Workplace Software and Skills - OpenStax

Workplace Software
and Skills
SENIOR CONTRIBUTING AUTHORS
TAMMIE BOLLING, PELLISSIPPI STATE COMMUNITY COLLEGE
ANGELA MITCHELL, WILMINGTON COLLEGE
TANYA SCOTT, SOUTHERN NEW HAMPSHIRE UNIVERSITY/UNIVERSITY
OF ARIZONA GLOBAL CAMPUS
NYROBI WHEELER, BELLEVUE UNIVERSITY

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CONTENTS
Preface 1
Technology in Everyday Life and Business 7
1
Chapter Scenario 7
1.1 Computing from Inception to Today 8
1.2 Computer Hardware and Networks 28
1.3 The Internet, Cloud Computing, and the Internet of Things 32
1.4 Safety, Security, Privacy, and the Ethical Use of Technology 47
Chapter Review 52
Essentials of Software Applications for Business 61
2
Chapter Scenario 61
2.1 Software Basics 62
2.2 Files and Folders 66
2.3 Communication and Calendar Applications 76
2.4 Essentials of Microsoft 365 89
2.5 Essentials of Google Workspace 109
2.6 Collaboration 126
Chapter Review 134
Creating and Working in Documents 143
3
Chapter Scenario 143
3.1 Navigating Microsoft Word 144
3.2 Formatting Document Layout in Microsoft Word 150
3.3 Formatting Document Content in Microsoft Word 157
3.4 Collaborative Editing and Reviewing in Microsoft Word 166
3.5 Document Design 172
3.6 Navigating Google Docs 177
3.7 Formatting Layout and Content in Google Docs 183
3.8 Collaborative Editing and Reviewing in Google Docs 196
3.9 Versions and Version History 204
Chapter Review 217
Document Preparation 225
4
4.1 Microsoft Word: Advanced Formatting Features 226
4.2 Working with Graphics and Text Tools in Microsoft Word 242
4.3 Managing Long Documents in Microsoft Word 264
4.4 Google Docs: Enhanced Formatting Features 282

4.5 Working with Graphics and Text Tools in Google Docs 292
4.6 Managing Long Documents in Google Docs 311
Chapter Review 321
Advanced Document Preparation 329
5
5.1 Creating Different Document Types in Microsoft Word 330
5.2 Mail Merge in Microsoft Word 346
5.3 Creating Forms in Microsoft Word 353
5.4 Creating Different Document Types in Google Docs 364
5.5 Creating Forms in Google Docs 373
5.6 Advanced Collaboration in Google Docs 387
Chapter Review 397
Preparing Presentations 405
6
6.1 Presentation and Design Essentials 406
6.2 Designing a Presentation in Microsoft PowerPoint 411
6.3 Formatting Microsoft PowerPoint Slides: Layout and Design Principles 426
6.4 Adding Visuals and Features to Microsoft PowerPoint Slides 431
6.5 Designing a Presentation in Google Slides 446
6.6 Creating Google Slides: Layout and Text 449
6.7 Adding Visuals and Features to Google Slides 454
Chapter Review 462
Advanced Presentation Skills 471
7
7.1 Effective Presentation Skills 472
7.2 Finalizing a Slide Collection 476
7.3 Preparing a Microsoft PowerPoint Collection for Presentation 493
7.4 Preparing a Google Slides Collection for Presentation 521
Chapter Review 532
Content Management Systems and Social Media in Business 541
8
8.1 What Are Content Management Systems? 542
8.2 Common Content Management Systems 552
8.3 Creating Content with a Content Management System 559
8.4 Search Engine Optimization 573
8.5 Social Media in Business 579
Chapter Review 587
Access for free at openstax.org

