PowerPoint tips

What kinds of tips are you interested in?

Tips for using PowerPoint

Tips for using PowerPoint with other applications

Tips for managing presentations

Tips for customizing PowerPoint

Tips for getting Help in PowerPoint

Tips for presentations


Tips for using PowerPoint

What kinds of tips are you interested in?

Navigating in PowerPoint

General PowerPoint options

Working with text in PowerPoint

Drawing in PowerPoint

Manipulating PowerPoint objects

Formatting PowerPoint objects

Working with templates

Working with masters

Working with color schemes

Working with slide layouts

Using PowerPoint views

Using the PowerPoint Viewer


Tips for using PowerPoint with other applications

What kinds of tips are you interested in?

Microsoft Word and Microsoft Excel

Clip art, WordArt, and other pictures

Microsoft Graph, Organization Chart, and Equation Editor

Microsoft Mail

Other OLE applications

Other presentation graphics programs


Tips for managing presentations

What kinds of tips are you interested in?

Opening presentations in PowerPoint

Saving presentations

Printing presentations


Tips for customizing PowerPoint

What kinds of tips are you interested in?

Customizing PowerPoint toolbars

Customizing PowerPoint defaults and rulers


Tips for getting Help in PowerPoint

What kinds of tips are you interested in?

Online Help, the status bar, and shortcut menus

Making suggestions about PowerPoint


Tips for presentations

What kinds of tips are you interested in?

Electronic presentations

More presentation tips


Navigating in PowerPoint

•	You can move from typing slide text to the title of the next slide by pressing CTRL+ENTER. If you're at the end of the presentation, a new slide will be created automatically.

•	You can use the Arrow keys to navigate through your slides in slide sorter view.

•	You can go to the previous slide by pressing PAGE UP or to the next slide by pressing PAGE DOWN.

•	You can move the insertion point to the previous word by pressing CTRL+LEFT ARROW. To move to the next word, press CTRL+RIGHT ARROW.

•	You can move the insertion point to the previous paragraph by pressing CTRL+UP ARROW. To move to the next paragraph, press CTRL+DOWN ARROW.

•	You can cancel a dialog box by pressing ESC.

•	You can move from the title to text in slide view by pressing CTRL+ENTER.

•	You can go to the beginning of a line of text by pressing HOME. You can go to the end of a line of text by pressing END.

•	You can double-click a slide miniature in slide sorter view to go directly to that slide in slide view.

•	You can navigate through the slide layouts in the New Slide dialog box by using the Arrow keys, or by entering the number (1-24) of the layout you want.


General PowerPoint options

•	You can display a menu of toolbars by pointing to a toolbar and clicking the right mouse button.

•	You can have several presentations open at the same time. The total number depends on the amount of memory (RAM) your computer has available.

•	You can undo most changes to a presentation, even applying a Design Template, by clicking the Undo button.

•	You can quickly open one of the last presentations you worked on by choosing it from the bottom of the File menu.

•	You can change a presentation's summary information at any time. On the File menu, click Properties, and then click the Summary tab. You can change the title, subject, author, manager, company, category, keywords, and comments.

•	You can repeat the last Find command by pressing SHIFT +F4.

•	You can create new slides without using the New Slide dialog box. On the Tools menu, click Options, and then click the General tab. Clear the Show New Slide Dialog check box. You can still show the dialog box by pressing SHIFT as you create a new slide.

•	You can change the format of the title and/or text for your entire presentation by changing the title or text format on the slide master. On the View menu, point to Master, and then click Slide Master.


Working with text in PowerPoint

•	The margins around text in AutoShapes can be adjusted by clicking Text Anchor on the Format menu.

•	You can select a text object without getting an insertion point by pressing SHIFT as you click the text.

•	You can add text to AutoShapes by simply selecting the shape and typing.

•	If you're preparing an electronic slide show or making 35mm slides, remember that text needs to be at least 18 points to be readable.

•	You can type text into any AutoLayout placeholder. Click the placeholder and begin typing.

•	You can quickly check the spelling of a selected word. Press F7 or click the Spelling button.

