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Workplace Software and Skills | Creating and Working in Documents | Collaborative Editing and Reviewing in Microsoft Word | null | m00036 | Editor Tool | The Editor tool in Word adds another level of document support with a more comprehensive editorial review. Essentially, it is like a virtual editor, which goes beyond simple spelling and grammar checking. The Editor tool is on the Home tab and can also be found on the Review tab. Simply click on the icon, and it will review your document and provide a report and score. You can set the Editor to review for formal writing, professional writing, or casual writing. |
Workplace Software and Skills | Creating and Working in Documents | Document Design | null | m00037 | Using Styles and Themes | Your supervisor has suggested that you apply a theme to the WorldCorp market trends report. A theme is a cohesive set of fonts, font sizes, and colors that can be applied to your whole document. However, before you apply a theme to your document, you must “code” your document’s style. Styles are preset formatting for font type and size, line spacing, and other formats that are used to change the appearance of text in a document. Generally, you choose the style for the document before beginning to input the text. By choosing the style, you are coding the document so that Word knows how to format various sections. These codes tell Word which parts of the text are body text, titles, subtitles, and so on. Without these style codes, the theme won’t know how to apply itself to your document. |
Workplace Software and Skills | Creating and Working in Documents | Document Design | null | m00037 | Page Background Command Group | The Page Background command group on the Design tab allows users to apply a page border, page colors, and watermarks. A watermark is a lightly colored image, logo, or text that exists in the background of the document. Like changing the page background color, adding a watermark will apply to the whole document. Some companies choose to use watermarks to indicate the status of a document (e.g., “Draft”) or to imprint their company name on each page of the document. To insert a watermark, select the Watermark icon and choose Custom Watermark, as you can see in [link]. |
Workplace Software and Skills | Creating and Working in Documents | Navigating Google Docs | null | m00038 | Menus | What tabs are to Word, menus are to Docs. In Word, the tools we use to prepare documents are arranged in tabs and then in command groups within those tabs. In Docs, the tools are arranged in menus instead of tabs. There are some similarities between the names of the menus and tabs: For example, you have the Insert tab in Word and the Insert menu in Docs. Docs also has a nice, user-friendly feature in which the tools that are used more frequently, such as some of the alignment tools and the font tools, are on a toolbar under the menu. This toolbar is called the action bar, and it is a static menu bar; it doesn’t change, like Word’s ribbon. This keeps those tools handy so that it is faster and easier for the user to change items in the document. Many of the tools on the action bar are similar to what you will find on the Home tab in Word. The menus in Google were covered in more detail in the Essentials of Software Applications for Business chapter, which discussed the essentials of the Google programs. |
Workplace Software and Skills | Creating and Working in Documents | Navigating Google Docs | null | m00038 | Creating a Doc | We are going to begin by creating our market trends report, starting with industry analysis information. The most direct way to create a new Doc is to log in to your Google Drive. Once you are in the Drive, you can create a new Doc by selecting the New plus sign, as discussed in the chapter on Essentials of Software Applications for Business. Then, choose Google Docs from the list. This will automatically open a new window with a blank document. You could also hover over the arrow to the right of the Google Docs icon and choose Blank document or From a template to create the new file. As an alternative, once in your Drive, you can create a new document by selecting the Google Apps icon, as [link] shows. This will open a drop-down menu, and you will choose which app to access, in this case that would be Docs for the Google word processor application. A new tab will appear in your browser with the Docs. Here, you can choose to open from recent documents or create a new document either by a template or an entirely new file (by choosing blank). |
Workplace Software and Skills | Creating and Working in Documents | Formatting Layout and Content in Google Docs | null | m00039 | Document Formatting | There are different key formatting options that you can do at the start of each document, such as set the paper size, normal text font, line spacing, inserting columns (if desired), and more. You can also select the title text of the headings and insert sections. The indent options and margins are important, too. You can certainly change these items at any point in the document creation process, but by thinking through some of the formatting at the beginning, you can make using additional tools, such as inserting a table of contents, a bit easier. Determining some formatting choices at the beginning can help with collaboration and readability as you work toward a final document. |
Workplace Software and Skills | Creating and Working in Documents | Formatting Layout and Content in Google Docs | null | m00039 | Working with Section Breaks | Adding sections to your document is important for formatting headings and creating the table of contents. To add sections in a Doc, place the cursor where you want the section to begin, then go to the Insert menu and look for the Break command group. Select Section break (Continuous) if you want the break to stay on the same page, or Section break (next page) to start a new section on a new page, such as starting a new chapter. |
Workplace Software and Skills | Creating and Working in Documents | Formatting Layout and Content in Google Docs | null | m00039 | Page Setup | As in Word, the Page Setup commands are for selecting the paper size and orientation (horizontally or vertically). In Docs, it is all done from the File menu; Page Setup is near the bottom of the File menu. In [link], you can see the options in the dialog box. The first combo box is for choosing whether to apply page setup to the whole document, or just a section. You can also adjust the paper size; there is a combo box with popular paper sizes like letter and legal. Additionally, you can change the margins to create custom margins. You can also adjust the margins manually on the top of the window, using the mouse to move the margin markers on the ruler ([link]). Many of the page setup tools in Docs are straightforward and minimalistic. Google programs are intentionally designed to be user-friendly, and this is just one example of how easy it can be to make changes to your document. |
Workplace Software and Skills | Creating and Working in Documents | Collaborative Editing and Reviewing in Google Docs | null | m00040 | Tools Menu and Collaborating | The Tools menu options include spelling and grammar, citations, the Explore command, tools for reviewing changes in Suggesting mode, and the dictionary. The Docs Tools menu contains some of the same tools that are found on the Review tab in Word. These are tools and commands to make your document professional and polished, as well as enable collaboration. These tools make collaboration between cowriters and coeditors possible, as everyone can review the suggestions and comments, tag others in the comments, and add citations and references. |
Workplace Software and Skills | Creating and Working in Documents | Versions and Version History | null | m00041 | Versioning in Docs | With versioning, you no longer have to worry about losing your files if your laptop battery dies. You do not have to be concerned if your program suddenly shuts down before you had a chance to save that last paragraph you typed. Docs has a feature that, as long as you are connected to the internet, autosaves every change you make to the file. There is no Save or Save As command because Docs is constantly saving in Google Drive, which creates version histories. This version history can be accessed by going to the File menu, then hovering over Version history, then selecting See version history. A sidebar will spring up to the right, as shown in [link], listing many versions of the file, each with a time stamp and the name of the person or people using it at the time it was saved. With this Docs feature, it is not necessary to save multiple drafts of the same document. An alternative way to access the version history is by clicking on the title bar that says, Last edit was . . .. |
