{"id":8283,"date":"2018-09-14T09:38:46","date_gmt":"2018-09-14T09:38:46","guid":{"rendered":"https:\/\/mauriziolacava.com\/?p=8283"},"modified":"2026-01-26T13:01:47","modified_gmt":"2026-01-26T13:01:47","slug":"10-powerpoint-hacks-you-never-heard-of","status":"publish","type":"post","link":"https:\/\/www.mauriziolacava.com\/en\/10-powerpoint-hacks-you-never-heard-of\/","title":{"rendered":"PowerPoint hacks you’ve never heard of"},"content":{"rendered":"\n
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Have you ever seen a very good colleague working on PowerPoint<\/span>, only to be struck by something he does, and you don’t understand how he did it?<\/p>\n\n\n\n

You know, those gestures, those functions or shortcuts<\/strong> that surprise you and that if you\u2019d known them before, you would have saved a lot of work time? I’ll show you 10 PowerPoint<\/span> Hacks<\/strong> you’ve never heard of.<\/p>\n\n\n\n

With time and experience, I have learned countless functions, generally by working directly on PowerPoint presentations<\/a> and also by answering specific community questions. Many of these insights emerged from real client projects I\u2019ve worked on with my team at our PowerPoint presentation design agency<\/a>, where optimizing efficiency and visual clarity is part of our daily routine.<\/p>\n\n\n\n

So, I decided to create a list of PowerPoint<\/span> tricks<\/strong> that, in my opinion, are more interesting and can really change your life, saving you an important amount of time.<\/p>\n\n\n\n

From now on, I’ll update this list every time I discover a new, interesting trick. So, do not hesitate to give me some suggestions!<\/p>\n\n\n\n

Let’s start.<\/p>\n\n\n\n

<\/div>\n\n\n\n

<\/span>PowerPoint Hacks You May Not Know About<\/span><\/h2>\n\n\n\n

<\/span>1. Make multiple images the same size<\/strong><\/span><\/h3>\n\n\n\n

If you have two or more images of different sizes and proportions and you want to make them uniform in size, how do you do it? Here’s one of our PowerPoint hacks to make it fast and easy.<\/p>\n\n\n\n

In the article Free images for PowerPoint presentations: the definitive guide,<\/a> I explained how to use proportional Crop images in PowerPoint<\/a> which, in my opinion, is a very useful technique in many situations and fits well in this case.<\/p>\n\n\n\n

Let’s see an example.<\/p>\n\n\n\n

I pasted 3 images of different sizes and proportions.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

To make them all the same size<\/strong>, traditionally, you just have to choose the reference image<\/span> and then re-proportion the cutouts of the other 2 on the dimensions of the first.<\/p>\n\n\n\n

To do this, the only solution<\/span> would seem to be overlaying the images to be cut out on the first image<\/span><\/strong> and manually proportion the cropping frame.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

I remind you that the frame is recognized by the black handles around the image<\/span><\/strong>. Do not confuse it with the image<\/span> handles, the white dots, which are used to resize the image<\/span> itself (not the frame).<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n
\"PowerPoint<\/figure>\n\n\n\n

Note that I have matched the cropping frame with the dimensions of the image<\/span> below.<\/p>\n\n\n\n

Now I fill the cropping frame with the “Fill” command located inside the cropping menu, and the image<\/span> will be centered and cut proportionally on the side edges so as to perfectly fill the cropping frame.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

Repeating the operation, I get the same result and finally have the three alternatives re-proportioned, but there is a much smarter way.<\/p>\n\n\n\n

Select the three images and access the menu called “Picture Layout” which, to be clear, is a kind of Smart Art menu dedicated to images.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

I recommend a simple layout<\/span> to the images clean up, and you will soon understand why.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n
\"PowerPoint<\/figure>\n\n\n\n

You will get a sort of Smart Art that cages the images, re-proportioning them and making them uniform in size.<\/p>\n\n\n\n

In our case, the text and cage are superfluous, so we can eliminate them. With the right mouse button, divide the group twice.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

If you have the operating system in English, the shortcut is CTRL + SHIFT + G to split<\/strong> the group while you can use CTRL + G to group.<\/strong><\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

