Effective Communication

(Verbal and Non-Verbal Communication with Reading, Listening, Speaking Skills)

by
Manoj Kumar K1

1. Introduction

To boost your self image with optimism by possessing special qualities that inspire
respect, admiration, confidence to impress those around you is like holding a MASTER
CREDIT CARD to win hearts and this leads to the road ahead to achieve peace,
prosperity and above all, a positive personality YOU. Getting along with people is very
important in today’s modernity and as a matter of fact, pleasing personality, patience,
tolerance, appreciation, tact, efficiency, literacy, awareness and effective
communication are the major factors that play a key role for a future vision for success.
Some can turn an acquaintance to a strong bond of friendship, while some refrain from
any kind of relation. It depends individually on nature and lifestyle; however, it is very
true that certain qualities in You is your Personality. In day to day life, we have to
perform a hundred chores right from doing our duty to talking, eating, meeting friends,
people at work place, meeting strangers, in solitude and so on. The way one thinks,
reacts, speaks, writes, behaves and copes up is more important for a thorough ‘You’.
However, an impressive personality can be briefly summed up which play a basic role to
make a ‘special You’ with special emphasis on communication skills.

Regardless of what institution or business you are in – a large corporation, university, a

small company, or even a home-based business – effective communication skills are
essential for success. This small module will help you to understand effective
communication, and then show you how to communicate your message in the best
possible way. After completing this section, you should have a better understanding of
how to communicate effectively – to individuals and groups, via verbal communications,
written communications, and even electronic communications. All communication is well
accepted if it is delivered with a pleasing manner. Pleasing mannerism is a part of
pleasing personality with a smile always on your face.

Pleasing Personality: Be kind, loving, caring, thoughtful, sympathetic, positive to

project self image with confidence and firm in decision. A sunny nature with cheery
heart leaves no room for gloom on one’s face. Your attitude, etiquette and manners
project your innerself and win many hearts. Neat, clean, well dressed with maintained
physique makes you confident, sure result oriented person. Cool disposition with
maturity and sensitivity adds to charm and beauty in making an impressive personality.
These qualities make you a different person - a cut above the others. Positive qualities
once imbibed will inevitably become a part of one’s nature.

1
Manoj Kumar K, Scientist-D(CS), INFLIBNET, Ahmedabad
e-mail: manoj@inflibnet.ac.in

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Cultivate a Smile: Be friendly and happy. A smile is the longest word in the world with
a mile between the first and the last letter. The smile is the shortest distance between
two people. People are more responsive to good humoured person. A smile eases
tension, pain, leaves behind troubles. It enriches those who receive, create happiness in
homes, foster goodwill and business and is the countersign of friends. A smile reflects
genuineness, a curved line that straighten up things right. It invites friendship, affection,
confidence and encourages the disheartened. A bubbling smile from the heart drives
away hovering dark shadows to coax the sun again to brighten up the path to reach the
goals. SMILE=Selling More and Incurring Less Expenditure.

2. Communication Basic

The purpose of communication is to get your message across to others clearly and
unambiguously. Communications is a crucial activity in all facets of life. Communication
can be broadly defined as an interchange of thoughts or information to bring about a
mutual understanding between two or more parties. It may be accomplished by a
combination of words, symbols, messages, and subtleties of understanding that come
from working together, day in and day out, by two or more individuals.

Doing this involves effort from both the sender of the message and the receiver. And it's
a process that can be fraught with error, with messages often misinterpreted by the
recipient. When this isn't detected, it can cause tremendous confusion, wasted effort
and missed opportunity. In fact, communication is only successful when both the sender
and the receiver understand the same information as a result of the communication.

To be an effective communicator and to get your point across without misunderstanding

and confusion, your goal should be to lessen the frequency of these problems at each
stage of this process with clear, concise, accurate, well-planned communications. We
follow the process through below:

Sender: To establish yourself as an effective communicator, you must first establish

credibility. In the business arena, this involves displaying knowledge of the subject, the
audience and the context in which the message is delivered. You must also know your
audience (individuals or groups to which you are delivering your message). Failure to

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understand who you are communicating with will result in delivering messages that are
misunderstood.

Message: Next, consider the message itself. Written, oral and nonverbal
communications are affected by the sender’s tone, method of organization, validity of
the argument, what is communicated and what is left out, as well as by the individual
style of communicating. Messages also have intellectual and emotional components,
with intellect allowing us the ability to reason and emotion allowing us to present
motivational appeals, ultimately changing minds and actions.

Channel: Messages are conveyed through channels, with verbal including face-to-face
meetings, telephone and videoconferencing; and written including letters, emails,
memos and reports. Different channels have different strengths and weaknesses. For
example, it's not particularly effective to give a long list of directions verbally, while you'll
quickly cause problems if you criticize someone strongly by email.

Receiver: Your message is delivered to individual members of your audience. No

doubt, you have in mind the actions or reactions you hope your message will get from
this audience. Keep in mind, though, that each of these individuals enters into the
communication process with ideas and feelings that will undoubtedly influence their
understanding of your message, and their response. To be a successful communicator,
you should consider these before delivering your message, and act appropriately.

Feedback: Your audience will provide you with feedback, verbal and nonverbal
reactions to your communicated message. Pay close attention to this feedback as it is
crucial to ensure that your audience understands your message.

Context: The situation in which your message is delivered is the context. This may
include the surrounding environment or broader culture (i.e. corporate culture,
international cultures, etc.)

3. Barriers in Communication

To deliver your messages effectively, you must commit to breaking down the barriers
that exist in each of these stages of the communication process. Let’s begin with the
message itself. If your message is too lengthy, disorganized, or contains errors, you
can expect the message to be misunderstood and misinterpreted. Use of poor verbal
and body language can also confuse the message.