Workplace Software and Skills | Creating and Working in Documents | Versions and Version History | null | m00041 | Versioning in Microsoft Word | Microsoft Office has many options for accessing version histories but can be done only if the file is stored in OneDrive or SharePoint [link]. |
Workplace Software and Skills | Document Preparation | Chapter Scenario | null | m00042 | ||
Workplace Software and Skills | Document Preparation | Microsoft Word: Advanced Formatting Features | null | m00043 | Advanced Configuration | As you learned in the chapter Essentials of Software Applications for Business, the File tab contains the configuration options for Word. As the market trends report evolves, you will be collaborating with others to produce the final report. You want to make sure the document options are set so that you can keep track of the contributors to the document. Recall that you can enter Word’s settings by choosing Options from the very bottom of the File menu. The Word Options dialog box shown in [link] shows eleven different sets of settings tabs, from General to Trust Center. It is helpful to learn about these settings because the settings in Options allow you to adjust the editing options, save options, and sharing options for the program. The options can be adjusted to your personal preferences as you work through the document on your own and collaborate with others. |
Workplace Software and Skills | Document Preparation | Microsoft Word: Advanced Formatting Features | null | m00043 | Page Numbers | Most professional documents need page numbers. You will likely see page numbers on business plans, marketing plans, strategic plans, or any kind of business report. The process of adding page numbers to your document so that they automatically update as you build the document is called page numbering. Recall from the Creating and Working in Documents chapter that to insert a page number, you go to the Insert tab, and then find the Page Number drop-down menu. You can choose to place the page number in four different places: top, bottom, margins, or current position. Normally, business reports have the page numbers at the bottom of the page, and you can choose to have your page numbers on the left, center, or right. You can also format the page number field with various fonts and styles, as you can see in [link]. |
Workplace Software and Skills | Document Preparation | Microsoft Word: Advanced Formatting Features | null | m00043 | Headers and Footers | Have you ever opened a book and seen the title at the top of every page? This area of the page is called the header, in which you can put essential information about the document, such as the name, chapter name, author, and page numbers. The header will appear on every page of your file by default, but you can change this if desired, as will be discussed later in this section. If you glance at the bottom of a page, you may see the text “Page x,”; this is part of the area of the page called the footer. Many documents simply use the footer for page numbers, but you may also add your contact information, the document file name, or the contact information and logo of your company. |
Workplace Software and Skills | Document Preparation | Microsoft Word: Advanced Formatting Features | null | m00043 | Lists | As you are crafting documents, you may find that some information is better suited to a list, rather than a paragraph of text. You learned about lists in the chapter on Creating and Working in Documents, but here you will go into more depth. Lists are useful for summarizing a long topic. The market trends report will certainly include lists, such as a list of competitors, major markets, and major product lines. Pulling information into a list can bring it to the reader’s attention and help the flow of the document by preventing it from getting bogged down in page after page of paragraphs. You can choose to put text into a list after typing into the document or you can select your list type before beginning to compose the text. |
Workplace Software and Skills | Document Preparation | Working with Graphics and Text Tools in Microsoft Word | null | m00044 | Tables | Tables are a critical feature of many business documents. They are typically the most popular way of presenting results and/or data. They are particularly useful for presenting simple data with only one or two variables. You can easily glance at a table to see, for example, how many sales were made in a given month by a given group of salespeople. In other words, tables are a good way of presenting a limited amount of information in an easy-to-read format. Keep in mind that they are not best suited for complex data or information sets with multiple variables, as the tables can quickly become overloaded with information and hard to read. |
Workplace Software and Skills | Document Preparation | Working with Graphics and Text Tools in Microsoft Word | null | m00044 | Illustrations Command Group | The Illustrations command group is for inserting images, shapes, SmartArt, or charts. For the market trends report, you will be inserting some graphs and charts that show the size of the market and other related information. You might also want to include images of new developments in the industry or current products on the market from competitors. The Creating and Working in Documents chapter covered the arrangement and aligning of objects. This section will cover how to insert different types of objects. |
Workplace Software and Skills | Document Preparation | Working with Graphics and Text Tools in Microsoft Word | null | m00044 | Text Command Group | Like the Illustrations command group, the Text command group is located on the Insert tab. It houses the Text Box, Quick Parts, WordArt, Drop Cap, Signature Line, Date & Time, and Object commands. These commands are all related in their functionality, as they are tools to insert autogenerated text or specially designed text. |
Workplace Software and Skills | Document Preparation | Working with Graphics and Text Tools in Microsoft Word | null | m00044 | Symbols Command Group | The Symbols command group is also part of the Insert tab. A symbol is a special character not found on most keyboards, and includes characters such as currency symbols, en dashes and em dashes, arrows, Greek letters (often used in economic or financial math), and many other characters. [link] shows some of the character choices available in Word. |
Workplace Software and Skills | Document Preparation | Managing Long Documents in Microsoft Word | null | m00045 | The Pages Command Group | The Pages command group is on the Insert tab, and it contains three commands. The most used one is Page Break; this command allows the user to finish writing on the current page and start writing on a new page. (You can also access many of these same tools on the Layout tab in the Page Setup command group.) Adding a page break can be particularly useful at the end of a chapter or section. To insert a page break, place the cursor where the break will be (the start of the new page), and select the Page Break option. You may also just use the keyboard shortcut Ctrl+Enter to place a page break. If you turn on the ability to view hidden characters, you can see exactly where the page break is on your page (see [link]). You can also view it easily in the Print layout option on the View tab. Here, we can add a page beak at the end of each major section of the market trends report. |
Workplace Software and Skills | Document Preparation | Managing Long Documents in Microsoft Word | null | m00045 | Format Painter | Another tool in Word that helps manage long documents is the Format Painter. Format Painter is a command on the Home tab. It is used to copy formatting from another document or section of the same document. This can be useful when you have formatting in one section of the document that you want to copy over to another section, saving you the time and effort of having to format the new document or section again manually. |
