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Format Text
PPT Productivity PowerPoint add-in has 200+ time saving features in our Power Tools product. PPT Productivity's Format Text features let you quickly:
- Add ticks (check marks) or cross bullet points to text
- Toggle between 5 different text cases
- Toggle word wrapping on or off
- Convert text to superscript
- Color bold text
- And more!
Scroll down or use the side navigation to learn more about these time saving PowerPoint shortcuts.
Align Text
Feature Description
Video Shortcut Links
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Six common text alignment buttons let you align text quickly.
Text alignment in PowerPoint can be time consuming. These six buttons providing fast access to align text to the left, right, center, top, middle, or bottom of your text box.
Productivity Tip
The align text buttons make it easy to quickly change the alignment of text while you work, but remember that updating the slide master of your presentation's templates is the best solution if you're consistently changing the main text boxes.
Shortcut Keys
All PPT Productivity features can be used via the Customizable PowerPoint Shortcuts feature. You can update the shortcut keys to any preferred available combination, but to get you started we have set up the following for aligning text:
- PowerPoint Shortcut to Align paragraph to top of a shape: Alt+T
- PowerPoint Shortcut to Align paragraph to middle of a shape Alt+M
- PowerPoint Shortcut to Align paragraph to bottom of shape Alt+B
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Fit text to textboxes
PPT Productivity has 3 timesaving buttons to format textboxes in PowerPoint.
Use the buttons to quickly change the formatting of PowerPoint textboxes. Choose from three options:
- Turn off Autofit: turn off autofit in PowerPoint, to prevent the text resizing to suit the textbox size
- Shrink text to fit size: resize text, so it fits within the textbox
- Resize shape to fit text: resize textbox to fit the text (textbox may shrink or grow, depending on current text)
When you use PowerPoint without this helpful feature, there are many clicks required to get the same outcome. You need to right click the textbox, select Format shape, select Text Options, then select from the text box format options.
Productivity Tip
If your text almost fits the textbox or shape, you can alternatively use PPT Productivity's PowerPoint margin toggle feature - narrower margins might fix it.
Wrap Text Toggle
PPT Productivity's PowerPoint Wrap Text Toggle feature enables single click access to update wrap formatting in PowerPoint.
The wrap text toggle lets you toggle text wrapping on or off in a single click or shortcut key, so you can determine the best format for your selected text.
Select the text box or shape on your slide containing text to update. Click the wrap text feature to turn on text wrapping. If text wrap is already enabled, clicking will instead turn text wrapping off.
Shortcut Keys
All PPT Productivity features can be used via the Customizable PowerPoint Shortcut Keys feature.
You can update the shortcut keys to any preferred available combination, but to get you started we have set up a PowerPoint Shortcut for wrap text: Alt+Shift+W
Merge Textboxes
Merge text from two or more text boxes or shapes on your PowerPoint slide in a single click, to join textboxes in PowerPoint
PPT Productivity's Merge Textboxes feature lets you combine text from two or more text boxes in PowerPoint. The feature combines text from the selected text boxes or shapes to join the content of the shapes. Text will be merged into the first selected text box.
Productivity Tip
Merge Text is equivalent to the join textboxes portion of a Split / Join textboxes feature requested by our McKinsey alumni customers. Scroll down to read about split textboxes.
Split Textboxes
Quickly separate a PowerPoint textbox into multiple text boxes to split the text up, based on spaces.
PPT Productivity's Split Join feature lets you separate text into multiple textboxes, or combine text from two or more text boxes in PowerPoint. Enter text into a single textbox, then select the textbox and click Split Join. The text will be separated out into multiple textboxes, based on the carriage returns in the text.
This feature is super helpful when copying text to PowerPoint from Microsoft Word or another format.
Increase/ Decrease Font size
Feature Description
Video Shortcut Links
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The Increase and Decrease Font size for PowerPoint features increase or decrease selected text by 2 points per click
This replicates a standard PowerPoint feature, to make it readily available from the PPT Productivity Ribbon. It enables you to quickly nudge text to be larger or smaller in your selected text box or shape.
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Change Text Case
Feature Description
Video Shortcut Links
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Change between five different case capitalization options for selected text in PowerPoint using PPT Productivity's Change Case feature.