Barriers in context tend to stem from senders offering too much information too fast.
When in doubt here, less is oftentimes more. It is best to be mindful of the demands on
other people’s time, especially in today’s ultra-busy society. Once you understand this,
you need to work to understand your audience’s culture, making sure you can converse
and deliver your message to people of different backgrounds and cultures within your
own organization, in your country and even abroad.

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Communication is the very heart of human relations that bridges gaps towards
closeness. Communication can be words, gestures or from the core of the heart.
Sorrows, joys, dreams, success, failures and so on are the basic human conversational
topics in different forms. Personal feelings are vital exposures and should be shared
deeply for a strong bond of relationship. The very absence of communication would
leave one alone, morose and broken hearted.
Truth is your Beauty in body and Soul if you understand the Art of living with the basics
of Communication and then one is able to build a better Personality.

S - Smile Open Emotional Bank Account

M - Matching with everyone using ‘SOFTEN’
I - Initiative S - Smile
L - Listen O – Openness
E – Empathy F – Forward Lean
T – Touch
E- Eye Contact
N - Nodding

Voice Modulation: A person’s voice reflects his personality. The way one feels,
behaves, moods, attitudes are reflected through his voice. Soft, pleasant, husky voice
with low pitch, not harsh, dull or lifeless, but bold, confident, clear, well pronounce play a
vital role in self reflection. Mirror practice proves to be beneficial for better pronunciation
and also find yourself in a corner of a room and repeat your name often till you find your
voice clear, soft, but audible. Avoid shouting on top of your voice and check yourself to
remove spicy food habits

Correct Posture: Stand erect with an authority with lifted face, chin forward and
upward, face alert, shoulders straightened without standing stiff. Hand should not show
signs of consciousness but either with fists closed, not clenched or easy with hands
folded or at the back with slight one foot forward. Be balanced in a natural looking way,
with slightly forward lean and do not get distracted. Have presence of mind by avoiding
all ways like scratching your nose, jingling keys or coins in pocket, rocking back & forth
on your heels etc. Walk should be graceful with proper strides, easy, feet moving
parallel to each other with arms swinging and shoulders relaxed. Palm should be
towards the body. Sit erect with hands on your legs, with neat curves of your dress
falling at your knees or feet together in a managed way.

4. Importance of Writing "Style"

Ten Commandments of Good Writing

Here are ten rules to help you in such a way that people will read and understand your
ideas:

4.1. Keep sentences short: Use one thought per sentence. Keep relationships simple.
Others can understand better.
4.2. Prefer the simple to the complex: Simple expressions will make more sense.

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 Avoid slang words.
4.3. Avoid unnecessary words: Don't be wordy. Avoid using redundant phrases. Use
precise words.
4.4. Use the familiar word: Use words that will communicate your meaning but don't
be a show–off with vocabulary. You may understand, but how about the other
person?
4.5. Write as you talk: This is good advice to get your message across. It may need
polishing just a little, but stick to this idea; it makes sense to others.
4.6. Use terms your readers can picture: Abstract ideas can be expressed in terms
your readers can understand and picture in their mind.
4.7. Tie in with your readers experience: Consider the readers. Write to and for them.
Write to match their background and experience so that they will understand.
4.8. Write to express, not impress: What good is it if no one understands what you
are saying.
4.9. Keep your language active: Organisation is action oriented; make your writing the
same way. Passive writing does not get results.
4.10. Make full use of variety: Make your writing sparkle with interest by using variety
in all that you write.

Some of the most basic tips to remember when writing include:

≈ Steer away from the symbols (such as ampersands [&])
≈ Clichés should be avoided, or at the very least, used with caution
≈ Brackets are used to play down words or phrases
≈ Dashes are generally used for emphasis
≈ Great care should ALWAYS be taken to spell the names of people and
companies correctly
≈ Numbers should be expressed as words when the number is less than 10 or is
used to start a sentence (example: Ten years ago, my brother and I…). The
number 10, or anything greater than 10, should be expressed as a figure
(example: My brother has 13 Matchbox cars.)
≈ Quotation marks should be placed around any directly quoted speech or text and
around titles of publications
≈ Keep sentences short

Perhaps the most important thing to remember when writing a letter is to check it
thoroughly when it is completed. Even when you think it is exactly what you want, read it
one more time (Proof reading). This “unwritten” rule holds true for everything you write –
memos, letters, proposals, etc.

5. Public speaking and Presentation

Making First impression is more important for a beginner. It is true that we don’t get a
second chance to make first impression. Following guideline will help to make first
impression.
≈ Be on Time
≈ Be Yourself, Be at Ease

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 ≈ Present Yourself Appropriately
≈ A Word about Individuality
≈ A Winning Smile!
≈ Be Open and Confident
≈ Small Talk Goes A Long Way…
≈ Be Positive
≈ Be Courteous And Attentive

Public speaking is an art and skill. The more opportunities you grab, the more confident
and comfortable you are in making a presentation. Nobody is born as a public speaker.
It is attained only by practicing in front of an audience and experience.

Ask yourself: Who? What? How? When? Where? Why? before accepting an invitation
for talk.

Who are you speaking to? What are their interests, presuppositions and values? What
do they share in common with others; how are they unique?

What do you wish to communicate? One way of answering this question is to ask
yourself about the ‘success criteria’. How do you know if and when you have
successfully communicated what you have in mind?

How can you best convey your message? Language is important here, as are the
nonverbal cues discussed earlier. Choose your words and your nonverbal cues with
your audience in mind. Plan a beginning, middle and end. If time and place allow,
consider and prepare audio-visual aids.

When? Timing is important here. Develop a sense of timing, so that your contributions
are seen and heard as relevant to the issue or matter at hand. There is a time to speak
and a time to be silent. ‘It’s better to be silent than sing a bad tune.’

Where? What is the physical context of the communication in mind? You may have
time to visit the room, for example, and rearrange the furniture. Check for availability
and visibility if you are using audio or visual aids.

Why? In order to convert hearers into listeners, you need to know why they should
listen to you – and tell them if necessary. What disposes them to listen? That implies
that you know yourself why you are seeking to communicate – the value or worth or
interest of what you are going to say.

