 Hide the Ribbon
Press CTRL + F1
Hitting this shortcut once collapses your ribbon commands into the top of your screen, giving you more uncluttered work space in PowerPoint. Hitting CTRL + F1 a second time uncollapsesyour Ribbon commands.
This is Microsoft Office shortcut, so it works in PowerPoint, Word, Excel, Outlook, etc.
New PowerPoint 2016 Keyboard Shortcuts
#80 Distraction Free Mode (Ribbon Auto-Hide)
CTRL + SHIFT +F1
The NEWEST shortcut to hit the Microsoft Office suite delivering distraction free mode. Hit this keyboard shortcut to auto-hide your ribbon commands, giving you a 100% distraction free mode. When you want to see all your ribbon commands again, just hit this shortcut a second time.
Note, this shortcut can easily get cross up with the Ribbon Collapse shortcut. To iron that out for you, I made the below short YouTube video.
New PowerPoint 2016 Features
On top of the new Microsoft Office 2016 shortcut, there are also a variety of new amazing features for creating more professional and interesting presentations.
The first feature is MORPH that is a transition tool. By using this tool, you can give morph effect to your presentation that seems very appealing, and is required by presenters many times. This tool helps to merge two slides automatically into each other. As the effect takes place, the elements of one slide start fading through transitions.
The second tool is DESIGNER. This tool will give presenter an extra command over the presentation. The foremost function of this tool is to decrease the number of clicks (over 150 essential clicks) required for any task and also eliminate the complexity involved in advanced PowerPoint controls. We can say that the overall goal of Designer tool is to allow people save their time and cut down stress involved in making world-class presentations.