How to Select, Align, and Group Objects in Powerpoint

(Note: Suitable for users of PowerPoint 2016, 2019, 2021, and PowerPoint for Microsoft 365.)

Objective

Understand how to select, align, and group images, shapes, text, and other objects in PowerPoint.

Select, Align, and Group Objects in Powerpoint Explained

Images, icons, shapes, text, etc. are considered ‘objects’ in PowerPoint. We can add one or more objects to a slide to help convey an idea or deliver a message.

When working with objects, it’s important to understand the basics of selection, alignment, and grouping.

Before we format or do anything with an object, we need to select it. In some cases, we might need to apply formatting to multiple objects at the same time. There are numerous ways we can select one or more objects in PowerPoint.

Nothing makes a presentation look unprofessional quite like objects that are not aligned correctly. Even if an object is just a few pixels out of alignment, it’s very noticeable.

We need to make sure we know how to align and distribute objects evenly in relation to other objects and also in relation to the overall slide.

Each object on a slide is an individual object until we group it together with other objects. Grouping objects is useful if we combine multiple objects to appear as one on a slide. For example, we might draw a circle shape and add an icon inside it. We essentially have two objects, but together they make up one design element on the slide. If we want to move the two objects together, we would need to group them.

Grouping is also useful if we need to apply formatting to multiple objects or if we need to align multiple objects on the slide.

Select Objects
Align Objects

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Select Objects

There are numerous ways to select objects in PowerPoint.

Select Objects with the Mouse and Keyboard

We can select one or more objects using the mouse and keyboard. To select one object, click on it.

When we click away or on something else, the first object will be de-selected.

Select Multiple Objects with the Mouse and Keyboard

We can select more than one object on a slide using the mouse and keyboard.

Click on the first object.
Hold down the CTRL key and click on other objects to select them.

NOTE: We can also hold down the SHIFT key to make multiple selections. To select all objects on the slide, press CTRL+A.

Select Multiple Objects Using the Selection Tool

We can select multiple objects on a slide by using the selection tool. The selection tool is the default state for our mouse. We can select multiple objects by drawing a rectangle around the shapes we need to select.

This technique is most useful when we have a lot of overlapping shapes on our slide, as everything within the boundary of the rectangle will be selected.

It’s worth noting that only shapes completely within the rectangle’s boundaries will be selected. In the above screenshot, only part of the purple circle is within the boundary, so it will not be selected.

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Select Multiple Objects Using the Selection Pane

The Selection Pane lists all objects on a slide. We use it to help us identify, select, re-arrange, and manage objects.

Click on any object.
From the Shape Format tab, in the Arrange group, click Selection Pane.

The objects on the slide are listed using the generic name given to them by PowerPoint. We recommend that you rename these and give the objects more meaningful names so they are easy to identify.

Double-click on the object in the selection pane.
Type a new name.
Press Enter.

Click on an object in the Selection Pane to select it on the slide. To select multiple objects, hold down the SHIFT key.

Align Objects

There are a couple of different ways to align objects in PowerPoint.

Alignment Tools

We can use alignment tools to align objects and distribute them evenly on the slide.

Press CTRL+A to select all objects.
From the Shape Format tab, in the Arrange group, click the drop-down arrow next to the Align button.
Choose Align Middle from the menu.

The objects are now aligned to the middle but are not distributed evenly.

From the Shape Format tab, in the Arrange group, click the drop-down arrow next to the Align button.
Choose Distribute Horizontally from the menu.

Align Objects Using Smart Guides

Smart Guides help us align objects on a slide in relation to other objects. When we try to move an object, Smart Guides will appear to help us position the object. This relies on us having Smart Guides turned on in PowerPoint.

Right-click anywhere on the slide background.
Hover the mouse over the arrow next to Grids and Guides.
Place a tick next to Smart Guides.

We can now position our shapes using Smart Guides. Smart Guides will show when we start to drag objects into position. They will indicate when there is equal spacing between two objects when an object is aligned with another at the top or bottom, and if an object is in the center.

Group Objects

To make multiple objects, one object that can be formatted and moved, we need to group the objects together.

Select the objects.
From the Shape Format tab, in the Arrange group, click the Group button.
Or, press the keyboard shortcut CTRL+G.

We can now format the shapes as one object, move them together and align them.

To ungroup shapes, press the keyboard shortcut CTRL+SHIFT+G.

Also read:

How to Embed a Video in PowerPoint

12 Creative PowerPoint Templates for Presentations

The Most Used Powerpoint Shortcuts

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Deborah Ashby

Deborah Ashby is a TAP Accredited IT Trainer, specializing in the design, delivery, and facilitation of Microsoft courses both online and in the classroom.She has over 11 years of IT Training Experience and 24 years in the IT Industry. To date, she's trained over 10,000 people in the UK and overseas at companies such as HMRC, the Metropolitan Police, Parliament, SKY, Microsoft, Kew Gardens, Norton Rose Fulbright LLP.She's a qualified MOS Master for 2010, 2013, and 2016 editions of Microsoft Office and is COLF and TAP Accredited and a member of The British Learning Institute.