Following check list will help you to make better presentation.

≈ Does your introduction grab participant’s attention and explain your objectives?
≈ Do you follow this by clearly defining the points of the presentation?
≈ Are these main points in logical sequence?
≈ Do these flow well?
≈ Do the main points need support from visual aids?

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 ≈ Does your closing summarize the presentation clearly and concisely?
≈ Is the conclusion strong?
≈ Have your correlated the conclusion to the introduction?

Delivery:
≈ Are you knowledgeable about the topic covered in your presentation?
≈ Do you have your notes in order?
≈ Where and how will you present (indoors, outdoors, standing, sitting, etc.)?
≈ Have you visited the presentation site?
≈ Have you checked your visual aids to ensure they are working and you know
how to use them?

Appearance:
≈ Make sure you are dressed and groomed appropriately and in keeping with the
audience’s expectations.
≈ Practice your speech standing (or sitting, if applicable), paying close attention to
your body language, even your posture, both of which will be assessed by the
audience.

Visual Aids:
≈ Are the visual aids easy to read and easy to understand?
≈ Are they matching into the points you are trying to communicate?
≈ Can they be easily seen from all areas of the room?

"KILL ME.. BUT

DON'T ASK ME
TO GET UP AND
SPEAK."

-Manoj -Manoj

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Formula for formal speeches (Welcome, Vote of thanks, Introduction etc.)

MR.= Mr. Chairman, Chief Guest....,

G = General Welcome . Welcome to

O = Organization. Two sentences

O = Occasion .

S = SPECIAL WELCOMES.

E = End. Once again welcome everybody

TOPS CCC
Topic Conclude
Occasion CHAP
Person Chief Guest
Salute Helpers
Assistance
Participants

C-CU
6. Ten Commandments of Speaking

The way you present yourself during a speech has a direct effect on how well the
audience will listen. These commandments do not only apply to speeches you make but
also to any occasion when you are communicating verbally.

6.1. Make the right speech in the right place: Know your audience. It is somewhat

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 ineffective to sell the merits of farming to a group of fishermen.
6.2. Prepare your comments: Do whatever research is necessary for you to
confidently present your comments. The audience is expecting a good speech –
so give one.
6.3. Practice your speech: Rehearse it while driving to and from work, in front of a
mirror, to your spouse – anytime and anywhere you get a chance.
6.4. Look decent: Be neat and clean. Whether you like it or not, how you present
yourself to your audience has a direct effect on how well they listen.
6.5. Make your opening effective: The comments you make in the first 30 seconds will
determine how long you hold your audience. Get their interest immediately.
6.6. Speak as to an individual: Most of your conversation is done on a one–to–one
basis. Utilize the same principle when you talk to an audience; you will be more
effective and more comfortable.
6.7. Use voice pitches, gestures, pauses: Speak high, speak low. Use your hands
and body to help you emphasize points. Pauses can emphasize or regain the
attention of your audience. Be careful not to appear artificial – be yourself.
6.8. Be good – you don't have to be perfect: The search for perfection can be its own
worst enemy. Be the best you can be – always – and accept that.
6.9. Zero in on your topic: Don't try to cover too vast an area with your speech. Make
your point and make it decisively. Use key phrases and one–liners to emphasize
main points; they are easier to remember.
6.10. Summarize your message: No matter how good you were, somebody's mind was
wandering. Quickly summarize your message before you leave the podium.

7. Ten Commandments of Good Listening

Nature gives a person two ears, but only one tongue, which is a gentle hint that we
should listen more than talk, so:

7.1. Stop talking.

7.2. Put the talker at ease.
7.3. Show him that you want to listen.
7.4. Remove distractions.
7.5. Empathize with him.
7.6. Be patient.
7.7. Hold your temper.
7.8. Go easy on argument and criticism.
7.9. Ask questions.
7.10. Stop talking!

8. ABC of Personality

Attitude + Behavior + Communication = Pleasing Personality

Charisma without character is good looks without goodness

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‘When you are good to others, you are best to yourself’ – Benjamin Franklin

References

Junior Chamber International accessible at www.juniorchamber.org

Business Communications: A Cultural and Strategic Approach (Paperback) by

Michael J Rouse (Author), Sandra Rouse (Author)

Mind Tools by Mind Tools Ltd, United Kingdom accessible at

www.mindtools.com

Online Test accessible at

http://psychologytoday.psychtests.com/cgi-bin/tests/transfer_ap.cgi

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 Reporting Skills

by
Pragnya J. Pathak1

0. Abstract

Report writing is a crucial part in the communication process. It is a challenging task,

emphasizing results over activities. It goes beyond description and analysis and gives
the report by using organized structure, which leads the reader to the conclusion and
helps in taking concrete decisions. The document here discusses some key aspects of
report writing skills. It also emphasizes on the report writing skills required by Library
and Information Professionals.

Keywords: Report writing; Reporting Skills, Report Structure

1. Introduction

Reporting skill is very essential for people in all professions. In the practical world of
business or government a report conveys information and sometimes recommendations
from the reporter who has worked on a particular topic in detail. Library professionals
are no exception and also need to write, present and implement various information and
library activities to the management, colleagues and users.

It has been observed at many places professionals work hard, implement

management’s & users’ suggestions but fail to communicate /report / present the work
done by them. It is therefore planned to have this “Reporting Skill” session, which may
help Librarians to present their work in a better way. Especially by improving “ Report
Writing Skills”.

2. What is a Report?

Report means a statement or description of what has been said, seen, done etc. It
contains facts, figures information, analysis, opinions, suggestions, recommendations
drafts, charts, pictures and statistics, specially compiled for a particular purpose.

A report is a document characterized by information or other content reflective of inquiry

or investigation, which is tailored to the context of a given situation and audience. The
purpose of a report is usually to inform.

