PowerPoint 2008 Keyboard Shortcuts

Moving around in text

To move

Press

To the beginning of a word or one word to the left

Option+Left Arrow

One word to the right

Option+Right Arrow

To the beginning of a paragraph or up one paragraph

Option+Up Arrow

Down one paragraph

Option+Down Arrow

To the end of a text box

Option+End

To the beginning of a text box

Option+Home

Editing text and objects

To

Press

Duplicate the selected object

Command+D

Increase the font size

Shift+Command+>

Decrease the font size

Shift+Command+<

Change the case of letters

Shift+F3

Apply subscript formatting

Command+Equal Sign

Apply superscript formatting

Command+Plus Sign on the numeric keypad

Center a paragraph

Command+E

Justify a paragraph

Command+J

Left align a paragraph

Command+L

Right align a paragraph

Command+R

Open the Format Text dialog box

Command+T

Working in presentations

To

Press

Insert a new slide

Control+M or Shift+Command+N

Zoom in

Shift+Command+Plus Sign

Zoom out

Shift+Command+Minus Sign

Make a copy of the selected slide in outline view, Slide Sorter view, or in the outline pane in Normal view

Command+D

Make a copy of the selected slide in notes page view, or in the slides pane or notes pane in Normal view

Shift+Command+D

Open a presentation

Command+O

Save a presentation with a different name, location, or file format

Shift+Command+S

Find text, formatting, and special items

Command+F

Find and replace text, specific formatting, and special items

Control+H

Check spelling

Command+Option+L or F7

Insert a hyperlink

Command+K

Cancel a command, such as Save As

Escape

Duplicate the selected slide

Shift+Command+D

Changing views

To

Press

Show or hide guides

Command+G

Switch to Handout Master view

Shift+click Slide Sorter View

Switch to Slide Master view

Shift+click Normal View

Activate the presenter tools

Shift+click Slide Show

Switch to Normal view

Control+Shift+Z

Switch to Slide Sorter view

Control+Shift+V

Switch to Notes view

Control+Shift+T

Expand the outline pane in Normal view

Control+Shift+X

Switch to Slide view

Control+Shift+C

Selecting text

To select

Press

One character to the right

Shift+Right Arrow

One character to the left

Shift+Left Arrow

From the insertion point to the same point one line up

Shift+Up Arrow

From the insertion point to the same point one line down

Shift+Down Arrow

All text to the start of the line

Shift+Home

All text to the end of the line

Shift+End

From the insertion point to the end of the paragraph

Shift+Option+Down Arrow

From the insertion point to the beginning of the paragraph

Shift+Option+Up Arrow

From the insertion point to the beginning of the text box

Shift+Option+Home

From the insertion point to the end of the text box

Shift+Option+End

Working in a table

To

Press

Move to the next cell

Tab

Move to the preceding cell

Shift+Tab

Move to the next line or row

Down Arrow

Move to the preceding line or row

Up Arrow

Start a new paragraph in a cell

Return

Add a new row at the bottom of the table

Tab at the end of the last row

Presenting a slide show

To

Press

Perform the next animation or advance to the next slide

N, Return, Page Down, Right Arrow, Down Arrow, Enter, or the Spacebar (or click the mouse button)

Return to the previous animation or return to the previous slide

P, Page Up, Left Arrow, Up Arrow, or Delete

Go to slide number

The number of the slide that you want to view, and then press Return

Display a black screen, or return to the slide show from a black screen

B or Period

Display a white screen, or return to the slide show from a white screen

W or Comma

Stop or restart an automatic slide show

S or Plus Sign

Start a slide show from the first slide

Control+Shift+S or Command+Return

Start a slide show from the current slide

Control+Shift+B

End a slide show

Escape, Command+Period, or Hyphen

Erase on-screen annotations

E

Go to next hidden slide if the next slide is hidden

H

Redisplay hidden pointer and/or change the pointer to a pen

Command+P

Redisplay hidden pointer and/or change the pointer to an arrow

Command+A

Hide the pointer and button immediately

Control+H

Hide the pointer and button in 10 seconds

Command+U

Show or hide the arrow pointer

A or Equal Sign

Display the contextual menu

Hold down Control and click the mouse button

Simple Instructions for Doing Things in PowerPoint 2008

Adding content

To add text to a slide

  1. On the slide, click the appropriate placeholder and type the text.

  2. On the Outline page of the Navigation pane, click in the outline where you want to add content, and type the text.

See Also

"PowerPoint 2008 Keyboard Shortcuts" earlier in this Quick Reference section

To create a text box

  • Click the Text Box button on the Standard toolbar, or click Text Box on the Insert menu, and then drag on the slide to define the text box area.

