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Empowerment Q 4 Module 1 3 Week 1 and 3

The document provides instructions for completing an advanced mail merge in Microsoft Word. It includes creating a sample letter document with merge fields, setting up a data list with customer information, and walking through the steps to insert individual recipient data from the list into the form letter. The mail merge allows automatically generating customized letters to multiple recipients at once in Word.

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Jernel Raymundo
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0% found this document useful (0 votes)
437 views31 pages

Empowerment Q 4 Module 1 3 Week 1 and 3

The document provides instructions for completing an advanced mail merge in Microsoft Word. It includes creating a sample letter document with merge fields, setting up a data list with customer information, and walking through the steps to insert individual recipient data from the list into the form letter. The mail merge allows automatically generating customized letters to multiple recipients at once in Word.

Uploaded by

Jernel Raymundo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Empowerment

Technologies 12
Q-4 Module 1 (Week 1-3)

Lesson-1 Advanced Word Processing


Lesson-2 Advanced Spreadsheet Skills
Lesson-3 Advanced Presentation Skills

Skills
T E C H N I C A L V O C A T I O N A L L I V E L I H O O D
QUARTER 1

LESSON 1
Advanced
Word Processing Skills

EXPECTATIONS
In this lesson you are will know the different functions of Microsoft Word and
learn advance word processing skills.

At the end of this module, it is expected from you to learn the following:

• use the advance capabilities of Microsoft Word commonly used to


increase productivity and efficiency;
• utilize the features of this application efficiently to help improve the
productivity of an organization through maximizing the potential of
Microsoft Word;
• create letters or documents for distribution of your target recipients;
and,
• improve this letter as you create media-rich documents for printing and
publishing.

LESSON

In a professional world, sending out information for conveyance is


very vital. With the use of ICT, things can be easily and quickly
put across rapidly than the traditional newsletter or postal mail.
Internet can aid to send the letter in an instant.

This module will show you how a letter can be made using Microsoft Word – an
automated way of doing it and even sending it to many designated recipients. Below
are tasks that you will need to do prior to learning the main topic. Make sure that it is
available, because you will be needing it in the midst of the discussion.
Scenario 1: You are tasked to send a formal letter of invitation for a promo
campaign which a company is running. Initially, make a list of 10(ten) names of loyal
customers for this letter to send out. Below is a format of the customer information
you need.

Title Name Company Address 1 Address 2 City


Muntinlupa
Mr. Arnold Reyes ABC Inc. 23 Sierra St. Alabang
City
Ms. Arlene Diaz CBN Corp. Ring St. Calamba Laguna
Quezon
Engr. Sam Smith XYZ Company Oconner St. Cubao
City
Atty. Simon Cohort BUM Company Santa Ana Pateros Manila
Dr. Marta Santos Smart Inc. 123 Valero St. Ayala Ave. Makati City
Marc Delos
Mrs. 7N Group Salcedo Village Valero Makati City
Santos
Mr. Raileene Stuart Seven-Eight Co. Kalayaan St. Global Ave. Taguig City
Rotonda
Mr. Senthil Praya RR Donn & Sons Caniogan Pasay City
Village
Ms. Steven Kaushik JAE Inc. PICC St. Macapagal Pasay City
Ring
Mrs. Shane Lee Nidec Ltd. Tradition St. Cavite City
Village

Describe how you would most likely complete the task of sending 10 (ten)
invitations with individual names and other information of the recipients using
Microsoft Word.

1. Make an invitation letter that you can personalize, send, and distribute.

Scenario 2: Get a topic from an old newspaper or an article online which


discusses about Climate Change in the Philippines or environmental issues. Make a
summary of the topic/ article and provide a sample picture that you can insert in
your report. You will also need to present a graphical data about the article.

1. Think how you can insert the picture to the word document.
2. Find other kinds of images or materials can be inserted in a word document.

MAIL MERGE AND LABEL GENERATION


This module will allow you to learn one of the most powerful and commonly
used features of Microsoft Word called “Mail Merge”. You will create documents and
combine or merge them in another document or data file. It is commonly used when
sending out advertising materials to various recipients.