1
Pragnya J. Pathak, Librarian-SF, Institute for Plasma Research, Gandhinagar
e-mail: pragnya@ipr.res.in

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Information is required for various purposes, for different activities or projects.
Individuals or group of people can provide it through written documents. It contains the
purpose, period, financial statement and outcome of that particular activity.

3. Types of Reports

A. According to use: External or Internal

B. According to period: Routine or Special report (monthly

report)

C. According to levels of management: Reports to Top Management

Reports to functional management
Reports to junior level management
Functional reports

D. Corporate reports: Statutory report

Director’s report
Auditor’s report
Man statutory reports

E. Other Reports: Review

Cost Audit
Interior
Oral etc.

4. Need for writing reports?

For writing reports there should be some purpose, reason and need of writing reports.
Who is benefited and what benefits they get, how should that be determined. It is
necessary to note down/ record discussions, monitoring programmes or activities. There
may be a need to inform the progress of some project or to submit routine reports as
per the procedure.

Writing reports can be challenging, interesting and even fun. Report writing is not
different from the real work. It is a necessary and integral part of the work.

Report writing is useful and valuable...

≈ To enable us to keep records

≈ To inform all interested persons
≈ To record failures and success
≈ For ourselves to keep a record of what we are do doing
≈ To communicate to others about the progress of project.
≈ To let others know what work has been done.
≈ To help researchers to do their research work.

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 ≈ To determine further actions
≈ To use for evaluations and for the government

5. Who benefits from reports?

≈ The author of report

≈ People engaged in the project
≈ Management & Authorities
≈ Researchers
≈ Other people who would like to do similar type of activities.

6. How to write reports

Reports should be.............

≈ Short but complete (Concise)
≈ Containing only what is necessary
≈ Simple & written in a good language
≈ Having no repetition, no redundancy
≈ Containing interesting and relevant information
≈ Well structured and organized
≈ Neat & tidy (typed/ well printed/ written)

7. Tips on writing better reports

Practice makes man perfect. So who so ever writes reports needs to practice.

≈ Write several drafts

≈ Proof read in between
≈ Ask a friend to “ Proof” it (Review it & offer suggestions)
≈ The last three tips are .....
Rewrite..... Rewrite..... Rewrite.....

8. Common Errors in Writing

Some of the common errors in report writing are:

≈ Using Right Language

≈ Grammatical Errors
≈ Spelling Mistakes
≈ Lengthy
≈ Repetition in explanation
≈ Unorganized content
≈ Inconclusive
≈ Irrelevant Information

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9. Content/ Format of Report

Cover page: Depending on the topic/subject of the report

Title page: There are four main pieces of information that have to be
included in the title page
≈ title of the report,
≈ the name of the person, company, or organization
for whom the report has been prepared;
≈ the name of author and the company.
≈ the date when the report was completed.

Abstract: Appropriate length,

Complete summary
Key information
Impersonal tone (It is better to write summary or abstract
later, by this time the content of report will be known and
summarized)

Table of contents: Accurate, clear layout, sections, page number and indention
are important. The table of content reflects the report writing
structure. Sections and sub sections should be numbered
and titled in such a way as to help the reader find his way
through the report.
≈ List all headings and sub-headings, giving page
nos. for first page of each section;
≈ Reproduce the headings and numbering exactly
from the body of the report:
≈ Include the full titles of the appendices.

Introduction: The introduction should be brief but a thorough discussion of

the context should be given.
≈ Purpose or objective of writing the report;
≈ Background information,
≈ Literature review, scope, methodology,
explanation, arrangement and limitations.

The body of the report: The body of the report is the main part that includes all the
facts and materials essential for the understanding of the
problem/study/survey/observation. It has usually three
sections
≈ Theories, models, and assumption.
≈ Materials & methods. Here you give step-by-step
report as to how the task was completed.
≈ Results; this section summarizes your efforts and
gives information about what you have found.

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Conclusion &
Recommendation: Write it in a manner that will make it easy & interesting for
readers. Keep it short but not to condensed. The purpose,
process, the result and its implications should be properly
conveyed. The conclusion should help the reader to take a
proper decision. Any new information should not be added.

References/ Bibliography: If required references should be included systematically and

as per standards.

Glossary: If needed

Appendixes: Supporting papers, detail calculation or any details, which

enrich the report but may not be the main part of the report
should be included in the appendix.

Finally the reader should feel completely satisfied. All the details included in the report
should lead to conclusions and help to take some concrete decisions.

10. Reports for Library Professionals

Library professionals have to submit reports within the organization, to

suppliers/vendors and also to their users.

10.1. Reporting within organization

10.1.1. Reports to Highest Authority in the Organization
≈ Informing about progress
≈ Proposal for budget
≈ Manpower and
≈ Some Special reports

10.1.2. Reports to Library Committee

≈ Day to day functioning
≈ Routine Progress reports
≈ Special Event Reports

10.1.3. Reports to other Departments

≈ Administration/ Maintenance
≈ Working condition
≈ Leave Report
≈ Additional Requirement
≈ Visitor’s information

10.2. Communicating with Suppliers/Venders

≈ Supply reports for books & Journals, mentioning supply status, services,

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 reminders, good/bad response, explanation, extension in time / or
rejection of order with logical reasoning and finally concluding remarks for
extension / continuation or rejection of order.

≈ Inquiry letters & requesting support from supplier to have continuous

information inflow & list of publishers represented by them

≈ Quotations / Work Contract /with terms & conditions e.g. Binding Contract,
Photocopy work contract

10.3. Communicating with Users / Readers

Policies and Procedures should be communicated, Notices and time to time circular
informing about day to day activities in the library and requesting their co-operation for
providing better services.

10.4. Liaison with other Libraries & Agencies

Liaison with other libraries, and other agencies dealing with library and information
products/services

11. Conclusion

The Report itself conveys the purpose, process, results and its implications. Readers of
the report should be able to come to conclusion and it should help them to take an
informed decision which should be favorable to all.

