09 August 2021
Lately I’ve been spending lot of time in PowerPoint. Here are some tips I collected for working efficiently, with thanks to my friends in consulting for pointing me in the right direction. These tips are for Windows, but most work on macOS too.
Alt menu keyboard shortcuts
When you press the Alt key in Office applications, letters will appear next to entries in the top ribbon. You can type the letters as keyboard shortcuts to navigate menus and press buttons. This is much faster than navigating with a mouse, especially as you memorize shortcut patterns for frequently-used buttons.
Pressing the F4 key repeats your previous command. For example, if you have just changed the color of some text to red, you can highlight some other text, press F4, and it will also be made red. If you have just inserted a slide, pressing F4 will insert another one.
Ctrl-click and drag
Holding the Ctrl key while clicking and dragging on an object or group will duplicate it. Holding Shift at the same time maintains alignment. You can use this technique to create nice-looking slide templates with little effort.
Automatically align and distribute
Avoid positioning or aligning objects on a slide manually. The arrange menu has everything you need to do it automatically. You can group and ungroup objects as needed to make the align and distribute commands do what you want.
Automate content layout
Design slides and graphics in a way that lays out content automatically based on templates and rules.
For example, it’s common to make a presentation with many similar slides. One way to handle this is to spend time making a single slide look good, then copy and paste it so you only have to replace the content for all of the similar slides. This is better than designing all of the similar slides from scratch, but it’s still not great. If the presentation’s design requirements changed, you would have two options. You could make the change manually to each similar slide, or make the change to one slide, copy and paste it, and re-replace the content for each slide. Both options waste a lot of time.
A better way to design similar slides is to go into the slide master view and create a layout that can be used for all of them. A layout has fixed elements as well as placeholders for text and graphics that are unique to each slide that uses it. With a layout, you spend time on the design of one template then only have to worry about content for the specific slides. When design requirements change, you can just change the template and all of the slides that use it are updated automatically.
Similarly, for simple graphics, you can use SmartArt. SmartArt allows you to provide content as standalone text and images and then automatically lays out the graphic. You can then tweak the graphic type and style with little effort.
VBA and Excel
The best way to make slides that need to be updated based on data that change over time is to put the data in Excel and automate the creation of the slides using a VBA script. VBA can make arbitrarily formatted slides based on whatever data are in the backing Excel file. For example, you could write a VBA script to populate slide titles and bullets from spreadsheet cells, or to make complex graphics that would take a lot of time to produce and tweak by hand.