POWERPOINT SOFTWARE: MICROSOFT POWERPOINT (MS POWERPOINT)

I. FUNCTIONS OF MICROSOFT POWERPOINT

MS PowerPoint is a program that is included in the Microsoft Office suite. It is

used to make presentations for personal and professional purposes. Power Point is a
piece of Microsoft’s “Office Suite.” It is commonly used in a variety of ways by
business, education and government employees to provide a computerized “slide-
show” for enhancing a presentation. PowerPoint might be employed to direct
attention to an outline of the presentation, or to display graphs and pictures, or to
focus the audience on key points.

Uses of PowerPoint Presentation

PowerPoint presentations are useful for both personal and professional
usage. Given below are a few of the major fields where PPT is extremely useful:

1. Education – With e-learning and smart classes being chosen as a common mode
of education today, PowerPoint presentations can help in making education
more interactive and attract students towards the modified version of studying

2. Marketing – In the field of marketing, PowerPoint presentations can be

extremely important. Using graphs and charts, numbers can be shown more
evidently and clearly which may be ignored by the viewer if being read

3. Business – To invite investors or to show the increase or decrease in profits, MS

PowerPoint can be used

4. Creating Resumes – Digital resumes can be formed using MS PowerPoint.

Different patterns, photograph, etc. can be added to the resume

5. Depicting Growth – Since both graphics and text can be added in a presentation,
depicting the growth of a company, business, student’s marks, etc. is easier using
PPT

II. MICROSOFT POWERPOINT INTERFACE

A. File Menu and Backstage View

When you click the File menu, you see the Backstage view that contains all
the creation, save, share, and print options for your presentations.

B. Quick Access Toolbar (QAT)

Is a customizable toolbar placed by default above the Ribbon. Here, you can
add icons for your often used commands. The QAT can also be placed below the
Ribbon.

C. Ribbon
 The Ribbon has tabs which in turn contain groups of buttons for various
options. Some groups also contain galleries (for example galleries for Themes and
Theme Colors).

D. Slides Pane

Located on the left side of the interface, the Slides pane shows thumbnails of
all the slides in the open presentation.

E. Slide Area

Displays the active slide. Explore our Slide Area in PowerPoint page for
more info.

F. Task Pane

The Task Pane contains more options and appears when you choose an
option in one of the Ribbon tabs. For example if you click the Format Background
button within the Design tab of the Ribbon

G. Status Bar

A horizontal strip that provides information about the opened presentation

like slide number, applied Theme, etc. It also includes the view and zoom options.
Get more info on our Status Bar in PowerPoint page. The View buttons are explained
later in this page (see point I).

H. Notes Pane

Right below the active slide, this is where the speaker notes are written for
the current slide. Note that none of this content is visible on the actual slide while
presenting, although it is visible in both Notes Page view and Presenter view. Visit
our Notes Pane in PowerPoint page for more info.

I. View Buttons

Essentially there are three view buttons on the Status Bar displayed towards
the left of the zoom-in and zoom-out options:

 Normal
If you are in some other view such as Slide Sorter view, click the Normal
button on the Status Bar to switch to Normal view. Shift-clicking this button gets you
to Slide Master view.

 Slide Sorter
Click this button to switch from any other view to Slide Sorter view. The Slide
Sorter view displays zoom-able thumbnails of every slide in the open presentation.
Shift-clicking this button gets you to Handout Master view.

 Reading View
Click this button to switch from any other view to Reading view.

 Slide Show
 Show the presentation as a full-screen slide show from the currently selected
slide. Shift-clicking brings up the Set Up Show dialog box.

J. Mini Toolbar

This toolbar is not shown in Figure 3, shown earlier on this page; it’s a
semitransparent floating toolbar that spawns right next to selected text. Hover the
cursor upon it, and you can see the Mini Toolbar.