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 Preparing a PowerPoint Presentation: Guidelines

Compiled by
Shweta Shroff 1

1. Introduction

PowerPoint is the Microsoft Office Suite presentation graphics program which allows
creating slideshow presentations. It is a powerful tool to create professional looking
presentations and slide shows. PowerPoint allows to construct presentations from
scratch or by using the easy to use user-friendly wizard. It is used widely for attracting
audience towards the presenter’s views and arguments.

PowerPoint was initially developed in 1984 by Forethought, Inc., Sunnyvale, California,

for the Macintosh computer. In 1987, Forethought was bought by Microsoft and became
Microsoft's Graphics Business Unit, which continued to further develop the software.
There are various uses of power point presentations:
 In modern days learning due to large range of its visual effects
 Corporate training sessions
 Business and marketing meetings
 Sales gatherings
 Research/paper presentations
 Conferences/Seminars/Training/Workshop sessions etc.

This reference material provides guidelines to help you get started with Microsoft
PowerPoint. It is suggested to use the Help Files, if required, that come with Microsoft
PowerPoint. You may also go to Microsoft's web site located at
http://microsoft.com/office/powerpoint/default.htm for further assistance.

2. Open PowerPoint
 Using Mouse
≈ Click Start > Programs > Microsoft Office > Microsoft Office PowerPoint

 Desktop Shortcut
≈ Double click on Microsoft Office PowerPoint shortcut icon on your desktop.

 From the Keyboard

≈ Press CTRL + ESC, or Windows key to open up Start menu.
≈ Go to Run and type POWERPNT. Hit Enter to start.

1
Shweta Shroff, LIS Officer, Centre for Environment Education (CEE), Ahmedabad
e-mail: shweta.pandya@ceeindia.org

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 OR
≈ Press CTRL + ESC, or Windows key to open up Start menu.
≈ Press P to select the Programs menu, and press RIGHT ARROW to open it.
≈ Press DOWN ARROW until Microsoft Office is selected. Then press RIGHT
ARROW to open it.
≈ Press DOWN ARROW until Microsoft Office PowerPoint is selected. Then
press ENTER to start it.

3. PowerPoint Interface Layout

Menu Bar

Standard Toolbar
Formatting Toolbar

Presentation Window

Task Pane
Outline/Slides
Tab

Drawing Toolbar

Slide Views Notes Pane

 If any of the toolbars are not displayed they can be easily found
≈ Click on the View menu
≈ Go down to Toolbars
≈ Select the toolbar

Note: currently displayed toolbars will have a check mark next to them. To hide a
toolbar merely click it again from the menu to uncheck it.

Menu Bar The Menu bar contains basic menus as well as a new option titled Slide Show.

Standard The Standard Toolbar features many familiar buttons as well as the following newer
Toolbar options: Expand All, Show Formatting, Show/Hide Grid, and Color/Grayscale.

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 Formatting The Formatting Toolbar includes a few new features for changing the look of a
Toolbar presentation including Increase Font, Decrease Font, Design, and New Slide.

Outline/Slides These tabs allow to switch between a text outline of presentation and a visual
Tab representation of slides with thumbnails.

Presentation This window represents the slide which is currently being used.
Window
Task Pane The task pane provides many menus in working with a presentation.

Drawing Toolbar This toolbar allows to add objects that are drawn freehand or added using
AutoShapes, clipart, image files, etc.

Slide Views Slide views allow to view a selected slide, or slides, in the Normal View, Slide
Sorter View, or Slide Show View.

The Slide Views Tab is located at the bottom of the Outline/Slides Tab.
≈ The Normal View displays one slide in the Presentation
Window.
≈ The Slide Sorter View displays small thumbnails of the
entire slide show in the Presentation Window.
≈ The Slide Show View displays a slide show

Note: To escape slide show mode press ESC or right-click

and select End Show.

4. Change the Slide Design

≈ Choose the Design button from the Formatting Toolbar. This will prompt to
choose from Design Templates, Color Schemes, and/or Animation Schemes
in the Task Pane on the right.
OR
≈ Right click on the Slide outside the text area and select Slide Design.

Design Templates

This category allows to choose from the slide style currently

being used, templates recently used in another presentation,
templates that are available for use (have previously been
downloaded), or the ability to download new templates from
the Microsoft Office Online web site. One can choose options
by clicking on the style. Changes immediately can be seen on
the slide currently in the Presentation Window.

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 Color Scheme

This category allows applying or changing a color scheme

for all of the elements on a slide (title, text, bullets, and
background).

Animation Schemes

This category allows choosing an animation theme for

slide(s) content. Choose from Subtle, Moderate, or
Exciting.
Note: Changes can be applied to the current slide or
entire presentation by clicking on the “Apply to all
slides” button.

4.1. Insert a Slide

To insert a slide into presentation

≈ Choose the New Slide button from the Formatting Toolbar. This will create a
blank slide that can be formatted.
OR
≈ Select Insert from the menu bar and select the New Slide button.
OR
≈ Go to Outline/Slides Tab, select the slide after which you desire to insert a
slide and hit Enter.
OR
≈ Right click on the Outline/Slides Tab and select the New Slide option.

4.2. Navigate from Slide to Slide

One can switch between the slides by

clicking on that slide in the Outline/Slides
Tab. The selected slide will then appear in
the Presentation Window. Here, slide
no 4 has been selected and it gets
displayed in the Presentation Window.

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4.3. Slide Layout

There are a variety of preformatted slide layouts available.

After inserting a new slide the Slide Layout window will open in the Task Pane. Select
a layout by clicking on one of them. This layout can be applied to the slide in the
Presentation Window or to the entire presentation.

Note: If the Slide Layout view is not open in the Task Pane, open it by
≈ Clicking on the Format menu and selecting Slide Layout.
OR
≈ Clicking on the down arrow at the top of the Task Pane and selecting Slide
Layout from the menu.
OR
≈ Right click on the Slide outside the text area and select Slide Layout.