The Change Case button will toggle through the five options, which are:
- Capitalize first letter of selected text only
- All lower case (no capitalization)
- All upper case (full capitalization)
- First letter of each word capitalized
- First letter of each word in lower case and remainder of each word in upper case.
Press the button repeatedly after selecting text on your PowerPoint slide, to toggle through the options.
Productivity Tip
You can select one or multiple text boxes when using the feature - capitalization changes will apply to all selected text boxes or shapes.
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Color Bold Text
Recolor bold text in your PowerPoint presentation in one click.
Add emphasis to selected text in PowerPoint by bolding and coloring the bolded text. This is a great way to draw attention to key words on your PowerPoint slides. You can either select a textbox on a slide and click to recolor all bolded text in the textbox.
You can also apply the feature across multiple slides. Simply select the slides from the thumbnail view, then click the PPT Productivity Recolor Bolded Text feature to update the selected slides in a single click. The feature will avoid slide titles and automatically skips shapes where the background is already the specified color.
By default the feature will recolor bolded text to your template theme color. You can customize the color by selecting the Change Color option on the dropdown menu, available when clicking on the feature
Shortcut Keys
All PPT Productivity features can be used via the Customizable PowerPoint Shortcuts feature.
You can update the shortcut keys to any preferred available combination, but to get you started we created a PPT Productivity PowerPoint shortcut to Recolor Bold Text: Ctrl+Alt+1
Delete Text or Replace
Enhanced Feature: In February 2023 the Delete text feature was enhanced to become Delete Text or Replace in PowerPoint (the previous feature offers a delete option only).
This feature lets you quickly delete all text in selected PowerPoint text boxes or shapes in one click. There's also an option to replace text in PowerPoint with a nominated character - for example convert text to dots or asterisks. Perfect as a slide cleaner so you can reuse slide layouts.
Helpful when reusing slides from a previous presentation, to retain the formatting without the content. PPT Productivity's Delete Text or replace feature for PowerPoint lets you delete the text in all selected text boxes or shapes or replace it.
When the delete option is selected, PowerPoint shapes remain on the slide and will retain their original appearance, but without any text. Note that the Text boxes disappear if the delete option is selected where there is not additional formatting on the textbox (for example color fill or margin).
Where additional formatting has been applied, text boxes will remain on the screen, but may shrink.
To retain all slide formatting, choose the convert to dots option, to retain all slide formatting. This feature is an easy way to quickly redact text in PowerPoint while keeping the slide layout.
Productivity Tip
Delete Text or replace is a consultants best friend for slide reuse! Use this feature before saving a copy of a well formatted slide (without the text) for easy reuse in your PowerPoint Slide Library.
Shortcut Keys
All PPT Productivity features can be used via the Customizable PowerPoint Shortcuts feature.
You can update the shortcut keys to any preferred available combination, but to get you started we created this PowerPoint Shortcut to delete text from selected shapes (or replace text with other characters): Ctrl+Alt+Shift+Del
Insert Superscript text
Easily add superscript in PowerPoint using PPT Productivity's Insert Superscript feature.
How to superscript in powerpoint? It's easy with this one click PowerPoint superscript shortcut. Superscript refers to text set in a smaller font, above the line of other text. Superscript in PowerPoint is often used to indicate a footnote on the slide, but can also be used in Mathematical formulae.
When adding footnotes in PowerPoint, you typically insert a footnote reference in superscript on the main text of a slide and combine it with the footnote details on the bottom of the page.
PPT Productivity's Insert Superscript feature has two modes:
- Insert new text in superscript: simply click the Insert Superscript button at the point where you would like to add the text. The text you enter after clicking the button will be in superscript format.
- Convert text to superscript: if you select text prior to clicking the button, the feature will instead convert selected text to Superscript.
Productivity Tip
If you're using footnotes in your presentation, use the magnify footnote feature to make adding or reviewing footnote text easy.
Shortcut Keys
All PPT Productivity features can be used via the Customizable PowerPoint Shortcuts feature. You can update shortcuts to any preferred available combination. To get you started we set up the following superscript shortcut in PowerPoint to insert superscript text:
- Superscript Shortcut to insert superscript text: CTRL + .
The MS office shortcut for superscript in PowerPoint - to convert selected text to superscript:
- Superscript Shortcut to convert text to superscript: CTRL+SHIFT+PLUS SIGN
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