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3. GROUP-buttons for related commands are organized on a tab in groups. The buttons in this group can be used to change the appearance of paragraphs

4. TITLE BAR-displays the name of the open file and the program

5. INSERTION POINT-shows where characters will appear when you start to type

6. WORKSPACE-the area that displays the file you are working on

7. STATUS BAR-provides information about the program, open file, or current task or selection. It also contains buttons and other controls for working with file

and its content.

8. SIZING BUTTON-resize and close the program windows.

9. SCROLLING-moves a different part of the workspace into view. You can drag the scroll box or click a scroll arrow on the scroll bar

10. ZOOMING-magnifies or shrinks the display of content in the workspace.

Starting a new document

1. Start by double clicking on the icon , located from the Desktop or from quickstarter.

2. When Word is open, you can also start a new document in one of the following ways:

Press the Ctrl + N keys.

Use File > New > Blank Document .

Opening an existing document

• You can open an existing document in one of the following ways. If a document is already open in Word, the second document opens in a new window.

Choose File > Open.

Press Ctrl + O on the keyboard.

Use the Recent button found under File tab.

Saving a document• To save a new document in Word, do one of the following:

Press Ctrl + S.

Choose File > Save.

• When the Save As dialog box appears, enter the file name, verify the file type (if applicable) and click Save.

• To save an open document w/ the current file name, choose File > Save. This will overwrite the last saved state of the file.

Saving a document to other file type

• To save a document into other file type using Word, do one of the following:

Press Alt + F + A.

Choose File > Save As.

• On the Save As dialog box, in the Save as Type drop-down menu, select the type of format you want.

• Click Save.

Password protection

• Use File > Save As (or Alt + F + A) when saving the document. (Or File > Save or Ctrl + S the first time you save a new document.)

• On the Save As dialog box, click on Tools > General Options.

• Under File encryption options for this document, enter your password at the box next to Password to Open.

• Then click Save.

Closing a document

• To close a document, choose File > Close or click the Close icon on the document window .

• If the document has not been saved since the last change, a message box is displayed. Choose either of these three options:

Save-the document is saved and then closed.

Don’t Save-the document is closed, and all modifications since the last save are lost.

Cancel -nothing happens, and you return to the document.

Selecting text



• SELECT A WORD-double click the word

• SELECT A PARAGRAPH -triple click anywhere in the paragraph

• Click anywhere to deselect selected text

• SELECT A TEXT BLOCK USING THE MOUSE -drag across the text from the first character to the right of the last character you want to select

• SELECT AN AREA OF TEXT USING THE MOUSE AND THE KEYBOARD-position the insertion point to the left of the 1st

character you want to select, then press

Shift and position the insertion point to the right of the last character you want to select.

• Press Shift + End keys to select to the end of the text line.

• To select the entire document, press Ctrl + A.

To Selecting non-consecutive items

•

Using mouse:

1. Select the 1st

piece of text.

2. Hold down the Ctrl key and use the mouse to select the next piece of text.

3. Repeat as often as needed



Microsoft PowerPoint 2010



Verbal Communication: Planning a Presentation

As you prepare your presentation, you need to consider a few key questions to help you plan what to say. Being able to answer these questions will help you create a

presentation that successfully delivers its message or motivates the audience to take an action.

• What is the purpose of your presentation?

In other words, what action or response do you want your audience to have? If you are making a sales pitch, you’ll want the audience to buy what you’re

selling. If you are delivering good or bad news, you’ ll want the audience to hear the message clearly and take action based on the facts you provide.

• Who is your audience?

Think about the needs and interests of your audience as well as any decisions they’ll make as a result of what you have to say. Make sure what you choose to

say to your audience is relevant to their needs, interests, and decisions, or it will be forgotten.

• How much time do you have for the presentation?

Consider the amount of time available. Make sure you pace yourself as you speak. You don’t want to spend too much time on the introduction and end up

having to cut your closing remarks short because you run out of time. This diminishes the effectiveness of the entire presentation and weakens its impact on

the audience.

