Microsoft PowerPoint is one of the most popular programs within the Microsoft Office suite, being used to create and present a huge number of slide show presentations. If you have not had any PowerPoint software training you are probably not aware of the many shortcuts available within the application.
This article will provide you with some tips and useful keyboard shortcuts to help make PowerPoint quicker and easier to use. These kind of hints and tips can be learned by attending a Microsoft Powerpoint training course.
Tips Here are a selection of simple tips to try out when using Microsoft PowerPoint:
Changing from upper to lower case or vice versa If you have text that is in the wrong case do not despair, there is a simple way to correct it. Select the text you wish to correct and then click SHIFT+F3 until it changes to the case that you require. SHIFT+F3 toggles between upper case, lower case and initial capital styles.
Replace a font You can quickly replace any font throughout the whole of your presentation by using the Replace Font dialog box:
-In the format menu select Replace Font -In the Replace Font dialog box click on the font you want to replace in the Replace list -In the With list select the font you want to replace it with
Click Replace and review the font change. If you don't like what you see you can change your choice of replacement font in the Replace Font dialog box until you find what you want
Keep artwork or pictures in proportion when resizing When altering the size of elements in PowerPoint you may want to resize them so that the elements keep the same size relationship with each other. This is done by resizing all the elements at once. For example, if you have four pictures that you want to resize and keep in proportion with each other:
-Click on the first picture -Hold down the shift key -Click on the other three pictures -Use your mouse to drag the pictures to the size you want
Take a break during a slideshow This is an easy yet very useful tip for those giving PowerPoint slide shows. If you want to stop for a break during your presentation without losing your place in the show, press the lowercase B key or the fullstop (.). This will make the screen go black. When you're ready to start the show again press either key and the presentation will continue from where it left off.
Shortcuts The keyboard can often work faster than the mouse and depending on what you're doing may be much handier to use. Here is a short list of some of the many keyboard shortcuts. Many of these could be very useful in simplifying both your creation and presentation of slideshows.
Outline Collapse ALT+SHIFT+- Demote paragraph ALT+SHIFT+RIGHT Expand ALT+SHIFT++ Move paragraph down ALT+SHIFT+DOWN Move paragraph up ALT+SHIFT+UP Promote paragraph ALT+SHIFT+LEFT Show all headings ALT+SHIFT+A Show heading level 1 ALT+SHIFT+1
Slideshow End ESCAPE Erase annotations E Go to next hidden slide H Hide pointer and button temporarily CTRL+H Next slide N Previous slide P
Misc Close CTRL+W Find CTRL+F New CTRL+N Open CTRL+O Replace CTRL+H Save CTRL+S Select all CTRL+A Undo CTRL+Z
Tips Here are a few simple tricks that are often overlooked:
Create a Cool Signature Signatures save time through typing repetition and look professional, but their true value lies in the promotion of a brand - this could be your business or yourself!
Just follow these simple steps:
Select "Options" from the "Tools" menu.
Select the "Menu" tab then hit the "Signature" button.
From the Create Dialogue box, select the "New" button.
Type your name and hit "Next".
In the signature box, enter information such as your name, address, phone number, business name, email address & website.
Change the Look of Unread Messages Outlook, by default, highlights unread messages in your Inbox with a bold font. You can change this font so it stands out more to a different font type, colour or size. Tell a colleague so there are no more excuses for missing important emails!
To do this, follow the easy guidelines below:
Select "View" then "Current View" and finally "Customize Current View" whilst you are in you inbox.
Then hit the "Automatic Formatting" button.
Select Unread Messages and then click on "Font".
You will then be able to change the settings. Click "OK" when finished.
Important emails that require reviewing again can be marked as unread by right clicking the email message and selecting "mark as unread".
Automatically Archive Old Mail using Outlook AutoArchive This handy and easy to use tool automatically moves old messages to archive. All you have to do is specify how often you would like it done, and Outlook takes care of the rest.
To turn on AutoArchive, follow the steps below:
Select "Tools" and then "Options".
Then select the "Other" tab and hit the "AutoArchive" button.
Specify how often you want Outlook to Archive old messages.
Check all other details such the archive folder and hit "OK" when ready.
Shortcuts It is true to say the keyboard really is faster than the mouse for an array of commonly used tasks. The mouse operates in the sluggish point, select and click manner. It's a bit like the tortoise and hare story, but this time the hare (your fingers) never gets tired!
Here is a list of speedy keyboard shortcuts that will knock seconds off that slovenly mouse. There is no need to try remembering them all - only the ones that you use on a regular basis.
Messages Check for new messages "Ctrl + M" Create a new message "Ctrl + N" Reply to a message "Ctrl + R" Reply to all "Ctrl + Shift + R" Forward a message "Ctrl + F" Print an item "Ctrl + P" Contacts Display address book "Ctrl + Shift + B" Create a new contact "Ctrl + Shift + C" Create a new Distribution List "Ctrl + Shift + L" Create new appointment "Ctrl + Shift + A" Organizing Delete an item "Ctrl + D" Create new folder "Ctrl + Shift + E" Move items to folder "Ctrl + Shift + V" Create New Office Document "Ctrl + Shift + H" Searching Advanced Find "Ctrl + Shift + E" Calendar Go to today"s date "Alt + D" Go to a date "Ctrl + G" Move to appointments on current date (hit enter twice to open item) Display the current week "Alt + -" (minus) Display the current month "Alt + =" Misc. Open Help "F1" Open Find dialog or Find pane "F3" Expand dropdown menus, use arrow keys to select from list "F4" Refresh the current window (Outlook 2003) - Send/Receive in older versions "F5" Move to next window element "F6" Run spell check "F7" Send/Receive "F9"
Rich Talbot has sinced written about articles on various topics from Software, Data Recovery and Software. Author is a trainer with a Microsoft software training company, the UK industry leader in its sector. For more information on