To add other content to a slide

  • Insert a table, chart, SmartArt graphic, image file, clip art image, or movie clip by clicking the corresponding control and then following the instructions that appear.

Adding slides

To add a new slide with the default layout after the current slide

  • Click New Slide on the Insert menu.

To add a new slide with the layout you select

  • In the Elements Gallery, click the layout you want on the Slide Layouts tab.

To insert a slide from an existing presentation after the current slide

  1. Point to Slides From on the Insert menu, and then click Other Presentation.

  2. In the Choose A File dialog box, navigate to the folder where the existing presentation is located, and click the presentation.

  3. With the Select slides to insert option selected, click Insert.

  4. In the Slide Finder, click the thumbnail for the slide you want and click Insert. Then click Close.

AutoFitting

To prevent the auto fitting of text to its placeholder

  • When PowerPoint changes the font size to fit the text into the box, click the AutoFit Options button that appears, and then click Stop Fitting Text to This Placeholder.

Backgrounds

See Also

"Watermarks" later in this Quick Reference section

To apply a solid color to a slide background

  • In the Slide Background panel of the Formatting Palette, click the background color and, optionally, the style you want.

    Or

  1. Click Slide Background on the Format menu.

  2. On the Solid page of the Format Background dialog box, expand the Color gallery and click the color you want.

  3. Click Apply to apply the background to only the current slide, or Apply to All to apply the background to all slides in the presentation.

To apply a gradient to a slide background

  1. On the Gradient page of the Format Background dialog box, select Linear, Radial, Rectangular, Path, or From Title in the Style box.

  2. For each gradient slider, click the slider, choose the color from the Color list, and choose the transparency from the Transparency slider.

  3. To add a color halfway between the current slider and the next stopping point to its right, click Add Color.

  4. Click Apply to apply the background to only the current slide, or Apply to All to apply the background to all slides in the presentation.

To add a texture to the slide background

  1. On the Texture page of the Format Background dialog box, click the texture you want and then, using the Transparency slider, set its transparency.

  2. Click Apply to apply the background to only the current slide, or Apply to All to apply the background to all slides in the presentation.

To add a picture to the slide background

  1. On the Picture page of the Format Background dialog box, click the Choose a Picture button.

  2. In the Choose a Picture window, navigate to and click the picture you want, and then click Insert.

  3. On the Picture page of the Format Background dialog box, set the Transparency, and if you want, select the Tile check box.

  4. Click Apply to apply the background to only the current slide, or Apply to All to apply the background to all slides in the presentation.

To hide the background graphics of a slide

  • With the slide displayed, select the Hide Background Graphics check box in the Slide Background panel of the Formatting Palette.

Bulleted and numbered lists

To change the level of an item

  • On the Outline page of the Navigation pane, click the item whose level you want to change. Then do one of the following:

    • Demote the item by clicking the Increase Indent button on the Formatting toolbar or by clicking the Increase List Level button in the Bullets and Numbering panel of the Formatting Palette.

    • Promote the item by clicking the Decrease Indent button on the Formatting toolbar or by clicking the Decrease List Level button in the Bullets and Numbering panel.

    See Also

    "PowerPoint 2008 Keyboard Shortcuts" earlier in this Quick Reference section

To convert a bulleted (unordered) list to a numbered (ordered) list

  • Select the list items you want to change, and then click the Numbering button on the Formatting toolbar or in the Bullets and Numbering panel.

To change the style, color, or size of the numbers or letters or to specify a starting number or letter

  1. Make a selection in the Style list in the Bullets and Numbering panel.

  2. Display the Format Text dialog box by clicking Bullets and Numbering on the Format menu, or by right-clicking the list and then clicking Bullets and Numbering. Then make a selection on the Numbering page.