4.4. Slide Master

The slide master allows to make formatting changes to one slide and applies those changes
to every slide in the presentation, like a template. This saves a lot of time that could
otherwise be spent in repeating same tasks for multiple slides like importing the same
picture or apply the same font styles to each, individual slide, one at a time.

≈ In order to view the slide master, go to View > Master > Slide Master.
≈ Make font style changes (bold, italic, font size, font style, color, etc.) to the
already existing text on this slide. One can also move around the text boxes or
insert pictures that are to be applied to all the slides like logo.
≈ Changing the font styles of the footer boxes in this view will affect all footers
throughout the presentation, accordingly.

Slide Master
View Toolbar.

≈ To exit the master view, click on the Close Master View button on your Slide
Master View Toolbar.

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5. Save a Presentation

≈ Click on the Save button on the Standard Toolbar.

OR
≈ Go to File > Save.
≈ Save as dialog box will appear. Select the desired folder in which presentation is
to be saved in Save in and give desired file name in the Save as type
≈ Click Save.
≈ The Title Bar of the presentation window will now display the current file name

Note: By default, PowerPoint saves the file with .ppt extension.

≈ To save changes made in the presentation after it has been saved in the desired
folder, just click Save button on the Standard Toolbar or hit Ctrl + S.

5.1. Save As PowerPoint Show

≈ Go to File > Save As.

≈ Select PowerPoint Show as Save As Type.
≈ Select the desired folder in which the Show is to be saved.
≈ Click Save. The presentation will now get saved as a PowerPoint Show with .pps
extension.
≈ Click on this file to directly open a Slide Show.

6. Insert Text

The slide layout will contain instructions on how to

proceed in inserting content into the slide. For
example, the slide shown here prompts to “click” to
add title/text or “click icon” in order to add content.

7. Modify Text

7.1. Insert a Text Box

Even with a layout that includes space for text one may decide to add more space for
text.
≈ Display the slide that you wish to add the text box to.
≈ Select Insert from the menu bar.
≈ Click Text Box.
OR
≈ Click on the text box button on the Drawing toolbar to achieve the same task.

≈ Place the pointer where the text box is to be inserted.

≈ Hold down the left mouse button and drag the box out to the desired width.

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Note: The depth of the box will increase as you type or hit Enter. Type into text box
and click outside the box when finished.

7.2. Move a Text Box

≈ Once the text box is created, one has an option to relocate it.
≈ Click on the text box border until you see this type of border.
≈ Once the text box is selected, the box can be moved by using the arrow keys on
the keyboard.
OR
≈ Pass the mouse over the box until the cross shape appears. Hold down the left
mouse button and drag your text box to its new location.
≈ Release the mouse button to place the box.

7.3. Copy & Paste a Text Box

≈ Click on the text box border to get this type of border.

≈ Select the copy button OR right click on the text box and select Copy OR use
Ctrl+C.
≈ Select the paste button OR right click near the text box and select Paste OR
use Ctrl+V.
≈ Move or relocate the text box at a desirable place.

7.4. Delete a Text Box

To delete a text box, first select a text box and then Press the Delete key on keyboard
to erase the text box.

7.5. Align Text in the Text box

≈ Click on the text box border to get this type of border.

≈ Select the appropriate alignment button from the Formatting
toolbar.

7.6. Use Lists

≈ Select the text to make into a list.

≈ Select the Numbering or Bullet button.

Note: To change the numbering or bullets, highlight the selection and select Format >
Bullets and Numbering to make desirable changes
OR
≈ Right click on the bullet or number you wish to change and select Bullets and
Numbering from the menu.

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7.7. Insert Hyperlink

A Hyperlink is a direct link (or reference) in a hypertext document to another document

or other resource. This is usually used to link to a web page or other document on the
computer such as Word document or Excel worksheet. To hyperlink a text of the
presentation:

≈ Highlight the appropriate text.

≈ Click on the Hyperlink button on the
Standard toolbar.
OR
≈ Right click and select Hyperlink.
≈ The highlighted text will appear in the
Text to Display box of the Insert
Hyperlink dialog box.
≈ Either choose to link the text to an
existing document by selecting it in the
Look in section of the dialog box or type
in a hyperlink to a website.
≈ Click OK.
≈ Start a show and click on it to test it out.

7.8. Format Text Box

≈ Click on the text border

≈ Once the border is selected, double-
click on the border. The Format Text
Box dialog box will appear.
OR
≈ Right click on the text border.
≈ Select Format Text Box from the
menu.

7.8.1. Colors and Lines

Allows to fill in the background of a text box with color or change the color of the
lines that make up the text box border.

7.8.2. Size
Allows to change the height and width of the text box.

7.8.3. Position
Allows to change the position of the text box.

7.8.4. Text Box

This tab features internal margin, word wrap, resize etc.
Internal Margin – controls the margin within the text box.

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 Word Wrap – controls automatic wrapping of text within text box.
Resize – will resize the text box so that all text fits.

7.8.5. Use of Format Painter

This feature helps copying formatted area to other sections or documents.
≈ Select the textbox border that has the format that is to be copied.
≈ Click the Format Painter button on the Standard toolbar.
≈ Now select the textbox that is to be formatted.

Note: If you want to use the Format Painter longer (for multiple areas or documents),
repeat step 1 and then double-click on the Format Painter button. This will
allow you to paint the format to multiple areas.
≈ To turn the Format Painter off, click on the button again or hit ESC on
keyboard.

8. Insert Clip Art and Pictures

8.1. Find and Insert Clip Art

≈ Go to Insert > Picture > ClipArt in the

menu bar. The Clip Art task pane will
appear.
OR
≈ Click Insert ClipArt button from the
Drawing toolbar.
≈ Search the clip art by typing in keywords
or by searching collections. One can also
choose media file type.
≈ Click Go to search.
≈ Double Click on the image to be inserted
and it will appear on the slide.
≈ In order to move the image around the
page, click anywhere on the image and drag a mouse to the desired location.
≈ One can resize the image by clicking and dragging any one of the circles around
the edges.
≈ The green circle at the top of the image will allow you to rotate the image.
≈ Click and drag to rotate.