TWO COMPONENTS OF MAIL MERGE


1. Form Document
✓ The document that contains the main body of the message we want to
convey
or send.
✓ The main body is the part of the document that remains the same no
matter whom you’ll send it from the list.
✓ The Place holders are also included in the form document which is also
referred as data fields or merge fields.

2. List or Data File


✓ The second component of mail merge.
✓ This is where individual component or data that needs to be plugged in
(merged) to the form document is placed and maintained.
✓ One can easily add, remove, modify or extract your data more efficiently by
using other data management applications like Excel or Access and
import them in word during the mail merge process.

ADDITIONAL NOTE: Label generation is included in mail merge


feature on Microsoft Word. You can maximize this feature when you
need to send it to individual recipients in an envelope with the matching
address printed directly on it and in a mailing label to stick upon. Most
of the companies nowadays, utilize sending letters through email. This
is only used when physical copy of the letter is really needed. It lessens
the expenses of the companies from their resources.

STEPS IN CREATING SIMPLE MAIL MERGE


1. Open Microsoft Word and start a new blank document. You can use the
shortcut key Ctrl + N after Microsoft Word has been loaded or opened.

2. On the Mailings tab, from the Start Mail Merge group, choose Start Mail
Merge -> Letters.

Type the letter shown in the next page. You will be typing in only the common parts
of the letter. The text that does not change for each copy you print.
3. Make a folder in your desktop and save your letter and name it “Sample Letter”
inside that folder.

4. Insert the field you need in the letter (Name, Company, Address Line 1, Address
Line 2, City, and Title). You may want to use special markings on these field as
you are typing it. The most commonly used markings are typing it in capital
letters or ALL CAPS so can easily identify them later.

5. Save the document once more. The shortcut key to save a file is Ctrl + S.

6. On the Mailing tan in the Start Mail Merge group, choose Select Recipients ->
Type New List.

7. Click the Customize Columns button on the dialog box for the New Address
List.
8. Select a field that you do not need then click the Delete button. A confirmation
dialog box appears.

9. Click Yes in the confirmation dialog box. The dialog box closes and the
unnecessary field disappears or deleted.

10.Repeat steps 8 and 9 for each field you do not need. After removing the excess
fields, the next step is to add the fields you need.
`

Note: In this case, the fields that you need to delete are State, Zip code, Country or
Region, Home phone, Work phone and E-mail address.

11.To add a field that you need in your document, click the Add button.
12.Type the filed name on the prompt inside a small Add Field dialog box and click
the Ok button.
13.Repeat steps 11 and 12 for each new field you need in your main document.
14.Click the Ok button on the Customized Address List dialog box to confirm your
change.
15.The New Address List dialog box will appear again ready for you to type in your
data.
16.Type the individual data from your list corresponding to Name, Company,
Address Line 1, Address Line 2, City, and Title.
NOTE: You will need to recall the advance activities you have made. You will use it
and input in cells field for your Data List or Client List.

17.Press the Tab key each time to enter the next field.
18.To add a new record, press the Tab key after inputting the last field. When you
press the Tab key on the last field in a record, a new record is automatically
created and added on the next line.
19.Repeat steps 16 through 18 until you enter all the records you want. Once you
are done typing your data, click the Ok button on the Address New List dialog
box to save your data. A special Save Address List dialog box pops up. Allowing
you to save the recipient list.

20.Type a name for the address list or customer records. Name it “Client List”.

NOTE: Make sure to save your Client List inside the folder you created with your
Sample Letter so that it will be easy for you to locate the files and revise when
necessary. When you need to add more names or customer records. You can access
your Client List, open it and add the data you need to add then save. It will
automatically be included in the mail merge data.

21.Click the Save button. You should be back on your main document soon after.
22.Select a field placeholder (ALL CAPS) in the main document.
24.Click the Insert Merge Field command button.
25.Choose the proper field to insert into your text. For example, if you are replacing
the text name in your document with a name field, choose the Name Field from
the Insert Merge Field menu. The field is inserted into your document and
replaces the ALL CAPS text.