Working with Spreadsheets 595
9
9.1 Microsoft Excel Basics 596
9.2 Text and Numbers in Microsoft Excel 604
9.3 Calculations and Basic Formulas in Microsoft Excel 610
9.4 Formatting and Templates in Microsoft Excel 615
9.5 Google Sheets Basics 627
9.6 Text and Numbers in Google Sheets 633
9.7 Calculations and Basic Formulas in Google Sheets 641
9.8 Formatting and Templates in Google Sheets 648
Chapter Review 658
Advanced Excel Formulas, Functions, and Techniques 669
10
10.1 Data Tables and Ranges 670
10.2 More About Formulas 679
10.3 Using Arithmetic, Statistical, and Logical Functions 691
10.4 PivotTables 697
10.5 Auditing Formulas and Fixing Errors 705
10.6 Advanced Formatting Techniques 721
Chapter Review 733
Advanced Excel Spreadsheets: Statistical and Data Analysis 745
11
11.1 Understanding Data, Data Validation, and Data Tables 746
11.2 Statistical Functions 769
11.3 What-If Analysis 793
11.4 PivotTables/Charts 799
11.5 Data Analysis Charts 808
Chapter Review 825
Using Excel in Accounting and Financial Reporting 833
12
12.1 Basic Accounting 834
12.2 Financial Functions in Microsoft Excel 837
12.3 Integrating Microsoft Excel and Accounting Programs 848
Chapter Review 852
Understanding and Using Databases 857
13
13.1 What Is a Database? 858

13.2 Microsoft Access: Main Features and Navigation 868
13.3 Querying a Database 877
13.4 Maintaining Records in a Database 895
13.5 Creating Reports in Microsoft Access 903
13.6 Creating Forms in Microsoft Access 911
Chapter Review 921
Advanced Database Use 931
14
14.1 Advanced Queries in Microsoft Access 932
14.2 Multiple Table Forms 947
14.3 Customizing Forms 959
14.4 Customizing Reports 970
14.5 Using Macros 981
14.6 Data Analysis and Integration 987
Chapter Review 994
Integrating Applications 1003
15
15.1 Microsoft 365: Collaboration and Integration 1004
15.2 Microsoft Word: Integration with Microsoft Excel and Microsoft Access 1013
15.3 Microsoft Word and Microsoft PowerPoint Integration 1027
15.4 Microsoft Excel and Microsoft PowerPoint Integration 1034
15.5 Microsoft Excel and Microsoft Access Integration 1043
15.6 Integrating Data from Other Programs into Google Workspace 1049
15.7 New Developments: The Role of Artificial Intelligence 1071
15.8 Mastering Workplace Software Skills: A Project 1073
Chapter Review 1075
Index 1083

Preface
About OpenStax
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initiative, it's our mission to improve educational access and learning for everyone. Through our partnerships
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About OpenStax Resources
Customization
Workplace Software and Skills is licensed under a Creative Commons Attribution 4.0 International (CC BY)
license, which means that you can distribute, remix, and build upon the content, as long as you provide
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Art attribution
In Workplace Software and Skills, most art contains attribution to its title, creator or rights holder, host
platform, and license within the caption. Because the art is openly licensed, anyone may reuse the art as long
as they provide the same attribution to its original source. Screenshots from Microsoft and Google are credited
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license.
Errata
All OpenStax textbooks undergo a rigorous review process. However, like any professional-grade textbook,
errors sometimes occur. In addition, the wide range of topics, data, and technology in business software
change frequently, and portions of the textbook may become out of date. Since our books are web-based, we
can make updates periodically when deemed pedagogically necessary. If you have a correction to suggest,
submit it through the link on your book page on OpenStax.org. Subject matter experts review all errata
suggestions. OpenStax is committed to remaining transparent about all updates, so you will also find a list of
past and pending errata changes on your book page on OpenStax.org.
Format
You can access this textbook for free in web view or PDF through OpenStax.org, and for a low cost in print. The
web view is the recommended format because it is the most accessible—including being WCAG 2.0 AA
compliant—and most current. Print versions are available for individual purchase, or they may be ordered
through your campus bookstore.
About Workplace Software & Skills
Workplace Software and Skills covers applications from the Microsoft 365 (formerly Microsoft Office) suite and
Google Workspace. Coverage of both suites aligns with contemporary business use and prepares students for
workforce needs, especially introductory students who have had limited exposure to these software programs.
Preface 1

