trainingpresentation-powerpointkeyboardshortcuts

7/29/2019 TrainingPresentation-PowerPointKeyBoardShortcuts

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Note to trainersThe videos in this presentation provide closed-caption files as its often easier for viewers of all

abilities to follow along.

If you wish to remove the closed captions, you must install the Subtitling Add-in for MicrosoftPowerPoint (STAMP). You can download the add-in from http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/

Once you install the add-in, to turn the captions off:

1. Locate a slide that contains a video and click the video.

The Playbackcontextual tab appears on the top of the window. If you dont click the video, thePlaybacktab wont be visible.

2. On the Playbacktab, click Hide.

3. Go to the next slide and repeat until youve hidden the captions all slides or for any of thevideos with captions you wish to hide. Note that if you save the file, the captions will stayhidden when you re-open the presentation.

4. To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Removeduring step 2, the captions will be permanently removed from the video.
http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/


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Before you begin

If a yellow security bar appears at the top of thescreen in PowerPoint, click Enable Editing.

You need PowerPoint 2010 to view thispresentation. If you dont have PowerPoint 2010,download the PowerPoint Viewer (see the URL inthe notes pane).
http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823


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Microsoft

PowerPoint

2010

Training

Keyboard shortcuts


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Course contents

Overview: Master the ALT and CTRL keys

Lesson: Includes 9 instructional movies

Quick Reference Card

PowerPoint keyboard shortcuts


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Overview: Keyboard shortcuts


Learn PowerPoint 2010 keyboardshortcuts. Find out how to accessalmost any command or button usingthe ALT key. And, learn handy shortcutsthat use the CTRL key.


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Course goals

Define the two kinds of keyboard shortcutsavailable: access keys and key combinations.

Access tabs, buttons, options, and commands using

the ALT key. Directly perform tasks by using the CTRL key.

Perform a variety of tasks using the keyboard: from

opening and working with files, to starting andstopping a slide show.



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Introduction (1:42)


Point to the bottom of the video to see the video controls. Drag or pointalong the progress bar to move forward or go back.

Once you get the hang of PowerPoint youll want to find

ways to work faster.

In other words: get more done in less time with less work,

and keyboard shortcuts are a great way to do that.

What is a keyboard shortcut? Its a way to save time by using

your keyboard instead of your mouse.

How does that help you work faster? Well, let's say youre

typing on your keyboard and you want to save your work.

You could move your hand to the mouse, move the cursor to

the ribbon,click Save, and then move your hand back to the keyboard.

Or you could save time by keeping your hands on the

keyboard and pressing the keyboard shortcut CTRL and S.

There are basically two kinds of shortcut keys: Access keys

and Key Combinations.

With access keys you can get to things on your screen like

tabs, buttons,

and menus that youd normally access using a mouse and

they normally start with the ALT key.For example: pressing ALT then F brings up the File menu,

pressing P displays print details, and then pressing P again

prints your document.

Key combinations access commands directly. They usually

start with the CTRL key.

For example: you can print your document with key

combinations by pressing CTRL and P.

In this course well first cover access keys in detail and then

well go on to key combinations.Click Next to begin.


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Use access keys (3:10)



If you want to access tabs, buttons, and menus in PowerPoint

without using a mouse;

you can use access keys and the first step is pressing ALT.

When you do that key tips appear on the ribbon.

They show you which key to press to select an item, just like

clicking it with the mouse.

For example: A selects the Animations tab and then C opens

the Animation pane.

To turn the Animation pane off, you do the same thing; press

ALT+A and C again.What if the key tip shows two keys?

For example: if you go to the Home tab youll notice that the

Shapes button has two keys, press one and then the other.In this example you press S, then H.

If youre searching for a command, you dont have to worry

about getting stuckbecause you can always back out by pressing the ESC key.

If youre really lost you can keep pressing ESC and youll

eventually exit access key mode.

Access keys are easy to use because you dont need to

memorize much.

You just look at the key tip and press the key, but if thats not

easy enough you can use the arrow keys.

First press ALT; the right and left arrow keys move you

horizontally.

The Up key moves you to the Quick Access toolbar and the

Down key takes you to the commands in the ribbon.

When you arrive at a button that you would normally click

with the mouse, press Enter.

Use the arrow keys to move around in galleries and menus

then press ESC to back outor press Enter to select a command or option.The alternative to arrows is the Tab key.Press ALT, then press Tab to move forward through the items,

press Shift and Tab to move backward, and press Enter to

select an item.

You can use a combination of arrow and Tab keys for moving

around in the ribbon.