26.Continue adding fields until the document is compete. Repeat steps 22 through
24 as necessary to stick all fields into your document.
27.Save the document.
28.You can choose Preview Results to check your work before you send. Click it
again to get it back to return to merged fields.
29.Choose Finish & Merge to edit, print or send your merged documents through
email.

30.You should get a merge document close to this one.

31.Since the total customer information inputted in the merged document is 10,
same number of pages must be seen in your output. Save and close your
document.

You can now print the letters or send through email. It all depends on your
company requirement or your purpose when you apply this knowledge personally or
professionally.
INTEGRATING IMAGES AND EXTERNAL MATERIALS
Integrating or inserting pictures in your document is fun and it
improves the impression of your document. A common use of inserting a
picture is when you create a resume. Knowledge in the different kinds of
materials that you can insert or integrate in a word document and its
characteristics can help you create a more efficient, richer document not only in
content but also in physical form.

A better understanding of the physical form of your document as well as the


different materials you integrate in it would allow you to be more efficient and
versatile in using Microsoft Word.

KIND OF MATERIALS
There are various kinds of materials that the Microsoft Word is capable of
integrating in order to make you documents richer, more impressive and more
informative.

The screenshot above shows the kind of materials that can be integrated of
inserted in your Microsoft Word document. One important thing to remember is that
images and other materials are not to be inserted as images for design purposes only,
but they are used to enhance or improve the effectiveness of the message you want to
covert.

1. Pictures. These are electronic or digital pictures or photographs you have saved
in any local storage device. There are 3 most commonly used types of picture
files.

a. .JPG. Short for .jpeg or Joint Photographic Expert Group. Like all the
rest of the image file extensions, it identifies the kind of data compression
process that it uses to make it more compatible and portable through the
internet. This type of image file can support 16.6 million colors that is
why it is suitable for use when working with full color photographic images.

b. .GIF. This stands for Graphics Interchange Format. This image is capable
of displaying transparencies. It is good for blending with materials or
elements in your document. It is capable of displaying simple animation. It
can only support up to 256 colors which is good for logos and decors with
very limited or solid color.

c. .PNG. This pronounce as “ping”. It stands for Portable Network Graphics.


Its development was basically for the purpose of transporting images on the
internet at fast rates. It does not support animation like .GIF. It can display
up to about 16 million colors, so image quality for this image file type is
also remarkably improved.
2. Clip Art. This is generally a.GIF type; line art drawings or images used as
generic representation for ideas and objects that can be integrate in the
document. Microsoft Word has a library of clip arts that is built in or can be
downloaded freely.

3. Shapes. These are printable objects or materials that can be integrated in the
document to enhance the appearance or to allow anyone to have some tools to
use for composing and representing ideas of messages.

4. Smart Art. These are predefined sets of different shapes grouped together to
form ideas that are organizational or structural in nature. It is use to graphically
represent an organization, process relationship or flow for infographic
documents.

5. Chart. It is useful when preparing reports that correlate and present data in a
graphical manner. A chart can be created that can be integrated in Microsoft
word imported from Microsoft excel.

6. Screenshot. Microsoft Word provides a snipping tool for your screenshots so


that you can select and display only the part that you exactly like to capture in
the screen
IMAGE PLACEMENT
In practice, inserting an image or any other material in your document is quite
easy especially if the material already existed in your local storage device. If the image
you would like to be inserted is on a webpage. You can download, copy and paste in
your document. You will need to observe the Intellectual Property Rights to avoid
violating others rights. This topic will let you know the different characteristics of text
wrapping options that you
can use to integrate image
in your document.
The image below is
the wrap text drop-down
menu in Microsoft Word
document showing the
preset options.
1. In Line with Text.
This is the default
setting for images that
are inserted or
integrated in your
document. It treats the image like a text font with the bottom side totally aligned
with the text line.

2. Square. This setting allows the image you inserted to be placed anywhere within
the paragraph with the text going around the image in a square pattern like a
frame.