By teaching their basic and advanced features, users of all levels can learn the skills necessary for success in
their jobs.
Applications covered in depth from Microsoft 365 include Word, PowerPoint, Excel, and Access, as well as
overviews of integrations with Outlook, Calendar, and Teams. Applications covered in depth from Google
Workspace include Docs, Sheets, and Slides, as well as overviews of integrations with Gmail, Calendar, and
Meet. The text also provides overviews of additional collaboration and conference applications, as well as in-
depth coverage of content management software such as WordPress.
With this selection of applications, Workplace Software and Skills provides a holistic exposure to common tools
of business practice and prepares students for additional focused training that may be required for specialized
fields. In addition to technical skill development, the text covers conceptual topics related to ethics and
security; and technology advancements, such as the Internet of Things and generative artificial intelligence.
These topics are discussed as they relate to business and everyday life, reflecting their importance to
contextualizing business computer application use within the modern business world. They emphasize
responsible use and considerations for collaboration across a virtual network.
Across each chapter, conceptual and technical skill is anchored in real-world examples and applications. This
ensures that students are prepared for entry into the workforce with a portfolio of completed examples
relevant to positions requiring these skills.
Pedagogical Foundation
Learning Objectives
Every module begins with a set of clear and concise learning objectives, which are designed to be both
measurable and closely aligned with current teaching practice. These objectives can help the instructor decide
what content to include or assign and guide student expectations of learning. After completing the module
and end-of-module exercises, students should be able to demonstrate mastery of the learning objectives.
Key Features
• Cross-chapter Scenario: Presents students with a mock business simulation that continues from Chapter
1 through Chapter 15. The scenario focuses on a multi-division business and provides a variety of work-
related tasks, such as preparing a memo or creating a slideshow for an entry-level employee, as well as
longer projects, such as a marketing report that a mid-level employee might need to create. Additional
scenarios showcase green technology, non-profit organizations, and entrepreneurship. Students will be
exposed to everyday business needs as related to the chapter topic. Integrated projects and capstones will
also pull from this simulated business scenario.
• Real-World Application: Discusses the practical applications of software and related technology in our
everyday lives, whether in or out of the workplace.
• Mac Tips: Calls out brief notes where commands or tools for macOS and Windows differ.
• Spotlight on Ethics: Highlights an ethics issue related to the concept, skill, or activity being taught in the
text. These features may discuss a real-world case, dig deeper into an ethical concept being discussed, or
present an ethical dilemma for the student to think through.
• Link to Learning: Includes a few sentences of introduction to a website with an interactive activity,
animation, or video that helps improve student understanding.
• Final Project: The last chapter includes a complex final project assignment. Students are given a dataset
and asked to create a detailed business report that uses product integrations, tools, and skills learned
across all fifteen chapters.
Section Summaries
Section summaries distill the information in each section for both students and instructors down to key,
concise points addressed in the section.
2 Preface

Key Terms
Key terms are bold and are followed by a definition in context. Definitions of key terms are also listed in the
Glossary, which appears at the end of the chapter.
Assessments
A variety of assessments allow instructors to confirm core conceptual understanding, elicit brief explanations
that demonstrate student understanding, and offer more in-depth assignments that enable learners to dive
more deeply into a concept, tool, or topic.
• Review Questions test for conceptual apprehension of key concepts and tools.
• Practice Exercises ask students to apply the program content they have learned so that they can both
learn by repetition and extend the practice through critical thinking exercises.
• Written Questions require students to explain concepts in words, as well as asking students to explain
when a concept should be applied in the workplace, and respond to non-technical concepts, such as
ethics.
• Case Exercises ask students to come up with creative solutions to a new problem; these exercises may
draw from real-world examples or fictional scenarios.
Answers to Questions in the Book
The end-of-chapter Review Questions, Written Questions, Practice Exercises, and Case Exercises are intended
for homework assignments or classroom discussion; thus, student-facing answers or solutions are not
provided. Sample answers are provided in the Instructor Solution Manual, for instructors to share with
students at their discretion, as is standard for such resources.
About the Authors
Senior Contributing Authors
Figure 1 Senior Contributing Authors (left to right): Tammie Bolling, Angela Mitchell, Tanya Scott, Nyrobi Wheeler.
Tammie Bolling, Pellissippi State Community College
Dr. Tammie Bolling holds the rank of tenured Professor at Pellissippi State Community College. She has
obtained master’s degrees in business administration, healthcare management, and psychology, as well as
postgraduate certificates in varying information technology areas and a doctorate in Leadership. In addition to
teaching, she manages the Industry Recognized Credential and Major Field Test testing program for the
Business and Computer Technology department. Dr. Bolling’s other areas of interest include the development
of cultural competence and the internationalization of curricula in a wide range of disciplines, and is an avid
mobile technology researcher. Dr. Bolling was named a Fulbright Scholar to Ireland in 2022-2023 in Computing,
which was one of the highlights of her professional life.
Angela Mitchell, Wilmington College
Dr. Angela Mitchell is department chair and professor of business and economics at Wilmington College. She
primarily teaches finance and statistics courses, and serves in various leadership roles at the institution. Her
primary research interests are focused on nonprofit management and efficiencies and student intercultural
Preface 3

