PowerPoint 2016 Tabs/Ribbons Shortcut Keys

Learn the various PowerPoint 2016 shortcut keys for the Tabs/Ribbons and Backstage.

Shortcut keys allow you to maneuver through PowerPoint’s tabs and ribbons using the keyboard instead of the mouse.  To assist you, I’ve compiled a listing of the PowerPoint 2016 shortcut keys for the Tabs/Ribbons and Backstage.

File Tab / Backstage

The File tab works differently than any of PowerPoint’s other ribbon tabs as it does not give a set of commands on the ribbon.  Instead, when you click File, you are taken to the area that Microsoft calls the “backstage.”  This is the area where you work with your presentation and PowerPoint as a whole, rather than individual changes within the presentation.  This tab contains many of the common file tasks, including opening and saving presentations, printing, setting options, and sharing options.   Information: The circled arrow in the top left corner of the backstage screen will return you to your presentation.

File tab / backstage commands
Action Ribbon location Keyboard shortcut
Access the File tab File tab Alt + F
Info – Presentation information File tab > Information ALT + F, I
New – Create a new presentation File tab > New Alt + F, N or CTRL + N
Open – Open a presentation File tab > Open ALT + F, O or CTRL + O
Save – Save the presentation File tab > Save ALT + F, S or CTRL + S
Save As – Save the presentation with a new name or in a new location (Save as) File tab > Save As F12 or ALT + F, A
History – See a complete list of changes that have been made to your presentation and access earlier versions. File tab > History ALT + F, K
Print – Print the presentation File tab > Print ALT + F, P or CTRL + P
Share – Share the presentation via email, Web, SharePoint, etc. File tab > Share ALT + F, H
Export – Convert the presentation to a different file format File tab > Export ALT + F, E
Close – Close the presentation File tab > Close ALT + F, C or CTRL + W
Account – Manage your Office, Windows and One Drive accounts File tab > Account ALT + F, D
Options – Customize the way PowerPoint looks and functions, including the commands available on the ribbons File tab > Options ALT + F, T
Feedback File tab > Feedback ALT + F, Y2

Home Tab

The Home tab contains the most used functions/features.  It contains the options to apply formatting and styles to text, cut and paste as well as search your worksheet.  The Home tab contains six groups – 1-Clipboard, 2-Slides, 3-Font, 4-Paragraph, 5-Drawing, and 6- Editing.VLBTechEd PowerPoint Commands Home Image

Home tab commands
Action Ribbon location Keyboard shortcut
Go to Home tab Home tab ALT + H
Copy selection to the clipboard Home tab > Clipboard group > Copy ALT + H, C or CTRL + C
Delete selection and copy it to the clipboard Home tab > Clipboard group > Cut ALT + H, X or CTRL + X
Paste from the clipboard Home tab > Clipboard group > Paste ALT + H, V or CTRL +V
Paste from the clipboard and choose formatting Home tab > Clipboard group > Paste Special ALT + H, VS
Format Painter Home tab > Clipboard group > Format Painter ALT + H, FP
Format text Home tab > Font group Bold:
CTRL + B
Italic:
CTRL + I
Underline:
CTRL + U
Font Color:
ALT + H, FC
Change font size Home tab > Font group > Font Size ALT + H, FS, use the DOWN ARROW or type the size and press ENTER
Set Alignment Home tab > Paragraph group Left:
ALT + H, AL
Right:
ALT + H, AR
Center:
ALT + H, AC
Justified:
ALT + H, AJ
Insert new slide Home tab > Slides group > New Slide ALT + H, I
Reset the position, size, and formatting of the slide placeholders to their default settings Home tab > Slides group > Layout ALT + H, L
Insert a shape Home tab > Drawing group > Draw Shape ALT + H, SH
Arrange shapes Home tab > Drawing group > Arrange Shapes ALT + H, G
Set the fill for the selected shape(s) Home tab > Drawing group > Shape Fill ALT + H, SF
Set the shape outline for the selected shape(s) Home tab > Drawing group > Draw Shape ALT + H, SO
Set the shape effect for the selected shape(s) Home tab > Drawing group > Shape Effect ALT + H, SE
Find a word, phrase or heading Home tab > Editing group > Find ALT + H, FDF or CTRL + F
Find and replace a word or phrase Home tab > Editing group > Replace ALT + H, RR
Find and replace font Home tab > Editing group > Find ALT + H, RF