Now select and delete the blue rectangles, retaining only the images.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

As you can see, the re-proportioned<\/b> images all of the same size. This technique can save you a lot of time<\/strong> when working with images in PowerPoint<\/span>. Add it to the techniques presented in the complete guide of images in PowerPoint<\/span> to complete your timesaving arsenal.<\/p>\n\n\n\n

A special mention to my friend Taylor, from whom I learned this technique<\/a>.<\/strong><\/p>\n\n\n\n

Taylor’s technique is not bad at all, but if you’ve started to know me, you know how much importance I give to efficiency,<\/strong> and this PowerPoint hack requires multiple steps to get the result.<\/p>\n\n\n\n

Moreover, the technique works because the images are set as the background of some shapes, so the final result is not images, but shapes with your images as a background, and this affects the graphics<\/span> quality of the images.<\/p>\n\n\n\n

For this reason, I decided to develop my functionality to resize images in PowerPoint.<\/strong><\/a><\/p>\n\n\n\n

First, insert images from the MLC Assets panel directly into PowerPoint<\/span>. If you do not know the panel, I invite you to consult the search section and insert images directly into PowerPoint article:<\/a><\/strong><\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

Note that I have chosen images of different sizes and proportions. The proportions of the images are an additional problem compared to the shapes that, in fact, can be more easily resized.<\/p>\n\n\n\n

You do not want to unmask an image<\/span> by applying the proportions of another!<\/strong><\/p>\n\n\n\n

Let’s try to apply the dimensions and proportions of the image<\/span> of the tiger to the other two.<\/p>\n\n\n\n

I select the image<\/span> of the tiger, select the other two and then use the “Make Same Size” button of the MLC PowerPoint<\/span> Addin<\/a>.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

The images will be immediately resized proportionally.<\/p>\n\n\n\n

Now I want to talk to you about the next point, so I’ll leave you to examine the MLC PowerPoint addin on the reference page.<\/a><\/p>\n\n\n\n

Write<\/span> to me if you have any questions.<\/p>\n\n\n\n

<\/div>\n\n\n\n

<\/span>2. Keep everything at your fingertips with the Quick Access Toolbar<\/strong><\/span><\/h3>\n\n\n\n

Among the most-used PowerPoint Hacks by those who work professionally in PowerPoint<\/span>, there are alignments<\/strong> and distributions<\/strong>.<\/p>\n\n\n\n

Let’s take the example in which 3 shapes sit on the same slide<\/span> and you want to align them vertically with respect to their center.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

How do you do it as quickly as possible?<\/strong><\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

Let’s see the necessary steps. After selecting the three shapes, you have to open the “Arrange” menu and then the “Align” sub-menu to be able to click<\/span> once on the “Align Middle” alignment (x1 click<\/span> + x1 Submenu + x1 click<\/span>).<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

You have aligned them, now suppose you also want to distribute them.<\/p>\n\n\n\n

Open the “Arrange” menu again, the “Align” sub-menu and, this time, select the horizontal distribution button.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

Finally, the three forms are aligned and distributed, but it has certainly not been efficient. Want to see what would be really efficient?<\/strong><\/p>\n\n\n\n

Look under the main ribbon of my PowerPoint<\/span>, do you notice something?<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Enlarged for clarity, this is my “Quick Access Toolbar” (QAT).<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Do we try to redo alignment and distribution with the functions available just a click<\/span> away?<\/strong><\/p>\n\n\n\n

I select the shapes and I click<\/span> on the two buttons Align and Distribute. Very simple!<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

What am I suggesting?<\/p>\n\n\n\n

If you have not already done so, this is the time to set up your Quick Access Toolbar,<\/strong> and that should include a set of basic features, arranged in a specific order to enhance your efficiency in PowerPoint<\/span>.<\/p>\n\n\n\n

Once you understand how this amazing tool works, you can even customize it<\/strong> by adding all the features you want.<\/p>\n\n\n\n

Let’s start by opening your “Quick Access Toolbar” which, unless you have already undertaken customization, will be on top of the ribbon.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

Do you see that little arrow at the end of the features?<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