development through travel opportunities. Dr. Mitchell holds a master's degree in Business Administration and
a doctorate in Operations Research. Dr. Mitchell is involved in her local community by serving on several
nonprofit boards and volunteering regularly for community events. Prior to Wilmington College, Dr. Mitchell
spent five years in product development at Procter & Gamble, spending time in the manufacturing
environment and leading trials to test new processes and product formulations. The combination of business
experience and technical background provides a unique perspective that Dr. Mitchell brings to the classroom
and to her research.
Tanya Scott, Achieving the Dream
Dr. Tanya Scott is the director of program innovation at Achieving the Dream, a national nonprofit organization
that partners with community colleges to help achieve student success. Dr. Scott's experience spans teaching,
program development, and leadership in middle school, high school, community college, and university
settings in Canada and the United States. She holds a master's degree in Education and a doctorate in
Business Administration-I/O Psychology. An active practitioner, she has extensive undergraduate and graduate
teaching experience in teacher and curriculum development, instructional strategies, and integrating
technology in the classroom, as well as business, change management, strategy, and leadership. She is also a
fervent advocate for open educational resources and open pedagogy.
Nyrobi Wheeler, Bellevue University
Nyrobi Wheeler is a full time online adjunct professor of Business, Human Resources, and Diversity, Equity and
Inclusion at Bellevue University, as well as an online instructor of Business at Jesuit Worldwide Learning in
Geneva, Switzerland. Nyrobi holds a master's degree in Business Administration in Leadership and Finance, as
well as a postgraduate certificate in Human Resources Management. Nyrobi is a self-publishing author of
several e-books and articles on career advice, as well as the co-author of several anthologies on workplace and
hair discrimination among Black Women.
Contributing Authors
Bridget Lepore, Lehman College
Janine Walton, Louisiana State University Shreveport
Timothy Burgoyne, Wilmington College
Valeree Falduto, Broward College
Reviewers
Adam Gorski, New York University
Alex Katrompas, Austin Community College
Angela Heath, Baptist Health System
Betty Fitte, Tidewater Community College
Bill Nantz, Houston Community College
Brian Pusateri, University of Scranton
Bryan Broussard, Central Louisiana Technical Community College
Caleb Williamson, Pellissippi State Community College
Carmen Montanez-Rodriguez, Allan Hancock Community College
David Collins, Bellarmine University
Deanna Bartee, Grand Canyon University
4 Preface

Glenn McQueary, Houston Community College
Heather Beatty, Ashworth College
John Christie, Regis College
Julie Goff Lindsey, Linn Benton Community College
Laura Bantz, McHenry County College
Lawrence Chui, University of St. Thomas
Lisa Breaux, San Jacinto College
Mariya Breyter, New York University
Michael MacLeod, Austin Community College
Reni Abraham, Houston Community College
Saverio Iaconis, New York University
Sue McCrory, Missouri State University
Terri Lukshaitis, Ferris State University
Additional Resources
Student and Instructor Resources
We’ve compiled additional resources for both students and instructors, including an instructor’s manual, test
bank, and lecture presentation slides. Instructor resources require a verified instructor account, which you can
apply for when you log in or create your account on OpenStax.org. Take advantage of these resources to
supplement your OpenStax book.
Instructor's answer guide. Each component of the instructor’s manual is designed to provide maximum
guidance for delivering the content in an interesting and dynamic manner.
Test bank. With nearly 2,000 true/false, multiple-choice, fill-in-the-blank, and short answer questions in our
test bank, instructors can customize tests to support a variety of course objectives. The test bank is available in
Word format. Authored by Amit Shah, Frostburg State University.
PowerPoint lecture slides. The PowerPoint slides provide learning objectives, images and descriptions, and
feature focuses as a starting place for instructors to build their lectures.
Data files. Some chapters are accompanied by downloadable data files (typically in .xlsx, .docx, or .csv format)
that provide students with the data needed to perform certain assessments, exercises, or in-text examples.
Providing the data files to students reduces the amount of unnecessary typing and allows the student to jump
right into manipulating the data.
Academic Integrity
Academic integrity builds trust, understanding, equity, and genuine learning. While students may encounter
significant challenges in their courses and their lives, doing their own work and maintaining a high degree of
authenticity will result in meaningful outcomes that will extend far beyond their college career. Faculty,
administrators, resource providers, and students should work together to maintain a fair and positive
experience.
We realize that students benefit when academic integrity ground rules are established early in the course. To
that end, OpenStax has created an interactive to aid with academic integrity discussions in your course.
Preface 5

