PowerPoint 2010 cheat sheet

How to find your way around PowerPoint 2010 and make the most of its features.

1 2 3 Page 8

Five tips for working with PowerPoint 2010

With the introduction of the Ribbon in 2007, many familiar ways of interacting with PowerPoint became hard to find while powerful new tools cropped up. These tips will help you get the most out of PowerPoint 2010 -- and locate your old favorite commands.

1. Turn your mouse into a laser pointer

As you're giving a presentation, you can make your cursor appear as a glowing red dot for a laser pointer effect. When you're in Slide Show view (it's the fourth icon in the View toolbar at the bottom right of the screen), hold down the Ctrl key, then click and hold the left mouse button. Keep the Ctrl key depressed for as long as you want the cursor to appear as a red dot. When you let go, your cursor will change back to its normal arrow shape.

2. Add commands to the Quick Access toolbar

By letting you customize the Ribbon, PowerPoint 2010 has gotten a lot more flexible than PowerPoint 2007. But it can still be helpful to customize the Quick Access toolbar for one-click access to your most frequently used commands, no matter which Ribbon tab is showing.

A quick way to do it is to click the small down arrow to the right on the Quick Access toolbar and choose More Commands.

From the left-hand side of the screen that appears, choose commands that you want to add to the toolbar and click Add. You can change the order in which the buttons appear on the toolbar by highlighting a button on the right side of the screen and using the up and down arrows to move it.

ppt2010 11 addtoquick IDG

Adding buttons to the Quick Access toolbar. (Click image to enlarge it.)

The list of commands you see on the left may seem somewhat limited at first. That's because PowerPoint is showing you only the most popular commands. Click the drop-down menu under "Choose commands from" at the top of the screen, and you'll see other lists of commands -- All Commands, Home Tab and so on. Select any option, and there will be plenty of commands you can add.

Finally, there's an even easier way to add a command. Right-click any object on the Ribbon and choose "Add to Quick Access Toolbar." You can add not only individual commands in this way, but also entire groups -- for example, the Advanced Animation group.

3. Hide the Ribbon

Ribbon taking up too much screen space? You can temporarily turn it off. Doing this will get you back plenty of screen real estate.

To hide the Ribbon, you can either press Ctrl-F1 (and press Ctrl-F1 again to make the Ribbon reappear) or just right-click anywhere in the Ribbon and select "Minimize the Ribbon." You can also click the small up arrow at the far upper right of the Ribbon to hide it. The arrow turns into a down arrow, which when clicked upon makes the Ribbon appear again.

ppt2010 13 noribbon IDG

It's easy to make the Ribbon disappear and reappear. (Click image to enlarge it.)

The Ribbon will still be available when you want it -- all you need to do is click on the appropriate tab (Home, Insert, Design, etc.) and it appears. It then discreetly goes away when you are no longer using it.

4. Find your old friends

If you've been using PowerPoint 2007, you've probably found most of the features and functions you used in earlier versions of PowerPoint. But if you're upgrading directly to PowerPoint from PowerPoint or earlier, you may have a harder time locating many of your favorite commands.

Use our for an extensive list of where to find your old friends in the newest version of PowerPoint. To save you more time, we've also included keyboard shortcuts for all these commands.

5. Use keyboard shortcuts

If you've been using keyboard shortcuts in PowerPoint 2007, PowerPoint 2003 or earlier versions, take heart -- most of the same ones work in PowerPoint 2010. Any shortcuts that use the Ctrl key, such as Ctrl-C for copying to the clipboard and Ctrl-V for pasting, still work.

Most of the old Alt-key shortcuts work as well, although not every one of them. See the table at the bottom of the page for the most useful shortcuts in PowerPoint.

You can also use a clever set of keyboard shortcuts for working with the Ribbon. (These are unchanged from PowerPoint 2007.) Press the Alt key, and then a tiny letter or number icon will appear on the menu for each tab -- for example, the letter H for the Home tab. Now press that letter on your keyboard, and you'll display that tab or menu item. When the tab appears, there will be letters and numbers for most options on the tab as well.

Once you've started to learn these shortcuts, you'll naturally begin using key combinations. So instead of pressing Alt then H to display the home tab, you can press Alt-H together.

ppt2010 ribbonlabels 700 IDG

Using the Alt key helps you master the Ribbon. (Click image to enlarge it.)

For more nifty keyboard shortcuts, see the table below. And even more shortcuts for creating and giving presentations in PowerPoint 2010 are listed on Microsoft's Office 2010 site.

Useful keyboard shortcuts for PowerPoint 2010

Key combination Task
When creating presentations
Ctrl-End Move to the end of a text box.
Ctrl-Home Move to the beginning of a text box.
Ctrl-Enter Move to the next title or body text placeholder. (If this is the last placeholder on a slide, it will insert a new slide with the same slide layout as the original slide.)
Ctrl-F6 Switch to the next PowerPoint window (when more than one PowerPoint window is open).
Ctrl-Shift-F6 Switch to the previous PowerPoint window (when more than one PowerPoint window is open).
Ctrl-Shift-F Change the font.
Ctrl-Shift-P Change the font size.
Ctrl-Shift-> Increase the font size.
Ctrl-Shift-< Decrease the font size.
F6 Move clockwise among panes in Normal view.
Shift-F6 Move counterclockwise among the panes in Normal view.
Ctrl-Shift-Tab Toggle between the Slides and Outline tabs in the Slides/Outline pane in Normal view.
Esc Select an object (when the text inside the object is selected).
Tab or Shift-Tab until the object you want is selected Select another object on the slide (when an object is already selected).
Enter Select text within an object (with an object already elected).
Ctrl-A (on the Slides tab) Select all objects on the slide.
Ctrl-A (in Slide Sorter view) Select all slides.
Ctrl-A (on the Outline tab) Select all text on all slides.
Shift-click Normal button in View toolbar Switch from Normal view to Master view
Ctrl-F5 Broadcast the presentation remotely with the PowerPoint Web application.
Ctrl-N Create a new presentation.
Ctrl-O or Ctrl-F12 Open a presentation.
Ctrl-S or F12 Save
Ctrl-P Print
Ctrl-F Find
Ctrl-H Replace
Ctrl-Q or Alt-F4 Exit/Quit PowerPoint
When giving presentations
F5 Start a presentation (from the beginning).
Esc or - (hyphen) End a presentation.
S Stop or restart an automatic presentation.
Number-Enter Go to a specific slide number.
N, Enter, Page Down, right arrow, down arrow or spacebar Run the next animation or go to the next slide.
P, Page Up, left arrow, up arrow or Backspace Run the previous animation or return to the previous slide.
Press and hold the left and right mouse buttons for 2 seconds Return to the first slide.
A or = Show or hide the arrow pointer.
Ctrl-P Change the pointer to a pen. (Press and hold the mouse to draw on the presentation.)
Ctrl-E Change the pointer to an eraser. (Click an on-screen annotation to erase it).
Ctrl-A Change the pointer to an arrow.
Ctrl-M Show/hide on-screen annotations.
E Erase all on-screen annotations.
B or . (period) Display a blank black slide or return to the presentation from a blank black slide.
W or , (comma) Display a blank white slide or return to the presentation from a blank white slide.
Ctrl-S View the All Slides dialog box.
Alt-Q Stop media playback.
Alt-P Toggle between play and pause when playing media.
Alt-up arrow Increase the sound volume.
Alt-down arrow Decrease the sound volume.
Alt-U Mute the sound.
Source: Microsoft


Copyright © 2012 IDG Communications, Inc.

1 2 3 Page 8
It’s time to break the ChatGPT habit
Shop Tech Products at Amazon