Posts Tagged ‘PowerPoint’

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.

Certification

February 16th, 2010 - by Angela

ub_cs_graduationHave you ever thought about becoming Microsoft certified in Word, Excel, Access, Outlook or PowerPoint? I’m surprised at how many of the clients I train have not thought about adding a Microsoft Office Specialist certificate to their list of accomplishments.

How many times do people go to job interviews and say they know Excel at the expert level but are not able to deliver once they are hired?  I think it would be so important to be able to back up my skills with a world recognized certificate from Microsoft.  Not only would I be able to say that I knew the software but Microsoft would say that I knew the software.

I must note that Microsoft has not made it easy to understand the certifications.  The name of the certification has changed from MOUS (Microsoft Office User Specialist) in the 97 Office version to MOS (Microsoft Office Specialist) for 2000, XP, and 2003 versions to MCAS (Microsoft Certified Application Specialist) for 2007 version. Since I have been certified since the 97 version, I sometimes don’t know what to call myself.

Each certification, though, has definitely contributed to my career path. Having the certifications on my resume has helped me to succeed in reaching several of my goals. Not only have they contributed to my life, but I’ve watched many students build their confidence in their skills by studying for, taking and passing the tests.

Several times I’ve done one-on-one training sessions for clients that are studying to take a Microsoft certification test. The training is an investment that can have a big payoff if you are able to advance in your career with the new certification. 

If you are interested in taking one of the certification exams, start at the Certiport website. (http://www.certiport.com) They administer the Microsoft exams.  If you need some training to help study and get ready for the exam, let me know! At Versitas, we love helping you succeed!

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.

Office 2010 Preview (Part II)

January 5th, 2010 - by Angela

images1In last week’s blog, I looked at Microsoft Office 2010 beta version.  My focus was mainly on the overall changes across the whole suite of applications.  I wanted to look at the new updates to the individual applications, too.

Word 2010 was not changed radically between the 2007 and 2010 versions.  More styles and fonts were added, which will be very nice when I design handouts.  One of the new updates that I will really enjoy having available is the Paste Preview.  The Paste Preview lets you test out the different paste options before actually committing to the paste.  This means less use of the undo button if the paste does not look right in your document.  The main change in Word (also in PowerPoint and OneNote) is the co-authoring feature (through the use of SharePoint Server or Windows Live) which allows multiple people to work on same document or presentation simultaneously.  Whenever you save the document or presentation, it syncs with the other users’ changes.  For those of us who collaborate with others on documents and presentations, this will be of great benefit!

The most changed application for 2010 is Outlook.  In the 2007 version Outlook was a hybrid, keeping some of the menus from the 2003 version and adopting some of the ribbon from 2007.  Now it is all ribbon based like the other applications.  One of the ribbon items added is called Quick Steps, which helps you to create often used items, like team meetings, quickly.

Outlook now tracks your email and other history with each contact.  The Conversation View allows you to look at the email threads as a conversation to find attachments or emails quickly.  It also lets you ignore future messages in that thread if you do not need to be a part of that conversation.

I am most impressed with Outlook’s new Social Connector.  The Social Connector is not completely developed but has amazing possibilities for people like me who are trying to manage Facebook, Twitter, RSS feeds, LinkedIn and other social media.  The Social Connector pane appears near the bottom of the screen, below an email message that you are reading.  It will update your Facebook, LinkedIn, or other social media sites for that contact and store the information in Outlook.  Essentially, when all of the applications are developed for the connector, Outlook would be the repository for all of your social media sites.  Since all of the connector applications are not developed yet, I’ll have to wait and see how powerful this feature will really be for my day-to-day use.

Like Word, Excel had a few main updates, but was not completely overhauled.  I was happy to see that Conditional Formatting now has more icon and style options.  Additionally, Excel 2010 added Sparklines, which are small charts in a cell.  The cell-sized charts are right next to the data that they are based on, making it very quick to see a visual representation of the data.  I really like not having to look over at a separate chart to get a basic idea of the data trends. The other Excel new feature is the Slicer.  It allows PivotTables to have more layers, making them even more powerful!

I cannot wait to get my hands on the new PowerPoint 2010 official release!  In the 2010 version, Microsoft has updated the video editing features.  Now, you can edit videos from within PowerPoint.  For example, you can add fade and transition effect and shorten or trim videos without needing an additional video editor.  I was disappointed to find out that they have not increased the number of video formats accepted.  PowerPoint 2010 is still limited to .avi and .wmv video formats unless you want to installation third-party codecs or applications.