3. Tight. This is the same as the Square setting, but here are the text “hugs” or
conforms to the general shape of the image. It allows you to get a more creative
effect on your document.
4. Through. This setting allows the text on your document to flow even tighter,
taking the contours and shape of the image. This can be used with .GIF or .PNG
type of image.

5. Top and Bottom. This setting pushes the text away vertically to the top/and or
the bottom of the image so that the image occupies a whole line on its own.

6. Behind Text. This allows your image to be dragged and placed anywhere on
your document but with all the text floating in front of the list of it which makes
your image looks like a background.

7. In Front of Text. This setting allows your image to be placed right on top of the
text as if your image was dropped right on it, the text can be covered by the
image.

Exploration: Let’s pull out the topic about a climate change in the Philippines or
about our environment that you prepared from the start up tasks. Make sure that
your sample pictures are ready for integration to the article so we can produce a good
layout or output. We will use all the image placements mentioned in this module. We
will use alternative to insert images or pictures that are built in Microsoft Word.

Additional tips:

1. You can insert a chart from the Illustration group under the Insert tab, click
on chart to bring out the Insert Chart in the dialog box. An example of this
chart is Exploded Pie in 3D. You can edit it.

2. To edit the chart, right click on the chart then select edit data. You start editing
it base on the output that you want to see in your document.

3. In the Illustrations group under the Insert tab, click Pictures then select the
source of your images or file or you can open the folder where your file is
located then use the shortcut keys Ctrl + C to copy then go your document or
article then use Ctrl + V to paste the image.

To demonstrate in making a media rich documents, we will use “Climate Change in


the Philippines” article to show how the image integration can be applied and
inserting a graph. You will see the different image placements used in the article
including the chart to make a desirable output. You must be reminded that the image
or picture you will use must be related to the topic. Layout used was landscape with
2 columns per page.
This is the final article on Climate Change in the Philippines in two pages showing
integrated pictures with a chart.
WRAP UP
This module talked about how Microsoft Word can be used efficiently by
maximizing its full capabilities. Mail Merge, being one of its features, allows you to
create a single template which can be sent to multiple recipients.

In addition to that, integrating images and external materials can have richcontent
media and improve the overall appearance of the document.
Now, it is time for you to shine by sharing your own thoughts and ideas. There are
blank spaces provided below so you can share it through the following guide
questions:

• Which particular activities or subjects in school, this topic is most


applicable to you? How are you going to use it or even make a better
output?
• Will you apply it personally or in the future when you are already
working for a company? What particular scenario that would be?

POSTTEST
Directions: Select the letter that correspond to the correct answer. Write your
answer on your notebook.

1. Which of the following is not a component of mail merge?


a. Address b. Data file c. File name d. Form document
2. Where can you find the Start Mail Merge button?
a. File tab b. Mailings tab c. References tab d. Home tab
3. What field contains the information you need to merge with your mail
document?
a. Address block b. Data file c. Contact list d. Directory
4. Which image compression type allows you to display images in full color just
like in digital pictures?
a. .bmp b. .gif c. .jpg d. .tiff
5. What external materials allows you to insert organizational or structural
template like organizational charts and flow charts on your document?
a. Chart b. Pictures c. Screenshot d. Smart art
LESSON
Advanced
2 Spreadsheet Skills

EXPECTATION S

At the end of this module, learners should be able to:

• be familiar with the commonly used functions in Microsoft Excel;


• use several conditional functions available in Microsoft Excel; and
• use Microsoft Excel as a viable tool in market research and product
development.

LESSON
Whether you work in the field of accounting or not, the truth
is whatever you do should be accounted for. This is because the
resources you use cost you expenses. If you become a scientist, an
engineer, a yoga instructor, a bartender or an airline pilot, it is
important to understand how a company
spends to be able to deliver products or services. These factors could easily be
computed using spreadsheet programs like Microsoft Excel or Google Sheets.