To convert a bulleted list to normal text

  1. Click the active Bullets button in the Bullets and Numbering panel or on the Formatting toolbar to remove the bullet character or number.

  2. Display the Paragraph page of the Format Text dialog box in one of these ways:

    1. Click Paragraph on the Format menu.

    2. Right-click the selected text and then click Paragraph.

  3. On the Paragraph page of the Format Text dialog box, under Indentation, click (None) in the Special list, and change the Before Text measurement to 0".

Charts

See

"Charts" in the "Microsoft Word 2008 for Mac" Quick Reference section

Deleting slides

To remove one slide

  1. Delete the current slide by clicking Delete Slide on the Edit menu.

  2. Right-click any slide in the Navigation pane and click Delete Slide.

To remove multiple slides

  • Select the slides in the Navigation pane or in Slide Sorter view. Then right-click the selection and click Delete Slide.

Color schemes

To display a presentation’s color scheme

  • Click Theme Colors on the Format menu.

To change a theme element to another color

  1. In the Create Theme Colors dialog box, click the colored icon to the left of the theme element name, and then click the Change Color button.

  2. In the Colors dialog box, select the color you want to use for the specified theme element from the Color Wheel, Color Sliders, Color Palettes, Image Palettes, or Crayons page, and then click OK.

  3. If you want to save the customized color scheme for reuse, enter a name for the color scheme in the Name box.

  4. Click the Apply to All button to apply your changes to the active presentation.

Delivering a slide show

See Also

"PowerPoint 2008 Keyboard Shortcuts" earlier in this Quick Reference section

To start a slide show from within PowerPoint

  1. Click View Slide Show on the Slide Show menu.

  2. Click the Slide Show button on the Standard toolbar.

  3. Click the Slide Show button on the View menu (in the lower-left corner of the window).

To move in sequence through the slides in a show

  1. Without moving the mouse, click the primary button.

  2. Press the N, Return, Page Down, Right Arrow, or Down Arrow key.

  3. Press the Spacebar.

To move nonlinearly

  1. Move to the previous slide by pressing the P, Page Up, Left Arrow, Up Arrow, or Delete key.

  2. Move to the first slide by pressing the Home key.

  3. Move to a specific slide by typing the slide number and pressing Return.

  4. Move to the last slide in a presentation by pressing the End key.

To use the commands on the Slide Show menu

  1. Display the menu by clicking the button that appears in the lower-left corner of the slide when you move the mouse.

  2. Move between slides by clicking Next, Previous, or Last Viewed, or by clicking Go To Slide and then clicking the specific slide you want to display.

  3. Hide the slide show without closing it by clicking Black Screen. Redisplay the slide show by clicking the screen. Redisplay the slide show and move to another slide by pressing the key corresponding to the movement.

  4. Display the slides in a custom slide show by clicking Custom Show and then clicking the show you want.

  5. Display a list of keyboard shortcuts for carrying out slide show tasks by clicking Help.

  6. Hide the pointer or change its form by pointing to Pointer Options and then doing one of the following

    1. Click the pointer format you want.

    2. Point to Pen Color, click the color you want, and then make annotations on the slide.

  7. Change an on-screen event by pointing to Screen and then doing one of the following:

    1. Click Pause to pause a self-running presentation.

    2. Click Erase Pen to remove annotations from the slide.

To stop a slide show before the end

  1. Press the Escape key.

  2. Click End Show on the Slide Show menu.

Ending slide show

To add a black slide to the end of a slide show

  • On the View page of the Preferences dialog box, select the End with black slide check box in the Slide Show area.

Formatting text

See Also

"Borders and shading," "Formatting text manually," "Formatting text by using styles," and "Formatting paragraphs" in the "Microsoft Word 2008 for Mac" Quick Reference section

To replace a font throughout a presentation

  1. Click Replace Fonts on the Format menu.

  2. In the Replace Font dialog box, click the font you want to change in the Replace list, and click the new font in the With list.