Insert tab

The Insert tab provides additional functions for things you may need to insert into the presentation, such as tables, pictures, charts, links, shapes, and video, etc.  The Insert tab contains ten groups – 1-Slides, 2-Tables, 3-Images, 4-Illustrations, 5-Add-ins, 6-Links, 7-Comments, 8-Text, 9-Symbols, and 10-Media.VLBTechEd PowerPoint Commands Insert Image

Insert tab commands
Action Ribbon location Keyboard shortcut
Go to the Insert tab Insert tab ALT + N
Insert new slide Insert tab > Slides group > New Slide ALT +N, SI
Insert a table Insert tab > Tables group > Table ALT + N, T
Insert a picture from your computer Insert tab > Images group > Pictures ALT + N, P
Insert an online picture Insert tab > Images group > Online Pictures ALT + N, F
Insert a screenshot Insert tab > Images group > Screenshot ALT + N, SC
Insert Photo Album Insert tab > Images group > Photo Album ALT + N, A1
Insert a shape Insert tab > Illustrations group > Shapes ALT + N, SH
Insert SmartArt graphics Insert tab > Illustrations group > SmartArt ALT + N, M
Insert a chart Insert tab > Illustrations group > Chart ALT + N, C
Insert a hyperlink Insert tab > Links group > Hyperlink ALT +N, I or CTRL + K
Insert comments Insert tab > Comments group > Comment ALT + N, L
Insert a header or Footer Insert tab > Text group > Header & Footer ALT + N, H
Insert WordArt Insert tab > Text group > WordArt ALT +N, W
Insert slide number s Insert tab > Text group > Slide Number ALT + N, SN
Insert an object Insert tab > Text group > Object ALT + N, J
Insert Equation Insert tab > Symbols group > Equation ALT + N, E
Insert symbol Insert tab > Symbols group > Symbol ALT + N, U
Insert a video Insert tab > Media group > Video Online Video:
ALT + N, VO
Video on My PC:
ALT + N, VP
Insert audio Insert tab > Media group > audio ALT + N, O
Create screen recording Insert tab > Media group > Screen Recording ALT + N, R

Design tab

The design tab contains commands to add a theme or color scheme or format the slide background.  The Design tab contains four groups – 1-Themes, 2-Variations, 3-Customize, and 4-Designer.VLBTechEd PowerPoint Commands Design Image

Design tab commands
Action Ribbon location Keyboard shortcut
Go to the Design tab Design tab ALT + G
Add a theme Design tab > Themes group ALT + G, H
Set a variation of the current theme Design tab > Variations group ALT + G, V
Set the slide size Design tab > Customize group > Slide Size ALT + G, S
Format the background Design tab > Customize group > Format Background ALT + G, F
View the design ideas Design tab > Designer group > Design Ideas ALT + G, D

Transitions Tab

The Transitions tab contains commands for transitioning from one slide to the next.  The Transitions tab contains three groups – 1-Preview, 2-Transition to This Slide, and 3-Timing.VLBTechEd PowerPoint Commands Transitions

Transitions tab commands
Action Ribbon location Keyboard shortcut
Go to the Transitions tab Transitions tab ALT + K
Preview Transitions Transitions tab > Preview group > Preview ALT + K, P
Set transition types Transitions tab > Transition to this slide group ALT + K, T
Set transition effect options Transitions tab > Transition to this slide group > Effect Options ALT + K, O
Add sound to transitions Transitions tab > Transition to this slide group > Sound ALT + K, U
Set length of transition Transitions tab > Transition to this slide group > Duration ALT + K, E
Apply transition to all slides Transitions tab > Transition to this slide group > Apply to All ALT + K, L
Advance slide on mouse click Transitions tab > Transition to this slide group > On Mouse Click ALT + K, M
Set time for automatically advancing the slide Transitions tab > Transition to this slide group > Timing After:
ALT + K, F
Time:
ALT + K, I

Animations Tab

The Animations tab contains commands to choreograph the movement of things on your slides.  Many possibilities are listed in the gallery.  The Animations tab contains four groups – 1-Preview, 2-Animation, 3-Advanced Animation, and 4-Timing.VLBTechEd PowerPoint Commands Animations

Animations tab commands
Action Ribbon location Keyboard shortcut
Go to the Animations tab Animations tab ALT + A
Preview animations Animations tab > Preview group > Preview ALT + A, P
Select animation type Animations tab > Animation group ALT + A, S
Select animation effect options Animations tab > Animation group > Effect Options ALT + A, O
Set animation timing Animations tab > Timing group Start:
ALT + A, T
Duration:
ALT + A, DU
Delay:
ALT + A, DE
Reorder Animation Animations tab > Timing group Move earlier:
ALT + A, E
Move Later:
ALT + A, L

