Chapter 6: PowerPoint
Using Microsoft Office 365 With A Keyboard

 Chapter List

Section 1: Overview

Welcome to the Microsoft Office PowerPoint tutorial.

In this tutorial you will learn about the ways you can use the keyboard to accomplish many common tasks in PowerPoint including opening and saving presentations, formatting text, working with lists and presenting slide shows. As you progress through the chapters you will also discover useful SuperNova and ScreenReader hot keys and some tips and tricks to help you be even more productive.

Section 2: Learn the essentials

Navigate the PowerPoint workspace

You can move between the different workspace areas including the Slide View Pane, Notes Pane and the Slides and Outline Pane by pressing F6 or SHIFT + F6.

Select slides and objects

You create and edit slides in the Slide View Pane.

To select an object on a slide in the Slide View Pane:

  1. Press F6 or SHIFT + F6 until focus moves to the Slide View Pane.
  2. Press PAGE UP or PAGE DOWN until you select the slide.
  3. Press TAB or SHIFT + TAB until you select the object.

Open all files in the same view

You can set PowerPoint to open all files using the same view settings. This includes PowerPoint files you receive from other authors.

To do this:

  1. Press ALT + F. Backstage View opens.
  2. DOWN ARROW to "Options" and press ENTER. The "Options" dialog box opens.
  3. DOWN ARROW to "Advanced".
  4. TAB to the "Open all documents using this view" list and use the Arrow Keys to select a view.
  5. TAB to the "OK" button and press SPACEBAR. PowerPoint closes the dialog box and saves the changes.

Section 3: Create a new presentation

When PowerPoint opens, it displays a Start screen showing a list of templates. To work on a blank presentation select "Blank presentation" from the list or simply press ESCAPE. A new blank presentation opens.

Tip: You can turn off the appearance of the Start screen when PowerPoint starts by going to Excel's Options (ALT + F, T) and, in the "General" category, deselect the "Show the Start Screen when this application starts" check box.

When working in one presentation you can create a new blank presentation by pressing CONTROL + N. This is the "New" command.

Section 4: Open files

Open a recent presentation

When PowerPoint opens, it displays a Start screen showing a list of templates. The Start screen also shows recent files you have opened. If you want to open a recent presentation in this dialog box you must press TAB to locate the recent file list, use the Arrow Keys to select the file and then press ENTER.

Tip: You can turn off the appearance of the Start screen when PowerPoint starts by going to PowerPoint's Options (ALT + F, T) and, in the "General" category, deselect the "Show the Start Screen when this application starts" check box.

If you are working in a presentation, you can use Backstage View to find a recently used file instead of using the "Open" dialog box.

To do this:

  1. Press CONTROL + O. Backstage View opens. The focus is on the "Open" option.
  2. TAB to the recent document list.
  3. DOWN ARROW to select a file and press ENTER. Backstage View closes and the file opens.

Open an existing presentation

The "Open" dialog box allows you to find and open presentations that are stored on the computer. You can then make changes to these presentations within the main PowerPoint window.

To do this:

  1. Press CONTROL + F12. The "Open" dialog box opens.
  2. SHIFT + TAB twice to move into the file list, use the Arrow Keys to select the file and then press ENTER. If the file is in a different folder, use BACKSPACE to go one level up and use ENTER to open folders until you select the file and then press ENTER. PowerPoint closes the dialog box and opens the file.

Note that you must change the "Files of type" value if you are opening a file of a type the current value does not include. The "Files of type" list filters the types of files showing.

 

Switch between open presentations

In PowerPoint, you can have multiple presentations open at the same time and switch between them by pressing CONTROL + F6 or CONTROL + SHIFT + F6. This is a PowerPoint key command.

Section 5: Save and close presentations

Save a new presentation for the first time

Before you save work you must first consider whether others need to open the file. If others do, then it is important to consider the programs they use and the types of files they can open. This will decide the best format to save the file in.