Workplace Software and Skills | Document Preparation | Managing Long Documents in Microsoft Word | null | m00045 | References Tab | The References tab is for working with citations and the front/back matter of books. This is an important tab for anyone who is creating a document with many sources, such as a journal article or economic report. It is also helpful when dealing with long documents that include many sections such as the market trends report. Managing a table of contents, a citation list, or a bibliography manually can be unwieldy, and, fortunately, Word provides lots of tools to help users keep these organized and looking professional. |
Workplace Software and Skills | Document Preparation | Managing Long Documents in Microsoft Word | null | m00045 | Linked Bookmarks | Another helpful tool for navigating long documents is the bookmark. You can add bookmark links throughout your document for better navigation. Place the cursor where you want the bookmark to link up to—a section header, for example, or the beginning of an important paragraph—and go to the Insert tab and click Bookmark. In the dialog box, type a name for your bookmark [link]. In this case, we chose to bookmark the start of the body text. Now, select a word that will link up to the bookmark, right-click on it, and select Hyperlink from the context menu. The same hyperlink dialog box will appear, but this time select Place in This Document. Click on the bookmark you just made, and then click OK; the link will be set [link]. Conversely, if you want to remove a bookmark from Word, click the Bookmark command in the Insert menu, locate it, and then select Delete. |
Workplace Software and Skills | Document Preparation | Google Docs: Enhanced Formatting Features | null | m00046 | Page Numbers | The tool for placing page numbers into a Google document has fewer customizable formatting options than the tool in Word. There are only two page number styles: top right or bottom right. These are both available in the Insert menu. Let’s start with the market trends draft and add page numbers ([link]). If you select More options, a few more customization options appear. You can choose to have your page numbers start counting from the second page of your document, which could be useful if your first page is a cover page or a table of contents. You can also start your page numbering at a certain number (i.e., other than the number 1), as shown in [link]. The page number is always placed in the header or footer. |
Workplace Software and Skills | Document Preparation | Google Docs: Enhanced Formatting Features | null | m00046 | Headers and Footers | You can add headers and footers to your document in Docs. The Headers & footers command is also located in the Insert menu. Once you have added your header or footer, you can choose to further configure it by choosing Options, the blue command that is located on the header or footer itself. This Options button opens to a drop-down menu with a few choices. If you select Header format or Footer format, you will see a dialog box with the option of applying certain header/footer settings to a section of the entire document, as seen in [link]. You can also control the height of each header/footer in inches, as well as choose to not have the header or footer appear on the first page. This latter choice is useful in documents for which you have a cover page. Simply tick the box Different first page. When you are finished configuring the headers/footers, select Apply. |
Workplace Software and Skills | Document Preparation | Google Docs: Enhanced Formatting Features | null | m00046 | Lists | The chapter Creating and Working in Documents briefly discussed how to insert a bulleted or numbered list in Docs. In this section, we will use the document outline we used earlier in this chapter to create a multilevel list in Docs. |
Workplace Software and Skills | Document Preparation | Working with Graphics and Text Tools in Google Docs | null | m00047 | Inserting Special Characters and Equations | Docs has a way for the user to insert special, nonstandard characters and symbols directly into the text. In Docs, this function is accessible from the Insert menu. However, Google has some interesting functionality that Word doesn’t have, such as drawing symbols, a higher degree of searchability, and automatic replacement. |
Workplace Software and Skills | Document Preparation | Working with Graphics and Text Tools in Google Docs | null | m00047 | Inserting an Image | Docs has a few more interactive options than Word when it comes to inserting images. Because Docs is a Google product and you are typically online when you are using it, there are some integrations with other Google services, like Photos and Drive, that make inserting your own images easy. First, go to the Insert menu, and select Image. As seen in [link], you have a number of different options: You can choose to get the image from your computer, do a Google Image search, insert a photo from your Drive or your Photos account, type in a web address where the image is located, or insert an image from the camera on your laptop/tablet/smartphone. This huge array of options allows for a lot of personalization. Keep in mind copyright protections for images that you might find on the internet. Be sure to cite properly when using images that are copyrighted. |
Workplace Software and Skills | Document Preparation | Working with Graphics and Text Tools in Google Docs | null | m00047 | Using the Google Drawing Tool | Google’s Drawing tool is an interactive tool that allows the user to create custom shapes and insert preset shapes. Drawings is its own application that can be accessed either by going to Google Drawings or through applications such as Docs. You can create drawings and save them to your Drive. Creating custom shapes or drawings can be particularly useful if you want to insert a specific shape or combination of shapes that isn’t available in the roster of preset shapes. The Drawing app also gives the user the option to insert standard preset shapes or WordArt. |
Workplace Software and Skills | Document Preparation | Working with Graphics and Text Tools in Google Docs | null | m00047 | Tables | Inserting and modifying tables in Docs is similar to the same process in Word. To add a table, go to the Insert menu, navigate to Table, and hover your cursor over the number of rows and columns you want, as shown in [link]. |
Workplace Software and Skills | Document Preparation | Managing Long Documents in Google Docs | null | m00048 | Paint Format | The Paint format command in Docs is the equivalent of the Format Painter in Microsoft Word. You use it in the same way: selecting a format you want to copy from the original source, choosing the Paint format icon from the action bar (it looks like a small paint roller), and using the cursor to apply it on the target text. |
Workplace Software and Skills | Document Preparation | Managing Long Documents in Google Docs | null | m00048 | Table of Contents | As in Word, a table of contents in Docs requires that you have your headings properly styled, your section breaks in place, and page numbers. |
Workplace Software and Skills | Document Preparation | Managing Long Documents in Google Docs | null | m00048 | Hyperlinks, Bookmarks, and Links to Other Files | Hyperlinks can be input in various ways in Docs. As in Word, these help with citations and navigation in long documents. First, you need to select the text you want to make into a link, then you can choose to use the menus or the right-click context menu to create the link. You can see both methods in [link]. They both lead to a dialog box that asks for the web address, which you input, and then click Apply. |
Workplace Software and Skills | Advanced Document Preparation | Chapter Scenario | null | m00056 | ||