For example: use the arrow keys to change tabs, use the Tab

key to move around in a tab,then use the arrow keys to change values in a text box.

Next, youll see that the Tab key is especially useful when

navigating in dialog boxes.


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Use access keys in dialog boxes (3:24)



Whenever you select a menu item that ends with an ellipsis

or select one of these little arrows in the ribbon, a dialog box

opens.There are no key tips in dialog boxes,

instead press ALT and look for an underlined letter in the

item you want to access,then select it by pressing ALT and the letter.

If the underlined letter approach isnt to your liking, you can

navigate using the Tab key.

Press Tab to move to the next menu or option, or press

Shift+Tab to move back.

Youll know an item has the focus if there is a border around

it.

If you need to switch tabs in a dialog box, press CTRL and the

Tab key to go to the next tab,

then press Tab to change the focus to the item that you

want.

If the item is a list, press the Up and Down arrows to open

the list and locate an option, then press Enter to select it.

If you need to enter a value, use the arrow keys to position

the cursor

and the keyboard to select, delete, or type the text or

numbers.

If a text box has up and down arrows like this one, you can

enter a value with the up and down arrow keys.

If you come across a very long list, type the first letter of the

option to jump quickly to that part of the list.

What about checkboxes? If you come across a checkbox,

press the Space Bar to select or clear the option.

As with the ribbon, youll find yourself using a combination

of methods.For example you could press ALT and T to expand this item,

press the down arrow to locate the option you want, and

press Enter to select it.

OK, so now that were all done with the settings in this dialog

box, what do we do?Look at the OK and Cancel buttons. If OK is highlighted,

you can press Enter to accept your changes and close the

dialog box.

If you want to discard your changes, you can Tab to the

Cancel button and Press Enter, or simply press ESC.

As you become more familiar with PowerPoint, youll often

find yourself using a Format dialog box like this one.

Press the Tab key to change focus to the navigation pane,

then press the up and down arrows to select a section,

and then Tab to the value that you want to change, and type

a value or use the up and down arrows.

Now you can do almost anything with the access keys, but is

that all? Not quite.

In the next section, well go through just a few last important

tips for using access keys.


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Other kinds of access keys (2:38)



The access keys that you get to by pressing ALT enable you to

work with commands on the ribbon and in dialog boxes,

but how do you navigate to other areas of PowerPoint

without a mouse?

For example: how would you access the status bar down

here?

Or how would you get to the notes pane? Or even the

thumbnails over here?To access these areas, you use F6.

F6 cycles focus from the slide work area, to the status bar, to

the ribbon,

to the Notes area, to the slide navigation pane, and then

back to the slide area.

When the focus is on the status bar, you can use the arrow

keys and Enter to change the view or zoom level.

When focus is on the ribbon, you can use the access keys to

select options and commands.Change focus to the Notes area to type notes.

Change to the slide navigation pane to select a slide with the

up and down arrow keys,then change focus back to the selected slide. So thats F6. Now lets talk about other ways to access things.

For example: how do you work in the slide area without

using the mouse?

Press Tab or Shift and Tab to move around to the different

components on a slide.How can you select the actual text and work with it?

Press Enter and you can go inside the box where you can edit

the text.

And if you need to access something that you'd typically

access with your right mouse button,

press Shift and F10. Or you can quickly access popular

formatting options.

For example: you can add a hyperlink. When you finish typing

in the text box, press ESC.Then you can advance to other objects by pressing Tab,

or you can quickly change slides by pressing the Page Up and

Down keys.

Theres a lot you can do with access keys to save time and get

more work done.

But you might find it easier to work with the other type of

shortcut keys called key combinations.To find out, click Next.


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Use key combinations (3:33)



So weve covered access keys in detail,

now its time to learn about the other kind of keyboard

shortcut: key combinations.

If you want to get to PowerPoint commands and options

directly

without using a mouse or your access keys, you can use key

combinations.

And key combinations most often start by pressing and

holding done the CTRL,

or Shift and CTRL keys, and then pressing one or two other

keys.

For example: to save a presentation you hold down the CTRL

key, then press S.

You can find lists of key combinations in the Quick Reference

Card at the end of this course.Theres a key combination for just about everything.

From opening a new file, to promoting bulleted lists in a

SmartArt graphic.

Really the only drawback to key combinations is that you

have to remember them, but thats not so bad.

First you only need to remember the key combinations that

you use most often.For example: my favorite is CTRL+Z, undo.

I dont have to worry about going overboard with a graphic

because I can always simply press CTRL+Zto return it to the way it was before.

Of course CTRL+S, Save, is another favorite. Which brings up

another point:

You can often remember key combinations by creating

mental connections using the keyboard shortcuts themselves.