To save a file:

  1. Press F12. The "Save As" dialog box opens.
  2. If the default folder location is correct, type a name for the file in the "File name" box. If the location is not correct, SHIFT + TAB twice to move into the file list, use BACKSPACE to go one level up and use ENTER to open folders until you are in the correct folder, then TAB to the "File name" box and type a name for the file.
  3. If the file format is to change, TAB to the "Type of format" list and use the Arrow Keys to select a format
  4. TAB to the "Save" button and press SPACEBAR. PowerPoint closes the dialog box and saves the file.

Save changes to a presentation

You can save changes to a presentation by pressing CONTROL + S. This is the PowerPoint Save command.

If this is a new presentation that has not been saved before, then the "Save As" dialog box will automatically open when the save command is used. You must give the presentation a file name.

Save a Presentation in a different file type

PowerPoint includes a number of different file types that you can use to save a presentation in. You may need to save a presentation in a different file type if you are sending the presentation to someone who does not have the same version of PowerPoint.

To do this:

  1. Press F12. The "Save As" dialog box opens.
  2. If the default folder location is correct, type a name for the file in the "File name" box. If the location is not correct, SHIFT + TAB twice to move into the file list, use BACKSPACE to go one level up and use ENTER to open folders until you are in the correct folder, then TAB to the "File name" box and type a name for the file.
  3. TAB to the "Type of format" list and use the Arrow Keys to select a file type.
  4. TAB to the "Save" button and press SPACEBAR. PowerPoint closes the dialog box and saves the file.

Close and exit

To close your current presentation while keeping PowerPoint and other presentations open press CONTROL + F4.

To close all presentations and exit PowerPoint press ALT + F4.

Section 6: Work with slides

Insert a new default slide

A new presentation starts with only one slide. You can add more blank slides anywhere within a presentation by pressing CONTROL + M. This is a PowerPoint key command.

When pressed, PowerPoint inserts and opens the new slide.

Insert a new matching slide

A new presentation starts with only one slide. You can add more blank slides anywhere within a presentation by using a PowerPoint key command.

To do this:

  1. Select the slide in the Slide View Pane.
  2. TAB to the last object.
  3. Press CONTROL + ENTER. PowerPoint inserts and opens the new slide.

Insert a new duplicate slide

It is possible to insert a new slide that has the same layout and content as an existing slide in the presentation. This can help you create a presentation more quickly, as you will not have to adjust the layout of each individual slide.

To do this:

  1. Select the slide in the Slide View Pane.
  2. Press ALT + H. The "Home" tab opens.
  3. TAB to "New Slide" and press SPACEBAR. A list opens.
  4. DOWN ARROW to "Duplicate Selected Slides" and press ENTER. PowerPoint inserts and opens a new slide.

Add slide numbers

PowerPoint can apply numbering to slides automatically. This can make referencing specific slides easier when presenting a slideshow.

To do this:

  1. Press ALT + N. The "Insert" tab opens.
  2. TAB to the "Slide Number" button and press SPACEBAR. The "Header and Footer" dialog box opens.
  3. In the "Slide" page, TAB to the "Slide Number" checkbox and press SPACEBAR to select this item.
  4. If you do not want to have a slide number appearing on the first slide, TAB to the "Don't show on title slide" check box and press SPACEBAR to select this item.
  5. To apply your change to only the current slide, TAB to the "Apply" button and press SPACEBAR. To apply your change to all slides, TAB to the "Apply to All" button and press SPACEBAR. PowerPoint closes the dialog box and adds slide numbers to the bottom left hand corner of each slide.

Add slide notes

Notes are remarks and observations that you attach to a slide. A Slide Show will not show Notes but you can add them to print outs for personal reference or to form part of a more detailed hand out.

To add slide notes:

  1. Select the slide in the Slide View Pane.
  2. Press F6 until you reach the "Notes" Pane.
  3. Type the notes.

Note: If your text spans several paragraphs then you may find using "Notes Page" View more useful. In this view you can see a representation of the full page layout. You can change to Notes Page View by choosing "Notes Page" from the "View" tab. When in this view, you can use TAB to move to the Notes object and ENTER to enter edit mode.

