Powerpoint 2010 Cheat Sheet

PowerPoint 2010 Cheat Sheet

Contents

PowerPoint 2010 Cheat Sheet

Templates and Themes

Apply a template or theme

Format the slide master

Work with layouts

Edit Whole Slides

Duplicate slides

Copy a slide or slides from one presentation to another

Edit Objects

Duplicate objects

Select multiple objects

Align objects

Group objects

Copy formatting from one object to another

Move objects

Move an object in front of or behind another object

Repeat the last action

Exactly specify the size of an object

Edit Text

Re-order bulleted text

Remove bullets from text

Turn text into SmartArt (diagram)

Work with images

Get only photos: The clip-art secret

Resize a photo

Crop a picture

Fill a shape with a photo

Work with Charts

Change the chart type

Delete chart features

Change data for a chart

Templates and Themes

Ellen Finkelstein, Inc.

Apply a template or theme

Go to the Design tab.

If the template or theme is shown in the Themes group, just click it to apply it to the entire presentation.
If the template or theme is not shown, click the small “More” down arrow at the right side of the Themes group and choose Browse for Themes. Then navigate to the template or theme and open it.

If you are provided with a presentation file (.pptx) instead of a template or theme, then you have to copy and paste slides. Here are the steps:

Open your current presentation in slide sorter view.
Press Ctrl + A to select all of the slides, then copy to the Clipboard.
Open the template presentation and paste into slide sorter view.
Usually, by default, the presentation will take on the destination presentation’s formatting, which is what you want, but if not, click the “Paste Options” clipboard icon’s down arrow and choose “Use Design Template Formatting” or “Use Destination Theme.”

Note: Templates (*.pot) were the norm for PowerPoint 2003 and older versions. PowerPoint 2007 introduced themes, which are .thmx files. In 2007, you can still use templates, which are .potx files.

Format the slide master

Choose View> Slide Master
To affect all layouts, click the top, larger layout on the left.
Make changes to font, font color, etc.
Click the Normal View icon to exit the Slide Master.

Ellen Finkelstein, Inc.

Work with layouts

Ellen Finkelstein, Inc.

All slides should use a layout. They shouldn’t just be the blank layout with text boxes and other elements inserted, because then placement varies from slide to slide and you can’t make global changes to layout.To choose a layout, right-click next to a slide (in the gray area or where there aren’t any other objects). Choose Layout, then choose a specific layout.

Ellen Finkelstein, Inc.

Edit Whole Slides

Ellen Finkelstein, Inc.

Duplicate slides

To duplicate a slide, select it in the left-hand pane. Then press Ctrl+D.

Copy a slide or slides from one presentation to another

Click the slide thumbnail in the left panel of the slide you want to copy.
Display the other presentation where you want to copy the slide to.
In the left panel, click where you want the new slide to go, above or below an existing slide.
To paste the slide with the destination presentation’s formatting, just paste (Ctrl + V). But to keep the slide’s original formatting, go to Home tab> Clipboard group and click the down arrow below the Paste button and choose the Keep Source Formatting button—you’ll have to hover over the buttons to see their ToolTip and find the right one.

Ellen Finkelstein, Inc.

Edit Objects

Ellen Finkelstein, Inc.

Duplicate objects

To duplicate an object (image, shape, textbox, anything), select it and press Ctrl+D.

Select multiple objects

To select multiple objects on a slide, click on a blank area of a slide and drag diagonally to completely enclose all the objects you want to select in a box. Another technique is to click one object, then press and hold Ctrl or Shift and click the other objects you want to select.

Align objects

Select the objects. Click the Format tab, then choose Align and one of the options (Left, Top, etc.)

Group objects

To group objects, select the objects. Then press Ctrl+G.To ungroup objects, right-click the grouped object and choose Group>Ungroup or press Ctrl+Shift+G.

Copy formatting from one object to another

Select the object that has the formatting you like. On the Home tab, click the Format Painter button. Then click another object to make it like the first one.

