Page 8 of 23PREVNEXT

Work with the keyboard

View menu in PowerPoint showing shortcut key, submenu arrow, check mark, dialog box indicator and chevrons

The View menu in Microsoft® PowerPoint®.
Callout 1 F5 indicates a shortcut.
Callout 2 Triangular arrow indicates a submenu.
Callout 3 Check mark indicates an active feature.
Callout 4 Three dots indicate a dialog box.
Callout 5 Chevrons indicate there are more menu items.

As we have already noted, menus are slightly different in each Office program, but the features on the menus are the same across all programs. Therefore, we will use the example on the left to look at the common features of a menu. Although this menu contains all of the features, most Office menus will contain a subset of them. During the practice session at the end of this lesson you will see some of these features on Microsoft® Word menus.

A keyboard shortcut (F5 next to Slide Show, in the example) shows the keyboard shortcut to carry out this action without going via the menu. Frequently, the keyboard shortcut, also called a shortcut key, can be a combination of keystrokes, for example CTRL+O. We will come back to this in the last lesson.

A small triangular arrow signifies that there is a submenu off of that command on the main menu. You can get into the submenu by selecting the command or by using the arrow keys.

A check mark next to a menu command means that the item is selected or active.

Three dots after a word indicate that selecting this command will open a dialog box.

Double chevrons at the bottom of the menu show that there is more information on the menu than what is shown initially. Only commonly used commands are shown on the menu, and if you do not use a command often, it is dropped from the short version of the menu. Move the focus down to this line and the rest of the menu commands will be shown. The menu will also expand by itself if you wait a few seconds once it is open. If you then move between menus, they are all shown in the fully expanded form until you perform an action.

Note     You can customize menus in Office programs, but this is beyond the scope of this course. Please see Customize your toolbars and menus.

Page 8 of 23PREVNEXT