Note: You can review notes during a slide show by using a SuperNova or ScreenReader hot key. To do this simply run the slide show, turn on the Dolphin Cursor and press the letter N to move focus to the notes area. You can then use the Arrow Keys to review the notes. To move focus back to the slide, press the letter S.

Delete a slide

To do this:

  1. Press SHIFT + F6 until focus moves to the Slide and Outline Pane.
  2. If the "Slide" page is not open, press CONTROL + SHIFT + TAB to switch to the "Slide" page. In this page each slide appears as a thumbnail image.
  3. Use the Arrow Keys to select the slide to delete.
  4. Press DELETE.

Section 7: Work with text

Add a title

When you insert a new blank slide, PowerPoint creates an object for a title. You can populate the title object with text.

To do this:

  1. Select the object in the Slide View Pane.
  2. Do one of the following:
    • To add text into a blank object, simply type your text. When you start to type text PowerPoint will automatically switch you into text edit mode.
    • To edit the current title, press ENTER. This will switch you into text edit mode.
    • To replace the existing title, press DELETE to remove the current text and then type your text. When typing your text PowerPoint will automatically switch you into text edit mode. Note, you must be careful when using DELETE to remove content because a second press of DELETE will remove the object itself. If this occurs, press CONTROL + Z to undo your last action.
  3. Press ESCAPE or press CONTROL + ENTER to move to the next object. If you are in the final object on the slide, pressing CONTROL + ENTER will insert a new slide. This new slide will match your previous slide's layout.

Add body text

When you insert a new blank slide, PowerPoint creates an object into which you can insert text. You can populate the object with text.

To do this:

  1. Select the object in the Slide View Pane.
  2. Do one of the following:
    • To add text into a blank object, simply type your text. When you start to type text PowerPoint will automatically switch you into text edit mode.
    • To edit the current text, press ENTER. This will switch you into text edit mode.
    • To replace the existing text, press DELETE to remove the current text and then type your text. When you start to type text PowerPoint will automatically switch you into text edit mode. Note, you must be careful when using DELETE to remove content because a second press of DELETE will remove the object itself. If this occurs, press CONTROL + Z to undo your last action.
  3. Press ESCAPE or press CONTROL + ENTER to move to the next object. If you are in the final object on the slide, pressing CONTROL + ENTER will insert a new slide. This new slide will match your previous slide's layout.

Change the case of text

PowerPoint allows you to change the case of text without you having to retype it.  This can save you time if you have typed large sections of text in the wrong case.

To do this:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some text then press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the text to change.
  3. Press SHIFT + F3. Repeat this hot key to cycle through the different ways you can apply the letter case including uppercase, lowercase and initial case.
  4. If you are in text edit mode, press ESCAPE.

Move text

As well as duplicating a slide, you can also move or copy specific areas of text from one slide to another. This can make the creation of slides with similar content much faster.

To do this:

  1. Select the object in the Slide View Pane.
  2. Do one of the following:
    • To move all the text to the Clipboard, press CONTROL + X.
    • To move part of the text, press ENTER to go into text edit mode, use SHIFT + Arrow Keys to select the text to move and press CONTROL + X to move the text to the Clipboard. When done, press ESCAPE to exit text edit mode.
  3. Go to the object in the target slide.
  4. Do one of the following:
    • To overwrite the existing text in the object, press CONTROL + V.
    • To add the text, press ENTER to go into text edit mode, use the Arrow Keys to position the cursor where you want to insert the text and then press CONTROL + V. When done, press ESCAPE.

Copy text

As well as duplicating a slide, you can also move or copy specific areas of text from one slide to another. This can make the creation of slides with similar content much faster.

To do this:

  1. Select the object in the Slide View Pane.
  2. Do one of the following:
    • To copy all the text in the object to the Clipboard, press CONTROL + C.
    • To copy part of the text, press ENTER to go into text edit mode, then use SHIFT and the Arrow Keys to select the text to copy and then press CONTROL + C to copy the text to the Clipboard. When done, press ESCAPE to exit text edit mode.
  3. Go to the object on the target slide.
  4. Do one of the following:
    • To overwrite the existing text in the object, press CONTROL + V.
    • To add the text, press ENTER to go into text edit mode, then use the Arrow Keys to position the cursor where you want to insert the text and then press CONTROL + V. When done, press ESCAPE.

