Powerpoint Tips

Keyboard shortcuts
Adjust space between a bullet point and text
Remove Background Graphics
Place objects precisely
Creating the Perfect Circle, Square, Star, and More
Using animation
Using text boxes
Adding pictures into autoshapes
How to add music
Embed sound files so can be distributed
Inserting flash files
Adding video clips


Keyboard shortcuts
Ctrl+X, Ctrl+C, Ctrl+V = Cut, Copy and Paste the selected object (respectively). Once you learn them, you'll find you never go to the Edit menu anymore.

Ctrl+Z = Undo. Everyone's favorite "oops" command.

Ctrl+B = Apply Bold. Select text then type Ctrl+B and magically your text is bold.

Ctrl+I = Apply Italic. Same idea as adding bold, except it adds italic instead.

Shft+F3 = Toggles case. You do NOT want all uppercase text in almost any presentation, so switch it to something else. You use Shift+F3 to switch case from UPPER, lower, and Initial Caps.

Ctrl+Home, Ctrl+End = In Outline view, move to the top and bottom of the presentation, respectively. Within a slide, move to the top or bottom of the placeholder text.

Ctrl+S = Save a presentation. Do this before the power failure.

Ctrl+M = Insert a new slide. Okay, it's not very mnemonic, but it's easier then the menu.

Ctrl+D = Make a duplicate of the selected slide (or selected object). This command is much faster than a copy and paste.

F7 = Check spelling. Prevent embarrassment -- learn to love the F7 key.

Esc = Select an object (not the contents). Sometimes clicking an object to select it without highlighting the contents is tricky. When in doubt, try hitting the Esc key.

Tab or Shift+Tab = Press until the desired object is selected. If slide objects are layered on top of one another, it can be tricky sometimes to select what you want.

F5 = Run a slide show.

Page Down = In a slide show, move to the next slide.

Page Up = In a slide show, move to the previous slide.

Esc = In a slide show, press Esc to end the slide show.
Adjust space between a bullet point and text
To finely adjust the space between the bullet point and the text.  Sometimes you just cannot get the spacing just right between the bullet point and the text. And when you adjust it, it's either just too much or too little.

To adjust it finely:
1. Turn the ruler on, by selecting the "View" menu
2. Make sure there is a tick next to "Ruler" to display the ruler
3. Select the text object that you want to adjust
4. On the ruler move the lower part of the paragraph indentation. It's called the "Left Indent". It looks like a small house. But to adjust it finely. . . . Press and hold the CTRL
Remove Background Graphics
Graphics you place on the slide master appear in every slide in the presentation. For more graphic diversity, you may want to leave the graphics off certain slides. Choose Format, Background and place a checkmark next to Omit background graphics from master.

Place Objects Precisely
PowerPoint has positioning tools you can use to place objects precisely. Suppose for example, you have two objects in two different slides that you want to appear in exactly the same location on the slide. First, select the object that is in the correct location. Right click and choose the Format command. In the Position tab, check the horizontal and vertical position and write it down somewhere. Then select the second object, right-click and choose the Format command again. Enter the same numbers in the Horizontal and Vertical boxes that you wrote down before.

Creating the Perfect Circle, Square, Star, and More
If you have even tried to draw a circle or square on a slide, you might have noticed that the tool is actually called ellipse or rectangle which does not automatically give you a perfectly
proportional shape.
The next time that you want an evenly proportioned shape, select the toolbar or AutoShape option that you want, press and hold down [Shift] and then draw the object. Release the mouse before letting go of the [Shift] key and you will have a perfect circle (or square). Hold [Shift] again if you need to re­size the shape.
This trick can also be used for drawing other shapes including stars, octagons, triangles, and more.
Quickly Copy a Shape
Do you want more copies of your perfect shape? Here's an easy way to make a copy:
1) Click once on the shape to select, 2) Press and hold down [Ctrl] and drag the object to create a copy in a new location.
Easy Alignment: If you want the original and the copy to be evenly aligned either horizontally or vertically, follow the steps above but also add the [Shift] key which will "constrain" or limit your movement to be only across or up and down.
Using text boxes
Sometimes you can get into difficulty with text and boxes. I often see a text box on top of an Autoshape such as a rectangle. This creates problems with getting the text to line up, or with moving the text and the boxes across the screen.
There are two ways around this. First you could add a rectangle onto the screen. To add text to the rectangle you only need to click onto it and then start typing. The only problem that you may face is that Microsoft PowerPoint defaults to the setting ‘resize Autoshape to fit text’. To turn this off you simply need to right click on the object and then select the Format Autoshape > Text Box and unclick resize Autoshape to fit text. In some versions it’s Format Text Box... > Text Box. I usually find it useful to select Word wrap text in Autoshape.
The alternative is to type in your text using the text box tool. By default the text box will be given a transparent line colour and fill. To change this you can just click on the Fill Color and Line Color buttons on the bottom toolbar. To change the size of the text box you will probably need to change the ‘resize Autoshape to fit text’ setting as above.


Adding pictures into autoshapes
One way to make your presentation more stylish is to add pictures into Autoshapes. This can look really nice if you use pictures within circles or stars. Rather than needing an image editing package to do this you can do all of it directly in Microsoft PowerPoint.
Add in your Autoshape such as a circle or a star. Select the Fill Color button found on the Draw Toolbar usually found at the bottom of the screen. Then select Fill Effects > Picture and then select Picture and Insert. You probably also want to select Lock picture aspect ratio to keep the picture in proportion.
There are a couple of things that you may need to watch out for. Firstly this can rather dramatically increase the file size and we have also found that this function has not worked so well across facilities such as the Webex conference service.
Embed sound files
PowerPoint by default links to sound files greater than 100Kb. This means that if you embed your sound file into your PowerPoint presentation and send your presentation by email, or play your presentation on another machine, the sound file will not play.

To embed your sound file into PowerPoint
1. Choose “Options” from the Tools main menu and go to the General tab.

2. Set the value next to “Link sounds with file size greater than” to 5000 kb. This will allow you to embed sound files of up to 5megabytes each. Enter a higher number if you wish to embed even larger sound files.

3. Click OK.
If you have already added sounds to your presentation before following steps 1 -3 above, then you will need to locate and delete each of the sound files, and re-insert them using Insert, Movies and Sounds, Sound from File….
The sounds you re-insert this way and any sounds (with file sizes less than 5000kb or about 5mb) will be embedded into your PPT file, not linked.
Your PowerPoint presentation (PPT file), will now be larger this way, but the sounds won’t get lost, and will be included when distributing your presentation.
Adding Video Clips
To add in a picture select Insert > Movies and Sounds > Movie From File
Please note: The Video is not embedded
Video is not embedded into the presentation - only linked. This means that if you email the presentation then the video will not work. The solution to this is to email both the video and the presentation at the same time.
Watch the length of video clips
If you are including video clips into a presentation make sure that they are short and snappy. We find that up to 45 seconds works best. We find that audiences typically get very twitchy after watching 60 seconds of video. If you have a longer clip the we suggest that you cut it down to shorter clips.