For example: S for save. You can think of X, which is the

shortcut key for cut, as being a pair of scissors.

Of course theres CTRL+P for printing, CTRL+O for opening

files, CTRL+F for finding text,

and CTRL+C for copying data to the clipboard, and of course

theres CTRL+V for pasting the contents of the clipboard.Well, youll just have to remember that one.But once you commit your favorite combinations to memory,

youll find that you can use them in many other Officeprograms and in other programs running on Microsoft

Windows.If your memory needs a little nudge,

you can always find a link to the full list in the quick reference

card at the end of this course.

And you can also often find key combinations by holding the

mouse cursor over a command and reading the ScreenTip.

But the key to remembering key combinations is to start

small. Start by using one, like CTRL+S to save you time.

Then as you add more combinations to your repertoire, youll

find yourself saving more and more time.Pretty soon youll be adding flourishes to your combinations;like CTRL+Shift+C, this combination copies formatting only.

Then you can paste just the formatting by pressing

CTRL+Shift+V, or you can do the opposite.

Copy the text by pressing CTRL+C, then press CTRL+ALT+V to

paste the text with different formatting.

Again the goal is not to memorize long lists of key

combinations,

but to start using the combinations that make the most

sense for the way you work. If it saves you time, use it.

In the next few movies, well explore all kinds of key

combinations for working with new files,slides, text, objects and shapes, and running your slideshow.

Combinations that will make your job easier, faster, and even

more fun.


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Keys for creating new files and slides (2:35)



The ribbon and backstage make it easy to find commandsand options for opening and closing files, and adding new

slides.

But if you find yourself using the same commands over and

over again,

you can replace a lot of that mouse action with key

combinations.

Lets start by opening a presentation. Rather than navigate to

the backstage,

simply press the CTRL key and O to access the Open dialog

box.

Here you can use the Tab and arrow keys to browse for a file

if you want.

To create a new presentation, you can go to the backstage

and click New,

then browse through the templates on your computer and

Office.com.

But if you just want to quickly start with a blank presentation,

press CTRL+N.

Lets go back to the first presentation we were working on.

Heres a handy way to do that: press CTRL and F6.

Keep pressing F6 to cycle through all the files that are open

until you find the one you want.

Lets say you want to add a new slide after this one: you

could go to the ribbon and search through all the layouts,

but if you just want a new title and content slide fast press

CTRL+M.

what I really want is a new slide thats formatted just like this

one, so Ill duplicate this slide by pressing CTRL+D.Now all I have to do is change the text.

I can quickly delete this slide by selecting its thumbnail and

pressing the Delete key.

As you're editing your slides its always a good idea to save

your work periodically,

and the quickest way to do that is by pressing CTRL+S. Its so

easy theres almost no reason for losing your work.

When youre ready to quit for the day, you can quickly close

your presentation by pressing CTRL+W.If you want to exit PowerPoint altogether, press ALT and F4.These two key combinations will be easy to remember

because youll find that you can use them in other Office

programs, and in Windows, and many other applications.

In fact youll find that the key combinations you use most

often are the ones you use in all of your programs,

and this is certainly the case with key combinations you use

for working with textClick Next to find out more.


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Keys for working with text (4:19)



When you have a lot of text to write and edit, you can work

faster by using key combinations.Here are some things you can try.

Again, you only need to remember the key combinations for

the things you do most often, like selecting text.

Lets say you just finish this sentence and you see words you

want to change.

Rather than go to the mouse and select the text, you can use

the arrow keys to move the cursor to the text,

then press Shift and the right arrow to select text one

character at a time.

To remove the selection, press the left arrow and the cursor

moves back to the beginning of the word.

If you want to select a whole word at once, press CTRL and

Shift and press the right arrow.

If you want to select more text, press Shift and the End key to

select the rest of the line.

Or select multiple lines by pressing Shift, or CTRL+Shift and

the down key.

After you select your text, there are all kinds of things you

can do with it.

For example: you can replace the old text instantly by simply

typing.

And of course if you dont like the new text, you can press

CTRL+Z to undo it.

How about font formatting? Change the font size by pressing

CTRL+Shift and the greater than, or less than sign.

Press CTRL+B to make the font bold, press CTRL+U to add

underlining, or press CTRL+I to italicize the font.

Need to quickly change between upper, lower, and sentence

case? Select your text and press Shift+F3.

Heres an interesting combination: As you know CTRL+Z is

undo.

Well you can also redo a command by pressing CTRL+Y, and

you can use CTRL+Y to repeat formatting.