Figure 2 Visit our academic integrity slider (https://www.openstax.org/r/academic-integrity-slider). Click and drag icons along the
continuum to align these practices with your institution and course policies. You may then include the graphic on your syllabus,
present it in your first course meeting, or create a handout for students. (attribution: Copyright Rice University, OpenStax, under CC
BY 4.0 license)
At OpenStax we are also developing resources supporting authentic learning experiences and assessment.
Please visit this book’s page for updates. For an in-depth review of academic integrity strategies, we highly
recommend visiting the International Center of Academic Integrity (ICAI) website at
https://academicintegrity.org/ (https://academicintegrity.org/).
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6 Preface

Figure 1.1 Today’s workspaces represent decades of advances in technology. Portable personal computers, cellular communications,
tablets, and advances in artificial intelligence have changed the way people do their jobs. (credit: modification of "Home office,
Computer, Desk" by Pexels/Pixabay, CC0)
Chapter Outline
1.1 Computing from Inception to Today
1.2 Computer Hardware and Networks
1.3 The Internet, Cloud Computing, and the Internet of Things
1.4 Safety, Security, Privacy, and the Ethical Use of Technology
Chapter Scenario
WorldCorp welcomes you to your new position within the company, a multinational corporation where the jobs
are plentiful, and the future is bright. To be successful at WorldCorp, you will need to know a little bit about the
computing past and a lot about the computing present. You’ll also need to have a sense of the computing
future, especially as it pertains to business. That’s what this chapter is about. You will also need to know how to
perform basic functions at WorldCorp using two major computer programs you’ve probably heard
of—Microsoft 365, or more commonly known as Office, and Google Workspace. The next chapter in this
textbook, Essentials of Software Applications for Business, covers the basics of these programs.
WorldCorp activities presented in other chapters will lay out specific computing tasks, such as formatting
documents, creating spreadsheets, designing online slide presentations, posting on social media, and
conducting virtual meetings. Even though the online environment changes rapidly, these are fundamental
computing skills that workers need regardless of their level of employment. As you move forward in the text,
you will learn more about WorldCorp, its structure, products, customers, and strategies.
Technology in Everyday Life and Business
1

Learning Objectives
By the end of this section, you will be able to:
• Explain the evolution of computing in the workplace
• Explain the rise of computing for personal use
• Discuss the use of technology in today’s workplace
• Describe key technologies in mobile devices, digital imaging, and gaming
• Discuss recent advances in technology and related career opportunities
Today’s workplace looks very different from the workplace of even a decade ago. Much has changed in the
field of computer science and computing in general, reshaping the use of technology at both individual and
professional levels. From the early uses of massive, room-size computers to perform large, complex
calculations to today’s much smaller, more advanced computers—even one so small it can fit in the palm of
your hand like the Raspberry Pi 4 shown in Figure 1.2—computing has secured a solid foothold in our everyday
lives.
Figure 1.2 The Raspberry Pi 4 contains the basic components and power of a computer. It can power a robot, smart products, and
basic PCs. At 3.4 inches by 2.2 inches and only .6 inches high, it fits in the palm of your hand. (credit: “Raspberry pi” by kritsadaj/
Pixabay, CC0)
Workers today need to know how to use computers to perform basic (and advanced) tasks that employers
need. Those tasks could be preparing documents, creating spreadsheets for financial calculations, designing
slide presentations for meetings, constructing databases, and even navigating social media and virtual
meeting spaces that help companies communicate internally and externally. This text explores the basic
software applications that perform these tasks, mostly through Microsoft Office and Google Workspace.
But, first, this chapter looks at the evolution of computing to provide some context and appreciation for the
field itself and to show its importance not just for today’s workplace, but also to give you a sense of where
computing is heading.
Computing in the Workplace
The rise of computers for work came out of a need to manage a massive quantity of numbers. The early
computers essentially were developed to be “data crunchers.” Their origins date back to the 1800s in France.
Joseph Marie Jacquard, a textile merchant, developed a machine to automatically weave designs in fabric using
a punch card system, as you can see in Figure 1.3. This punch card system laid the foundation for more
advances in number calculations, including those developed by Herman Hollerith for the 1880 U.S. census.
8 1 • Technology in Everyday Life and Business

