Word processing and presentations (Word, PowerPoint)
Word creates and formats documents such as letters and reports; PowerPoint builds slide shows to present ideas clearly.
Key Word features
| Feature | Business use |
|---|---|
| Formatting: fonts, alignment, spacing | A professional look for letters and reports |
| Styles and headings | Consistent format and an automatic table of contents |
| Tables, pictures, charts | Present figures inside a report |
| Headers, footers, page numbers | Long reports and proposals |
| Spelling and grammar check | Fewer errors in letters to customers |
| Track changes and comments | Several people review the same document |
| Templates | Ready designs for letters, CVs, invoices |
| Mail merge | One letter + a list of names = many personalised letters |
Mail merge in four steps
- 1Main document: write the standard lettersame text for everyone
- 2Data source: the list of names and addressesfrom Excel, Access or Outlook
- 3★Insert merge fields: «Name», «Address» placeholders
- 4Finish and merge: one personalised letter per recordprint or email
★ one-way, controls the pace
Key PowerPoint features
| Feature | What it does |
|---|---|
| Layouts and themes | Give every slide a matching design |
| Slide master | Change the design of all slides at once |
| Transitions | Effects when moving from one slide to the next |
| Animations | Effects on text or pictures within a slide |
| Speaker notes and presenter view | Notes only the presenter can see |
| Charts, SmartArt, video | Show data and processes visually |
| Handouts | Printed copies of slides for the audience |
Rules for a good business presentation
- One main idea per slide.
- Short points, not paragraphs.
- Large, readable font with strong contrast.
- Charts and pictures instead of long tables.
- Simple, consistent animations.
- Check spelling and practise the timing.
A Sri Lankan insurance company or bank can use mail merge to send hundreds of personalised renewal or reminder letters from one Excel list, while its sales team uses PowerPoint to pitch to a new corporate client.
Short answer: “What is mail merge?” A Word feature that combines a standard letter with a list of names and addresses to produce many personalised letters.
Structured question: “Explain the main features of a word processor that are useful to a business.” Formatting and styles, templates, tables and charts, spelling check, track changes and mail merge, each with a business use.
Essay: “Discuss how Microsoft Word and PowerPoint can be used in a business office.” Explain the key Word features (formatting, templates, review tools, mail merge) and PowerPoint features (layouts, slide master, transitions, animations, notes), each with a business use.
Mail merge = main document + data source + merge fields → merge. PowerPoint: transition = between slides; animation = within a slide.