•	You can speed up spell checking by turning off the Always Suggest option. On the Tools menu, click Options, and then click the Edit tab. Clear the Always Suggest check box.

•	You can change the way text wraps by clicking Text Anchor on the Format menu.

•	You can center a paragraph by pressing CTRL+E. Press CTRL+J, CTRL+L, or CTRL+R to justify, left-align, or right-align a paragraph.

•	You can select a word by double-clicking it. You can select a sentence by holding down CTRL and clicking the sentence. You can select an entire paragraph by triple-clicking any word in the paragraph.

•	Text can be aligned with the top, middle, or bottom of an object. On the Format menu, click Text Anchor.

•	PowerPoint automatically selects an entire word as you drag across it. To select text one letter at a time, click Options on the Tools menu, and then click the Edit tab. Clear the Automatic Word Selection check box.

•	To line up columns of text or numbers, use the Create A Table button or press TAB. If you align text by pressing the SPACEBAR, it may not line up when you print.

•	You can start a new line of text without starting a new paragraph. Press SHIFT+ENTER.

•	When working with text, you can press F2 to switch back and forth between a text selection and the text object.

•	You can rearrange bullet points on your slides by clicking the bullet and dragging.

•	You can start typing on a new slide and the text will automatically go into the title placeholder.

•	You can edit a presentation while the Find or Replace dialog box is visible. Click the text and edit it. To continue the search, click the Find Next button in the dialog box.


Drawing in PowerPoint

•	You can double-click a button on the Drawing or AutoShapes toolbar and the tool remains active until you click another button or start typing.

•	You can resize a line while maintaining its position by pressing SHIFT as you drag.

•	PowerPoint has a Drawing+ toolbar with more advanced drawing tools to complement the Drawing toolbar. On the View menu, click Toolbars.

•	You can create an arc that's greater than 45 degrees. Create an arc by selecting the Arc tool on the Drawing toolbar, and then drag one of the adjustment handles.


Manipulating PowerPoint objects

•	You can rotate an object created with the AutoShapes tool. If text is attached to the shape, it also rotates.

•	You can customize many of the AutoShapes by dragging the diamond shaped adjustment handle.

•	If you've grouped a set of objects and then ungrouped them, you can regroup them without reselecting the objects. On the Draw menu, click Regroup.

•	You can group objects together and then move or edit them as one object. Select the objects you want to group, and then click Group on the Draw menu.

•	You can move an object in small increments by selecting the object and pressing an Arrow key. For even finer movements, you can turn off the grid by pressing ALT as you use an Arrow key.

•	You can create evenly spaced objects using the Duplicate command. Select an object, then, on the Edit menu, click Duplicate. Move the duplicated object to the desired distance, and then click Duplicate Again.

•	You can create a copy of any object by holding down CTRL and then selecting and dragging the object.

•	You can insert the date and time, or number on your slides by using a footer. On the Format menu, click Slide Footer.

•	You can temporarily override the Snap to Grid feature by holding down ALT as you draw or drag an object.

•	If you're having trouble selecting an object, use TAB to successively select all the objects until you reach the one you want. SHIFT+TAB cycles backward.

•	You can use a guide to measure the distance from an arbitrary point by holding down CTRL as you drag the guide. To show the guides, on the View menu, click Guides.

•	You can create as many guides as you want on a slide. To create a new guide, select an existing guide, press CTRL, and drag.

•	You can restore the original proportions of a resized or reshaped object by pressing SHIFT and double-clicking a resize handle. This is especially useful when working with imported pictures or with clip art.


Formatting PowerPoint objects

•	You can apply or remove bold, italic, or underline formats to selected text by pressing CTRL+B, CTRL+I, or CTRL+U.

•	You can copy formatting from one object to another. Select the object that has the formatting you want to copy. Click the Format Painter button, and then click the object you want to format.

•	You can copy the formatting of a selected object multiple times. Select the object that has the formatting you want to copy. Double-click the Format Painter button, and then click each object you want to format. When you're finished, press ESC.

•	You can add shading to the slide background. On the Format menu, click Custom Background. In the drop-down box, click Shaded and then choose the shade style you want.