  3. Click Replace, and then click Close.

To increase or decrease the font size

  1. Increase the size by clicking the Grow Font button in the Font panel of the Formatting Palette.

  2. Decrease the size by clicking the Shrink Font button in the same pane.

Headers and footers

To set up standard slide footer content

  1. In the Page Setup dialog box, click Header/Footer.

  2. On the Slide page of the Header and Footer dialog box, select the Date and time, Slide number, and/or Footer check boxes, and provide the information associated with your selections.

  3. Click Apply to apply the footer to the current slide or click Apply All to apply it to all slides in the presentation.

To set up standard header and footer content for notes and handouts

  1. In the Page Setup dialog box, click Header/Footer.

  2. On the Notes and Handouts page of the Header and Footer dialog box, select the Date and time, Header, Page number, and/or Footer check boxes, and provide the information associated with your selections. Then click Apply to All.

Inserting slides

See Also

"Adding slides" earlier in this Quick Reference section

New presentations

To start a new presentation

  • Click the New button on the Standard toolbar.

Moving and sizing content placeholders

To move a layout placeholder

  • Point to the placeholder, and when the pointer changes to a four-headed arrow, drag the placeholder to its new location.

To resize a layout placeholder

  • Click its border to activate the resize and rotate handles, and then drag the resize handles.

To restore a layout placeholder to its original position and size

  • Reapply the original slide layout.

Moving slides

To rearrange a presentation

  1. On the Slides tab of the Navigation pane, drag slides up and down to change their order.

  2. In Slide Sorter view, drag slide thumbnails into the order you want.

Outlines

To import a Word outline as a presentation

  1. Click the Open button on the Standard toolbar.

  2. In the Open dialog box, navigate to the folder where the outline file is located, and click the file. Then click Open.

To export an outline from Word as a presentation

  1. In the Word document, apply heading styles to the outline elements you want to use in the presentation. Use the Heading 1 style for slide titles, Heading 2 for first-level bulleted list items, and Heading 3 for second-level list items.

  2. Point to Send To on the File menu, and then click PowerPoint.

To export a presentation as a Word outline

  1. Display the Save As dialog box, navigate to the folder where you want to store the outline, and assign a name in the Save As box.

  2. Click Outline / Rich Text Format (.rtf) in the Format list. Then click Save.

Photos and pictures

See Also

"Photos and pictures" in the "Microsoft Office 2008 for Mac" Quick Reference section

To insert a photo or picture

  1. In the content placeholder, click the Add Picture icon.

  2. In the Choose a Picture dialog box, navigate to the folder where the picture file is stored, click the file, and then click Insert.

Presentation templates

To start a new presentation based on a template

  1. Open the Project Gallery, and display the New page.

  2. In the Show list, click PowerPoint Documents, and then in the Category list, click either Presentations or Office Themes.

  3. In the Template list, click the template you want. Then click Open.

To save a presentation as a template

  1. Click Save As on the File menu, and in the Save As dialog box, assign the template a name.

  2. In the Format list, click PowerPoint Template (.potx). Then click Save.

To start a new presentation based on a template you have saved

  • In the Project Gallery, click My Templates in the Category list, and then double-click the template you want in the Template list.

To save the theme from a template for use in other presentations

  1. Create a presentation from the template. Then on the File menu, click Save As.

  2. In the Save As dialog box, click Office Theme (.thmx) in the Format list.

  3. In the Save As box, enter an appropriate name for the theme, and click Save.

To apply a saved theme to the open presentation

  1. Point to Theme on the Format menu, and then click From File.

  2. In the Choose Themed Document or Slide Template dialog box, ensure that the My Themes folder is displayed, click the theme you saved, and then click Apply.

Saving files

To set the default location in which PowerPoint saves files

  • On the Advanced page of the Preferences dialog box, click the Select button to the right of Default file location. In the Choose a Folder dialog box, select the folder and then click Choose.

Selecting slides and text

See Also

"PowerPoint 2008 Keyboard Shortcuts" earlier in this Quick Reference section

To select contiguous slides

  • Select the first slide on the Slides page or the Outline page of the Navigation pane, press and hold the Shift key, and click the last slide in the set.

To select noncontiguous slides

  1. Select the first slide on the Slides page of the Navigation pane, press and hold the Command key, and click the each additional slide in the set.