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Microsoft Word | null | m00057 | Templates | In Creating and Working in Documents, we defined what templates are and where to find them in Microsoft Word. There are also a number of templates available on the internet. Word has web search capability so that you can look for additional templates on templates.office.com, as you can see in [link]. On the Office template website, there are thousands of templates that can help entrepreneurs and small businesses start making their business more systematic. You can find Word templates for email advertisements, calendars, brochures, memos, business cards, invoices, business plans, warehouse receipts, and more. Once you download the template, you can populate it with data and further modify its appearance. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Microsoft Word | null | m00057 | Business Memos | Word has templates for memos and newsletters. These are similar forms of communication in that they both inform a large group of new changes or trends in a company and may call for action. Yet there are some differences. Memos are used internally, while newsletters are for external audiences. Memos also usually have a standardized format. Newsletters have more freedom of form and may incorporate a lot of graphics. Like brochures and flyers, both have been digitized in the form of emails. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Microsoft Word | null | m00057 | Letterhead and Envelopes | A letterhead is a type of heading that contains company contact information and a logo. It can be used in many scenarios, both personal and professional. [link] shows an example of a professional letterhead for a business. The logo and company contact information will go at the top right of the document. The information in the template is generic so that you can customize the template with your specific company information. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Microsoft Word | null | m00057 | Business Cards | A business card is a small, typically wallet-sized card that contains your contact and company information. It is usually given to clients or potential clients when you meet them, so that they have your contact information easily available. Business cards may be provided to you by your company, or, if you are self-employed, you may make them yourself. They usually contain basic contact information, like your name, your position (title) with the company, your phone number, and your email address, in addition to some eye-catching design elements, like a logo or image. Business cards are usually printed on thick, sturdy paper called cardstock. Many companies will order business cards for their employees using approved company designs and layout; at WorldCorp, the marketing department is responsible for providing business cards to employees. However, if you are a small business owner or freelancer, you might have a need to create your own business card. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Microsoft Word | null | m00057 | Brochures and Flyers | Both large and small businesses use advertisements to display what the company offers and detail the specifications of the offer. Brochures and flyers are a printed form of advertisement. Although many advertisements are found on the internet these days, printed ads are still popular. Flyers tend to be graphic-oriented, contain minimal text, and often advertise an event or temporary promotion. Brochures can be an introduction for a company or specific product and may be used for a longer duration than a flyer. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Microsoft Word | null | m00057 | Invoices | An invoice is an important document. It is essentially a bill given to a customer for a product or service provided by a company. You may encounter invoices either as a recipient or the sender. If you are the one purchasing a good or service, you will receive an invoice. The invoice tells you how much you need to pay. If you are the one selling the goods or services, you will need to create the invoice yourself, then send it to the company or person making the purchase. In both cases, an invoice should always explain what was provided, sold, and what is owed. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Microsoft Word | null | m00057 | Business Plans | A business plan is a document that describes a company’s plan for growth and profitability. Business plans may have different uses and applications depending on the type of business and stage of growth that the business is experiencing. For instance, some start-up business plans are used to seek funding for a venture. They may describe a detailed short-term plan for the company’s first few months of activity, then a broader long-term plan for future growth. There are also business plans for established companies, such as capacity-building business plans. These types of plans are used to explain why a company needs funding to buy a new capital asset, such as a manufacturing plant, or to refurbish an existing one. The business plan templates you will find in the Microsoft Office database will give you a head start on designing and formatting your business plan, but keep in mind that these templates will not give any advice on what to include or what kind of language to use in your business plan. For that, you can get some examples of an already-made business plan online. [link] shows an example of the first couple of pages of a business plan template in Word. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Microsoft Word | null | m00057 | Résumés and Cover Letters | As you start your career and begin your job search, you will want to present yourself as a serious candidate, ready to take on challenges. One way to put yourself on the right track toward professionalism is by having a résumé. A résumé displays your work experience, academic degrees, and overall skills. Some résumé experts say that you should limit your résumé to one or two pages, but depending on the position, you may want to describe your studies and experience in more detail. |
Workplace Software and Skills | Advanced Document Preparation | Mail Merge in Microsoft Word | null | m00058 | What Is Mail Merge? | Many businesses stay in touch with their clients and customers using some form of communication. Some of these communications may be printed ads; some may be email newsletters. These communications are sometimes personalized with the name of the recipient. How do businesses automate this personalized process? One way to do this is by using mail merge. Mail merge is a tool in Word that lets the user write a form letter or advertisement, while leaving some areas of the document blank. These blanks are fields that can be programmed to contain personalized information: the recipient’s given name, phone number, address, or any other type of customized field. |
Workplace Software and Skills | Advanced Document Preparation | Mail Merge in Microsoft Word | null | m00058 | The Main Document | The first step of the mail merge is to compose your main document. The main document could be an existing document, a template (.dotx) document, or a brand-new document. In this example, let’s use a business letter template as the main document. You can type it up yourself based on the example in [link], or use the text provided in the downloadable Mail Merge document. This letter will be sent to WorldCorp customers, informing them of the upcoming holiday hours for the warehouses so that they can plan for delayed shipments. |
Workplace Software and Skills | Advanced Document Preparation | Mail Merge in Microsoft Word | null | m00058 | The Source Document | The source document needs to be a listing created in Excel or Access. But this walk-through will build a new list rather than using an existing list. You will build the new list with just a few customers so you can see how mail merge works. But remember, mail merge can be used with many customers and is virtually limitless. The capacity of the mail merge is limited by the capacity of your computer. |
Workplace Software and Skills | Advanced Document Preparation | Mail Merge in Microsoft Word | null | m00058 | Merge Fields | Now that you have created the main document, and created and saved the source document, you now need to insert the merge fields into the main document. First, insert the blank fields on the letter so that Word can automatically fill them with personalized information: First name, Last name, Address, City, State, and Zip. In [link], you can see the icons in the Write & Insert Fields command group on the Mailings tab. These give us some common merge fields: Address Block, Greeting Line, and Insert Merge Field. For this example, use Insert Merge Field. When you select the option, you will notice that the fields available in the drop-down list are the fields from your source document. Therefore, make sure the fields in your document are descriptive and as separated as you would like them to be, for example, if you are sending a mailing out to voters, consider whether you should include all the members of the household in one mailer, or if you should address them separately (in which case, you should list each of their names individually). |
Workplace Software and Skills | Advanced Document Preparation | Creating Forms in Microsoft Word | null | m00059 | Developer Tab | To create surveys in Word, you need to enable the Developer tab. This is typically not one of the default tabs in Word, so you need to manually add it. Go to the Options command on the File tab, then on the Customize Ribbon tab, then enable the Developer tab. |
