Microsoft PowerPoint offers a variety of keyboard shortcuts to help users create presentations more efficiently. However, many users overlook the function keys at the top of the keyboard, not realizing the time-saving features they provide. This article will explore what each function key does in PowerPoint to help you unlock their full potential.
Introduction
The F1 through F12 keys running along the top of your keyboard are known as “function keys”. They perform specific functions in various programs, providing quick access to tools and features.
In PowerPoint, the function keys give you easy access to helpful presentation tools, from starting a slideshow to repeating recent actions. Learning these shortcuts can save you significant time compared to clicking through menus and toolbar buttons.
Below we will explore what each function key does in PowerPoint, with simple explanations and examples so you can immediately put them to use in your next presentation.
F1 – Get Help
The F1 key opens PowerPoint’s Help menu. This provides access to PowerPoint’s help articles, tutorials, training resources and more.
When editing a presentation, F1 will open a menu where you can search help topics or browse PowerPoint features.
During a slideshow, F1 opens a dialog box listing keyboard shortcuts available while presenting.
F2 – Edit Text
The F2 key lets you easily edit text boxes and placeholders in PowerPoint slides.
Press F2 when a text box is selected to enter text edit mode. Press it again to exit text editing and select the text box object.
This makes it easy to quickly type content then reposition the text box on your slide.
F3 – Change Case
Select some text in your presentation and press F3 to quickly change the text case.
It will cycle between three formats:
- Initial Capitals
- ALL CAPS
- all lower case
Great for formatting titles and headings consistently across slides.
F4 – Repeat Action
Press F4 to instantly repeat your last action in PowerPoint.
This could be applying formatting, inserting an object, duplicating a slide, and much more. F4 does it again without having to re-select menu options.
Save time on repetitive tasks like inserting charts, shapes or applying animations.
F5 – Start Slideshow
The most popular function key in PowerPoint is F5. It starts your presentation from the first slide.
Rather than clicking through menus to start presenting, just press F5. Great when you’re in a hurry to present to a group.
F6 – Next Pane
In Normal editing view, PowerPoint shows the Slides, Outline and Notes panes.
Press F6 to cycle through and activate each pane.
Quickly check speaker notes or add slide text without clicking around.
F7 – Spelling
Press F7 to perform a spelling and grammar check on your presentation.
PowerPoint will scan text placeholders and highlight any errors found so you can correct them.
Run this before finalizing a presentation to catch mistakes.
F8 – Macro
The F8 key opens PowerPoint’s Macros dialog box. Here you can view available macros, create new ones or edit existing macros.
Advanced users can automate repetitive tasks by recording and saving macros.
F9 – Grid/Guides
F9 shows and hides PowerPoint’s grid and alignment guides.
The grid helps align objects to make designs look organized. Guides help perfectly line up shapes and text boxes across multiple slides.
Press F9 to toggle the visibility when precision alignment is needed.
F10 – Key Tips
Press F10 to toggle PowerPoint’s Key Tips feature.
Key Tips shows shortcut letter keys for accessing ribbon items via the keyboard. Experienced users can utilize Key Tips to boost productivity.
F11 – VBA Editor
For developers and advanced macros users, F11 opens the Visual Basic Editor where you can create and edit VBA macros.
This extends what you can do with macros for maximum automation.
F12 – Save As
The F12 key launches PowerPoint’s Save As dialog box. Here you can save a new copy of your presentation.
It’s useful for creating backups at various stages of development in case you need to revert changes.
Conclusion
Learning PowerPoint’s function key shortcuts helps boost your productivity by providing quick access to commonly used features. Whether starting a slideshow, editing text, aligning objects or saving presentations, the function keys should be part of your PowerPoint toolkit.
Refer to this guide when creating your next presentation and try pressing the F keys instead of menu clicking. Over time, these shortcuts will become second nature, allowing you to build slides more efficiently.
So unlock the power of those F keys today! Your future presentations will thank you.