•	The colors in your graphs and organization charts don't have to be the same colors you use in your presentation. Select the object you want to change. On the Tools menu, click Recolor, and then click Only Text and Background Colors.


Working with templates

•	You can apply a new template to a presentation even if you've already applied another template. Click the Apply Design Template button.

•	You can apply a new template to your presentation at any time, even after you've created slides. Click the Apply Design Template button.

•	You can undo most changes to a presentation, even applying a Design Template, by clicking the Undo button.

•	You can change the color scheme of a presentation, even after you've applied a template. On the Format menu, click Slide Color Scheme.


Working with masters

•	If you want your name, your company logo, or any other object to appear on every slide, place it on the slide master. On the View menu, point to Master, and then click Slide Master.

•	You can change the format of the title and/or text for your entire presentation by changing the title or text format on the slide master. On the View menu, point to Master, and then click Slide Master.

•	You can hide background objects that are on individual slides. On the Format menu, click Custom Background, and then select the Hide Objects From Master check box.


Working with color schemes

•	You can use a color scheme for your speaker's notes that's different from your slide color scheme. On the View menu, click Notes Pages. Then, on the Format menu, click Notes Color Scheme, and then click the Custom tab.

•	You can change the color scheme of a presentation, even after you've applied a template. On the Format menu, click Slide Color Scheme.

•	You can apply different color schemes to groups of slides to create color-coded sections in your presentation. In slide sorter view, press SHIFT and select the slides you want to change. Then, on the Format menu, click Slide Color Scheme.


Working with slide layouts

•	You can change the size of the AutoLayout placeholder for every slide in your presentation so they don't interfere with a design element on the master. In slide master view, click the Object Area for AutoLayouts and adjust accordingly.

•	You can change the type of any object in any AutoLayout placeholder. Select the placeholder, and then on the Insert menu, click Object.

•	You can use the Slide Layout button on the status bar to change your slide's AutoLayout at any time without losing your existing work.

•	You can type text into any AutoLayout placeholder. Click the placeholder and begin typing.

•	You can navigate through the slide layouts in the New Slide dialog box by using the Arrow keys, or by entering the number (1-24) of the layout you want.

•	You can add organization charts to your presentation. On the Format Menu, click Slide Layout, and then click the Organization Chart slide layout.

•	You can create a new slide using the same layout as the current slide. Press SHIFT when you click the New Slide button.


Using PowerPoint views

•	You can switch views by clicking the view buttons at the bottom of the PowerPoint window. Press SHIFT as you click a view button to go to the corresponding master view.

•	If you're working on a long presentation, you can use outline view to rearrange slides, move quickly to a particular slide, and get an overview of the entire presentation.

•	You can select the entire presentation in outline view by clicking Select All on the Edit menu, or by pressing CTRL+A.

•	You can collapse or expand individual slides in outline view by selecting the slide and then clicking the Collapse Selection or Expand Selection button.

•	You can display or hide text in outline view. Click the Show Titles button to display titles only. Click the Show All button to display all text.

•	You can drag and drop files from the Windows Explorer onto your PowerPoint slide in slide view.

•	You don't have to wait until all of the slides appear in slide sorter view to start working in PowerPoint. Just click a slide to display it in slide view.

•	You can promote and demote bulleted text in slide view by positioning the cursor at the beginning of the text and pressing TAB and SHIFT+TAB.

•	You can search a presentation for all slides that refer to a particular topic. In slide sorter view, on the Edit menu, click Find.

•	You can use the Arrow keys to navigate through your slides in slide sorter view.

•	You can change your color scheme or apply transition and build effects to multiple slides in slide sorter view. Press SHIFT and click the slides you want to change.

•	You can view the title of a slide in slide sorter view by pressing ALT and clicking the slide.

•	You can preview all of your transitions in slide sorter view by clicking the transition icon beneath each slide.


Using the PowerPoint Viewer

•	You can view PowerPoint presentations on a business trip without installing PowerPoint. Copy the PowerPoint Viewer application on a disk along with your presentation and take them with you.


Microsoft Word and Microsoft Excel

•	You can drag and drop text across Microsoft applications. For example, you can drag text from Microsoft Word into your PowerPoint presentation.