Let us start by forming a product or service that you can sell or offer around
the campus. It can be sweets like polvoron or yema, small souvenirs like keychains
or bag tags, or services like foot spa or harana (serenade) for hire.

Add a personal twist to your product which could be something marketable


to your target community. You may add malunggay to your polvoron. The keychain
may contain caricature of the buyer. Also, you can create artworks and sell them as
a product or service.

On a sheet of paper, fill out the information of your product. A sample is


shown in the next page.
Estimating the Product Cost Using
Microsoft Excel
Let us assume that we are going to sell milk tea with the following information.

We will use Microsoft Excel to find out if our estimated sale price is reasonable
considering the actual price of the ingredients.

1. Copy the information below:

Tips: To get the values with PHP or Philippine peso sign use the Accounting Number
Format. You can use the shortcut key CTRL + 1 to show the Format Cells dialog
box, click the Accounting in the category where you see options for the currency you
need.
The default currency is dollar symbol ($). To change this, click the dropdown arrow at
the currency button then select More Accounting Formats, then change the symbol
to PHP.
To help you understand, how the SUM formula in Microsoft Excel works, this is the
simple way to do it. Take note that the position of the image with a data in the next
page is in a horizontal position. You will get the sum of 100, 200 and 300 using the
SUM function or formula. In cell F4, you type = (equal sign) then type SUM
followed by open parenthesis, place or drag your computer mouse or cursor to
cell C4 up to cell E4 then close parenthesis to end your formula then press enter.
Your formula will look like this =SUM(C4:E4) as shown in the image. You will get 600
as your answer. In arithmetic calculation using your knowledge in General
Mathematics, you are adding 100 + 200 + 300 = 600 but this time you will add it
using Microsoft Excel application, you will use SUM as the formula or function to use
in this case. Remember that when you add two addends, you call the answer
SUM in mathematical sense. This closely related to our ongoing activity.

C4 D4 E4 F4

This time, let’s try to use SUM function of Microsoft Excel in vertical image with a
data inside it as shown below. How are you going to use it? Simply, in cell C6, type =
(equal sign) then type SUM followed by open parenthesis, drag your computer
mouse or cursor to cell C3 down to cell C5 then type close parenthesis and hit
enter key. The answer will be 600. It is simply adding the range of cells with given
values. The formula you created is =SUM(C3:C5). There must be no spaces in
between these characters in any formulas that you use in Microsoft Excel. Otherwise,
it will be a formula error.
2. Use the sum formula to get the summation of the values for C4 to C7. The
SUM formula is =SUM(C4:C7). Type this on cell C8 as shown below:

3. Check if our estimated price will earn us profit. Type the additional format of
information shown below then apply the arithmetic formula for subtraction.
The formula now will be =C9-C8 or total minus estimated price.

4. The result if PHP 2.20. Our estimated price is not profitable. Let us make an
adjustment. Include the information below and deduct the total from the
New Sale Price.
5. The result is PHP 7.80. This is definitely profitable at this price.
However, this does not guarantee our product’s success.
6. Save your file as Cost of Ingredients.xlsx.

Remember to research on the ingredients price if applicable, divide


the quantity of a certain ingredient so that its cost will only cover one serving.

Analyzing Data Using


Microsoft Excel
In reality, researchers would come up with a survey (questions) before
releasing a new product. The data gathered would help them determine if the
product has any chance to succeed in the target market. This will also determine
how your product will be perceived by your target market. Let us take the sample
survey below showing the people in your school (teachers, students, personnel) as
the target market.

Add more questions that fit to your product. If your product is not a food
product replace the “taste” rate with durability or function. Have this survey
approved by your teacher then produce 15 copies of these as your survey form. You
must produce product samples good for 15-20 people for food testing. You can start
in your school by letting students and teachers taste/test your product.

When your respondents are done with the survey form you distributed to
them. You will now gather the data and encode (place) them in Microsoft Excel. A
sample of these spreadsheet is on the next page using the Starbuko Organic Milk
Tea as an example.

TIPS: * To change the orientation of a text, use shortcut key Ctrl + 1. It will open
the Format Cells dialog box > Alignment tab > under Orientation, specify the
degrees you want.