• Will your audience benefit from printed output?

Some presentations are effectively delivered with on-screen visuals. Others require printed support materials because there is too much information to be

displayed on the screen, or the presenter wants the audience to have something to take with them to help remember what was said.

Creating a Title Slide

The first slide in a PowerPoint presentation is usually the title slide, which typically contains the title of the presentation and the presenter’s name or a subtitle. The

blank title slide contains two text placeholders. A placeholder is a region of a slide reserved for inserting text or graphics. A text placeholder is a placeholder designed

to contain text. The larger text placeholder on the title slide is the title text placeholder and is designed to hold the presentation title. The smaller text placeholderbelow the title text placeholder is the subtitle text placeholder; it is designed to contain a subtitle for the presentation. Once you enter text into a text placeholder, it

becomes a text box, which is simply a container that holds text.

You’ll add text to the title slide.



Adding a New Slide and Choosing a LayoutWhen you add a new slide, the slide is formatted with a layout, which is a predetermined way of organizing the objects on a slide, including title text and other content

(bulleted lists, photographs, charts, and so forth). All layouts, except the Blank layout, include placeholders to help you create your presentation. Slides can include

several types of placeholders, but the most common are text and content placeholders. You’ve already seen text placeholders on the title slide. Most layouts include a

title text placeholder to contain the slide title. Many layouts also contain a content placeholder, which contains the slide content. The slide content can be text, a table,

a chart, a graph, a picture, clip art, or a movie. If you click in a content placeholder, and then add text, the content placeholder is no longer a placeholder and becomes a

text box. PowerPoint provides nine built-in layouts, as described below.

Built-in layouts in PowerPoint

.



Creating a Bulleted ListOften, text on a slide is in the form of bulleted lists to emphasize important points to the audience. A bulleted list is a list of “paragraphs” (words,

phrases, sentences, or paragraphs) with a special symbol (dot, dash, circle, box, star, or other character) to the left of each paragraph. A bulleted item is

one paragraph in a bulleted list. Bullets can appear at different outline levels. A first-level bullet is a main paragraph in a bulleted list; a second-level

bullet—sometimes called a subbullet—is a bullet below and indented from a first-level bullet. Usually, the font size—the size of the characters—

of the text in subbullets is smaller than the font size of text in first-level bullets. A font is the design of a set of characters. Fonts are measured in points,

which is a unit of measurement. One point equals 1/72 of an inch. Text in a book is typically printed in 10- or 12-point type.

As you add text to a content placeholder, the AutoFit feature changes the line spacing and the font size of the text if you add more text than will fi t in

the placeholder. The AutoFit feature is turned on by default. When you start typing the next bullet, you will see the AutoFit feature adjust the text to

make it fi t. If the AutoFit feature adjusts the text in a text box, the AutoFit Options button appears in the Slide pane below and to the left of the

placeholder. You can click the AutoFit Options button and select an option on the menu to control the way AutoFit works.



.

Using ThemesPlain white slides with a common font (such as black Times New Roman or Calibri) often fail to hold an audience’s attention. In today’s information age, audiences

expect more interesting color schemes, fonts, graphics, and other effects. To make it easy to add color and style to your presentations, PowerPoint provides themes.

(Refer to the figure below.) Theme colors are the colors used for the background, title text, body text, accents, background colors and objects, and graphics in a

presentation. Theme fonts are two fonts or font styles, one for the titles (or headings) and one for text in content placeholders. In some themes, the title and body

fonts are the same, just different sizes and possibly different colors. Other themes use different title and body fonts in various sizes and colors. Some themes includegraphics as part of the slide background. A graphic is a picture, shape, design, graph, chart, or diagram. Every presentation has a theme. Even the “blank” presentation

that opens when you first start PowerPoint or when you create a new presentation without selecting another theme has the default Office theme applied. The theme

you choose for your presentation should reflect the content and the intended audience. For example, if you are presenting a new curriculum to a group of elementary

school teachers, you might choose a theme that uses bright, primary colors. On the other hand, if you are presenting a new marketing plan to a mutual fund company,

you might choose a theme that uses dark colors formatted in a way that conveys sophistication.