•	You can create a Microsoft Word document from your presentation. Click the Report It button.

•	You can insert a Microsoft Word outline into a PowerPoint presentation and PowerPoint will automatically create slides. On the Insert menu, click Slides From Outline.

•	You can insert a Microsoft Excel spreadsheet or Microsoft Word document into your presentation to display detailed information during a slide show. For more information, click Answer Wizard on the Help menu.


Clip art, WordArt, and other pictures

•	You can slant, stretch, and shape words with WordArt. On the Insert menu, click Object, and then select Microsoft WordArt 2.0.

•	You can insert pictures from other programs into PowerPoint. On the Insert menu, click Picture.

•	You can restore the original size of a resized or reshaped picture by pressing CTRL and double-clicking a resize handle.

•	You can edit and customize your clip art. For more information, on the Help menu, click Answer Wizard.

•	You can use ClipArt Gallery to insert clip art, and to organize and retrieve pictures on your computer. Click the Insert Clip Art button.


Microsoft Graph, Organization Chart, and Equation Editor

•	You can rotate your 3-D charts by clicking an axis and then dragging the axis handle.

•	In Microsoft Graph, you can drag a 2-D column or pie slice of your chart to the size you want. The data sheet changes automatically.

•	You can highlight a range in your Microsoft Graph data sheet and tab through only those cells. Press TAB to move through the selection.

•	The colors in your graphs and organization charts don't have to be the same colors you use in your presentation. Select the object you want to change. On the Tools menu, click Recolor, and then click Only Text and Background Colors.

•	You can add organization charts to your presentation. On the Format Menu, click Slide Layout, and then click the Organization Chart slide layout.

•	You can insert mathematical equations using Equation Editor. On the Insert menu, click Object, and then click Microsoft Equation 2.0.

•	You can include trend lines in your charts in Microsoft Graph. On the Microsoft Graph Insert menu, click Trendline.

•	You can save custom chart formatting as a user-defined default chart by clicking AutoFormat on the Chart menu in Microsoft Graph.

•	You can create a combination chart in Microsoft Graph by selecting a series and changing the chart type on that series.

•	You can drag a pie slice away from the rest of the chart in Microsoft Graph. It's a good way of focusing attention on that particular slice.


Microsoft Mail

•	If you have Microsoft Mail or a compatible mail program, you can send a PowerPoint presentation to another person. On the File menu, click Send.

•	If you have Microsoft Mail or a compatible mail program, you can send a presentation to reviewers. On the File menu, click Add Routing Slip.


Other OLE applications

•	You can create and play sound and video files in PowerPoint using MediaPlayer. On the Insert menu, click Object, and then click Media Clip.

•	You can drag and drop objects from other applications onto your PowerPoint slide in slide view.

•	You can set up any OLE object so that it opens when you click it during a slide show. Select the OLE object and, on the Tools menu, click Interactive Settings.

•	You can drag and drop files from the Windows Explorer onto your PowerPoint slide in slide view.


Other presentation graphics programs

•	You can open files from Harvard Graphics for DOS 2.3 and 3.0, Freelance Graphics for DOS 4.0 and save them as PowerPoint presentations. From the File menu, click Open.


Opening presentations in PowerPoint

•	You can open files from Harvard Graphics for DOS 2.3 and 3.0, Freelance Graphics for DOS 4.0 and save them as PowerPoint presentations. From the File menu, click Open.

•	You can open a PowerPoint presentation directly in a slide show by right-clicking the file's icon and choosing Show.


Saving presentations

•	You can save TrueType fonts with your presentation to make sure that wherever you go, you have the fonts you need. On the File menu, click Save As, and then select the Embed TrueType check box.

•	You can save your presentation in PowerPoint 4.0 format. On the File menu, click Save As. Click PowerPoint 4.0 on the list of available file types.


Printing presentations

•	You can print slides in reverse order. On the File menu, click Print. In the Slides box, enter the slides to print in reverse order. You can also enter ranges in reverse order.

•	You can see what PowerPoint colors will look like on your printer. Simply open Print Me.PPT and print.

•	You can cancel a background print job by double-clicking the printer icon in the status bar.