PowerPoint 2010 also added more Photoshop-style photo editing.  You have more control over contrast and sharpening plus added picture effects and background removal options.  There are also more options for publishing your presentation to the Web.  I was excited to see that PowerPoint 2010 added 3D transitions, too!

It looks like the new Office 2010 has many user-friendly updates.  The Ribbon that we all had to get used to in Office 2007 will initially require some getting used to for those upgrading from Office 2003.  Overall, I’m really happy with the design in Office 2010 and the productivity increase potential that I can see from the new improvements.

Office 2010 Review (Part I)

December 30th, 2009 - by Angela

imagesI’ve been researching Office 2010 lately.  Based on my first impression, I’m pretty excited about adopting it when it is released in the first half of 2010.  As a trainer for Versitas, I can see so many fun ways to integrate the new elements into a great “new features” class.

I must admit that I am an early adopter.  I started using the full desktop version of Office 2007 as soon as it was in beta version.  It did take a little time to get used to the updated interface without my memorized menus, but I really like how user friendly it is!  I had not had the time to play with any pre-release version of Office 2010 yet so this was my first go-round with it.

I have to start off with the WebApps version change. Office 2010 Word, Excel, PowerPoint and OneNote applications will now be available to use (with limited functionality) in a web browser (Explorer, Firefox, and Safari).  Here comes cloud computing!  Users will only need to use SharePoint 2010 or a Windows Live Account.  For those people who use a netbook, this would work really well because it wouldn’t require a great deal of hard drive space. The WebApps are available to anyone who purchases Office 2010 or free to those who don’t mind having an advertising pane on their screen.

Another new feature, called BackStage, replaces the File menu.  It allows you to integrate tasks across multiple documents like printing and sharing. If BackStage works like it is supposed to, I’m going to love this facet of Office 2010.  As someone who integrates documents across the Office applications, I’m very much in favor of making it easier to share or print by putting everything in one place and under one tab.

Office 2010 will be installed much faster with what Microsoft calls Click-to-Run.  It will be an on-demand installation so that only the features that are needed will be initially installed. Whenever you need a feature that has not been enabled yet, you just click to quickly download that element.  The element activation will take less time because they have streamlined the install process.  Most of all, you don’t take up space on your machine with extras that you are not using.

New computers will come packaged with Office 2010 Starter version.  It will not have full functionality and won’t include all of the applications.  There will also be a fixed advertising pane within it.

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!

Training the Next Generation

August 10th, 2009 - by Angela

I recently spent a week of vacation with family, including my four teenage cousins.  Looking back on that week I realize two things: 1) I am getting old; and, 2).  I need to adjust how I do training with the younger generation.

Two examples stand out during my vacation.  The first was when my 15-year old cousin, Alison, managed to hold a conversation with my aunt and myself while texting back and forth with her mom and a friend.  She never missed a beat of our conversation and managed to text pretty inconspicuously, too.  She balanced everything very well.

The second example was when I was working on a PowerPoint presentation for an upcoming training class and my 14-year old cousin, Marcus, stopped by to watch me work on it.  He said that he knew PowerPoint so I decided to use this as a learning opportunity, for myself and for him.  I showed him a few advanced tasks in PowerPoint and asked if he knew how to do them.  He didn’t know how to do them, but picked them up immediately as I showed them to him.  He then took what I had shown him and tried a few other tasks, just to see how far PowerPoint could go in animation.  He was fearless in his trials and didn’t get frustrated when something didn’t work right.  He just kept going until he figured how to do the task or until he found PowerPoint’s limits.

I learned that I am going to have to really test and push the limits of the software that I teach to the younger generation that is entering the workforce right now!

While thinking about those two examples, I remembered a workshop I attended a couple of years ago.  It was entitled “Digital Natives versus Digital Immigrants”, which basically refers to younger people who have grown up with computers (natives), and those of us that were around in a pre-Facebook and  Twitter world (immigrants) .
Marcus’ characteristic of fearless experimentation and Alison’s ability to juggle technology without hitting information overload are two traits that seem to be innate in digital natives.  All four of my cousin fall into the category of digital natives.  They have grown up using computers, the Internet, cell phones, etc.