For example Ill select this text, press CTRL+B to add a bold

typeface,

then move down here, select this text, press CTRL+Y and the

bold formatting is repeated.

What if you cant find the key combination you need? Wellyou can always press CTRL+Shift+F to open the Font dialog

box.

Or can use the Tab and arrow keys if you want, to quickly

change formatting.

Finally, you can remove all of your manual formatting in an

instantby selecting your text and pressing CTRL and the Space Bar.

There are plenty of key combinations for formatting

paragraphs too.

Press CTRL+J to justify a paragraph, CTRL+E to center it,

CTRL+R to right align it, and CTRL+L to left align it.

Try this when youre working with a bulleted list: move the

cursor to align in the list,

then press ALT+Shift and the up or down arrow key to move

the line to a different position in the list.

And this one is really handy: press ALT+Shift and the left or

right arrow to demote or promote an item,select multiple lines and change them all at the same time.

These are just a few of the many key combinations that you

can use to work faster with text.

But what about key combinations for shapes and objects?

Watch the next movie to find out.


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K th t t t d t t ti


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Keys that start and stop a presentation

(3:08)



When it comes time for the big presentation, key

combinations may be more practical than a mouse

because you can enter many commands without using the

screen.

The first key combination you should know is F5. This starts

the presentation from the beginning.

It comes in very handy when youre designing a presentation

too.

And Shift+F5 is especially useful because it starts the

presentation from the current slide.

Fro example, lets say youre working on a complex animation

effect.

you can press Shift+F5 to view the slide as the audience

would without having to start from the beginning.

When youre running the presentation you can press the

Spacebar,

the right arrow key, or Enter to advance to the next slide or

animation.

And as I mentioned, the left arrow key takes you back to the

previous slide or animation.

If you want to go to the previous slide, but skip all of the

animations in between,you can type the number of the slide and press Enter.

You can also use this method to skip to any slide in your

presentation.

And what do you do if you cant remember the number of

the slide?

Well you can press CTRL+S to get a visual queue, use the

arrow keys to scroll the list and then press Enter.

You can also use the Shift+F10 key combination we talked

about earlier to access the shortcut menu.

Heres an interesting combination: the mouse pointer will

eventually go away on its own

but you can hide it instantly by pressing A. Press A again to

bring it back or simply move the mouse.

If you press B the screen goes black, to bring it back press B

or any other key.

This command is useful if you want to pause the

presentation without ending it.CTRL+T reveals the taskbar. Why would you want to do that?

well lets say you want to show the audience another

application on your computer,

by revealing the taskbar you can move to the other

application without stopping the presentationor confusing the audience by showing your desktop.

You can also reveal a taskbar by pressing the Windows logo

key and T.

When you use this shortcut you can immediately use thearrow and Tab keys to move between programs on the

taskbar,then press Enter to select one.

When youre finished with your presentation, press ESC to

end the slideshow and go back to PowerPoint.

In this course weve explored many of the most popular key

combinations, but we havent covered them all of course.

Check out the Quick Reference Card at the end of this course

for a comprehensive list of all keyboard shortcuts.


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Quick Reference Card 1

Access the ribbon1. Press ALT.

2. The KeyTips are displayed over each feature that is available in thecurrent view.

3. Press the letter shown in the KeyTip over the tab that you want touse.

4. Depending on which letter you press, you may be shown additionalKeyTips. For example, if the Home tab is active and you press N,the Insert tab is displayed, along with the KeyTips for the groupson that tab.

5. Continue pressing letters until you press the letter of the commandor control that you want to use. To cancel the action that you aretaking and hide the KeyTips, press ESC.



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To do this Press

Copy CTRL+C

Cut CTRL+X

Paste CTRL+V

Copy formatting CTRL+SHIFT+C

Paste formatting CTRL+SHIFT+V

Paste special CTRL+ALT+V

Undo CTRL+Z

Redo CTRL+YPrint CTRL+P

Find CTRL+F

Save CTRL+S


Common key combinations


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Key combinations for creating files and slides


To do this Press

Open CTRL+O

New presentation CTRL+N

New slide CTRL+MDuplicate a slide CTRL+D

Close presentation CTRL+W

Exit PowerPoint ALT+F4


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Common key combinations for working with text


To do this Press

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 (with the cursor

at the beginning of a line).SHIFT+UP ARROW

Select one line down (with the

cursor at the beginning of a line).SHIFT+DOWN ARROW

Open the Font dialog box to change

the font.CTRL+SHIFT+F

Increase the font size. CTRL+SHIFT+>


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Common key combinations for working with text, contd


To do this Press

Decrease the font size. CTRL+SHIFT+

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