Note: If the layout of the slide prompts to “click here to insert clip art”, upon clicking the
task pane will appear automatically.

8.2. Find and Insert a Photo

≈ Go to Insert > Picture > From File.

OR

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 ≈ Click Insert Picture button from the Drawing toolbar.
≈ My Computer dialog box will appear.
≈ Select a picture from the appropriate file and select Insert.
OR
≈ Double click on the picture and it will get inserted on the slide.

Insert button

≈ Move the image around the page by clicking and dragging your mouse on the
image.
≈ Resize the image by clicking and dragging on the circles located around the
image.

8.3. Insert a Chart

≈ Open a New Slide.

≈ Click on the Chart button on the Standard toolbar.

OR
≈ Go to Insert > Chart…
≈ A pre-made chart will appear on the slide that can be customized using the
spreadsheet at the bottom.
OR
≈ One can import a chart from other files. Simply copy-paste it on the slide and
resize it to fill up the space.

Note: The chart buttons will appear on the Standard Toolbar which would help to
change the type of the chart as desired.

8.4. Insert a Table

≈ Open a New Slide.

≈ Click on the Table button on the Standard toolbar.

OR

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 ≈ Go to Insert > Table…
≈ The Insert Table dialog box appears.
≈ Select the desired number of columns and rows.
≈ Click OK.
OR
≈ One can import a table from other files. Simply copy-paste it on the slide and
resize it to fill up the space.

8.5. Insert a Diagram/Organization Chart

≈ Open a New Slide.

≈ Go to Insert > Diagram

OR
≈ Click on the Insert Diagram or Organisation Chart button form the Drawing
Toolbar.
≈ The Diagram Gallery dialog box will appear.
≈ Choose a desired diagram or organization chart type.
≈ Click OK.
≈ Reposition the new image to its desired position.

8.6. Insert Header and/or Footer

Headers and footers can be added to one or all slides. It is helpful to display certain text
on the slide or page numbers at the bottom of every slide.
≈ Select the slide to add a header or
footer to.
≈ Select View > Header and Footer.
The Header and Footer dialog box
will appear.
≈ Choose to display a fixed date and
time or it can be updated every time
the presentation is loaded. One can
also choose to display a slide number
and footer.
≈ The preview window shows which area of the slide this change will apply to.

Note: The three small boxes at the bottom will have a thick black border to indicate
which ones are selected. The one on the left is for the Date and time option, the
middle box is for a custom footer, and the one on the right is for the Slide
number.

Note: To apply header and/or footer to all the slides of the presentation, make use of
the Master Slide features.

8.7. Insert a Slide from another presentation

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 ≈ Go to Insert > Slides from Files… option.
≈ The Slide Finder dialog box will appear.
≈ Browse the computer files for a presentation whose contents (text, clip art,
video, etc) are to be inserted into the new presentation.
≈ Choose to insert one or all of the slides into the new presentation.
≈ To select one slide at a time, click on the single slide and select Insert.
≈ To select all slides, simply click on Insert All.
≈ Click Close

9. Organising the Presentation

9.1. Move a Slide

≈ In the Outline/Slides Tab, select the slide to be moved by clicking on it and

holding the left mouse button down. A box will appear around the slide.
≈ While holding down the mouse button, drag your slide to the desired position. A
black bar will appear above the slides as you drag your slide out of order.
≈ Once the black bar is in the desired position, release the mouse button in order
to “drop” the slide into its new position.
OR
≈ Select Slide Sorter View and perform the same tasks
OR
≈ In the Outline/Slides Tab, select the slide to be moved by clicking on it and use
Ctrl+X. Go to a desired place and use Ctrl+V.

9.2. Copy a Slide

≈ In the Outline/Slides Tab, right-click on the slide to be copied and select Copy.
≈ Click on any of the slides and select Paste by right-clicking or by selecting the
Paste button. The slide will appear and can be moved as described in the
section above.
OR
≈ Select Slide Sorter View and perform the same tasks
OR
≈ In the Outline/Slides Tab, select the slide to be moved by clicking on it and use
Ctrl+C. Go to a desired place and use Ctrl+V.

9.3. Duplicate a Slide

≈ Select Insert from the menu bar.

≈ Click on Duplicate Slide. An exact copy of the most recent or highlighted slide
will appear in the Presentation Window.
OR
≈ Go to Slide Sorter View, Select the slide to be duplicated. Click and hold left

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 mouse button. Use Ctrl and drag the slide to the desired position.

9.4. Delete a Slide

≈ Select a slide from either Outline/Slides Tab or Slide sorter View.

≈ Click Delete button from the keyboard
OR
≈ Right Click on the Slide and select Delete Slide

9.5. Hide/Unhide a Slide

≈ Select a Slide to Hide in either Outline/Slides Tab or Slide sorter View.

≈ Right click and select Hide Slide.
≈ Perform the same steps to Unhide the Slide.

10. Slide Shows

10.1. View a Slide Show

One can preview a slide show at any time. To view a slide show

≈ Select the Slide Show button on the Slide Views bar.

(Note: Remember to select the first slide when using this option.)
OR
≈ Go to View > Slide Show.
OR
≈ Go to Slide Show > View Show.
OR
≈ Hit F5 key on the keyboard

≈ Navigate through slides with the arrow keys on the keyboard.

10.2. End a Slide Show

≈ Press ESC.
OR
≈ Right-Click and select End Show.

11. Automate a Slide Show

To configure the presentation to self-run

≈ Click on the first slide of the presentation.
≈ Go to Slide Show > Slide Transition.
OR
≈ icking on the down arrow at the top of the Task Pane > Slide Layout > Slide
Transition.