Delete text

To do this:

  1. Select the object in the Slide View Pane.
  2. Do one of the following:
    • To remove all the text inside the object, press DELETE. Note, you must be careful when using DELETE to remove content because a second press of DELETE will remove the object itself. If this occurs, press CONTROL + Z to undo the last action.
    • To only delete part of the text, first press ENTER to switch into text edit mode, then use the Arrow Keys to go to the start of the text and then press DELETE to delete a character at a time. When done, press ESCAPE.

Section 8: Format text

Change font type

You can change the type of font you use in a slide.

To do this:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some text then press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the text to change.
  3. Press CONTROL + T. The "Font" dialog box opens. The first item in this dialog box is usually the "Font" list but this might change depending on any language support packs you may have installed.
  4. Use the Arrow Keys to select a font and press ENTER. You can also type in the name of the font and press ENTER. PowerPoint closes the dialog box and focus goes back to the slide.
  5. If you are in text edit mode, press ESCAPE.

Change font size

You can change the size of the font you use in a slide.

To do this:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some text then press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the text to change.
  3. Press CONTROL + T. The "Font" dialog box opens.
  4. TAB to the "Size" list.
  5. Use the Arrow Keys to choose a font size and press ENTER. You can also type in the size and press ENTER. PowerPoint closes the dialog box and changes the text.
  6. If you are in text edit mode, press ESCAPE.

Change font colour

You can change the colour of the text you use in a slide.

To do this:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some text then press ENTER to switch into text edit mode and then use SHIFT and the Arrow Keys to select the text to change.
  3. Press CONTROL + T. The "Font" dialog box opens.
  4. TAB to the "Colour" button and press SPACEBAR. A colour palette opens.
  5. Use the Arrow Keys to select a colour and press ENTER. PowerPoint closes the list and focus goes back to the dialog box.
  6. TAB to the OK button and press SPACEBAR. PowerPoint closes the dialog box and changes the text.
  7. If you are in text edit mode, press ESCAPE.

If the default colours are unsuitable then choosing "More Options" in the colour list will open a dialog box that includes an option to create a custom colour. Alternatively, Choosing "Automatic" will restore the colour to the PowerPoint default value.

Make text bold

To do this:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some text then press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the text to change.
  3. Press CONTROL + B.
  4. If you are in text edit mode, press ESCAPE.

Make text italic

To do this:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some text then press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the text to change.
  3. Press CONTROL + I.
  4. If you are in text edit mode, press ESCAPE.

Underline text

To do this:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some text then press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the text to change.
  3. Press CONTROL + U.
  4. If you are in text edit mode, press ESCAPE.

Remove manual format changes

You can remove format changes you have applied to text by using a PowerPoint key command. This will restore the character style back to its default values.

Note: You may find these hot keys conflicting with the SuperNova or ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova and ScreenReader Manual.

To do this:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some text in the object then press ENTER to switch into text edit mode and then use SHIFT and the Arrow Keys to select the text to change.
  3. Press CONTROL + SPACEBAR.
  4. If you are in text edit mode, press ESCAPE.

Section 9: Format paragraphs

Align paragraphs

You can set the edge of a paragraph to be flush with the left margin, right margin, centred or justified. A justified paragraph is flush with both the left margin and right margin.

To change alignment:

  1. Select the object in the Slide View Pane.
  2. If you only want to change some paragraphs then press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the paragraphs to change.
  3. Press:
    • CONTROL + L to left align the paragraphs.
    • CONTROL + R to right align the paragraphs.
    • CONTROL + E to centre the paragraphs.
    • CONTROL + J to justify the paragraphs.
  4. If you are in text edit mode, press ESCAPE.