Workplace Software and Skills | Advanced Document Preparation | Creating Forms in Microsoft Word | null | m00059 | Controls Command Group | The Controls command group includes several different icons to represent the fields you can use in your form. [link] identifies the icons you will be using to create the form. The remaining icons in the command group are used for building sophisticated templates in Word. The controls we are using in this example are called content control fields. These fields give people a space to type in, add a date or image, or choose their response from a list. In other words, they are interactive fields that can be specially programmed to receive input from recipients. The content control fields create a user interface that seeks input from the respondent. |
Workplace Software and Skills | Advanced Document Preparation | Creating Forms in Microsoft Word | null | m00059 | Creating a Form | Before adding the fields, you should first develop the plan of the form. One way to do this is to type out the information or questions that you will ask into a blank document. Creating the form using a table is one option for presenting a professional appearance; this format helps keep everything organized and neatly aligned. The table should have two columns, and as many rows as you will have questions. Using only two columns allows you to put the questions in one column and the answer fields in the other. The column on the left will have your questions, and the column on the right will have the fields for the respondent’s answers. You should change the table borders (in Table Properties) so that they are transparent, making it so that the respondent cannot see them. This way, the questions and answers remain aligned, but they will not appear to be in a table format to those viewing the form. Alternatively, you could choose to not use a table to create your form. In this case, the questions and answer fields would need to each be manually aligned. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Google Docs | null | m00060 | Templates | All the documents covered in this section can be saved as your own template. If you want to publish a template so that everyone can use it (i.e., to all Google users worldwide), you may do so. When you are finished formatting your document, you can go to Google’s template gallery and select Submit a template at the top. Note that not all Google accounts can submit templates. This feature is available only with the paid Business and Education programs in Google. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Google Docs | null | m00060 | Business Memos | We reviewed the business memo’s goals and overall form in Creating Different Document Types in Microsoft Word. These basic understandings remain true when you are creating a memo in Docs. The only difference between Docs and Word is how you access the template to create one. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Google Docs | null | m00060 | Letterhead, Letters, and Envelopes | The process and requirements for making a letterhead are the same in Docs as they are in Word. You fill it out with the same components—name, address, other contact information—which are placed in the same location on your documents (at the top). You can use a letterhead for any kind of business or personal correspondence, but this example will use a cover letter. Although Docs does not have a specific template called Cover Letter in its default Template Gallery, it does have a few that are simply called Letter. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Google Docs | null | m00060 | Business Cards | As with other document types discussed so far, Google does not have a default template for business cards. You have a few choices on how to move forward: upload a Microsoft template to your Drive, find a user-generated template, or install an add-on. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Google Docs | null | m00060 | Brochures and Flyers | Docs has some default templates for brochures and flyers. But the brochures are not formatted in the traditional trifold way. In fact, the brochure templates are very similar to the flyer templates in Google. |
Workplace Software and Skills | Advanced Document Preparation | Creating Different Document Types in Google Docs | null | m00060 | Invoices | As with the other document types, there is no default template in the Template Gallery for invoices. Luckily, we can still search through the huge number of user-generated templates by searching for “invoice template site https://docs.google.com.” This internet search will return all public templates that people have added to their own Google Drives. After you find the invoice template of your choice, you can save it by going to the File menu, and selecting the Make a copy command, as [link] shows. |
Workplace Software and Skills | Advanced Document Preparation | Creating Forms in Google Docs | null | m00061 | Form Templates | Creating a Form is like creating any other Google file. Begin in your Google Drive, select the New drop-down menu, and find Google Forms, as seen in [link]. From here, you have the choice of creating a survey from a Blank form or From a template. For this walk-through, we will choose From a template, but we will review how to create one from scratch in Creating a New Form. The advantage to using a template is that you can choose a form that is already similar to the one you might have in mind. Using a template from the Template Gallery ([link]) will help save you time, as all you will need to do is modify the questions and answers, and then add some new questions as needed. |
Workplace Software and Skills | Advanced Document Preparation | Creating Forms in Google Docs | null | m00061 | Creating a New Form | If you want to create a form from scratch, select Blank form from the drop-down menu. The form will start with a blank document that says “Untitled form.” As in Docs, rename this file by clicking on the title bar to type the new name of the form. All new forms also have a blank space for a description, just below the form’s title. The respondent will see the description, so it needs to be informative to them, as [link] shows. It is important to name the form; otherwise, you are not going to be able to find it easily in your Drive later. |
Workplace Software and Skills | Advanced Document Preparation | Creating Forms in Google Docs | null | m00061 | Distributing the Form | The last command of the top toolbar is the Send button, which lets you start the actual surveying process. After you press Send, you’ll have four options of how to distribute the survey: you can type your clients’ email addresses and send it to them directly; get a public link, which you can paste into an email; embed the survey into a website; or post the survey to a social media account ([link]). |
Workplace Software and Skills | Advanced Document Preparation | Advanced Collaboration in Google Docs | null | m00062 | Advanced Sharing Settings | The chapter on Creating and Working in Documents discussed basic sharing capabilities of Google Docs. But understanding the more advanced settings in Docs can maximize your work in the app and help you get the most out of collaborating in it. |
Workplace Software and Skills | Advanced Document Preparation | Advanced Collaboration in Google Docs | null | m00062 | Advanced Editing Access Settings | The chapter on Creating and Working in Documents discussed the different levels of access you can grant your collaborators. Granting someone Editing access to your Doc means that they can make any changes they want to the document. They do not have to track changes, or work in Suggesting mode, if they do not want to. This is the most open of all sharing settings. |
Workplace Software and Skills | Advanced Document Preparation | Advanced Collaboration in Google Docs | null | m00062 | Advanced Settings for Viewing Comments and Suggested Edits | Once you are ready to view comments in a Doc, navigate to the top-right area of your document and click on the Comment history icon (shown in callout 1 in [link]). Then, click on the bell icon to view and customize notification settings (shown in callout 2). As shown in [link], if you choose Only yours, the email notifications of changes on the document will be sent to you only if you are being mentioned by an @ operator, or if someone edits some passage you wrote. If you choose None, you will not be notified by email, even if the changes and comments (and mentions) are related to your written passages. |
