Microsoft Office Tutorials and References
In Depth Information
Also consider what kinds of graphic media are available and how well you can use them. Your employer will
expect you to be able to use Microsoft PowerPoint to prepare your presentation as a slide show. Luckily, many
college freshmen are required to take an introductory course that covers Microsoft Office and PowerPoint. If
you are not familiar with PowerPoint, several excellent tutorials on the Web can help you learn the basics.
Anticipating the Unexpected
Even though you are only drafting your report and presentation at this stage, eventually you will answer
questions from the audience. Being able to handle questions smoothly is the mark of a business professional.
The first steps to addressing audience questions are being able to anticipate them and preparing your
You will not use all the facts you gather for your report or presentation. However, as you draft your
report, you might want to jot down those facts and keep them handy, in case you need them to answer
questions from the audience. PowerPoint has a Notes section where you can include notes for each slide and print
them to help you answer questions that arise during your presentation. You will learn how to print notes for
your slides later in the tutorial.
The questions you receive depend on the nature of your presentation. For example, during a presentation
of an Excel decision model, you might be asked why you are not recommending a certain course of action, or
why you left it out of your report. If you have already prepared notes that anticipate such questions, you will
probably remember your answers without even having to refer to the notes.
Another potential problem is determining how much technical detail you should display in your slides. In
one sense, writing your report will be easier because you can include any graphics, tables, or data you want.
Because you have a time limit for your presentation, the question of what to include or leave out becomes more
challenging. One approach to this problem is to create more slides than you think you need, and then use the
Hide Slide option in PowerPoint to
the extra slides. For example, you might create slides that contain
technical details you do not think you will have time to present. However, if you are asked for more details on a
particular technical point, you can
a slide and display the detailed information needed to answer the
question. You will learn more about the Hide Slide and Unhide Slide options later in the tutorial.
Writing the Introduction
After you have written the main body of your report and presentation, you can develop an introduction. The
introduction should be only a paragraph or two, and it should preview the main points you will cover.
For some of the Access cases, you might want to include general information about databases: what they
can do, why they are used, and how they can help a company become more efficient and profitable. You will
not need to say much about the business operation because the audience already works for the company.
For the Excel cases, you might want to include an introduction of the general business scenario and
describe any assumptions you used to create and run your decision support models. Excel is used for decision
support, so you should describe the decision criteria you selected for the model.
Writing the Conclusion
Every good report or presentation needs a good ending. Do not leave the audience hanging. Your conclusion
should be brief
and it should give your presentation a sense of closure. Use the
conclusion to repeat your main points or, for the Excel cases, to recap your findings and recommendations.
On many occasions, information learned during a business project reveals new opportunities for other
projects. Your conclusion should provide closure for the immediate project, but if the project reveals
possibilities for future improvements, include them in a Path Forward statement.
only a paragraph or two
Using visual aids is a powerful means of getting your point across and making it understandable to your
audience. Visual aids come in a variety of forms, some of which are more effective than others. The integrated
graphics tools in Microsoft Office can help you prepare a presentation with powerful impact.