Move paragraphs up or down

You can change the position of paragraphs in a slide using a PowerPoint key command.

To do this:

  1. Select the object in the Slide View Pane.
  2. Press ENTER to switch into text edit mode and then use the Arrow Keys to move the cursor to the paragraph you want to change.
  3. Press:
    • SHIFT + ALT + UP ARROW to move the paragraph up.
    • SHIFT + ALT + DOWN ARROW to move the paragraph down.
  4. When done, press ESCAPE.

Section 10: Lists

Change paragraphs into a bullet list

To do this:

  1. Select the object in the Slide View Pane.
  2. Press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the paragraphs to change.
  3. Press SHIFT + F10. A context menu opens.
  4. Do one of the following:
    • To use the default bullet style, DOWN ARROW to "Bullets" and press ENTER. PowerPoint closes the menu and creates the list.
    • To use an alternative bullet style, DOWN ARROW to "Bullets", RIGHT ARROW to open a sub menu, use the Arrow Keys to select a bullet style and then press ENTER. PowerPoint closes the menu and creates the list.
  5. When done, press ESCAPE.

Change paragraphs into a numbered list

To do this:

  1. Select the object in the Slide View Pane.
  2. Press ENTER to switch into text edit mode and use SHIFT and the Arrow Keys to select the paragraphs to change.
  3. Press SHIFT + F10. A context menu opens.
  4. 4.  Do one of the following:
    • To use the default numbering style, DOWN ARROW to "Numbering" and press ENTER. PowerPoint closes the menu and creates the list.
    • To use an alternative numbering style, DOWN ARROW to "Numbering", RIGHT ARROW to open a sub menu, use the Arrow Keys to select a numbering style and then press ENTER. PowerPoint closes the menu and creates the list.

Promote and demote list items

You can promote and demote items in a list. This can help give a structure to a list by allowing you to group specific points under a main heading.

To do this:

  1. Select the object in the Slide View Pane.
  2. Press ENTER to switch into text edit mode and then use the Arrow Keys to move the cursor to the start of the list item to change.
  3. Press:
    • TAB or SHIFT + ALT + RIGHT ARROW to demote the list item.
    • SHIFT + TAB or SHIFT + ALT + LEFT ARROW to promote the list item.
  4. When done, press ESCAPE.

Note: Pressing TAB or SHIFT + TAB will only work if the cursor is at the start of the paragraph. In all other cases, pressing TAB will insert a Tab character.

Move list items up or down

You can change the position of items in a list using a PowerPoint key command. Items that you move up or down will stay at the same level, and include all dependencies.

To do this:

  1. Select the object in the Slide View Pane.
  2. Press ENTER to switch into text edit mode and then use the Arrow Keys to move the cursor to the list item.
  3. Press:
    • SHIFT + ALT + UP ARROW to move the item up.
    • SHIFT + ALT + DOWN ARROW to move the item down.
  4. When done, press ESCAPE.

Stop adding items to a list

PowerPoint adds a new item into a list when you press the ENTER key.

To stop adding items when in text edit mode:

  1. Position the cursor at the start of the list item to change.
  2. Press SHIFT + F10. A context menu opens.
  3. Do one of the following:
    • If working in a bullet list, DOWN ARROW to "Bullets" and press ENTER to deselect this style. PowerPoint closes the menu and focus goes back to the slide. You stay in text edit mode.
    • If working in a numbered list, DOWN ARROW to "Numbering" and press ENTER to deselect this style. PowerPoint closes the menu and focus goes back to the slide. You stay in text edit mode. If this action splits a numbered list then the number sequence will automatically change for the subsequent items.

Section 11: Pictures, shapes and background colours

Insert a picture

You can insert a picture from the computer onto any slide. This means you could include a company logo or other such image into the slideshow.