* To add and make borders to the cells, use shortcut key Ctrl + 1. It will
open the Format Cells dialog box > Border tab, specify the border that you will
use, you can also add line color and select a line style you need. Alternatively, on
Home tab > Font group > select borders.

This data is raw. If we have a huge sample, we will apply several formulas to
easily analyze the result of this survey.
Using the Average and Averageif Formula

The syntax are =average(cell involved) and


=averageif(range,criteria,[average range])

Notice that the data above showed the result of teacher, student and combined
average. You can simply analyze the result of your survey with what you can see
from the data presented above.

• To get the combined average, this is the formula employed for quality:
=AVERAGE(F5:F19). It means that to get the combined average for taste,
presentation and product, simply change the cells involved in the file. It is a
simple averaging of the respondent’s response.
= sign
=AVERAGE(F5:F9)
function name range
• To get the result of the average for quality based on the survey of the
teachers, this is the formula used:
=AVERAGEIF(E5:E19,"Teacher",F5:F19). This means that to get the average for
student about quality, you will just replace the criteria “Teacher” to “Student”. The
same steps apply to get the teacher average and student average for taste,
presentation and product. You will need to follow the same formulation but this time
just change the average range.

criteria
= sign

=AVERAGEIF(E5:E19,"Teacher”,F5:F19)
function name
range average range

Using Countif Formula


The syntax is =countif(range,criteria).

Using the =countif function will allow us to count the number of cells that
contains something. However, in this case we will only count the ones that have
YES in them.

• To get the number of respondents who answered YES for satisfied, the
formula is =COUNTIF(J5:J19,"yes") while for recommended, you will
need to adjust the range to get it while the criteria is still the same.
The same formula will be used to get the values for the prices by
changing the range and the criteria from “yes” to “x” since x entails
to the responses of the respondents in the survey made for the price
options.
criteria
= sign

function name range

The following are key terms that you need to understand:

• Range – the range of cells where you want to look for the criteria.
• Criteria – a value or label that determines if a cell is part of the range
to be averaged or counted.
• Average/count range (optional) – the actual range of the cells that
will be averaged or counted, if omitted the range will be used instead.

To make a generalization about the values in the table above. The result
garnered for teacher average is 3.00, student average got 2.90 while combined
average was 2.93 which will be our basis for interpretation, you can say that the
presentation of the product needs improvement because it is below the average.
Data interpretation will be discussed further in the next module using graph.

VALUING

Stephen Few said, “Numbers have an important story to tell. They rely on you
to give them a clear and convincing voice”, so learning this platform and its features
is an opportunity for you to tell a story of a good research output or study made
which is worthy to share to others
Microsoft Excel provides an automated way of displaying any statistical data.
It can be used to automatically compute for several factors that are not easy to
notice especially when faced with a large data. Microsoft Excel includes several
arithmetic and basic functions that help you compute faster.
Containing over 1,048,576 rows and 16,384 columns each in the
spreadsheet, with hundreds of them, or even more if your computer is capable, in
single file. You can import data from other spreadsheets and create other objects
making it easy to pull data you collected in various files in one place. You can also
make an automated way of generating a report that can help you maximize your
time when you are working for a company or simply making a research.
Nowadays, most of the companies requires an advanced knowledge in
Microsoft Excel functions because it is less expensive since when you buy a
computer, it comes with Microsoft Office application package. With this basic
knowledge you obtained in this module, do you think, you can achieve accuracy
with the proper use of the functions and features of Microsoft Excel? Also, do you
think, you can prepare yourself for this demand since soon enough you will be part
of the professional world? How will you deal with it?
Use the space provide below to answer the questions mentioned above.

___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

POSTTEST

Directions: Select the letter that correspond to the correct answer. Write your
answer on your notebook.