III. MICROSOFT POWERPOINT SHORTCUTS

ACTION SHORT KEYS
Go to “Tell me what you want to do” Alt + Q
Zoom Alt + W, Q
Switch between outline and thumbnail pane Ctrl + Shift + Tab
Move to next placeholder Ctrl + Enter
Insert a new slide Ctrl + M
Duplicate the current side Ctrl + D
Increase font size Ctrl + Shift + >
Decrease font size Ctrl + Shift + <
Display the font dialog box Ctrl + T or Ctrl + Shift + F
Change case Shift + F3
Apply superscript formatting Ctrl + Equal sign
Apply subscript formatting Ctrl + Shift + Plus sign
Remove manual character formatting Ctrl + Spacebar
Center a paragraph Ctrl + E
Justify a paragraph Ctrl + J
Left align a paragraph Ctrl + L
Right align a paragraph Ctrl + R
Promote a paragraph in an outline Alt + Shift + Left arrow
Demote a paragraph in an outline Alt + Shift + Right arrow
Move selected outline paragraphs up Alt + Shift + Up arrow
Move selected outline paragraphs down Alt + Shift + Down arrow
Display outline heading level 1 Alt + Shift + 1
Expand outline text below a heading Alt + Shift + +
Collapse outline text below a heading Alt + Shift + –
Collapse or show all text or headings Alt + Shift +A
Show or hide the grid Shift + F9
Show or hide the guides Alt + F9
Activate the pen tool during a show Ctrl + P
Erase pen tool drawings during a show E
Turn off the pen tool during a show Esc
Change the pen to a pointer during a show Ctrl + A
Hide the pointer or pen during a show Ctrl + H
Move to the next hyperlink during a show Tab
Make the screen go black during a show B
Make the screen go white during a show W
Stop or restart an automatic show S
Return to the first slide during show 1 + Enter
Group Items (with items selected) Ctrl + G
Ungroup Ctrl + Shift + G
During presentation, Go to slide numberSlide number + Enter
Copy formatting of selected shape Ctrl + Shift + C
Paste formatting only to another shape Ctrl + Shift + V
Insert hyperlink Ctrl + K
Stop the show. Press S again to restart the show S
End the slide show Esc
Select to the end of a word Ctrl + Shift + Right arrow
Select to the beginning of a word Ctrl + Shift + Left arrow
Select all objects Ctrl + A (on Slides tab)
Select all slides Ctrl + A (in Slide Sorter view)
Select all text Ctrl + A (on the Outline tab)
Delete one word to the left Ctrl + Backspace
Delete one word to the right Ctrl + Delete
Cut selected object or text Ctrl + X
Copy selected object or text Ctrl + C
Paste cut or copied object or text Ctrl + V
Undo Ctrl + Z
Redo Ctrl + Y
Open Find dialog box Ctrl + F
Cancel Esc
Move to File tab ribbon Alt + F, use letters to navigate
Move to Home tab ribbon Alt + H, use letters to navigate
Move to Insert tab ribbon Alt + N, use letters to navigate
Move to Design tab ribbon Alt + G, use letters to navigate
Move to Transitions tab ribbon Alt + K, use letters to navigate
Move to Animations tab ribbon Alt + A, use letters to navigate
Move to Slide Show tab ribbon Alt + S, use letters to navigate
Move to Review tab ribbon Alt + R, use letters to navigate
Move to View tab ribbon Alt + W, use letters to navigate
On the ribbon, to move between commands Tab or Shift-tab
To move between groups on a ribbon Ctrl + Right Arrow or Ctrl + Left Arrow
Activate a selected command on the ribbon Spacebar or Enter key
Open a gallery on the ribbon Spacebar or Enter key
Finish with a control on the ribbon and move back to the document Enter key
Expand or collapse the ribbon Ctrl + F1
Help F1
Edit in selected placeholder F2
Repeat F4
Run a ppresentation. F5
View the slide show from the current slide forward Shift + F5
Move clockwise among panes
In Normal view F6
Move counterclockwise among panes
In Normal view Shift + F6
Spellcheck F7
Display ribbon key tip letters F10
Opens Save As dialog box F12
Switch between outline and thumbnail pane Ctrl + Shift + Tab
Move to next placeholder Ctrl + Enter
Insert a new slide Ctrl + M
Duplicate the current side Ctrl + D
Increase font size Ctrl + Shift + >
Decrease font size Ctrl + Shift + <
Display the font dialog box Ctrl + T or Ctrl + Shift + F
Change case Shift + F3
Apply superscript formatting Ctrl + Equal sign
Apply subscript formatting Ctrl + Shift + Plus sign
Remove manual character formatting Ctrl + Spacebar
Center a paragraph Ctrl + E
Justify a paragraph Ctrl + J
Left align a paragraph Ctrl + L
Right align a paragraph Ctrl + R
Promote a paragraph in an outline Alt + Shift + Left arrow
Demote a paragraph in an outline Alt + Shift + Right arrow
Move selected outline paragraphs up Alt + Shift + Up arrow
Move selected outline paragraphs down Alt + Shift + Down arrow
Display outline heading level 1 Alt + Shift + 1
Expand outline text below a heading Alt + Shift + +
Collapse outline text below a heading Alt + Shift + –
Collapse or show all text or headings Alt + Shift +A
Show or hide the grid Shift + F9
Show or hide the guides Alt + F9
Run a presentation F5
Activate the pen tool during a show Ctrl + P
Erase pen tool drawings during a show q
Turn off the pen tool during a show Esc
Change the pen to a pointer during a show Ctrl + A
Hide the pointer or pen during a show Ctrl + H
Move to the next hyperlink during a show Tab
Make the screen go black during a show B
Make the screen go white during a showW
Stop or restart an automatic show S
Return to the first slide during show 1 + Enter
Group Items (with items selected) Ctrl + G
Ungroup Ctrl + Shift + G
During presentation, Go to slide numberSlide number + Enter