Workplace Software and Skills | Preparing Presentations | Chapter Scenario | null | m00069 | ||
Workplace Software and Skills | Preparing Presentations | Presentation and Design Essentials | null | m00071 | Why and When Presentations Are Used in Business | WorldCorp is a large, expansive corporation with a vast community of stakeholders. Business presentations in numerous operational settings share information with internal stakeholders such as employees, managers, and executives. They also are used to communicate with external stakeholders, such as customers, vendors, shareholders, and the local community. The marketing team and public relations (PR) professionals are typically the ones responsible for communicating messages to external stakeholders. But whatever your title within an organization, you may be expected to know how to build and give presentations. |
Workplace Software and Skills | Preparing Presentations | Presentation and Design Essentials | null | m00071 | Understanding Your Audience and Purpose | When you are conducting a presentation, your purpose should not be what you want to do; instead, it is what you want your audience to do as a result of listening to what you expressed. Your audience will consist of twenty-five WorldCorp employees. Ask yourself: What am I trying to convey? What is the best way to convey it to my audience? How will my presentation affect them? These are the questions you need to ask when developing a sense of purpose in a presentation. |
Workplace Software and Skills | Preparing Presentations | Presentation and Design Essentials | null | m00071 | Essentials of Good Digital Presentation Design | By following the best practices and helpful tips outlined here, you will be better able to craft effective digital presentations. Two important concepts to keep in mind are consistency and coherence. Consistency refers to the presentation having a uniform look and feel. You can achieve this by having a unified color scheme or a defined layout for each slide in the presentation. Coherence—how all the elements work together to communicate the intended purpose of the presentation—includes the slides and the presenters themselves. The purpose or key message of the presentation should be the focal point when creating a presentation. Keeping the purpose at the forefront will help with both consistency and coherence. Consistency and coherence work hand in hand when creating an effective presentation. These two concepts will be explained in more detail in the following sections. |
Workplace Software and Skills | Preparing Presentations | Presentation and Design Essentials | null | m00071 | Create a Plan Before Getting Started | To create an effective presentation, you will need to become a storyteller. Start by thinking about how you want the presentation to unfold. As with dividing an essay into paragraphs, you will need to find an easy way to separate out the distinct topics in your presentation while also building a cohesive storyline that connects them. When you choose the ideas that you want to emphasize and the order in which you want to present them, you are building a plan. This plan will help much like developing an outline for a paper. |
Workplace Software and Skills | Preparing Presentations | Designing a Presentation in Microsoft PowerPoint | null | m00072 | Getting Started | Open PowerPoint and choose a blank presentation (the first option). You should see a screen that looks like [link], with an arrow highlighting the desired choice. If you want to open an existing presentation, select Open from the left sidebar and search for the file. Another option is to start with a PowerPoint template—a predesigned set of slides that you can use as a starting point for creating a new PowerPoint presentation. Templates include a defined layout and color scheme, and they often include sample text and images that you can replace with your own content. Using templates is a way to save time and ensure consistency in the design of your presentation. Like many organizations, WorldCorp has a preset template that is often used for external communications, such as presentations for clients. However, for the *My Life in a Snapshot* presentation, you are not restricted to using the template, as this is an internal presentation and is more informal. |
Workplace Software and Skills | Preparing Presentations | Designing a Presentation in Microsoft PowerPoint | null | m00072 | Creating a Presentation with Themes and Templates | Many companies tend to already have a theme developed for use with company presentations. A presentation’s theme refers to the overall design and layout of the slides, including elements such as color scheme, font choices, and graphic elements. Themes are useful because they give you an easy way to create a consistent presentation by using preset fonts and color schemes. If you had chosen a theme instead of a blank presentation, the initial slide would show the same elements, but with the design features of the theme applied. A theme can also include predesigned slide layouts, which can be used to create a cohesive and consistent look throughout the presentation. |
Workplace Software and Skills | Preparing Presentations | Designing a Presentation in Microsoft PowerPoint | null | m00072 | Home Tab | Themes are helpful, but to learn PowerPoint more deeply, you will also need to learn how to create a presentation from scratch. Start by getting to know the Home tab. The tools found on the Home tab are used to create the general structure of the slideshow, as seen in [link]. As an introduction to this group of tools, we will review five key commands, which are circled in the figure: New Slide, Layout tab, the tools in the Font command group, the tools in the Paragraph command group, and Design Ideas. |
Workplace Software and Skills | Preparing Presentations | Designing a Presentation in Microsoft PowerPoint | null | m00072 | Design Tab | Instead of using the Design Ideas feature, you may want to design your PowerPoint yourself. The wide range of design options in PowerPoint allows you to change the overall look and feel of your presentation, quickly and easily. By using the built-in templates, color schemes, and slide layouts, you can transform the roughed-out text that you added earlier to polished, professional-looking presentation slides without spending much time and effort on design. (You will learn more about this process in the chapter on Giving Presentations). Rather than using the Design Ideas feature, which only formats a single slide at a time, the Design tab provides a collection of tools for altering color schemes and layout designs for all of the slides at once. For example, you could change your entire color palette with just a few clicks of the mouse, applying the design to all the slides according to their predefined layout. Additionally, the option to change the slide layout makes it easy to organize the information in a way that is easy for the audience to follow and understand. |
Workplace Software and Skills | Preparing Presentations | Designing a Presentation in Microsoft PowerPoint | null | m00072 | View Tab | The next tab to review is the View tab. To have a basic understanding of PowerPoint, you will need to know the general purpose of several view options. Within the View ribbon, there are seven command groups. The first three are circled in [link], starting with Presentation Views. |
Workplace Software and Skills | Preparing Presentations | Formatting Microsoft PowerPoint Slides: Layout and Design Principles | null | m00073 | Formatting Layout | When you design your slide layouts, arranging text boxes and other objects becomes key in making sure they are positioned in an effective manner. In this section, we will review the Alignment Guides option within the View tab and discuss the numerous built-in layout designs that PowerPoint can offer. |
