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Microsoft PowerPoint XP/X

Keyboard Shortcuts

It may be useful to use keyboard shortcuts in PowerPoint to perform commands rather than using a mouse. Instead of scrolling through file or menu options, you can perform certain commands with the touch of a few keys. This document covers several, but not all, keyboard shortcuts in PowerPoint. 

NOTE: Notice at the beginning of certain keyboard shortcuts an arrow appears (arrow). These yellow arrows signify the popularity of that shortcut. They are used most often.

return to topFile Operations

Some of the most common operations you do in PowerPoint include opening, closing, saving, and printing. Because these operations are done repeatedly, using the keyboard shortcuts can simplify and speed up the process. 

Action
Windows Key Command
Macintosh Key Command
Opening a file
[Ctrl] + [O]
[command] + [O]
Closing a file
[Ctrl] + [W]
[command] + [W]
Saving a file
[Ctrl] + [S]
[command] + [S]
Printing a file
[Ctrl] + [P]
[command] + [P]

return to topEdit Operations

Editing operations such as cut, copy, and paste are also used frequently. You save a lot of time using the shortcut key operations because you are not spending time searching the file or quick menus for these editing options.  

Action
Windows Key Command
Macintosh Key Command
Cut
[Ctrl] + [X]
[command] + [X]
Copy 
[Ctrl] + [C]
[command] + [C]
Paste
[Ctrl] + [V]
[command] + [V]
Check spelling
[F7]
[F7]

return to topUndo and Redo Options

When making quick adjustments to your presentation, you may want to undo or redo the most recently performed action. These keyboard shortcuts can save you time by not having to search through the Edit menu or Standard toolbar.

Action
Windows Key Command
Macintosh Key Command
To undo previous action
[Ctrl] + [Z]
[command] + [Z]
To redo previous action
[Ctrl] + [Y]
[command] + [Y]
To cancel any action
[Esc]
[Esc]

return to topSelecting Text and Objects

In order to format text or objects included in your PowerPoint slides, they must be selected. With keyboard shortcuts, you can navigate around the slide and select as much or little text and as many or few objects that you need. For more instructions on how to select text, see Selecting Text as part of Keyboard Shortcuts for Word XP.

Windows

Action Key Command
Select one character to the right [Shift] + [Right Arrow]
Select one character to the left [Shift] + [Left Arrow]
Select to the end of a word [Ctrl] + [Shift] + [Right Arrow]
Select to the beginning of a word [Ctrl] + [Shift] + [Left Arrow]
Select one line up [Shift] + [Up Arrow]
Select one line down [Shift] + [Down Arrow]
Select one object ahead [Tab]
Select one object previous [Shift] + [Tab]
Deselect one object  [Esc]

Macintosh

Action

Key Command
Select one character to the right [Shift] + [Right Arrow]
Select one character to the left [Shift] + [Left Arrow]
Select to the end of a word [command] + [Shift] + [Right Arrow]
Select to the beginning of a word [command] + [Shift] + [Left Arrow]
Select one line up [Shift] + [Up Arrow]
Select one line down [Shift] + [Down Arrow]
Select one object ahead [Tab]
Select one object previous [Shift] + [Tab]
Deselect one object  [Esc]

return to topCreating a New Slide

Creating new slides may happen frequently as you are creating your PowerPoint presentation. The keyboard shortcut for this can help speed up the process of opening and choosing new slides. 

NOTE: Steps 2 through 6 only work with Windows. Macintosh users must use the

Windows:

  1. With the existing presentation already open, press [Ctrl] + [M]
    A new Title and Text slide and the Slide Layout task pane appears.

  2. Press F6 until the Slide Layout task pane is selected

  3. To select the appropriate slide layout, press the [Up], [Down], [Left], or [Right Arrow] keys 

  4. Press [Enter]

  5. To cancel operation, press [Esc]

Macintosh:

  1. With the existing presentation already open, press [control] + [M]

  2. To select the appropriate slide layout, use the Layout pull-down menu in the Current Slide section of the Formatting Palette 

return to topMoving within the Existing Presentation

Once your presentation is open in Normal view, there are several ways of navigating within the presentation. Using the keyboard shortcuts can help speed up the process and increase the accuracy of commands given between and within the slides.

Between Slides

When editing your slides, moving back and forth between different slides occurs frequently. Using the keyboard shortcuts to do so can save time.

Action Key Command
To move ahead one slide [Page Down]
To move back one slide [Page Up]

Within Slides

Navigating within slides means you will be moving through all the objects within a single slide using key commands. By using the [Tab] key, you will move over the objects. When you [Tab] over an object, it appears selected. Once an object is selected, you can begin formatting it to meet your needs. Objects usually include text boxes, images, and AutoShapes. 

NOTE: In order to navigate within a slide using the key commands, make sure the slide in which you want to navigate is in view. 

Action Command
To move ahead one object within the slide [Tab] 
To move back one object within the slide [Shift] + [Tab]
To start typing within a text box

  1. By pressing the [Tab] key, select appropriate text box

  2. Windows: Press [Enter]
    Macintosh: Press [Return]

  3. Type in the appropriate information
To deselect an object [Esc]

return to topOpening Quick Menus

Right clicking the mouse opens up a quick menu of the most commonly used menu options. With keyboard shortcuts, you can select or place you cursor within the object and open the quick menu. Once the quick menu is open, you can use the arrow keys to navigate through the menu options. 

NOTE: Depending on what text or object you want to open the quick menu from, your choice may be to have the cursor within the text or the object (image, graph, or shape) selected.

  1. Place the cursor within the text or select object

  2. To open the appropriate quick menu, press [Shift] + [F10]
    The quick menu appears.

  3. To select the appropriate quick menu option, press the [Up] or [Down Arrow] keys

  4. Windows: To open the selected option, press [Enter]
    Macintosh: To open the selected option, press [Return]

  5. To close the quick menu, press [Esc]

return to topAdditional Keyboard Shortcuts

This document discusses a few areas where keyboard shortcuts can be useful. However, there are many other keyboard shortcuts available. PowerPoint XP offers keyboard shortcuts for many operations. You can also record and create your own keyboard operation. To find out more information about keyboard shortcuts, use the PowerPoint Help option.

Windows:

  1. To open the Help menu, press [F1]
    NOTE: This will only work if the Office Assistant is turned on. If the Office Assistant is turned off, from the Help menu, select Show the Office Assistant.

  2. In the text box, type Keyboard Shortcuts

  3. Press [Enter]
    A list of related topics appear.

  4. Select the appropriate keyboard shortcut related option
    For more information on how to use the Help menu, see Help Window in The Office XP Environment document.

Macintosh:

  1. From the Help menu, select Search PowerPoint Help

  2. In the text box, type Keyboard Shortcuts

  3. Press [return]
    A list of related topics appear.

  4. Select the appropriate keyboard shortcut related option

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