1. This function is used to count the number of cells that contains something
in them with the correct criteria in place.
A. Count B. CountNow C. Counting D. Countif
2. A number format that puts a dollar symbol before its value by default.
A. Percent B. Accounting C. Comma D. Date/Time
3. A function in Microsoft Excel which is used to get the average of a range of
cells?
A. Average B. Sum C. Mean D. Median
4. A syntax in the AVERGAEIF function that includes the value or label which
determines if the cell is part of the range to be averaged.
A. Range B. Criteria C. Average Range D. Logical Test
5. What function in Microsoft Excel is used to add a certain range of cells when
condition is met?
A. Sumif B. Addif C. Totalif D. Plusif
LESSON 3

Advanced Presentation Skills

EXPECTATION S

At the end of this module, learners should be able to:

• use hyperlinks to improve their slideshow(s);


• embed files and data to their slideshow(s); and
• maximize slideshow(s) as an effective visual aid tool.

LESSON

There are plenty of tools you can use to present data.


Whether it is scientific data, statistical, or a book report, a
presentation tool. Here are some of the tools that you can
explore and discover for yourself.

1. Microsoft PowerPoint. It
consists of a number of individual pages or "slides".
The "slide" analogy is a reference to the slide
projector which contain text, graphics, sound,
movies, and other objects arranged freely. The
presentation can be printed, displayed live on a
computer, or navigated through at the command of
the presenter.

2. Prezi. A visual storytelling software alternative to


traditional slide-based presentation formats. Its
feature is a map-like, schematic overview that lets
users pan between topics at will, zoom in on desired
details, and pull back to reveal context.

3. Apple Keynote. A presentation software application


developed as a part of the iWork productivity suite by
Apple Inc. Began as a computer program for Apple
former CEO Steve Jobs to use in creating the presentations for
Macworld Conference and Expo and other Apple keynote events.

4. Google Slides. An online presentations app that allows


you to show off your work in a visual way. With it, you
can create and edit presentations. Edit a presentation
with friends or coworkers, and share it with others
effortlessly.

5. Haiku Deck. A free app that makes presentations


simple, beautiful, and fun. It is a powerful new
application that uses artificial intelligence to instantly
transform your ideas into beautiful presentations.

6. PhotoSnack. Probably, this is the best free slideshow


maker and an incredibly easy app you can use to make
slideshows with music. Use it to share important
moments in your life with friends and family.

CREATING AN EFFECTIVE
PRESENTATION
Designing your presentation is fun part of creating a report because it gives
you a chance to be creative. Placing animations, transitions and art could be on
your mind right now. Sometime, these things could actually distract your audience
rather than help you. Here are some of the tips or strategies in creating an effective
presentation.

1. Minimize - keep slides count to a minimum to maintain a clear message


and to keep the audience attentive.
2. Clarity - avoid being fancy by using a font style that is easy to read.
Make sure that it is big enough to be read by the audience. Also, consider
how big the screen is during the report. A font size of 72 is about an inch
(depends on the screen size). A one-inch letter is readable 10 feet away; a
two-inch letter is readable 20 feet away.

3. Simplicity - use bullets or short sentences. Summarize the information


on the screen to have your audience focus on what the speaker is saying
than on reading the slide. Follow 6-7 rule (6 lines 7 words).
4. Visuals - use graphics to help in your presentation but not too many to
distract the audience. Instead of using table of data, use charts and
graphs.
5. Consistency - make your design uniform. Avoid having different font
styles and backgrounds.
6. Contrast - use light font on dark background or vice versa. This is done
so that it is easier to read. It is easier to read on screen if the background
is dark. This is due to brightness of the screen.
Now that you know the tips, let us create a presentation using the data discussed
in module 7 about the sample survey for Starbuko Organic Milk Tea. See the
sample presentation in the next page. Keep in mind that presentation must be clear
for the audience to easily understand its content.

Tips: When you open a blank Microsoft PowerPoint app, click on Design Tab to
see the templates available for you to use. Select a goof one for your presentation.

To add Images and Textbox, you can click on Insert Tab. Alternatively, you can
use shortcut key Ctrl + C to copy the image you need in your presentation from
your images folder then use Ctrl + V to paste it and include in the presentation.
You can try it by yourself until you come up with a presentation that you think is
best for your output.