To do this:

  1. Select the slide in the Slide View Pane.
  2. Press ALT + N. The "Insert" tab opens in the Ribbon.
  3. TAB to "Picture" and press SPACEBAR. The "Insert Picture" dialog box opens.
  4. SHIFT + TAB twice to move into the file list and use the Arrow Keys to select the file. If the file is in a different folder, use BACKSPACE to go one level up and use ENTER to open folders until you select the file.
  5. TAB to the "Insert" button and press SPACEBAR. PowerPoint closes the dialog box and inserts the picture onto the slide.
  6. If you need to change the properties of the picture, for example, size, position, colour or the inclusion of an alternative text description then press SHIFT + F10 to open a context menu, DOWN ARROW to "Format Picture" and press ENTER. This will open the "Format Picture" dialog box where you can set various format options. When done, TAB to the "Close" button and press SPACEBAR.

You can select the picture again, like with all other objects inserted onto a slide, by pressing TAB until you select the object.

Insert a shape

PowerPoint includes a set of basic shapes ready for you to use in slides. Shapes include rectangles, circles, lines, stars, flowchart symbols and arrows.

To insert a shape:

  1. Select the slide in the Slide View Pane.
  2. Press ALT + N. The "Insert" tab opens in the Ribbon.
  3. TAB to "Shape" and press SPACEBAR. A panel opens showing shapes available in different categories.
  4. Use the Arrow Keys to select a shape and then press ENTER. PowerPoint inserts the shape.
  5. If you need to change the properties of the shape, for example, size, position, colour or the inclusion of an alternative text description then press SHIFT + F10 to open a context menu, DOWN ARROW to "Format Shape" and press ENTER. This will open the "Format Shape" dialog box where you can set various format options. When done, TAB to the "Close" button and press SPACEBAR.

You can select the shape again, like with all other objects inserted onto a slide, by pressing TAB until you select the object.

Apply a background colour

To do this:

  1. Select the slide in the Slide View Pane.
  2. Press ALT + G. The "Design" tab opens in the Ribbon.
  3. TAB to the "Format Background" button and press SPACEBAR. The "Background" dialog box opens.
  4. In the "Fill" options, TAB to the "Colour" button and press SPACEBAR. A menu opens.
  5. Use the Arrow Keys to select a colour and press ENTER. The menu closes and focus goes back to the dialog box.
  6. If you want to apply the background colour to only the current slide, TAB to the "Close" button and press SPACEBAR. PowerPoint closes the dialog box and changes the background colour.
  7. If you want to apply the background colour to all slides, TAB to the "Apply to All" button and press SPACEBAR. PowerPoint closes the dialog box and changes the background colour.

If the default colours are unsuitable then choosing "More Options" in the colour list opens a dialog box that includes an option to create a custom colour. Alternatively, choosing "Automatic" in the colour list restores the colour to the default value.

Section 12: Transitions and effects

Add a slide transition

By default, each slide in a presentation will replace the other without any form of visual motion. You can apply a slide transition effect to make a slideshow more visually appealing.

To do this:

  1. Select the slide in the Slide View Pane.
  2. Press ALT + K. The "Transitions" tab opens in the Ribbon.
  3. TAB to the "Transition Styles" button and press SPACEBAR. A panel opens showing different transition styles.
  4. Use the Arrow Keys to select a style and press ENTER. PowerPoint applies the scheme to the current slide.
  5. If you want to make further changes, like changing the effect, adding sound, controlling timing and applying the transition to all slides, go back to the "Transitions" tab and use TAB to go through the options, choosing those you wish to apply.

Add animation effects

An animation effect adds richness to a slide, which helps to keep the audience interested in the slide's contents. You can add animation to objects in slides by choosing from PowerPoint's pre-defined schemes or by creating a custom animation. Please refer to PowerPoint's online help to learn more about applying custom animations.

To animate an object in a slide:

  1. Select the object to animate.
  2. Press ALT + A. The "Animations" tab opens in the ribbon.
  3. TAB to the "Animation Styles" button and press SPACEBAR. A panel opens listing animation styles.
  4. Use the Arrow Keys to select an animation style and press ENTER.
  5. To make further changes, like changing the effect, adding sound and controlling timing, go back to the "Animations" tab and use TAB to go through the options, choosing those you wish to apply.