Move clockwise among panes in Normal view F6
Move counterclockwise among panes in Normal view Shift + F6
Copy formatting of selected shape Ctrl + Shift + C
Paste formatting only to another shape Ctrl + Shift + V
Insert hyperlink Ctrl + K
Help F1
View the complete slide show F5
View the slide show from the current slide forward Shift + F5
Spellcheck F7
Opens Save As dialog box F12
Stop the show. Press S again to restart the show S
End the slide show Esc
Select to the end of a word Ctrl + Shift + Right arrow
Select to the beginning of a wordCtrl + Shift + Left arrow
Select all objects Ctrl + A (on Slides tab)
Select all slides Ctrl + A (in Slide Sorter view)
Select all text Ctrl + A (on the Outline tab)
Delete one word to the left Ctrl + Backspace
Delete one word to the right Ctrl + Delete
Cut selected object or text Ctrl + X
Copy selected object or text Ctrl + C
Paste cut or copied object or textCtrl + V
Undo Ctrl + Z
Redo Ctrl + Y
Open Find dialog box Ctrl + F
Switch between outline and slide view Ctrl + Shift + Tab
Insert a new slide Ctrl + M
Duplicate the current side Ctrl + D
Increase font size Ctrl + Shift + >
Decrease font sizeCtrl + Shift + <
Display the font dialog box Ctrl + T
Change case Shift + F3
Promote a paragraph in an outline Alt + Shift + Left arrow
Demote a paragraph in an outline Alt + Shift + Right arrow
Move selected outline paragraphs up Alt + Shift + Up arrow
Move selected outline paragraphs down Alt + Shift + Down arrow
Display outline heading level 1 Alt + Shift + 1
Expand outline text below a heading Alt + Shift + +
Collapse outline text below a heading Alt + Shift + –
Collapse or show all text or headings Alt + Shift +A
Show or hide the grid Shift + F9
Show or hide the guides Alt + F9
Run a presentation F5
Activate the pen tool during a show Ctrl + P
Erase pen tool drawings during a show E
Turn off the pen tool Esc
Change the pen to a pointer Ctrl + A
Hide the pointer or pen Ctrl + H
Move to the next hyperlink Tab
Make the screen go black during a show B
Make the screen go white during a showW
Stop or restart an automatic show S
Return to the first slide 1 + Enter
Group Items (with items selected) Ctrl + G
Ungroup Ctrl + Shift + G
During presentation, Go to slide numberSlide number + Enter
Move clockwise among panes
In Normal view F6
Move counterclockwise among panes
In Normal view Shift + F6
Copy formatting of selected shape Ctrl + Shift + C
Paste formatting only to another shape Ctrl + Shift + V
Insert hyperlink Ctrl + K
Help F1
View the complete slide show F5
View the slide show from the current slide forward Shift + F5
Spellcheck F7
Opens Save As dialog box F12
Stop the show. Press S again to restart the show S
End the slide show Esc
Switch between outline and slide view Ctrl + Shift + Tab
Insert a new slide Ctrl + M
Duplicate the current side Ctrl + D
Increase font size Ctrl + Shift + >
Decrease font sizeCtrl + Shift + <
Display the font dialog box Ctrl + T
Change case Shift + F3
Promote a paragraph in an outline Alt + Shift + Left arrow
Demote a paragraph in an outline Alt + Shift + Right arrow
Move selected outline paragraphs up Alt + Shift + Up arrow
Move selected outline paragraphs down Alt + Shift + Down arrow
Display outline heading level 1 Alt + Shift + 1
Expand outline text below a heading Alt + Shift + +
Collapse outline text below a heading Alt + Shift + –
Collapse or show all text or headings Alt + Shift +A
Show or hide the grid Shift + F9
Show or hide the guides Alt + F9
Run a presentation F5
Activate the pen tool during a show Ctrl + P
Erase pen tool drawings during a show E
Turn off the pen tool Esc
Change the pen to a pointer Ctrl + A
Hide the pointer or pen Ctrl + H
Move to the next hyperlink Tab
Make the screen go black during a show B
Make the screen go white during a showW
Stop or restart an automatic show S
Return to the first slide 1 + Enter
Group Items (with items selected) Ctrl + G
Ungroup Ctrl + Shift + G
During presentation, Go to slide numberSlide number + Enter
Move clockwise among panes
In Normal view F6
Move counterclockwise among panes
In Normal view Shift + F6
Copy formatting of selected shape Ctrl + Shift + C
Paste formatting only to another shape Ctrl + Shift + V
Insert hyperlink Ctrl + K
Switch between outline and side view Ctrl + Shift + Tab
Insert a new slide Ctrl + M
Duplicate the current side Ctrl + D
Increase font size Ctrl + Shift + >
Decrease font sizeCtrl + Shift + <
Display the font dialog box Ctrl + T
Open the properties for an object Double-click the object
Promote a paragraph in an outline Alt + Shift + Left arrow
Demote a paragraph in an outline Alt + Shift + Right arrow
Move selected outline paragraphs up Alt + Shift + Up arrow
Move selected outline paragraphs down Alt + Shift + Down arrow
Display outline heading level 1 Alt + Shift + 1
Expand outline text below a heading Alt + Shift + +
Collapse outline text below a heading Alt + Shift + –
Collapse or show all text or headings Alt + Shift +A
Show or hide the grid Shift + F9
Show or hide the guides Alt + F9
Change grid and guide settings Ctrl + G
Activate the pen tool during a show Ctrl + P
Erase pen tool drawings during a show E
Turn off the pen tool Esc
Change the pen to a pointer Ctrl + A
Hide the pointer or pen Ctrl + H
Move to the next hyperlink Tab
Make the screen go black during a show B
Make the screen go white during a showW
Stop or restart a show S
Return to the first slide 1 + Enter in