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≈ This will open the Slide Transition Task Pane to
the right of the screen.
≈ Select the type of desired transition from the list at
the top.
≈ At the bottom of the task pane check the box next
to Automatically After (uncheck On mouse
click) and choose an amount of time (in
seconds) you wish each slide to be up.
≈ When finished, click Apply to All Slides.

 To make the slide show run on a continuous loop

so that one does not have to restart it every time it
gets to the end:
≈ Click on the Slide Show menu and Set Up Show…
≈ Check the box next to Loop continuously until ‘Esc’
≈ Click OK.

12. Custom Animation

Custom animation is useful for making individual objects (text or pictures) appear on the
slide, one at a time.

≈ Select the slide to apply Custom Animation.

≈ Go to Slide Show > Custom Animation.
OR
≈ Clicking on the down arrow at the top of the
Task Pane > Slide Layout > Custom
Animation.
≈ This will open the Custom Animation Task
Pane to the right of the screen.
≈ Select the Text Box from the slide.
≈ Click on the Add Effect button.
≈ Move to Entrance and choose desired option.
≈ The effect will be demonstrated on the slide.
≈ The Modify Effect and Remove areas will
become active. To modify/remove the
animation.
≈ Choose another desired effect and see the
demonstration of the slide.

13. Print Slides/Handouts etc.

≈ Select File in menu bar.

≈ Select Print. The Print dialog box will appear.
OR
≈ Hit Ctrl + P. The Print dialog box will appear.

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 ≈ The Print Range section of the dialog
box allows to select all or only specified
slides for printing.
≈ The Print What section gives the options
to print entire slides or handouts.
≈ The Color/Grayscale section allows to
choose Color, Grayscale, or Pure
Black and White for the printout.
≈ The Handouts section allows to print
handouts horizontally or vertically and
allows to choose number of slides to be
printed on each page.
≈ The Copies section allows to select
number of copies to be printed.
≈ The Preview allows to review the print
job before print
≈ Click OK to print.

14. Notes

Notes are used to create speaker notes to help a speaker during a presentation. It can
also be used to take notes on audience discussion as well.

14.1. Create a Note

≈ To create a note simply type in the Notes Pane for the slides you wish to have
notes for.
≈ You can also go to View > Notes Page and type in your notes.

14.2. Expand the Notes Section

≈ To expand the Notes Pane section, place your cursor over the gray (or blue) line
at the top of the Notes Pane.
≈ When your cursor changes to a double arrow, click and drag your mouse up, to
make the area larger.

14.3. Preview Speaker Notes

≈ To preview your speaker notes select File > Print Preview.

≈ Select Notes Page in the Print What pull down menu. A preview of the handout
will appear with slide and notes.
≈ When finished previewing, click on the Close button in the upper right corner.

14.4. Print Notes on Handouts

To print notes for the speaker or others

≈ Go to File > Print

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 ≈ Select Notes Pages in Print What drop down box.
≈ Click OK. This will print all slides along with any notes in the presentation.

14.5. Notes Master

≈ To apply the notes to all notes pages in the presentation, change the Notes
Master.
≈ For this go to View > Master > Notes Master.

Note: One can change the font style, look and position on the slide area, headers,
footers, page number, date etc. used for notes by inserting or editing them in the
Notes Master.

15. Tips for an Effective Presentation

15.1. While Preparing a Presentation

≈ Select Backgrounds carefully to facilitate the presentation.
≈ Have Consistent backgrounds.
≈ Select colors with care to suit the need and occasion of the presentation.
≈ Use contrast: light on dark or dark on light.
≈ Keep unity of design from slide to slide.
≈ Use clear, simple visuals.
≈ Don’t overload slides with too much text or data.
≈ Limit punctuation and avoid putting words in all capital letters. Empty space on
the slide will enhance readability.
≈ Font size is important. Font size 24-40 is considered to be appropriate.
≈ Number slides and give them a title.
≈ Proof read everything, including visuals and numbers.
≈ Clearly label the Charts and Tables.
≈ Animation effects can be interesting when used in moderation. Too much
animation is distracting. Avoid using fancy transitions.

15.2. While Presenting

≈ Keep your eyes on the audience. Maintain eye-contact.
≈ Never put off all lights. Be sure you can see your audience and they can see you,
and that they can make notes.
≈ Use natural gestures.
≈ Don’t turn your back to the audience.
≈ Talk at a natural, moderate rate of speech.
≈ Project your voice.
≈ Speak clearly and distinctly.
≈ Draw up an outline before the beginning of the presentation.
≈ Repeat critical information.
≈ Pause briefly to give the audience time to digest the information on each new
slide.

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 ≈ Avoid switching between programs (such as calling up a Web page). This takes
extra time and can make it difficult for audience to remain focused on the
presentation.
≈ To end on time, you must PRACTICE!
≈ When practicing, try to end early to allow time for audience interruptions and
questions.
≈ Concisely summarize the key concepts and the main ideas of the presentation.

16. Conclusion

Presentation skills are one of the essential skills for every professional, and library
professionals are not exception to this. It is a fact that presentations can be made more
interesting and effective with the use of appropriate audio and visuals. Gone are the
days when one used an overhead projector and transparencies to make presentations.
In today’s world, PowerPoint Skills have almost become synonymous with presentation
success of any kind! It has become one of the most prevalent forms of persuasive
technology today.

Hope that the guidelines and tips provided in this document, and the hands-on
experience offered to you as part of this training programme would help you enhance
your presentation skills and make you feel more confident and comfortable in creating
and modifying presentations.

References

Make an Easy PowerPoint© Presentation accessible at

http://homeworktips.about.com/od/computertips/tp/powerpoint.htm

Microsoft Office PowerPoint accessible at

http://office.microsoft.com/en-us/powerpoint/HA100742261033.aspx

Microsoft PowerPoint accessible at

http://en.wikipedia.org/wiki/Microsoft_PowerPoint

Microsoft PowerPoint handouts accessible at

http://ascpl.lib.oh.us/training/handouts.html

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