Slide Show Tab

The Slide Show tab contains commands to assist in setting up your presentation to show to others.  The Slide Show tab contains three groups – 1-Start Slide Show, 2-Set Up, and 3-Monitors.VLBTechEd PowerPoint Commands Slide Show

Slide Show tab commands
Action Ribbon location Keyboard shortcut
Go to the Slide Show tab Slide Show tab ALT + S
Run slide show from the beginning Slide Show tab > Start Slide Show group > From Beginning ALT + S, B
Run slide show from the current slide Slide Show tab > Start Slide Show group > From Current Slide ALT + S, C
Present slide show online Slide Show tab > Start Slide Show group > Present Online ALT + S, D
Work with custom slide show Slide Show tab > Start Slide Show group > Custom Slide Show ALT + S, M
Set Up slide show Slide Show tab > Set Up group > Set Up Slide Show ALT + S, S
Hide a slide Slide Show tab > Set Up group > Hide Slide ALT + S, H
Rehearse slide timings Slide Show tab > Set Up group > Rehearse Timings ALT + S, T
Record the slide show Slide Show tab > Set Up group > Record Slide Show ALT + S, N
From beginning:
ALT S, NS
From current slide:
ALT S, NR
Play narrations Slide Show tab > Set Up group > Play Narrations ALT + S, P
Use timings Slide Show tab > Set Up group > Use Timings ALT + S, U
Show media controls Slide Show tab > Set Up group > Show Medial Controls ALT + S, W
Select monitor Slide Show tab > Monitors group > Select Monitor ALT + S, O
Use presenter view Slide Show tab > Monitors group > Use presenter view ALT + S, V

Review Tab

The Review tab contains commands to proof, add comments, and compare presentations.  The Review tab contains six groups – 1-Proofing, 2-Insights, 3-Language, 4-Comments, 5-Compare, and 6-Ink.VLBTechEd PowerPoint Commands Review

Review tab commands
Action Ribbon location Keyboard shortcut
Go to the Review tab Review tab ALT + R
Run a spelling check Review tab > Proofing group > Spelling ALT + R, S or F7
Use Thesaurus Review tab > Proofing group > Thesaurus ALT + R, E
Run Smart Lookup Review tab > Insights group > Smart Lookup ALT + R, R
Translate text Review tab > Language group > Translate ALT + R, L
Select language Review tab > Language group > Language ALT + R, U
Work with comments Review tab > Comments group New Comment:
ALT + R, C
Delete Comment:
ALT + R, D
Previous:
ALT + R, V
Next:
ALT + R, N
Show Comments:
ALT + R, P
Compare Review tab > Compare group Compare:
ALT + R, G
Accept:
ALT + R, A
Reject:
ALT + R, J
Previous:
ALT + R, F
Next:
ALT + R, H
Reviewing Pane:
ALT + R, I
End Review:
ALT + R, W

View Tab

The View tab contains commands to change the view of the presentation and master, and display such items as the ruler and grid, zooming in and out and splitting the window.  The View tab contains seven groups – 1-Presentation Views, 2-Master Views, 3-Show, 4-Zoom,5-Color/Grayscale, 6-Window, and 7-Macros.VLBTechEd PowerPoint Commands View

View tab commands
Action Ribbon location Keyboard shortcut
Go to the view tab View tab ALT + W
Switch to normal view View tab > Presentation Views group > Normal ALT + W, L
Switch to outline view View tab >Presentation Views group > Page Break Preview ALT + W, PO
Switch to slide sorter View tab >Presentation Views group > Slide Sorter ALT + W, I
Switch to notes pane View tab >Presentation Views group > Notes Pane ALT + W, T
Switch to reading view View tab >Presentation Views group > Reading View ALT + W, D
View slide master View tab >Master Views group > Slide Master ALT + W, M
View handout master View tab >Master Views group > Page Break Preview ALT + W, H
View notes master View tab >Master Views group > Notes Master ALT + W, K
Show/hide ruler View tab > Show group > Ruler ALT + W, R
Show/hide gridlines View tab > Show group > Gridlines ALT + W, G
Show guides View tab > Show group > Guides ALT + W, S
Show notes View tab > Show group > Notes ALT + W, PN
Zoom the document in or out View tab > Zoom group > Zoom ALT + W, Q
Fit the document to the window View tab > Zoom group > Fit to Window ALT + W, F
Work with color settings View tab > Color/Grayscale group Color:
ALT + W, C
Grayscale:
ALT + W, O
Black and White:
ALT + W, B

Click here to download a PDF of the PowerPoint 2016 Shortcut Keys for Tabs Ribbons and BackStage

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