Posts Tagged ‘Microsoft Office’

Downsizing and Training

March 2nd, 2010 - by Angela

downsizing1I know, downsizing and training aren’t usually put together. Most corporations do not invest the extra money in training workers they are letting go. That is why I was surprised to be talking to my clients during a recent morning training session and find out that their whole department will not exist in a couple of months. 

A few of the employees will be relocated to other parts of the corporation. Most will be laid off with a severance package, the length depending on their years of service. Surprisingly, the employees do not have a bad view of their current employer, even though they are being laid off. They even commented on how much they appreciated everything their employer is doing to help them during this transition.

The corporation is investing in getting these displaced workers special training to help them find new jobs. The company believes in helping them succeed, even if they are not employed there anymore. What a great concept! I really like that they are having training sessions for these workers before the department is dissolved in a couple of months.

The training sessions cover Microsoft Office topics like Word, Excel and PowerPoint. During the morning training, we have customized a class to help them fill in the gaps in their knowledge of the software application. In the afternoon we have hour long one-on-one or one-on-two sessions to go over specific questions or target areas in the same software application that we covered in the morning.

This past week the training was on Excel. We had great sessions in the morning and afternoon! All of the students said that they really understood Excel better. They all had great attitudes and really dug in deep to understand all of the formulas, which was of primary concern to many of them.

I am looking forward to my Word sessions with them soon! It is so refreshing to see a corporation who cares about their employees, even during tough economic times like we have experienced the past couple of years.

Presentation Tips

February 22nd, 2010 - by Angela

11949839821041465662inservice_presentation_01_svg_medLast week, I was doing some research for a workshop on PowerPoint and presentation tips. I thought that I would share the tips and information that I found. There may be some tips that you already know. Hopefully, you’ll come away with a few new worthwhile nuggets after reading this post. I know I sure did!

I found an article in Business Week about PowerPoint. The authors were reminding the reader that just having a great PowerPoint presentation is not enough. You need to have a great presentation to go along with the PowerPoint presentation. The ideas the author gave were to bring an expert on stage with you to explain and/or demonstrate, to pass around samples of the product that you are discussing, and to pause and ask questions of your audience during the presentation. I really liked the idea of passing around samples. We are taught that the more senses there are involved with learning, the more likely the content will be remembered.

On a Microsoft Office users blog, I found some other great tips. The author suggested starting and ending a slide show with a blank slide with a dark background (no text, etc.). You would start your show before the audience arrived but would have the dark blank slide up on screen. I thought this would work well if you didn’t want your opening information up on the screen right away but also didn’t want to show everyone your desktop.

The blog author also discussed the reasons for using a dark versus light background. She suggested you used a dark background (with light font color) if you are in a large room with artificial lighting. If you are in a small room or one with mostly natural lighting you should go with a lighter background and darker font.

Another writer mentioned some tips about converting a PowerPoint for uploading to a web page. He noted that since you are not actually giving the presentation in person that you would want to include voice narration or extensive notes in the speaker notes area. One disadvantage to the presentation on the web is that in one view, the viewer doesn’t see the animations. If the user switches to see the animations, the notes are not visible. Fortunately, Office 2010 is addressing this issue and should improve how PowerPoint works on a web page.

There are also a couple of excellent books to consider as you prep for your next PowerPoint presentation.  Presentation Zen, by Garr Reynolds and slide:ology by Nancy Duarte are two books that can help take your presentations to the next level.

My favorite tip that I ran across in researching presentations is a fantastic video. The author is Jennifer Austin and the presentation was at the University at Buffalo (part of SUNY). It is a very simple but pointed 22 slide presentation on the do’s and don’ts involved in presenting. Check it out here: http://www.slideshare.net/jhaustin/presentation-tips.

I hope these tips help you on your next presentation! I know that I will be editing and updating several of my PowerPoints and adjusting how I give my presentations.

There’s a Template for that!