Workplace Software and Skills | Preparing Presentations | Formatting Microsoft PowerPoint Slides: Layout and Design Principles | null | m00073 | Design Principles | In this section, you will learn about some basic design principles that are best practices for designing your own slides or choosing a theme for your presentation. You’ll find out how to use proximity, alignment, repetition, contrast, and white space to make your design elements stand out. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Microsoft PowerPoint Slides | null | m00074 | Adding Tables | A table in PowerPoint is a structure for organizing and presenting data in a grid format. It is similar to the Table feature in Microsoft Word. In [link], the Table option has been selected within the Insert tab. You will not need to include a table in your *My Life in a Snapshot* presentation, but tables are regularly included in professional presentations. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Microsoft PowerPoint Slides | null | m00074 | Adding Images | The Images command group, located to the right of the Insert Table option, gives you the following options: Pictures, Screenshot, and Photo Album. In general, an image is a visual representation of a scene, object, or information, often captured or created through digital means. In today’s technological world, your cell phone is also a professional camera with advanced formatting options, enabling you to share photos instantly on social media and in texts and emails. Adding photos and screenshots in PowerPoint can be just as effective. Those saved files can be at your fingertips to add to your presentation. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Microsoft PowerPoint Slides | null | m00074 | Adding Text | A great way to add a well-placed description of an image is to insert a text box. Let’s add a text box to your *My Life in a Snapshot* presentation, as shown in [link]. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Microsoft PowerPoint Slides | null | m00074 | Adding Symbols | You can add symbols to a PowerPoint slide to enhance the visual appeal of your presentation and to make it more engaging. Symbols can include anything from emojis to arrows to creative shapes, like hearts. You can use symbols to represent different ideas or concepts, to emphasize certain points, or to create a visual hierarchy, arranging the elements of your design according to their level of importance. The purpose of visual hierarchy is to guide the viewer’s eye to the most important information or elements first, then to less important information. It’s a good idea to use symbols sparingly, and only when they add value to your presentation, so they don’t become distracting. This first presentation doesn’t require the addition of a symbol, but the steps for adding one to a slide are as follows: |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Microsoft PowerPoint Slides | null | m00074 | Adding Equations | Another feature to consider inserting in PowerPoint slides are designed equations. An equation is a mathematical statement that shows the relationship between two or more quantities, using mathematical symbols and operators. Equations are used to describe a wide range of physical, biological, and economic phenomena, and are central to many areas of science and engineering. Simply click on the option on the Insert tab and select from a list of drop-down options. (Note that the Equation option will be grayed out unless your cursor is active on the slide canvas.) A new tab, Equations, will appear on the ribbon, revealing many options for inserting and editing equations. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Microsoft PowerPoint Slides | null | m00074 | Adding WordArt | In PowerPoint, WordArt can add visual interest to a slide by using different font styles, colors, and effects that are prebuilt and designed for maximum impact. This can make your presentation more engaging and memorable for your audience. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Microsoft PowerPoint Slides | null | m00074 | Adding Illustrations | Much like adding images, illustrations can have a lasting impact in a presentation. An illustration is an image that’s “handmade,” so to speak, using either tangible elements such as pens and pencils or digital elements such as media. In this case, please take note of understanding the copyrights of the original work before selecting illustrations. In this section, we will walk through how to add a star to your presentation along with exploring some of the various illustration options. There are several types of illustrations that can be inserted in PowerPoint, including: |
Workplace Software and Skills | Preparing Presentations | Designing a Presentation in Google Slides | null | m00075 | Similarities between Google Slides and Microsoft PowerPoint | PowerPoint and Slides are both software programs that allow you to create and edit slideshows for presentations. When you begin to create a presentation with Slides, you will be presented with several themes and templates suitable for various applications in business, school projects, and general use. These designed templates can be customized with color, text, and style. [link] shows Slides when first opening the program and selecting a new presentation; the default, a blank presentation, is circled. Next to the blank presentation option are the different themes and templates. |
Workplace Software and Skills | Preparing Presentations | Designing a Presentation in Google Slides | null | m00075 | Differences between Google Slides and Microsoft PowerPoint | Understanding some of the key differences between Slides and PowerPoint will help you decide which tool to use and when it can be most helpful while working at WorldCorp. To start, PowerPoint is a stand-alone software program that users can purchase or access through a provider such as a school, a company, or an organization to which they belong. Stand-alone software programs are typically installed on a computer’s hard drive and can be launched by double-clicking an icon on the desktop or by selecting the program from the list of installed programs in the operating system. Stand-alone software programs are self-contained and do not rely on external resources, such as a connection to the internet or services to function. They are referred to as “offline capable.” The application, or app, is just a click away for the user to begin their work, regardless of their internet connection. As the program has advanced and added new features, it has expanded to include online collaboration. PowerPoint now offers users online experiences through the combination of Microsoft OneDrive and Microsoft 365. |
Workplace Software and Skills | Preparing Presentations | Designing a Presentation in Google Slides | null | m00075 | How Microsoft PowerPoint and Google Slides Function in a Workplace | Several features of Slides make it a unique and intriguing piece of software to have alongside PowerPoint. Both programs are commonly used in workplace settings, but may be used with different goals and audiences in mind. At WorldCorp, different teams use different tools in ways that work best for them; often, team members find that a project requires a combination of both programs. |
Workplace Software and Skills | Preparing Presentations | Creating Google Slides: Layout and Text | null | m00076 | How to Modify and Edit Text | As with any document, different fonts can convey different emotions and styles. Using a bold or italic font can help to emphasize certain words or phrases, while a different font can be used to create a specific style or theme for the presentation. If your presentation is for a business or organization, it may be important to use a specific font that aligns with the company’s branding guidelines. WorldCorp prefers the Oswald font for external documents. If text boxes are being used, be sure to modify each text box to the company standard. Although this choice may feel limiting, this approach drives the consistency of brand messaging for WorldCorp team members. |
Workplace Software and Skills | Preparing Presentations | Creating Google Slides: Layout and Text | null | m00076 | How to Modify Line Spacing | To modify the spacing of the font in a Slides presentation, select the slide where you want to modify the font spacing. In *My Life in a Snapshot,* there’s no need to modify spacing, but this option may come in handy when working with large font sizes and unique font styles. |
Workplace Software and Skills | Preparing Presentations | Creating Google Slides: Layout and Text | null | m00076 | How to Modify Borders and Lines | An additional tool that can come in handy is the ability to format borders and lines. In general, format refers to the way something is arranged or structured, usually in terms of its appearance, organization, or presentation. This term is used in a variety of contexts and can refer to various aspects of a document, file, or image, such as its layout, font, color scheme, page margins, and overall design. When formatting a border, you may want to consider the color, weight, type, dashes, and decorations. |