Rehearsing Your PresentationThe best presentations are planned well in advance of their delivery. Once the content has been created, enhanced, and perfected, it is time to prepare you, the

presenter. Presenters who try to stand up and “wing it” in front of a crowd usually reveal this amateur approach the moment they start speaking— by looking down at

their notes, rambling off topic, or turning their back on the audience frequently to read from the slides displayed on-screen. To avoid being seen as an amateur, you

need to rehearse your presentation. Even the most knowledgeable speakers rehearse to ensure they know how the topic flows, what the main points are, how much

time to spend on each slide, and where to place emphasis. Experienced presenters understand that while practice may not make them perfect, it will certainly make

them better. Where you practice isn’t that important. You can talk to a mirror, your family, or a group of friends. If you have a video camera, you can record yourself,

and then review the video. Watching video evidence of your performance often reveals the weaknesses you don’t want your audience to see and that your friends or

family may be unwilling or unable to identify. Whatever you choose to do, the bottom line is this: If you practice, you will improve.As you rehearse, you should remember to focus on the following steps:

• Practice speaking fluently.

• Work on your tone of voice.

• Decide how to involve your audience.

• Become aware of your body language.

• Check your appearance.

1. Speaking Fluently

Be sure to speak in an easy, smooth manner, and avoid using nonwords and fillers. Nonwords consist of ums, ahs, hms, and other such breaks in speech. Fillers are

phrases that don’t add any value yet add length to sentences. Both can dilute a speaker’s message because they are not essential to the meaning of w hat’s being

spoken. At best, they can make you sound unprofessional. At worst, they can distract your audience and make your message incomprehensible.

2.

Considering Your Tone of VoiceWhen delivering your presentation, you usually want to speak passionately, with authority, and with a smile. If you aren’t ex cited about your presentation, how will

your audience feel? By projecting your voice with energy, passion, and confidence, your audience will automatically pay more attention to you. Smile and look directly

at your audience members and make eye contact. If your message is getting across, they will instinctively affi rm what you’re saying by returning your gaze, nodding

their heads, or smiling. There’s something compelling about a confident speaker whose presence commands attention. However, be careful not to overdo it. Speaking

too loudly or using an overly confident or arrogant tone will quickly turn off an audience and make them stop listening altogether.

3. Involving Your Audience

If you involve your audience in your presentation, they will pay closer attention to what you have to say. When an audience member asks a question, be sure to affirm

them before answering. For example, you could respond with “That’s a great question. What do the rest of you think?” or “Thanks for asking. Here’s what my research

revealed.” An easy way to get the audience to participate is to start with a question and invite responses, or to stop partwa y through to discuss a particularly important

point.

4. Being Aware of Your Body Language

Although the content of your presentation plays a role in your message delivery, it’s your voice and body language during the presentation that makes or breaks it.

Maintain eye contact to send the message that you want to connect and that you can be trusted. Stand up straight to signal confidence. Conversely, avoid slouching,

which can convey laziness, lack of energy, or disinterest, and fidgeting or touching your hair, which can signal nervousness. Resist the temptation to glance at your

watch; you don’t want to send a signal that you’d rather be someplace else. Finally, be aware of your hand movements. The best position for your hands is to place

them comfortably by your side, in a relaxed position. As you talk, its fi ne to use hand gestures to help make a point, but be careful not to overdo it.

5. Evaluating Your Appearance

Just as a professional appearance makes a good impression during a job interview, an audience’s first impression of a speaker is also based on appearance. Before a

single word is spoken, the audience sizes up the way the presenter looks. You want to make sure you look professional and competent. Make sure your appearance is

neat, clean, and well-coordinated, and dress in appropriate clothing. As you spend time practicing your presentation, you will naturally develop appropriate body

language, tone of voice, and a fluent delivery, ensuring a clear connection with your audience and a professional delivery of your presentation’s message.

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