Add movies and sounds to slides

You can add movies and sounds to a presentation. The movies and sounds that you add can come from a personal collection or from resources such as the Microsoft Clip Gallery.

To add a personal movie or sound to a slide:

  1. Select the slide in the Slide View Pane.
  2. Press ALT + N. The "Insert" tab opens in the Ribbon.
  3. Do one of the following:
    • To insert a movie, TAB to the "Video" button and press SPACEBAR. In the menu that opens, DOWN ARROW to "Video on My PC" and press ENTER.
    • To insert a sound, TAB to the "Audio" button and press SPACEBAR. In the menu that opens, DOWN ARROW to "Audio on My PC" and press ENTER.
  4. In the "Insert" dialog box that opens, SHIFT + TAB to move focus into the file list and use the Arrow Keys to select the file. If the file is in a different folder, use BACKSPACE to go one level up and use ENTER to open folders until you select the file.
  5. TAB to the "Insert" button and press SPACEBAR. PowerPoint closes the dialog box and inserts the object.
  6. To make further changes, like changing effects and playing times, go to the new "Format" and "Playback tabs and use TAB to go through the options, choosing those you wish to apply. Note that the new tabs only appear when the object has the focus in the slide view.

Section 13: Present a slide show

Start and move through a slide show

You can start a slide show at the beginning or start a slide show from the current slide. When the slide show is playing, you can move to the previous or next slide and go directly to a slide using PowerPoint key commands.

Slide Show Hot Keys

Function Hot key
Start slide show from beginning F5
Start slide show from current slide SHIFT + F5
Perform the next animation or go to the next slide N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW or SPACEBAR
Perform the previous animation or go to the previous slide P, PAGE UP, LEFT ARROW, UP ARROW or BACKSPACE
Go to the first slide 1 + ENTER
Go to a slide number n + ENTER (where n is the slide number)
Stop or restart an automatic slide show S or SHIFT + EQUALS
Exit a slide show ESCAPE

Display a black or white screen in a slide show

You can display a black or white screen during a slide show by pressing a PowerPoint key command. If you are playing an automated slide show then this key command will also halt your slide show. To restart your slide show press the PowerPoint key command again.

Slide Show Black or White Hot Keys

Function Hot key
Display a black screen B or FULL STOP
Display a white screen W or COMMA

Read a slide in a slide show

You can read a slide during a slide show by using the Dolphin Cursor.

To do this;

  1. Select the slide in the slide show.
  2. Turn on the Dolphin Cursor.
  3. Use the Arrow Keys to review the text.
  4. After reviewing the text, turn off the Dolphin Cursor and use the PowerPoint key commands to continue the slide show, for example, press RIGHT ARROW to go to the next animation or slide.

Read notes in a slide show

Notes are remarks and observations that you attach to a slide. A Slide Show will not show Notes but you can add them to print outs for personal reference or to form part of a more detailed hand out.

You can review notes during a slide show by using the Dolphin Cursor.

To do this;

  1. Select the slide in the slide show.
  2. Turn on the Dolphin Cursor.
  3. Press N. This will move the Dolphin Cursor to the notes area. This area is not visible on the screen.
  4. Use the Arrow Keys to review the notes.
  5. After reviewing the text, press S to move the Dolphin Cursor back to the slide or turn off the Dolphin Cursor and use the PowerPoint key commands to continue the slide show, for example, press RIGHT ARROW to go to the next animation or slide.

Present using a portable projector

If you are presenting from a laptop or other portable device and using magnification then, by default, when you attach a projector this will display the same magnified output. To show the laptop screen magnified and the projector screen unmagnified requires a change to the SuperNova settings.

To do this:

  1. Press LEFT CONTROL  + SPACEBAR. The SuperNova control panel opens.
  2. Press ALT + V to open the "Visual" menu and choose "Multiple Monitors". The "Multiple Monitors" dialog box opens.
  3. Use the Arrow Keys to select the "Clone with Standard View" item.
  4. Tab to the "OK" button and press SPACEBAR. SuperNova closes the dialog box and saves the setting.
  5. Press ESCAPE.