Move objects

If dragging isn’t accurate enough, select the object and use the arrow keys. For even smaller movements, press the CTRL key while you use the arrow keys.

Move an object in front of or behind another object

Behind: Right-click the object and choose Send to Back>Send to Back or Send to Back>Send Backward

In front: Right-click the object and choose Bring to Front>Bring to Front or Bring to Front>Bring Forward

Repeat the last action

To repeat the last action, you can often press the F4 key at the top of the keyboard. For example, if you want to change the size of text in several boxes, change the text in one box. Then select the text in the second box and press the F4 key. You can repeat as many times as needed.

Exactly specify the size of an object

To specify the size of an object to be the same as another object, follow these steps:

Select the first object.
Click the Format tab that appears.
In the Size group, write down the Height and Width sizes.
Select the second object.
In the Size group, type the Height and Width sizes that you wrote down.

Ellen Finkelstein, Inc.

Edit Text

Ellen Finkelstein, Inc.

Re-order bulleted text

Place the cursor over a bullet that you want to move. Click and drag up or down.

Remove bullets from text

Click in the paragraph and click the Bullets button on the Home tab to remove the bullets. But that leaves the left margin uneven. So, on the ruler, click the triangle at the bottom of the ruler that lines up with the indent and drag it to the left to line up with the triangle at the top of the ruler.

Turn text into SmartArt (diagram)

To turn text in a text placeholder into a diagram, click anywhere inside the placeholder.
On the Home tag, in the Paragraph group, choose Convert to SmartArt.
Choose one of the visible options or choose More SmartArt graphics to open a dialog box where you can choose a category and many more configurations.

To edit SmartArt, select it and then do any of the following:

Click the left arrow on the left side of the border to open a text area, where you can edit the text easily. (Some SmartArt works with 1st and 2nd level bulleted text. To create 2nd level text, press Tab to move the text to the right. This text goes in a separate shape in the SmartArt.)
Click the SmartArt Tools Design tab, in the SmartArt Styles group, choose any option. Also, you can choose Change Colors for color options.
Also on the Design tab, in the Layout group, you can choose another layout (configuration).
Also on the Design tab, in the Create Graphic group, you can add a shape.
Click the SmartArt Tools Format tools for the same tools you have on the Format tab for any shape. There you can change the fill, outline, etc.

Ellen Finkelstein, Inc.

Work with images

Ellen Finkelstein, Inc.

Get only photos:The clip-art secret

On the Insert tab, click Clip Art. In the Clip Art task pane that opens, click the Results Should Be drop-down list. Uncheck everything except Photographs.

Resize a photo

Almost always, you should resize a photo by its corner handles. Select the photo, and drag inward or outward from one of the corners. If you drag from a side or top handle, you distort the photo. When enlarging a photo, check it in Slide Show view to be sure it hasn’t become grainy and pixelated.

Crop a picture

The purpose of cropping is to hide part of the picture, either to fit in a certain space or to eliminate parts that aren’t important to your point.

Select the picture. On the Format tab, click the Crop button. You’ll see special crop handles on the edges. Click one and drag inward. Do that on as many sides as you want. Click off the picture to deselect it.

Fill a shape with a photo

You have to have a separate image file. If you want to use a ClipArt photo, insert it (Insert>Clip Art), then right-click and choose Save As Picture.

Then select the shape. On the Format tab, choose Shape Fill> Picture. Navigate to, and choose the image file and click Open.

Ellen Finkelstein, Inc.

Work with Charts

Ellen Finkelstein, Inc.

Change the chart type

Right-click in the chart and choose Change Chart Type.

Delete chart features

To delete the plot area border or legend border, select it and press the Del key.

Change data for a chart

Click in the chart to select it. Choose the Chart Tools Design tab that appears. Click Edit Data. Change the data in the temporary Excel spreadsheet that opens and then just close the spreadsheet; you don’t need to save it. The new figures automatically show up in the PowerPoint chart.

Ellen Finkelstein, Inc.