Customizing PowerPoint toolbars

•	You can add buttons to any toolbar. On the Tools menu, click Customize. Select the category you want, and then drag a button onto a toolbar.

•	When you remove a button from a toolbar, you're not deleting it. You can find the button again by clicking Customize on the Tools menu.

•	You can drag toolbar buttons to a new position on a toolbar or to a different toolbar. Hold down ALT and drag the button. To copy buttons, press ALT+CTRL.

•	You can specify which toolbars you want displayed in the PowerPoint window. On the View menu, click Toolbars, and then select the toolbars you want.

•	You can move a toolbar by clicking between toolbar buttons and dragging.

•	You can remove a button from a toolbar by holding down ALT and dragging the button away from the toolbar.


Customizing PowerPoint defaults and rulers

•	You can change the PowerPoint defaults for new objects or text. For more information, click Answer Wizard on the Help menu.

•	You can add or delete tab stops using the ruler. To show the ruler, on the View menu, click Ruler. To add a tab stop, click the type of tab you want on the left end of the ruler, and then click the ruler where you want to set a tab stop. To delete a tab stop, drag it off the ruler.

•	You can adjust the evenly spaced default tabs on the ruler. Just drag one of the default tab markers to a new location and PowerPoint adjusts the rest.

•	You can create as many guides as you want on a slide. To create a new guide, select an existing guide, press CTRL, and drag.


Online Help, the status bar, and shortcut menus

•	You can learn about any command on a menu by highlighting the command and reading the text in the status bar at the bottom of the PowerPoint window.

•	You can get Help about an item in the PowerPoint window. Click the Help button, and then click the item. Or, press SHIFT+F1 and then click the item.

•	In a Help topic, when you click text that has a dotted underline, you see a definition.

•	You can display shortcut menus by clicking the right mouse button.

•	You can print a Help topic. On the File menu in the Help window, click Print Topic.


Making suggestions about PowerPoint

•	You can call the Microsoft Wish Line to make suggestions about features you would like to see in PowerPoint. Call 1-206-936-WISH.


Electronic presentations

•	You can create hidden slides to use as backup in your slide show. On the Tools menu, click Hide Slide.

•	You can open a PowerPoint presentation directly in a slide show by right-clicking the file's icon and choosing Show.

•	You can control when sounds and movies start during a slide show. On the Tools menu, click Animation Settings.

•	You can press F1 during a slide show to see a list of shortcut keys.

•	You can preview all of your transitions in slide sorter view by clicking the transition icon beneath each slide.

•	You can draw horizontal, vertical, or 45° lines on a slide during a slide show. Press SHIFT while you drag the mouse or pen.

•	You can find out how long your presentation will take to deliver using PowerPoint's rehearsal feature. On the View menu, click Slide Show, and then click Rehearse New Timings.

•	You can move to any slide during a slide show by pressing the slide number on the keyboard and then pressing ENTER.

•	You can erase any on-screen annotations in slide show by pressing E.

•	You can branch to different PowerPoint presentations during a slide show. For more information, on the Help menu, click Answer Wizard.

•	You can click the picture in the Slide Transition dialog box to preview the selected transition. On the Tools menu, click Slide Transition.

•	You can set up any OLE object so that it opens when you click it during a slide show. Select the OLE object and, on the Tools menu, click Interactive Settings.

•	You can view multiple presentations in your slide show by creating a PowerPoint play list. For more information, click Answer Wizard on the Help menu.

•	You can blank the screen during a slide show by pressing B.


More presentation tips

•	Use light background colors when you're creating overhead transparencies.

•	If you're producing 35mm slides, dark background colors will work better on slides.

•	When planning a presentation, allow two to three minutes per slide.

•	If you're preparing an electronic slide show or making 35mm slides, remember that text needs to be at least 18 points to be readable.

•	If you're using overheads, most audiences can easily read text that is 18 points or larger.

•	When giving a presentation using overheads, hand movements near the slide are magnified. It's better to place the pointer on the projector than to keep the pointer in your hand.

•	If you're combining several presentations into a single presentation, you can number the slides beginning with a number other than one. On the File menu, click Slide Setup and enter a number in the Number Slides From box.