When you are ready to give your presentation, press F5 in the main PowerPoint window. You can use SPACEBAR to move from one slide to the next.

Use Presenter View with two or more  displays

PowerPoint allows you to display your slideshow on a separate monitor or projector to your slide notes. Presenter View allows you to view the slide currently being displayed to the audience whilst reviewing your notes at the same time, which are not visible to the audience.

To do this you first need to tell PowerPoint which display to show your slide notes on, and which to display your presentation. You will need to extend your desktop across your second monitor if you wish to use "Presenter View".

To do this:

  1. Press ALT + S. The "Slide Show" tab opens in the Ribbon.
  2. SHIFT + RIGHT ARROW to the "Monitors" group and TAB to the "Show Presentation On" list and use the Arrow Keys to select the monitor displaying the slideshow to the audience. Generally, this is a projector.
  3. TAB to the "Use Presenter View" checkbox and press SPACEBAR to select this option.

You will also need to turn on SuperNova's "Presentation Mode" in the "Multiple Monitors" dialog box through the SuperNova Control Panel.

Section 14: Popular PowerPoint hot keys

General Hot Keys

Function Hot key
New CONTROL + N
Open CONTROL + F12
Save As F12
Save CONTROL + S
Spell check F7
Thesaurus SHIFT + F7
Print CONTROL + P
Print Preview CONTROL + F2
Close CONTROL + F4 or CONTROL + W
Exit ALT + F4

Navigation Hot Keys

Function Hot key
Move to next pane F6
Move to previous pane SHIFT + F6
Move to next slide in Slide View Pane PAGE DOWN
Move to previous slide in Slide View Pane PAGE UP
Move to next object in Slide View Pane TAB
Move to previous object in Slide View Pane SHIFT + TAB

Format Hot Keys

Function Hot key
Increase font size CONTROL + GREATER THAN
Decrease font size CONTROL + LESS THAN
Increase font size by 1 pt CONTROL + RIGHT SQUARE BRACKET
Decrease font size by 1 pt CONTROL + LEFT SQUARE BRACKET
Make text bold CONTROL + B
Make text italic CONTROL + I
Underline text CONTROL + U
Make text subscript CONTROL + EQUALS
Make text superscript CONTROL + SHIFT + EQUALS
Align paragraph left CONTROL + L
Centre align paragraph CONTROL + E
Align paragraph right CONTROL + R
Justify paragraph CONTROL + J
Demote paragraph SHIFT + ALT + RIGHT ARROW
Promote paragraph SHIFT + ALT + LEFT ARROW
Move paragraph up SHIFT + ALT + UP ARROW
Move paragraph down SHIFT + ALT + DOWN ARROW
Change case SHIFT + F3
Remove character formatting CONTROL + SPACEBAR

Cut, Copy and Paste Hot Keys

Function Hot key
Copy the selected object CONTROL + C
Cut the selected object CONTROL + X
Paste CONTROL + V
Copy format CONTROL + SHIFT + C
Paste format CONTROL + SHIFT + V

Undo / Redo Hot Keys

Function Hot key
Undo the last action CONTROL + Z
Redo the last action CONTROL + Y

Find Hot Keys

Function Hot key
Find CONTROL + F
Repeat find (after closing Find and Replace window). SHIFT + F4
Replace CONTROL + H
Go To CONTROL + G

Slide Show Hot Keys

Function Hot key
Start slide show from beginning F5
Start slide show from current slide SHIFT + F5
Perform the next animation or go to the next slide N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW or SPACEBAR
Perform the previous animation or go to the previous slide P, PAGE UP, LEFT ARROW, UP ARROW or BACKSPACE
Go to the first slide 1 + ENTER
Go to a slide number n + ENTER (where n is the slide number)
Stop or restart an automatic slide show S or SHIFT + EQUALS
Exit a slide show ESCAPE

Slide Show Black or White Hot Keys

Function Hot key
Display a black screen B or FULL STOP
Display a white screen W or COMMA