PowerPoint cheat sheet

01

Essential shortcuts

PowerPoint for Windows. On a Mac, most Ctrl shortcuts use Command instead, but not all of them.

CtrlM: New SlideInsert a new slide after the current one.
CtrlD: DuplicateDuplicate the selected object or slide.
CtrlG: GroupCombine the selected objects into one group.
CtrlShiftG: UngroupBreak a group back into its separate objects.
CtrlShiftC: Copy FormattingCopy the formatting of an object or text. Paste it with Ctrl+Shift+V.
CtrlK: Insert LinkLink to a web page or to another slide in the same file.

CtrlE: CenterCenter the selected paragraph.
CtrlShift>: Increase Font SizeMake the selected text larger.
AltF10: Selection PaneList every object on the slide so you can select, hide, and reorder layers.
ShiftDrag: ConstrainMove an object in a straight horizontal or vertical line, or resize it proportionally.
CtrlDrag: Drag to copyHold Ctrl while dragging an object to create a copy.
Ctrl←↑→↓: NudgeMove the selected object in very small steps.

02

While presenting

Keys that work during a slide show, so you never have to reach for the mouse in front of an audience.

F5: From BeginningStart the slide show from the first slide.
ShiftF5: From Current SlideStart the slide show from the slide that is open.
AltF5: Presenter ViewStart the slide show with your notes and the next slide on your screen.
B: Black screenPress again to return. W shows a white screen.

5Enter: Go to slideType the slide number, then press Enter.
CtrlL: Laser PointerTurn the mouse pointer into a laser pointer.
CtrlP: PenWrite or draw on the slide during the show.
Esc: End ShowExit the slide show.

03

Slide Master for consistent slides

One change on the Slide Master updates every slide that uses it. Editing slides one at a time leads to inconsistent slides.

Open Slide Master

View → Slide Master. The top thumbnail is the master for all layouts. The layouts below it represent specific slide types.

Logo on every slide

Place the logo on the top master. It appears on all slides and cannot be moved by accident while you edit regular slides.

Theme fonts and colors

Slide Master → Colors / Fonts. Every slide follows them, including charts and SmartArt.

Custom layouts

Slide Master → Insert Layout, then Insert Placeholder. Useful for slide types you repeat, such as a monthly financial summary.

04

Arranging objects

A clean slide has aligned objects and even spacing.

Align objects: PathShape Format → Align → Align Middle / Align Center; NotesSelect two or more objects first. For pictures, the tab is Picture Format.

Even spacing: PathShape Format → Align → Distribute Horizontally; NotesMakes the gaps between the selected objects equal. Most useful with three or more objects.

Guides: PathView → Guides / Gridlines; NotesSmart Guides appear on their own when an object lines up with another object.

Select a hidden object: PathHome → Arrange → Selection Pane; NotesShortcut Alt+F10. You can also rename and hide objects here.

Task	Path	Notes
Align objects	Shape Format → Align → Align Middle / Align Center	Select two or more objects first. For pictures, the tab is Picture Format.
Even spacing	Shape Format → Align → Distribute Horizontally	Makes the gaps between the selected objects equal. Most useful with three or more objects.
Guides	View → Guides / Gridlines	Smart Guides appear on their own when an object lines up with another object.
Select a hidden object	Home → Arrange → Selection Pane	Shortcut Alt+F10. You can also rename and hide objects here.

05

Common mistakes

The most frequent problems in work presentations, and how to fix them.

ProblemFix

A slide full of text

The audience reads the slide and stops listening. Fix: one idea per slide; put the details in the speaker notes.

Formatting each slide by hand

Slides end up inconsistent and hard to change. Fix: change the formatting in View → Slide Master.

Animating every object

It slows the talk and distracts the audience. Fix: animate only to show a sequence; use Morph for transitions between slides.

Pasting an Excel chart as a picture

The numbers go out of date when the data changes. Fix: Paste → Use Destination Theme & Link Data.

Sending a .pptx with custom fonts

The recipient's computer substitutes the fonts and the layout shifts. Fix: File → Options → Save → Embed fonts in the file, or export to PDF.

Good practice

Use high contrast: dark text on a light background, or the reverse. Projectors wash out color.
Use at least 24 pt for body text and 36 pt for titles.
Practice with Slide Show → Rehearse Timings to estimate your time.
Run Review → Check Accessibility and add Alt Text to every picture.