Importance of Power point in Business

PowerPoint is an extremely useful and a handy tool for communication, expression, training and
entertainment. It has been helping us with all our presentations for a couple of decades now.
PowerPoint till recently has been commonly used for corporate sales, marketing, finance,
training presentations, and creating e-greeting cards. However, there are many other innovative
and creative uses of PowerPoint that are evolving each day. The fact that the software is easy-to-
use, familiar since ages now, and can be converted into more web friendly and content safe
formats, such as flash and PDF, makes it one of the most preferred tools globally. The ease with
which one can create complex presentations using audio, video, animations and graphic makes it
extremely user friendly.

In todays high speed living, information has to be available as and when required. It also needs
to be customizable according to personal requirements. It needs to be light, engaging and easily
comprehendible for better reach to the masses. At the same time information should be
exhaustive as well. PowerPoint serves all these and more.
In many organizations, the beginning and end of any business activity is marked by the
PowerPoint presentation. In the early stages of an initiative, PowerPoint is used in strategy
sessions, to present proposals and put forth plans. Later, its used for updates and progress
reports. In the final stages, its used to report back and to present findings and conclusions.
PowerPoint is everywhere, and it shows no signs of going away anytime soon.

Why is it used so broadly? And how did this simple tool become so entrenched in business? Here
are a few thoughts:
1. PowerPoint is accessible. For the novice, its easy to learn and use.
2. PowerPoint is everywhere. Pretty much everyone has it, or has the ability to view a file.
This makes it easy to share ideas and generally move meaning around. Slides can be borrowed,
stolen, recycled and re-used.
3. PowerPoint is flexible. The same document that is used to present information in a
meeting or conference, can, with little or no modification, be emailed as a document or shared
online, retaining much of its meaning.

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4. PowerPoint is easy to read. PowerPoint documents can be scanned and understood
more rapidly than text documents. Because they are primarily visual they tend to be more easily
understood and remembered.
5. PowerPoint is modular. It can be broken down into single slides, which can be arranged
and rearranged into numerous different sequences. Over time you can build up a storehouse of
slides that represent your or your teams collective knowledge about any subject, which can
be distributed, shared, discussed and modified as things evolve over time.
6. PowerPoint is powerful. For the more experienced user, its a powerful multimedia tool,
with animation and other advanced effects. Its easy to add information of any kind: Video,
charts, photographs, maps just about anything that can be digitized can be added to
PowerPoint.
People use PowerPoint to represent knowledge, and the main element is relatively small and
useful atomic unit we call the slide.

Microsoft PowerPoint for effective business presentations

o Creating a presentation
o Using master slide and themes to format your presentation
o Creating transitions and animation effects
o Working with graphic and audio-visual elements
o Showing Excel worksheets and charts within a PowerPoint presentation

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Importance of Ms Word in Business

Microsoft Word (simply referred to as Word) is a sophisticated word processing application

program/package specially designed for performing various word processing tasks, such as
typing, editing and printing out of textual information. It allows adequate control over the
creation and presentation of the typographic work. Microsoft Word also offers facilities for basic
graphic design, statistical report of a document, spelling and grammar checking tasks, etc. These
and numerous other features and facilities Word offers make it stand out among word processing
programs, as well as make the difference between it and other mechanical devices for word
processing (e.g. typewriter).

Microsoft Office Word helps people create and share professional-looking content by combining
a comprehensive set of writing tools with the easy-to-use Microsoft Office Fluent user interface.

If you are a small business which generates a lot of paperwork, then Microsoft Office is
definitely worthwhile. For the casual computer user, it does not make any difference. Office is
designed for a small business or professional worker in the word processing field. If you do not
use it, you probably do not need it. It does not affect the operation of your machine.

Microsoft Word offers you specialized tools for formatting your document in various ways;
perform spelling and grammar check to produce standard and error-free documents; in-built
thesaurus for finding appropriate synonyms to replace repetitive words/phrases; word count
feature for a statistical report of your document; drawing and graphics editing tools to add a
touch of graphics or images to go with your documents; sounds and video handling tools to add
multimedia feature to a document; numerous wizards and tools for creating and distributing
merged faxes, form letters, labels and envelopes, etc.

Microsoft Word supports templates that allow people to create high-quality documents without
having to manage the layout engine precisely. People who need to support different citation
systems can find templates that simplify the process of formatting the text correctly and aligning

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elements as prescribed. Word is a popular tool for creating resumes, and a number of tools are
available through Microsoft and through third-party websites for creating resumes. Users can
also find templates for calendars and other organizational tools, including day planners and
itineraries.

