80 PowerPoint Keyboard Shortcuts That Can Be Real Time Savers

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.

More...

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 PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

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.

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here


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

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

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.

 PowerPoint Tip:  
this is a great trick when leading online webinars and trainings, as you can add notes and bring attention to different aspects of 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.

 PowerPoint Tip: 
Be careful when erasing the Ink on screen as there is no way to un-erase that ink. If you typically want to save the ink on yours, memorize the CTRL + M shortcut instead as it merely hides the 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.

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

#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

F1

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.

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

#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 PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

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


#36 Thesaurus

To open thesaurus, press SHIFT + F7

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

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

 PowerPoint Tip: 
The Format Dipper is one of the fastest way to pick up and apply formatting styles throughout your presentation. It’s also extremely easy to learn as it mimics the standard CTRL + C to copy and CTRL + V to paste shortcuts.

#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.

 PowerPoint Tip: 
the Paste Special dialog box is where you can find the WMF and EFM file formats for breaking apart your copied PowerPoint Tables and PowerPoint charts.

#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

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here


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

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

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 Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here


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.

 PowerPoint Tip: 
This is one of the secrets to protecting your presentation by saving all of your slides as pictures so someone cannot rip off your content.

#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.

 PowerPoint Tip: 
To properly add your headers and footers to your slides you need toad them twice. Once on your PowerPoint slide master and one in the normal view using the Header and Footer dialog box. For help on this, see the video below.

#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.

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

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.

 PowerPoint Tip:  
Although these are new shortcuts, the old font size shortcuts also work to. CTRL + SHIFT + < to decrease the font size and CTRL + SHIFT + > to increase the font size. As these shortcuts work in a wider variety of programs, I recommend memorizing them instead.

#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.

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here

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.

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here


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.

PowerPoint Shortcuts PDF:
To download this list of 80 PowerPoint shortcuts and helpful add-ins click as a PDF you can keep by your desk for practice, click here