General Program Shortcuts

First, let’s review some general keyboard shortcuts for opening, closing, and
switching between presentations, as well as navigating the Ribbon.

Ctrl+N: Create a new presentation

Ctrl+O: Open an existing presentation
Ctrl+S: Save a presentation
F12 or Alt+F2: Open the Save As dialog box
Ctrl+W or Ctrl+F4: Close a presentation
Ctrl+Q: Save and close a presentation
Ctrl+Z: Undo an action
Ctrl+Y: Redo an action
Ctrl+F2: Print Preview View
F1: Open the Help pane
Alt+Q: Go to the “Tell me what you want to do” box
F7: Check spelling
Alt or F10: Turn key tips on or off
Ctrl+F1: Show or hide the ribbon
Ctrl+F: Search in a presentation or use Find and Replace
Alt+F: Open the File tab menu
Alt+H: Go to the Home tab
Alt+N: Open the Insert tab
Alt+G: Open the Design tab
Alt+K: Go to the Transitions tab
Alt+A: Go to the Animations tab
Alt+S: Go to the Slide Show tab
Alt+R: Go to the Review tab
Alt+W: Go to View tab
Alt+X: Go to the Add-ins tab
Alt+Y: Go to the Help tab
Ctrl+Tab: Switch between open presentations

Selecting and Navigating Text, Objects, and Slides

You can use keyboard shortcuts to navigate throughout your presentation easily. Try
these shortcuts for quick and easy ways to select text within text boxes, objects on
your slides, or slides in your presentation.