  2. Select the first slide on the Outline page of the Navigation pane, press and hold the Control key, and click the each additional slide in the set.

To select text on a slide

  1. Select an individual word by double-clicking it.

  2. Select adjacent words, lines, or paragraphs by dragging through them.

  3. Select adjacent words, lines, or paragraphs by positioning the insertion point at the beginning of the text, holding down the Shift key, and either pressing an arrow key or clicking at the end of the text you want to select.

  4. Select the title and all the text on a slide by clicking its slide icon on the Outline page of the Navigation pane.

  5. Select an entire list item by clicking its bullet or number on either the Outline page or the slide.

  6. Select all the text in a placeholder by clicking inside the placeholder and then clicking Select All on the Edit menu.

Slide layouts

To create a slide based on a slide layout

  • On the Slide Layouts tab of the Elements Gallery, click Insert new slide in the left pane. Then click the thumbnail of the slide layout you want to apply.

To format existing slides with a different slide layout

  1. Display one slide in Normal view, or select one or more slides in Slide Sorter view.

  2. On the Slide Layouts tab of the Elements Gallery, click Apply to slide in the left pane.

  3. Click the thumbnail of the slide layout you want to apply.

To make changes to a slide layout

See

"Slide masters" later in this Quick Reference section

Slide masters

To display the slide masters of the current presentation

  • Point to Master on the View menu, and then click Slide Master.

To change the layout of all slides based on the same slide layout

  1. Display the slide masters. In the Navigation pane, click the slide layout you want to change.

  2. Make the changes you want to the text boxes, fonts, graphics, and other elements of the slide layout. Then, on the Master toolbar, click Close Master.

Themes

See

"Themes" in the "Microsoft Office 2008 for Mac" Quick Reference section

Viewing slides

See Also

"PowerPoint 2008 Keyboard Shortcuts" earlier in this Quick Reference section

To hide window elements to view more of a slide

  1. Change the size of the panes in Normal view by dragging the splitter bar between the Navigation pane and the Slide pane left or right, or between the Slide pane and the Notes pane up or down.

  2. Hide the Navigation pane by clicking the Close button in its upper-right corner.

To display a slide at the maximum size supported by the presentation window

  • Press Control+Shift+C.

To move between slides

  1. On the Slides page of the Navigation pane, click the slide you want to display.

  2. On the Outline page of the Navigation pane, click the number, icon, title or text of the slide you want to display.

  3. On the Outline page of the Navigation pane, press the Right Arrow key to move from slide to slide.

  4. Use the vertical scroll bar on the right side of the Slide pane.

  5. Click the Previous Slide or Next Slide button at the bottom of the Slide pane scroll bar.

To display only slide titles in the Outline page

  • Right-click the Navigation pane, point to Collapse, and then click Collapse All.

Watermarks

To insert a WordArt watermark

  1. Display the slide in Normal view, and select a style from the WordArt tab of the Elements Gallery.

  2. Replace the Your Text Here placeholder with your watermark text, and then select the text.

  3. In the Colors, Weights, and Fills panel of the Formatting Palette, set the Fill Transparency to a number between 65% and 90%.

  4. If the WordArt design includes an outline, set the Line Transparency to a number between 65% and 100%.

  5. Size and position the WordArt where you want it to appear on the slide.

To insert a watermark with text in a shape

  1. Display the slide in Normal view, and display the Object Palette in the Toolbox.

  2. Insert the shape, and then size and position it where you want it to appear on the slide.

  3. Add text to the shape by typing it directly, by double-clicking in the center of the shape, or by right-clicking the shape and then clicking Add Text.

  4. Select the shape, and in the Colors, Weights, and Fills panel of the Formatting Palette, choose No Fill in the Fill Color list, and choose No Line in the Line Color list. Then set the Fill Transparency of the shape to 100%.

  5. Select the text, and in the Colors, Weights, and Fills panel, choose the color you want the text to be. Then set the Fill Transparency of the text to a number between 65% and 90%.

To create a picture watermark

  1. From the Object Palette, insert an image or photo.

  2. Size and position the picture where you want it to appear on the slide.

  3. With the picture selected, set the Transparency in the Picture panel of the Formatting Palette to a number between 65% and 90%.

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