PowerPoint Tips and Tricks You Did Not Know

Most users believe they know everything about PowerPoint. Really? I bet you are going to learn something reading this post.

These tips & tricks will teach PowerPoint users how to enhance their productivity and create more impactful presentations.

Recover Unsaved Presentations

Have you ever experienced the frustration of exiting a presentation, only to realize you didn’t save it? Don’t panic! PowerPoint offers a lifeline to recover unsaved presentations.

Here’s how:

1. Open PowerPoint.
2. Go to File > Open.
3. Scroll down to the bottom of the recent presentations list.
4. Click on Recover Unsaved Presentations.

This feature can be a real lifesaver, bringing back your recent unsaved work from the digital abyss.

Use the Quick Access Toolbar

The Quick Access Toolbar (QAT) is a powerful customization feature located at the top of the PowerPoint window. It provides instant access to your favorite tools, regardless of which tab you’re currently using.

By default, it includes:

• Save
• Undo
• Repeat
• Start from beginning

To customize your QAT:

1. Click the drop-down arrow at the right of the QAT.
2. Select More Commands.
3. Choose commands from the left list and click Add to include them in your QAT.

Alternatively, access this menu via File > Options > Quick Access Toolbar.

Convert SmartArt to Shapes

Sometimes, you might want more flexibility with your SmartArt graphics. Converting them to individual shapes allows for easier customization and independent movement.

To convert SmartArt to shapes:

1. Right-click on your SmartArt.
2. Select Ungroup.

That’s it! You now have individual shapes to work with, offering greater design flexibility.

Convert Tables to Shapes

Tables are functional but can lack visual appeal. Converting them to shapes can dramatically improve your slide’s aesthetics.

Follow these steps:

1. Copy the table you want to convert.
2. Use the Paste Special command.
3. Select Picture (Enhanced Metafile) from the list.
4. Right-click on the pasted image and select Ungroup.
5. Confirm the action when prompted.

You’ll now have a group of independent shapes that you can easily customize to match your presentation’s style.

Zoom on a Part of the Slide

When presenting complex slides, you may need to focus on specific details. PowerPoint’s zoom feature allows you to do just that during your presentation.

To use the zoom feature:

1. Enter Slide Show mode.
2. Move your mouse to reveal the controls.
3. Click on the magnifying glass icon at the bottom.
4. Click on any part of the slide you want to zoom in on.

Use the hand tool or arrow keys to navigate while zoomed in. To exit zoom mode, click the magnifying glass again or press ESC.

Generate Lorem Ipsum Text

Need placeholder text quickly? PowerPoint has a built-in lorem ipsum generator.

For PowerPoint 2010 and later:

1. Select any shape or text box.
2. Type =lorem(x) where x is the number of paragraphs you want.
3. Press Enter.

For non-Latin text or earlier versions: Use =rand(x,y) where x is the number of paragraphs and y is the number of sentences per paragraph.

Increase the Number of Undos Allowed

By default, PowerPoint limits you to 20 undos. For complex presentations, this might not be enough. Fortunately, you can increase this limit.

To change the undo limit:

1. Go to PowerPoint Options.
2. Navigate to the Advanced section.
3. Find the “Maximum number of undos” setting.
4. Adjust the number (minimum 3, maximum 150).

Remember, a higher number of undos may impact PowerPoint’s performance.

Create Custom Autocorrect Shortcuts

Create your own shortcuts for frequently used words or phrases to speed up your workflow.

To set up custom Autocorrect shortcuts:

1. Go to PowerPoint Options > Proofing > Autocorrect Options.
2. Enter your desired shortcut in the “Replace” field.
3. Enter the full text in the “With” field.
4. Click “Add”.

Now, whenever you type your shortcut and press space, PowerPoint will automatically replace it with your chosen text.

Pro tip: Choose unique shortcuts to avoid conflicts with common words or abbreviations.

By mastering these PowerPoint tips and tricks, you’ll streamline your workflow, enhance your presentations, and impress your audience with your newfound skills.