Workplace Software and Skills | Preparing Presentations | Creating Google Slides: Layout and Text | null | m00076 | How to Modify the Layout of a Slide | As in PowerPoint, each time text or images are added to a particular slide, the size and positioning of objects may need to be adjusted or changed. One option in Slides is to change the overall layout of the slide in the Slide menu. The Slide tab is a drop-down menu that allows users to create, edit, and organize slides within your presentation. [link] shows the list of options from the drop-down menu. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Google Slides | null | m00077 | Inserting an Image | Our presentation already includes an image of Amir, but if you want to update or change the picture, you can do so through Google Drive. Once your image is saved to Drive, we can easily insert the photo into the presentation. Slides’s streamlined approach makes it simple to add imagery to slides. To add your new picture to the first slide, start by making sure that you have the first slide selected in your Slides presentation. Click on the Insert menu at the top of the screen. Select Image from the drop-down menu. You can then choose to upload an image from your computer, or search for it in Drive, or select a photo from Google Photos. Select Drive and select the recent profile picture you took on your smartphone. You can then move and resize the image as needed. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Google Slides | null | m00077 | Inserting a Shape | You can choose from a variety of shapes, such as rectangles, circles, arrows, and more to add to any slide in a slideshow. These design elements are useful and easy to adjust within Slides. Once you have selected a shape from the Insert tab (see the options in [link]), click and drag on the side to create the desired size ([link]). You can then move, resize, and customize the shape as desired. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Google Slides | null | m00077 | Inserting a Table | Tables are an important tool for displaying information because they organize and present data in a clear and concise manner to an audience. They are useful for displaying large amounts of data in a compact format, making it easy for the viewer to compare and contrast different values, as well as show how different variables are related to one another. For a slideshow, it may be best to use tables to showcase summary statistics, such as means, medians, and standard deviations, which provide a quick overview of most datasets. You do not want to overwhelm your audience with an overly detailed table with too many numbers. In general, tables are an effective tool for displaying information because they provide the ability to display and understand complex data sets in a concise way. They are widely used in fields such as finance, statistics, business, and scientific research to communicate data and results. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Google Slides | null | m00077 | Inserting a Chart | Data is important in decision making because it provides a basis for understanding the current state of a problem or situation, and can be used to identify patterns, trends, and relationships that can inform the decision-making process. Your audience may expect to see data in a slideshow, particularly if it concerns finance or business, as data plays a crucial role in decision making by providing the information needed to make informed and well-informed decisions. Charts can be a perfect vessel to display this information to audiences. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Google Slides | null | m00077 | Inserting a Diagram | You may have noticed after attending numerous presentations how helpful diagrams can be for the audience. A diagram is a graphical representation of information or data. Diagrams can be used to visually communicate complex information, ideas, or concepts in a simple and intuitive way. A diagram can help all types of audiences understand a concept by visually representing complex information in a simple and easy-to-understand proven format. Diagrams can help to clarify relationships and connections between different components or elements of a concept and can make it easier to identify patterns/trends. Additionally, diagrams can be used to highlight important information and make it more prominent, making it easier for the audience to retain and recall the information later. This drives the purpose home in your presentations. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Google Slides | null | m00077 | Inserting Special Characters | Much like PowerPoint, special characters have a useful effect when added. A special character in Slides is a character or symbol that is not typically found on a keyboard, but can be inserted into a presentation to add visual interest or convey specific meaning. Examples of special characters in Slides include arrows, currency symbols, mathematical symbols, emojis, and various types of punctuation marks. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Google Slides | null | m00077 | Inserting a Link | For your *My Life in a Snapshot* presentation, you may not need to provide your audience members with any links, but you might want to include your email address. You can make this appear as a link so that when it is clicked on, it brings the user directly to their email client, like Outlook. This can be useful if a team member has a quick follow-up question after the presentation, or if they just want to send you a welcome message. Remember that the link will only work for them if the presentation has been distributed to them electronically. You can do this by emailing a link to the Slides presentation to your audience, or by sharing it as an email attachment. |
Workplace Software and Skills | Preparing Presentations | Adding Visuals and Features to Google Slides | null | m00077 | Inserting a Video | With video sharing and recording platforms like Zoom and YouTube easily accessible, creating and playing videos has never been easier. Adding a short video clip to your presentation can pack a huge punch, and is easy to do. Sharing video content may be exactly what you need to emphasize a message in a presentation, perhaps preferable to showing an image or a chart. Be careful not to use a copyrighted video in professional presentations. Review the rules and laws on what constitutes a copyrighted video before adding one to your next presentation. |
Workplace Software and Skills | Advanced Presentation Skills | Chapter Scenario | null | m00070 | ||
Workplace Software and Skills | Advanced Presentation Skills | Effective Presentation Skills | null | m00078 | Ensuring the Final Presentation Meets Its Goals | In general, to create an effective presentation, you first need to understand the goal or intent of the presentation. Your supervisor may provide those goals, or you may determine them yourself. Regardless, setting your goals first will help you ensure that the look of your slides matches those goals. Presentations can fall into one of the following categories, as outlined in [link]: persuasive, instructional, informational, or inspirational. Knowing the goal of your presentation helps you set the stage for developing the slides and constructing your narrative. |
Workplace Software and Skills | Advanced Presentation Skills | Effective Presentation Skills | null | m00078 | Opening a Presentation | There are many ways to start a presentation to engage your audience. What you do not want to do is jump right into the content or start by simply introducing yourself. You want your audience to be interested and engaged right away and to want to know more about what you are presenting. |
Workplace Software and Skills | Advanced Presentation Skills | Effective Presentation Skills | null | m00078 | Key Presentation Skills | Specific skills can vary by the type of presentation. For example, if you are giving a persuasive presentation, you might use more humor than you would in an informational presentation. There is no single standard set of skills that all presenters should possess, and what defines a good presenter versus a bad presenter can be quite subjective. However, there are some skills that pertain in all situations. A good presenter is one who is prepared, professional, and able to communicate effectively with the audience. |
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