10 Tips to Boost Productivity in PowerPoint

Teachers have so many things to worry about, spending time on creating the perfect presentation for your students shouldn’t be one of them. Luckily, many tedious tasks in Microsoft PowerPoint can be fixed with the help of these tips. These 10 tips will help boost your productivity in PowerPoint so that you are spending more time on what really matters – your students and their lessons. 

Table Of Contents

#1 Templates


Productivity tip number one is to take advantage of making your own template. PowerPoint has a variety of templates whenever you open the application; however, if you don’t see any you like, you can create your own, or personalize one they already have.

To begin creating your own template, just start with a blank slide, a theme that PowerPoint already has, or one of your own presentations that you want to reuse over and over again. Start with changing fonts, colors, sizes, and backgrounds for the slides. You can also insert any images, such as a logo, that you will want to have on your template along with any titles or content on the slides.

When all the changes have been made, save the presentation as a PowerPoint Template instead of a plain Template file. When saving, make sure to drop down the file type and change to PowerPoint template (.potx). Then, the next time you open PowerPoint you can use this template again without having to recreate the same thing. 

#2 Slide Master Template 

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Tip 2 differs from Tip 1 because it is a design template for just this particular presentation. Instead of copying and pasting something on every slide of your presentation, you only have to do it once – saving you plenty of repetitive actions. 

Head over to the View tab on the PowerPoint ribbon, then click on Slide Master. You will then see a slide for each layout option in PowerPoint. Scroll to the very top to view the Slide Master. Whatever formatting or items you place on this slide will then appear on every slide.

This is the easiest way to add a school logo, your name, or the course title to every slide in the same place. When your ready to get back to your slides, just click on the Close Master View button.

#3 Eyedropper 

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The eyedropper is a wonderful tool. It allows you to exactly match any color with the click of a button so you don’t have to spend time trying to match it for yourself. The eyedropper can be used when changing the font color, background color, or shape colors.

Just click the Eyedropper from the bottom of the menu when changing the color of your item. An eyedropper will appear as your mouse, and you can hoover over the color you want. You can take a color from any image or text on your slide. When you have the color you want, just click and the color will be applied.

#4 Design Ideas 

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If you are struggling with your creativity when making your presentation, you can rely on PowerPoint’s design Ideas! This tool can upgrade your presentation by giving it a total makeover.  

In the Design tab, just click on the Design ideas icon. Then you can scroll through and choose which design you like the best. It will update any of the slides you already have in your deck. 

Please Note: You must be an Office 365 user to have access to Design Ideas.

#5 Keyboard Shortcuts 

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Keyboard shortcuts are the easiest and fastest way to boost your productivity. There are so many shortcuts in PowerPoint, but while you are creating your PowerPoint slides, there are a two major shortcuts you should definitely be using to speed up your editing process.  

The first is to use CTRL+Drag to easily copy a shape or image.

The second is to hold down the “Shift” key to make perfect shapes.

#6 Align Objects 

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Quickly and easily align all the different objects on your PowerPoint slide. If you have many objects, text or images, on a slide and you want it to be lined up properly, you can easily make sure everything is in the right place with the Align Tool.  

First, you must click all the objects you will want to align. Do so by holding down the Shift key and clicking the objects. Next, in the Home tab on the PowerPoint ribbon you can click on Arrange, and then Align. You will see that you can align the objects left, right center, or top, middle, bottom. There is also an option to horizontally and vertically align them. With just a couple of clicks, your slides can look nice and orderly!

#7 Group Images

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Objects on your slide can be grouped together to make formatting changes, or to move them at the same time. Text, images, or a mix of the two can be grouped together.

To group objects together, hold down the Shift key while clicking the desired objects. Then, right-click and on the menu, click Group, and Group. All the objects grouped can now be moved together, and be edited at the same time. To ungroup objects, just right-click and choose Group and Ungroup.

#8 Format Painter 

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The format painter is one of the best productivity tips. You can easily match the format of one text to another, or the format of an image to another image.  

To use the format painter you just need to highlight the text (or click on the image) that you will want to copy the format of. Next, on the Home tab, click on the Paintbrush in the Clipboard section. The format is now copied. To paste this format on another piece of text, highlight the new text (or click on the image) without clicking anywhere else.

If you are interested in pasting the same format on many different pieces of text, you can double click on the Paintbrush and paste the same format as many times as you would like. This saves you having to highlight and click the Paintbrush over and over again.

Lastly, I can tell you about the keyboard shortcuts for the Format Painter. To copy the format use “CTRL+SHIFT+C” and then to paste the format use “CTRL+SHIFT+V.” Now you can save yourself having to click on the Paintbrush at all!

#9 Reuse Slide 

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Tip number 9 is to reuse a slide! If you have a slide from a previous presentation that will work well in your current slide deck, you can easily insert that slide into your presentation.  

When you go to add a new slide in your presentation, instead of clicking on a layout option, at the bottom of the menu, click Reuse Slides. The side panel will open, and you can browse for the file that has the slide you want. Once you have chosen a file, the file will open in the side panel.

Then, you just need to choose the slide you want, and it will insert it into your presentation in the matching formatting. If you want to keep the original formatting, click the checkbox at the bottom that says “Keep Source Formatting.”

#10 Quick Access Toolbar

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Lastly, tip number 10 is your quick access toolbar! This toolbar is located in the left-hand corner is available to you no matter which tab on the ribbon is open.

You can customize this toolbar to add tools that you use the most. Many people use the presentation button to begin their presentation, but you can also add quick print, or take a look at any of the other commands PowerPoint offers so that you will have convenient access to that action at anytime.

& those are the ten tips that you can start using to increase your productivity in PowerPoint! We know teachers have so much on their plate, so we hope you are able to implement some of these tips to help you spend time on what matters most.

For more Tips and Tricks to help you master PowerPoint, continue on with these two articles:

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