Now, to guide you when you make your own presentation for the activity that you
will perform under this module. You can follow the presentation you see in the next
page. Remember to use tips or strategies mentioned in the earliest part of this
module to keep you guided and make your presentation simple but just enough to
discuss the summary of the activity that you will submit.
USING HYPERLINKS IN
MICROSOFT POWERPOINT
Using hyperlinks in presentation is an easy way to navigate slides during the
presentation. It may be wise to insert action buttons for most slides or place
hyperlinks to your Microsoft Excel in case the audience asks a specific question.

Ways to insert
hyperlinks:

1. Select an object
or highlight a
text.

2. Go to Insert > Hyperlink (under the links category) or use the shortcut key
Ctrl + K. The hyperlink dialog box will appear.
Link to options:

a. Existing File or Web Page - creates a hyperlink to website or a local file


saved in a hard drive.
b. Place in This Document - creates a hyperlink that allows you to jump to
a specific slide in your presentation.
c. Create a New Document - creates a hyperlink that once clicked, creates
a new document on your specified location.
d. E-mail Address - creates a hyperlink that opens a Microsoft Outlook that
automatically adds your specified recipient on a new email.
3. When done, click Ok to apply the hyperlink.

EMBEDDING OBJECTS IN
MICROSOFT POWERPOINT
Embedding objects is easy using Microsoft PowerPoint. With this option, you
can insert an excel file that will look like a table to a presentation.

1. Go to Insert tab.
2. On the Text group, click Object.
3. The Insert Object dialog box will appear.

Options:

a. Creates New - creates new file from scratch. Select on a wide variety of
files listed.
b. Create from File - creates a file from an existing file saved on your hard
drive. Put a check on the “link” option will allow it to modify the Excel file
inside the presentation.
4. One you are done, click Ok.

VALUING
An efficient presentation must have a minimized content because it maintains a
clear message, avoid being fancy by using fonts that are easy to read, keep things
simple through the use of bullets or short sentences, use charts and graphs that
are simple so that they will not distract the audience, being consistent in the layout
including font size and styles must be followed, and be mindful of the contrast.
When you apply this personally and professionally whenever you are making report
to show a summary of a particular topic or maybe an accomplishment in your
future company, it will guarantee you a better output.

According to Stephen Keague, an author of books in public speaking, “In


presentation or speeches less really is more.” You must remember that your
message must be crystal clear to your audience. An efficient presentation skill is a
valuable life skill, which will help your future education and your future careers
and eventually lead you to your journey to success.

Now, let’s say that you are going to make a presentation about a short story in
your literature subject, will you follow the tips mentioned in this module?
Remember that in short stories, its passages are long so what will be the
techniques or strategies when you make a slide so that it will not bore your
audience when you present it to them. Can you prove that in making presentation,
“less is more”? The space below are provided for you to answer the questions
raised.

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POSTTEST

Directions: Read carefully the following questions. Choose the letter of the best
answer and write it on your notebook.

1. The analogy for this presentation is a reference to the slide projector which
contains text, graphics, sound, movies, and other objects arranged freely.
A. Apple Keynote C. Notepad
B. Microsoft PowerPoint D. Prezi
2. An effective Microsoft PowerPoint presentation avoids being fancy. It uses a
font style that is easy to read and making sure that it is big enough to be
read by the audience.
A. Clarity C. Consistency
B. Clearly D. Simplicity
3. An effective Microsoft PowerPoint presentation uses graphics to help in your
presentation not too many to distract the audience.
A. Consistency C. Minimize
B. Contrast D. Visual
4. Which is the shortcut key to open a blank file that is the same as the one
currently open in your desktop
A. Alt + N C. Ctrl + N
B. Alt + M D. Ctrl + V
5. A free app that makes presentations simple, beautiful, and fun. Also, a
powerful new application that uses artificial intelligence to instantly
transform your ideas into beautiful presentation
A. Apple Keynote C. Haiku Deck
B. Google Slide D. Prezi

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