Business documents

Business documents

1. Formatting word

   • A much better way to do it is to use the Styles section of the Home ribbon. Doing this makes sure the style of headings is always consistent.
   • After setting your headings, you can change the style of them with the designs ribbon: It’s possible to create your own designs, but the built in ones look very professional.
   • A header and footer is something that appears automatically on every page It can contain a page number that changes automatically Insert your header and footer from the insert toolbar. Page numbers can be inserted here too

2. Mail Merge

   • In order to perform a mail merge, a recipient list is needed. This a table that contains all the information that needs to change in the letters
   • You also need the document which is going to be mail merged. Since parts of it will be replaced by the information in the recipient list, you can leave gaps where things like the name and address will go.
   • The recipient list can be created in Word or Excel. It needs to be a table with headings along the top row, like the examples. Save this file with a suitable filename

3. Interative presentation

   • Interactive presentations don’t work very well as normal presentations. We can disable the keyboard and ONLY allow hyperlinks. We can also save it as a “PowerPoint show” that will launch as a show instead of in edit mode.
   • Triggered Animations are animations that only take place when a specific element is clicked. It can be used to show further information or start a demonstration. The quiz in this presentation was created with Triggered Animation.
   • Hyperlinks are used to move between slides by clicking on text, shapes or images. They can be used to create a menu, or give the viewer the option of viewing extra information. The “back” and “next” buttons on this slide use hyperlinks.

4. Professional presentation

   • A PowerPoint slide should contain a maximum of 5 bullet points Each bullet point should be one or two sentences, two lines max. You summarise the information on the screen, and explain in detail while presenting.
   • Don’t overuse animation. Any animation you use should be short and subtle.
   • Don’t put all your information on the screen. Summarise the information as bullet points and put the full info into the notes.
   • : Each slide should contain useful information. If it doesn’t, get rid of it.
   • Give your background and foreground different shades. One should be dark and one should be pale.
   • Use built in themes or create your own with the slide master.
   • Use the layout tool to ensure everything is properly spaced out. Be consistent in where you put text and images.

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