That is the arrow you need to open the “Quick Access Toolbar”<\/strong> settings. In fact, clicking on it opens the menu that shows you some of the main commands that you can include in the QAT, simply by ticking them and then the “More Commands” option.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

By clicking on “More Commands”, you can access the QAT administration panel.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

The functions box on the left shows all the most popular PowerPoint<\/span> commands (Popular Commands), while the box on the right shows the commands included in the QAT.<\/p>\n\n\n\n

The first 5 commands of my QAT are automatically inserted by PowerPoint<\/span>;<\/strong> the others are those that I have inserted and distributed, those on which we will focus.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

Do we set your QAT by copying the basic functions from mine?<\/p>\n\n\n\n

For me, the basic functions are all the alignments<\/strong>, the distributions<\/strong>, the door forward <\/strong>and the back door.<\/strong><\/p>\n\n\n\n

First of all, I advise you not to look only at the most popular commands, because you will not find any alignments or distributions. Replace “Popular Commands” with “All Commands” to display a list of all the commands in PowerPoint<\/span>. There are plenty of other PowerPoint hacks to work with here!<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

To move a command from the left box to the right one, simply select it and then click on the “Add” button.<\/p>\n\n\n\n

Look for the first alignment button in alphabetical order.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

Click the “Add” button repeatedly to add all 6 alignment buttons to your QAT:<\/strong><\/p>\n\n\n\n

1. Align Object Bottom<\/p>\n\n\n\n

2. Align Object Center<\/p>\n\n\n\n

3. Align Objects Left<\/p>\n\n\n\n

4. Align Object Middle<\/p>\n\n\n\n

5. Align Objects Right<\/p>\n\n\n\n

6. Align Objects Top<\/p>\n\n\n\n

The typical mistake is to add other alignment buttons that are not part of these 6 or to add the “Align Objects” menu that would add a little arrow with the list of all the alignments in the QAT, moving them a click away from you.<\/p>\n\n\n\n

You can add the “Bring to Front” and the “Send to Back” functions from this same menu, in the same way. The purpose of these buttons is to allow you to quickly send behind or bring an object in front of you without going crazy with the levels.<\/p>\n\n\n\n

Finally, all you have to do is add the function to rotate shapes 90\u00b0 , which can often be convenient to have on hand.<\/strong><\/p>\n\n\n\n

Once you move the buttons into the box on the right, it’s time to rearrange them so you can always have them at your fingertips. For this reason, I suggest you follow the order I set up because after years of testing, it proved to be the most effective.<\/p>\n\n\n\n

One last tip: <\/strong>move the QAT under the ribbon so you have it right near the work area and minimize mouse travel.<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n

You can also watch my video tutorial<\/strong> <\/a>on how to setup a Quick Access Toolbar. <\/p>\n\n\n\n

Now you have the QAT set correctly, aside from the last buttons which are included in MLC PowerPoint<\/span> Addin. <\/strong><\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n
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<\/span>3. Quickly duplicate any object<\/strong><\/span><\/h3>\n\n\n\n

You have an object on the slide and you want to duplicate it several times by arranging it in line with the first one. How do you do it? Are there any PowerPoint hacks to make it easy?<\/p>\n\n\n\n

\"PowerPoint<\/figure>\n\n\n\n
\"unknown<\/figure>\n\n\n\n

The most common answer is copy-paste (CTRL + C and CTRL + V). And then position by hand, or with the alignment functions at the desired point.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

What if I wanted to duplicate it again? You just have to repeat the procedure.<\/p>\n\n\n\n

There is a PowerPoint<\/span> function called “Duplicate<\/strong>” and it is activated with the keyboard command CTRL + D.<\/p>\n\n\n\n

Let’s see how it works.<\/p>\n\n\n\n

When you select a shape and activate the CTRL + D shortcut,<\/strong> it’s as though you copy-paste the square.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

Now position it manually, like you did before.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

At this point, if you reactivate the CTRL + D shortcut, the square will be duplicated, keeping the alignment and the distribution (same distances).<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

Interesting, right? But I want to take it to an even higher level. In fact, this basic PowerPoint<\/span> duplication technique has a problem, in that the first square has to be aligned manually.<\/p>\n\n\n\n