The other group are the digital immigrants. (I happen to fall into the transitional generation between digital natives and digital immigrants.  I have characteristics from both groups since I grew up with computers but did not have Internet and cell phones until college.)   Digital immigrants knew what life was like before the computer, Internet, cell phones, etc. Digital immigrants may assimilate and use/enjoy all of the available technology tools but still have some habits from their prior life.  I think about how I sometimes print an email to read it on paper instead of on the screen.  Also, some of my older colleagues still compose their writings on paper before entering them into their computers. 

As I look at all of this in the context of training, I see many ways that I will be adjusting my classes and workshops as I encounter more digital natives in the classroom.

Software Training in a De-personalized World

August 3rd, 2009 - by Angela

Last week I was working on my laptop in the living room and received an email from my husband. He was in our bedroom study…just a couple of steps away in the room next to me.  I’m not kidding!  In another instance, a friend of mine told me about the time she found her four children all sitting in the same room together but arguing with each other on Facebook.  What’s happening here?

 

On a television show last month, I watched an interview with a dad whose daughter had racked up thousands of text messages in one month.  Fortunately he didn’t have to pay the almost $3,000 that the bill would have been because he had an unlimited texting service plan.  Instead of talking to the daughter in person, the father texted her to tell her that she was grounded from texting.  These are three examples of de-personalization in our everyday lives.

 

Advances in technology (such as chatting online, communicating via Facebook and Twitter, and texting on cell phones) have depersonalized so many social parts of life.  It’s not necessarily all bad, but it’s important to be aware of it.

 

In many of my software training classes with Versitas, I hear students comment on how important human interaction is to help them learn.  When offered online versus in-person classes, I have many students that choose to attend the in-person training class.  It seems that many people are craving training that is taught by an actual instructor in the classroom.  Especially when employees are sitting in cubicles all day communicating via email and phone, in-person training often seems to boost morale by allowing actual human interaction between the employees.

 

Although online classes might be the perfect match for some students, other students consistently prefer to attend an instructor-led training class.  Every training method must compete for the attention of students, who must often check email or voicemail during the training.  This is where in-person training can be very helpful.  The personal touch of meeting eye-to-eye with an individual gives a personal contact that happens during in-person training. The nuance of feeling the moment and understanding when an individual needs that extra bit of attention is an important ingredient and helps to really teach the skills that are needed in today’s corporate environment.

 

Individuals in a corporation like everyone else want to know that they are being listened to and taken seriously.  Learning new applications or programs like Microsoft Access, PowerPoint, Excel, etc., can be anywhere from overwhelming to monotonous and impersonal when an individual tries to learn something on their own.  With an instructor carefully listening to their questions and needs, I believe it can help create a better learning experience.

 

After all, isn’t that what it’s really all about?

Training and Parenting

July 15th, 2009 - by Angela

Great Trainers are flexible and forgiving with others and themselves. They must repeat, repackage, and repeat again. Great trainers use relevant examples and lots of humor. They teach using visual, audio, and hands-on methods. They have to be patient with questions, quick on their feet, and balance between all skill levels in the classroom.

Here are my top 5 instructor traits…in no particular order, since one of the basics most trainers understand is that training is dynamic and fluid. These are just my five “biggies”, drawn from years of teaching and training experience.

1. Flexibility 2. Patience 3. Relevant Examples 4. Balance 5. Repetition

When explaining my “great trainers” principles to my husband one day, he compared me to Mr. Miyagi in the movie “Karate Kid” teaching Daniel Larusso. He said that in order to help our son learn new skills, I had unconsciously put into play many of the top 5 principles that I use in training. 

Today, our six-month old son was splashing in the bathtub, giving both me and himself a bath.  I was trying to balance holding a towel to prevent being completely soaked, while trying to keep him from drinking the soapy water.  I repeatedly had to pull his face out of the water and tell him “no”.  He may not know what “no” means yet, but with this repetition (one of the top 5 traits), I’m setting boundaries now to help him later and come to think of it, I was demonstrating another one of the trainer traits, patience!

I was trying not to laugh too hard when he came up with soap bubbles on his mouth and chin that looked like a Santa Claus beard. I handed him a rubber duck which calmed him down and together we made quaking sounds before finishing up his bath.  While I don’t give out rubber ducks in my training classes, they really do work wonders with children!

Whether teaching simple interactions with a child, or applying the top instructor traits to students in my next PowerPoint class, the principles remain the same. 1. Flexibility 2. Patience 3. Relevant Examples 4. Balance 5. Repetition.

Looking back at my parenting style, I see that my husband is right.  My training background is definitely manifesting itself in my mothering role.  However, I think Mr. Miyagi would have had a tough time beating my impression of a quacking duck!