Hollerith went on to improve the initial punch card system and eventually founded IBM, one of the first major
computing companies.
Figure 1.3 (a) Jacquard’s loom, which performed calculations using a punch card system, was an early development in computing, as
was (b) Herman Hollerith’s punch-card tabulating machine, for which he was awarded a patent in 1889. (c) Each hole in a punch card
equals a piece of data (called a “bit” today) that the machines read. (credit a: modification of work “Jacquard.loom.cards” by George
H. Williams/Wikimedia Commons, Public Domain; credit b: modification of work “Holerith395782Figures1-6” by Herman Hollerith/
Wikimedia Commons, Public Domain; credit c: modification of work “2punchCards” by José Antonio González Nieto/Wikimedia
Commons, CC BY 3.0)
The first computer (in the modern sense of the term) was the Z1, designed and built in the late 1930s by
Konrad Zuse of Germany. This machine was motor-driven, programmable, and weighed over 2,000 pounds,
about 400 times the average laptop today. The Z1 contained many of the internal components still used in
today’s computers, paving the way for other inventors to evolve the technology.
Bill Hewlett and David Packard, two Stanford University engineering students, began working out of a garage
in California, initially developing equipment for engineers and major companies. They founded their company,
Hewlett Packard (HP), in 1939, but it wasn’t until a few decades later that it would become a titan in the
computer manufacturing industry.
Meanwhile, the 1940s and 1950s saw major advances in computing technology. Most notable was the 1943
invention of the ENIAC (Electronic Numerical Integrator and Calculator). This massive unit, built by two
professors at the University of Pennsylvania, is considered the forerunner of today’s digital computers because
it was the first machine to run calculations electronically. Other innovations included solving equations
simultaneously and the invention of the transistor, which allowed for much smaller computers to be built.
The development of computer language is another major milestone in computing history. By using words
rather than symbols, computer coding became easier to learn and write, especially for those in the business
world who did not have mathematics or engineering degrees. It is thanks, in large part, to mathematician and
U.S. Navy Admiral Grace Hopper (Figure 1.4). Hopper’s PhD in mathematics from Yale, along with her naval
career working on technology to aid the war effort during World War II, positioned her to make some
remarkable contributions, and in a male-dominated field.
1.1 • Computing from Inception to Today 9

Figure 1.4 Grace Hopper, shown here in 1960 with a UNIVAC computer, earned her PhD in mathematics and went on to an illustrious
career in computer science. (credit: “Grace Hopper and UNIVAC” by Public.Resource.Org/Flickr, CC BY 2.0)
SPOTLIGHT ON ETHICS
Grace Hopper: A Pioneer in Computer Science
Historically, science, technology, engineering, and mathematics (known as the STEM fields) were seldom
viewed as appropriate fields for females, and the same was true for careers in the military. Although
women today make up half of the U.S. workforce, less than 30 percent of employees in STEM fields are
women. As a reflection of this gender bias, in 1950, fewer than 5 percent of doctoral degrees awarded in
chemistry, math, and physics were granted to females, and even today, that number has only risen to just
under 20 percent.
Grace Hopper was a pioneer in the computer science field and in the military as a woman working in STEM.
She was also a member of the first group of women to be granted a PhD in mathematics from Yale
University. Hopper’s work in computer science had a profound impact on the future of computer
programming, especially through her creation of an English-language-based programming language,
which eventually became COBOL (still in use today).
There are many organizations centered on narrowing the gender gap in STEM fields. One of these is the
American Association of University Women (AAUW). Founded in 1881, it has been tirelessly focused on
investing in education, especially in STEM fields, and on promoting these fields to females through tech
camps and other initiatives.
Computers entered the workplace in the 1950s. Their use at that time was for scientific and engineering
applications, mostly as calculating machines to facilitate data analysis. In 1964, the Programma 101, an Italian
desktop-sized programmable calculator, was the first commercially viable workplace computer to hit the
market. It was heavy and expensive—its $3,200 price tag in 1964 dollars was the equivalent of nearly $30,000
today. As a result, only large corporations and research institutions had the space and resources to use the
computers that were commercially available. This remained the status quo into the 1970s, when the
development of the microcomputer changed the face of the industry. The first personal computer, the
Kenbak-1, came on the market in 1971. Microcomputer is the technical name for the personal computers that
operated with a single processing unit and were much smaller than the machines used in corporations or
industrial institutions. Intel’s 1970 invention of the microchip (a group of small circuits that work together to
make a computer operational) was quickly followed by the floppy disk (which allowed for data to be stored and
moved easily), developed by IBM engineers, and ethernet connection capability, developed by Xerox. Ethernet
connects computers and devices such as printers through hard cables. With advances in technology, the
market for computers expanded rapidly in the 1970s. That’s when Paul Allen and Bill Gates founded Microsoft