January 25th, 2010 - by Angela

word-template-createRecently one of my family members, after many years of contemplation, decided to open her own business. She gave me a call and asked me to help her create some of the forms she’ll need.  I was impressed that she had already assembled some paper forms that she liked to use for ideas when we created the ones for her soon-to-be formed new company.

Initially we tried to start from scratch, using her logo and colors, to create the forms.  We worked for a while on this and did not get very much accomplished.  Then, it hit me…TEMPLATES! I am a little embarrassed to say that I didn’t think of doing that first. They should take away my trainer badge some days!

I immediately opened the list of templates within Excel. We found some great invoices, receipts, statements, etc.  We were able to start with the forms she liked and then customize them to fit her logo, design, and contact information.  We also went into the Word templates and created a fax form (that she could use to fax from within her computer or print and use with her fax machine) and letterhead. She was delighted with the end results of our forms.

Next, I showed her how she could create labels with mail merge using Word and either her Contacts list, Excel spreadsheet list, or Access database table.  We also discussed how she could import and export data back and forth between the different Office applications.  She was excited at how many options there were. 

After creating the different forms, we decided to design a PowerPoint presentation for her to use in sales meetings with potential clients. I didn’t make the same mistake that I had with the forms.  We went straight to the templates this time.  I showed her the design slides that we could customize with her logo, colors and information.  She was glad that there were even some presentations with content for sales presentations to guide her.

If you own or are opening your own business, it would be well worth your time and money to invest in training.  A trainer could show you how to make your business operations work more efficiently by using Microsoft Office effectively. I definitely believe that it is better not to re-invent the wheel when you could save time by customizing templates that others have willingly shared.

Thoughts on Office Live Workspace

September 28th, 2009 - by Angela

microsoft_windowsofficelive4

This week I’ve been trying out a couple of new products that I haven’t had time to experiment with yet.  They aren’t new technologies but are some things I’ve wanted to try out.  My main goal was to see if they were useful enough to recommend to clients, especially since they are free software.

 

In my training with Versitas, I am sometimes asked about my evaluation of different software.  I know that not everyone is working with unlimited budgets these days, so I try to look for add-ons that can work with someone’s current software. 

 

So, I found a little time this week to try out Microsoft Office Live Workspace and SharedView.  Office Live Workspace is supposed to be able to work seamlessly with Microsoft Office 2007 to give you space to store, edit, and share files with others.  I thought that might be a good option for some of my clients if they did not have the IT manpower to set up and maintain a SharePoint server.

 

I purposefully did not read any reviews or evaluations of Office Live or SharedView.  I wanted to get my take on it without being biased by others’ thoughts.  Here is the scoop on Microsoft Office Live Workspace (technically in beta version).  You can upload, store, and share any Microsoft Office Word, PowerPoint and Excel document.  You get 5GB of storage room!  I like this alternative to a flash drive for use when I am training.  SharedView allows you to connect with others to view, share, edit, and collaborate on documents.  This is a great option for me to use if I need to create training materials with other trainers located in various cities. 

 

So, how did it go?  The account setup process for Microsoft Office Live Workspace was very easy.  Since I already had a Hotmail account, I didn’t have to enter any personal information.  It is a big plus in my book if I don’t have to remember another username/password!  During the download/install process for SharedView, it was recommended that I download Silverlight, an XML update and Sign-in Assistant - all free.  The whole process only took about 20 minutes.  I like that kind of quick installation!

 

I created a workspace for my Versitas files and uploaded several to try it out.  When I opened up Microsoft Word and clicked on the Office button, I have the options to “Open From” and “Save To” Microsoft Office Live Workspace.  You have to log in the first time but can change the settings so that it will automatically log you in for future use.  Cool!  I have a access to all of my uploaded documents that I put into my created Versitas workspace on the Office Live website.

 

My overall opinion?  Pros: Easy to install and use.  Cons: Can only upload files that are Word, Excel, or PowerPoint.  If I were Microsoft and designed a free software, I’d probably limit that, too.  This software is not for everyone but I would recommend it for clients that need basic collaboration and/or Microsoft Office file web storage that is easy to use.  You may want to give it a try!