I propose you the alternative I use.<\/strong><\/p>\n\n\n\n

Select the first image<\/span>, hold CTRL (to duplicate) and SHIFT (to constrain the drag to the horizontal axis or abscissa).<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

Once positioned, you are ready to apply the great trick.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n
\"\"<\/figure>\n\n\n\n

Try using the CTRL + Y combination,<\/strong> and the shape will be duplicated while maintaining distribution and alignment.<\/p>\n\n\n\n

This advanced form of duplicating is more accurate than CTRL + D because, in this case, the restricted drag of the mouse is achieved thanks to the SHIFT button and, therefore, nothing is left to the free hand of the operator. <\/p>\n\n\n\n

Do you have any other PowerPoint hacks for this?<\/p>\n\n\n\n

<\/div>\n\n\n\n

<\/span>4. Getting rid of bullet points<\/strong><\/span><\/h3>\n\n\n\n

The classic bullet list is one of the most serious ills in PowerPoint.<\/span> Here is an example.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

We know that bullet points<\/strong> in presentations are not effective<\/strong> because they force the audience to read, distract them and cause the loss of attention that many speakers suffer because of their own slides.<\/p>\n\n\n\n

One of our PowerPoint hacks is to fix the bullet point.<\/p>\n\n\n\n

To solve a bullet point, the first thing to do is to independently manage each bullet point.<\/strong><\/p>\n\n\n\n

Are you wondering how to separate each bullet from the text box?<\/strong><\/p>\n\n\n\n

Certainly I will not tell you to drag the text sentence by sentence into new text boxes, because it would mean repeating an inefficient action several times.<\/p>\n\n\n\n

An alternative is to convert the bulleted list into a SmartArt.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n
\"unknown<\/figure>\n\n\n\n

At first glance, it seems that you have caged the text<\/strong> in a model. In fact, all you need to do is split the group twice to get each separate point.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

If you have the operating system set in English, the keyboard shortcuts are: CTRL + G to group and CTRL + SHIFT + G to divide.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

To arrange them horizontally, simply drag the first one to the left, the last one to the right<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

And then combine the align and distribute functions.<\/strong><\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

I’ll show you first the distribute (function) that makes you better understand the dynamics of what I’m doing.<\/p>\n\n\n\n

Now I can align center.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

Now you just need to group the shapes and drag them inside the perimeter of the slide.<\/p>\n\n\n\n

\"unknown<\/figure>\n\n\n\n

This procedure is certainly much more efficient than dragging any message outside the main text box. <\/p>\n\n\n\n

However,  dealing constantly with bullet points in the slides of my clients, I have developed an even more efficient alternative.<\/strong><\/p>\n\n\n\n

Do you remember the initial bullet point?<\/p>\n\n\n\n

Just select it and apply a function that I have integrated into the MLC PowerPoint<\/span> Addin, called “Split<\/strong>“. This function breaks the bullet point into independent text boxes in a single click (the “Merge” button obviously does the opposite).<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

For the arrangement, it could then be combined with the historical “Grid Shapes” function that is always present in the MLC ribbon.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

To prepare the texts before applying the “Grid Shapes”, make them smaller and remove the bullet point.<\/p>\n\n\n\n

Launch the “Grid Shapes<\/strong>“, setting the distribution on 4 columns and a row.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

There’s still a trick I’ve used,<\/strong> and you’ve probably noticed that I have never closed the MLC ribbon, not even to make the text smaller.<\/p>\n\n\n\n

How did I reduce the text without clicking on the button to make it smaller on the “Home” tab?<\/p>\n\n\n\n

No, I didn\u2019t use a shortcut.<\/p>\n\n\n\n

In fact there are some very frequently used features (like font size change) on PowerPoint<\/span> that do not have very practical keyboard shortcuts.<\/strong><\/p>\n\n\n\n

For this reason, I have provided myself with a very, very special mouse<\/a> that allows me to be even more efficient when I work with PowerPoint<\/span>.<\/p>\n\n\n\n

Thanks to my very efficient friend Taylor, who taught me this hack.<\/p>\n\n\n\n

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