to focus on developing software and an operating system for the new computers. It is also when Steve Jobs
and Steve Wozniak founded Apple, creating the Apple I computer with a single circuit board.
Xerox’s revolutionary Alto computer, shown in Figure 1.5, introduced in 1973, included a screen resembling
those we use today, plus a mouse and keyboard. The screen included, for the first time, elements such as
folders, buttons, and icons controllable through the mouse. The Alto not only had the ability to act as a
calculator but also could print documents and send electronic mail, anticipating the email we know today.
Figure 1.5 Xerox’s Alto computer has a similar look to today’s computers, even including the mouse. (credit: “Xerox Alto Computer)
by Joho345/Wikimedia Commons, Public Domain)
Early personal computers like the Programma and the Alto set the stage for the rapid expansion of computing
in the workplace. By 1980, there were several microcomputers on the market that made computing more
accessible to small businesses and even individuals. Computing capabilities had expanded to include color
graphics, spreadsheets, and word processing programs. The market competition between Microsoft, HP, IBM,
Apple, and others shaped the industry and our society. In fact, in 1983, Time magazine’s cover recognized the
computer as “Machine of the Year,” replacing its traditional “Man of the Year.” These early computers have
evolved into today’s laptops, cell phones, tablets, and wearables.
These innovations in computing technology have had a profound impact on the workplace. Figure 1.6 shows
just how different today’s “workplace” has become. From the automation of manual processes, to the ways we
store and analyze information, to how and where we communicate with colleagues and customers—all have
changed dramatically. Resulting improvements include improved efficiency and productivity, reduction of
errors, improved database management and analytics, advanced communication capabilities, telecommuting,
enhanced graphics and marketing, the need for new organizational structures and departments (such as
information technology, or IT, departments), and the development of technology privacy policies and legal
regulations. Computing machines, along with the emergence and subsequent explosion of the internet, have
forever transformed both our work and our personal lives.

Figure 1.6 Computing technology has transformed the modern workspace. People no longer have to be “in the office.” (credit: “left”:
modification of work by Cory Zanker; credit “center”: modification of work by “@Saigon”/Flickr; credit “right”: modification of work by
Daniel Lobo)
Computing for Personal Use
By the 1970s, new workplace technology filtered into homes in the form of entertainment devices. With
technological improvements and more accessible prices, the value of a computer in the home—to help
manage everything from household finances to children’s homework assignments—was becoming evident.
The advertisement for the Apple II computer shown in Figure 1.7 shows what this early technology looked like.
Figure 1.7 This December 1977 advertisement for the Apple II computer touts its uses around the home, such as organizing
finances, storing recipes, and gaming. (credit: modification of “Apple II advertisement Dec 1977 page 2” by Apple Computer
Inc./Wikimedia Commons, Public Domain)