Ctrl+A: Select all text in a text box, all objects on a slide, or all slides in a presentation
(for the latter, click on a slide thumbnail first)
Tab: Select or move to the next object on a slide
Shift+Tab: Select or move to the previous object on a slide
Home: Go to the first slide, or from within a text box, go to the beginning of the line
End: Go to the last slide, or from within a text box, go to the end of the line
PgDn: Go to the next slide
PgUp: Go the previous slide
Ctrl+Up/Down Arrow: Move a slide up or down in your presentation (click on a slide
thumbnail first)
 Ctrl+Shift+Up/Down Arrow: Move a slide to the beginning or end of your
presentation (click on a slide thumbnail first)

Formatting and Editing

The following keyboard shortcuts will save you time so you can edit and format in a
snap!

Ctrl+X: Cut selected text, selected object(s), or selected slide(s)

Ctrl+C or Ctrl+Insert: Copy selected text, selected object(s), or selected slide(s)
Ctrl+V or Shift+Insert: Paste selected text, selected object(s), or selected slide(s)
Ctrl+Alt+V: Open the Paste Special dialog box
Delete: Remove selected text, selected object(s), or selected slide(s)
Ctrl+B: Add or remove bold to selected text
Ctrl+I: Add or remove italics to selected text
Ctrl+U: Add or remove underline to selected text
Ctrl+E: Center a paragraph
Ctrl+J: Justify a paragraph
Ctrl+L: Left align a paragraph
Ctrl+R: Right align a paragraph
Ctrl+T: Open the Font dialog box when text or object is selected
Alt+W,Q: Open the Zoom dialog box to change the zoom for the slide
Alt+N,P: Insert a picture
Alt+H,S,H: Insert a shape
Alt+H,L: Select a slide layout
Ctrl+K: Insert a hyperlink
Ctrl+M: Insert a new slide
Ctrl+D: Duplicate the selected object or slide (for the latter, click on a slide
thumbnail first)

Helpful Slideshow Shortcuts

When you’re ready to start a presentation, the following keyboard combos should
come in handy.

F5: Start the presentation from the beginning

Shift+F5: Start the presentation from the current slide (this one is great when you
want to test out how the slide your currently working on will look in your
presentation)
Ctrl+P: Annotate with the Pen tool during a slideshow
N or Page Down: Advance to the next slide during a slideshow
P or Page Up: Return to the previous slide during a slide show
B: Change the screen to black during a slideshow; press B again to return to the
slideshow
Esc: End the slideshow

IV. REFERENCES

What are PowerPoint Shortcut Keys. (n.d.). Retrieved from

corporatefinanceinstitute:
https://corporatefinanceinstitute.com/resources/excel/study/powerpoint-
shortcut-keys/?fbclid=IwAR0rLMhah4CcRYmsUsSYmeRyGWgm0-
BMfwQdIuwse5pVuHUQqVYneAYnzWU

What is the Purpose of Microsoft PowerPoint? (2015, March 1). Retrieved from
slidemodel: https://slidemodel.com/what-is-the-purpose-of-microsoft-
powerpoint/?
fbclid=IwAR093VaJNMsXC5bJtVJPrAbCY65FsxagX619DvTnr2Bs7cpYvSVTXT5Wmpg
#:~:text=The%20purpose%20of%20PowerPoint%20is,adding%20only%20basic
%20bullet%20points

Microsoft Excel Shortcut Keys. (n.d.). Retrieved from officearticles:

https://www.officearticles.com/excel/microsoft_excel_shortcut_keys.htm?
fbclid=IwAR1KBgoVVrdNV4ECdMgYX5BsfTp9wrTazsFBaq6u_I--f3qn097If6OZwMU