Word began as a fairly simple text editor. Users had minimal control of the font type the program
used and few options for controlling rows and the text layout. Unlike traditional publishing
software, Microsoft Word was designed primarily for creating simple documents, and many
students and businesses use it in this capacity. Over the years, however, Word has offered support
for more complex types of documents, and it can largely replace more complex desktop
publishing programs. Still, people looking for the utmost precision and control might prefer
standard publishing products.

Word has become the most popular program because it:

1. We can whit it write what We want as a book or a text file or a PDF file

2. We can add pictures and charts and can be imported from a Office programs

3. We can make letters or certificates of fixed and variable determines what is where and apply it
to the list of names

4. We can use the templates that We shorten great effort, both in writing or design

5. We can print more than one copy or save it to We or sent by any means, whether by e-mail or
via mobile phone or the possibility of their participation so that people can read only or edit what
We wrote

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Microsoft Office 2010 as an effective business tool to enhance work performance and
productivity:
Creating professional documents with Microsoft Word
o Text and paragraph formatting
o Page layout and setup
o Using styles
o Using and formatting tables
o Miscellaneous tips and tricks
Creating user input forms with Microsoft Word
o Using Microsoft form template
o Using Form Content Controls

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Use of Mail Merge

Mail merge is a feature on word processing application software that enables users to develop
personalized letters, greeting cards and other communication with names and addresses stored in
a database. It is very easy to proofread a single letter which is then used as the template for many
others. In addition, when the template has been created, it can be saved and used again in the
future.

The biggest advantage of mail merge is that a company can write and send one standard letter to
a large number of stakeholders, such as its shareholders, without manually adding each name and
address. Mail merge can generate hundreds of letters and envelopes that are tailored to read as
though they were written to individuals

First, the computer user creates a database of various field names of the desired addressees and
then writes the letter linking it to the database. Next, the user employs a query to find a set of
people who are targeted to receive a copy of the letter. The mail merge wizard then prompts the
user to enter the appropriate details of each addressee. The wizard finalizes the process by taking
data from the prepared database and produces a copy of the letter for each person in the database.
The only disadvantage is that letters can lack a certain level of personal engagement.

Mail merge is a tool that simplifies the creation of a set of documents that are similar but contain
unique and variable data elements by linking a database that contains those data elements to a
document. The document contains merge fields where that unique data will be populated.

Mail merge saves you time and effort by automating the process of entering standardized pieces
of data like names and addresses into a document.

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 Utility of Mail Merge

Mail merge, for many people, conjures thoughts of junk mail. While it is an undeniable fact that
mail merge can be used to generate large amounts of mail quickly and easily, its many other uses
may surprise you and change the way you create some of your documents

Mail merge can be used to create any type of printed document, as well as electronically
distributed documents and faxes.

A mail merge consists of two main parts: the document and the data source, also referred to as
the database. The possibilities for the kinds of documents that can be created using a mail merge
are virtually limitless. Here are some examples:

Catalogs
Inventories
Invoices
Labels
Envelopes
And, of course, letters

When used smartly, mail merge can greatly improve your productivity.

Mail Merge Data Sources for Microsoft Word

Microsoft Word simplifies your work by letting you use other Office applications such as Excel
and Outlook as data sources. If you have the full Office suite, using one of its applications as
your data source is easy, convenient and highly recommended. Using contacts you have already
entered into your Outlook contacts, for example, will save you from re-entering that information
into another data source. Also, using an Excel spreadsheet gives you greater flexibility with your
data than the data source Word will create.

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However, if you only have the Word application, you can still use the mail merge feature. Word
has the ability to create a fully customizable data source for you to use in your mail merge.

Setting Up a Mail Merge

A mail merge may seem complicatedand complex, data-heavy documents that rely large
databases can bebut Word simplifies the set up of a mail merge for common uses by providing
wizards that walk you through the process of linking your document to a database.

Use of mail merge

Mail merge can be used for a number of different tasks. Here are some examples:

Writing letters to customers

- to tell them about an upcoming sale or special offer
- to inform them about a change to the business e.g. new phone number

Mail shot
- sending out a survey to a large number of people
- competitions

Invoices
- sending reminders of overdue payments to a large number of customers

Schools
- students' names and grades into reports

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- parents' names and addresses for letters home
- students' names onto certificates

Personal
- addressing envelopes for Christmas cards