Discuss how Microsoft Word and PowerPoint can be used in a business office.
How to lay out the answer. Follow the frame, then write it in your own words.
1 · Open in two lines. Word is a word processor for creating and formatting documents. PowerPoint is a presentation package for building slide shows. Both are general purpose office applications.
2 · Word: creating and formatting. Fonts, alignment, styles and templates give letters, reports and invoices a professional look.
3 · Word: tables, pictures and long documents. Tables and charts show figures; headers, footers, page numbers and an automatic table of contents organise long reports.
4 · Word: checking and teamwork. Spelling and grammar check reduce errors; track changes and comments let a team review one document.
5 · Word: mail merge.
Main document + data source + merge fields → one personalised letter per customer.
Saves hours on reminders, offers and renewal letters.
6 · PowerPoint features.
Layouts, themes and slide master keep the design consistent.
Transitions (between slides) and animations (within a slide).
Charts, SmartArt, speaker notes, presenter view and handouts.
7 · Sri Lankan business example. An insurance company mail-merges renewal letters to its policyholders, and its sales team presents a new product to a corporate client with PowerPoint.
8 · Close in one line. Used well, both packages save time and make business communication clear and professional.
Scoring tip: Split the answer into a Word half and a PowerPoint half, and give every feature a business use.