In the early 1980s, personal computers were made available to the average consumer through retailers such
as Sears and Radio Shack. In 1981, IBM introduced a personal computer—first known by the code name
“Acorn” and subsequently renamed the IBM PC—that included the Microsoft operating system and Office
software, as well as an Intel microchip. Soon to follow was Apple’s Macintosh computer, launched in January
1984, running Apple’s own operating system and officially establishing Apple as competitors to Microsoft and
the PC. Many of these new designs were streamlined and user-friendly for the whole family. Moreover, the
price point made them more attainable for the consumer, though still expensive for that time.
Initially, home computers were focused on gaming and entertainment. Figure 1.8 shows what that primitive
technology looked like in the 1980s. Classic games such as chess and solitaire were translated into the
computer environment, a trend that quickly caught on even with rudimentary graphics and text-based games.
These games allowed the user to experience the computer’s capabilities in settings far beyond the workplace
and established the personal computer as a technology to support not only work, but pleasure and
entertainment, too.
Figure 1.8 (a) The Apple II and (b) the Commodore PET offered video games that popularized the use of computers at home. (credit
a: modification of “Living Computers – Apple” by Michael Dunn/Wikimedia Commons, CC BY 2.0; credit b: modification of
“Commodore PET Exhibit at American Museum of Science and Energy Oak Ridge Tennessee” by Frank Hoffman/Wikimedia
Commons, Public Domain)
With developments such as disk storage and programming capabilities, the market for personal computers
continued to grow. Manufacturing costs decreased with innovations in the industry and as many producers
shifted manufacturing overseas. Although computers evolved into home workstations with capabilities beyond
gaming, the home computing trend was slow to catch on. Many potential home users simply did not see the
value in owning a personal computer; in the late 1980s, fewer than 20 percent of households owned one. This
changed in the late 1990s and early 2000s, when the home computer industry exploded with the expansion of
the internet, improved interfaces that were less technically challenging for the average user, and customizable
products and features such as color schemes. Increasingly, home workstations became the place to maintain
family finances, store recipes, and write school research reports. Email, followed quickly by instant messaging,
offered a new way to connect and communicate. Then came a way to connect to the internet without wires,
using high-frequency radio signals.
Since 2000, the warp speed of innovation has brought to market lightweight laptops that can be easily carried
from workplace to workplace. The computing power of the computers that first took astronauts to the moon
was similar to that of a couple of today’s gaming consoles. Many modern home computing devices are laptops
less than one inch thick, equipped with high-speed connectivity, high-quality graphics, and touchscreen
capabilities. Computing power today has increased nearly 1 trillion percent since the 1960s.

Technology Today
The rapid trajectory of innovations in computing has forever changed today’s workplace, where computing
power is at our fingertips. It is difficult to imagine any industry that doesn’t depend on computing technology
as an integral part of its business. Some of the more basic technologies that are present in businesses may
include:
• direct deposit of paychecks
• key card building access
• shared company computer drives for document storage
• paperless documentation systems for recordkeeping
• high-speed printers/copiers
• automated inventory systems
Industries that are traditionally considered nontechnical have also embraced improvements that depend on
computing technology—for example, farmers can control irrigation and monitor field conditions. Computing
technologies have also enabled individuals to embark on entrepreneurial ventures that once only seemed like
a dream and have launched some of them into marketplace leadership. From manufacturing to health care to
the service sector, we can see the impact of computing and how technological innovations continue to shape
the future of many industries.
For example, consider the auto industry, where advances in technology continue to pave the way for changes
in how we drive, safety improvements, and new ways to purchase vehicles. Recent innovations include the
introduction of self-driving vehicles (see Google’s self-driving car, Waymo in Figure 1.9) and of vehicle-to-vehicle
communication—cross-communication that allows cars to wirelessly share information such as speed, spatial
proximity to other cars or objects, and traffic status, with the potential to reduce vehicle crashes and
congestion on roadways. Technology has also created a space for nontraditional car dealers, such as Carvana,
that offer an online purchase experience and home delivery. The use of technology in the auto industry can be
seen at all stages of the business cycle.
Figure 1.9 Google’s Waymo, a self-driving car, can navigate roads, maintain safe speeds, and see obstacles in time to apply the
brakes. (credit: “Google Self-Driving Car” by R Boed/Flickr, CC BY 2.0)
Computing technology has also brought substantial changes to the health-care industry. Most medical
practices and hospitals utilize electronic medical records. These records and the ability to share them across
providers have increased the efficiency and accuracy of record management and have also increased the
transparency of information provided to patients and their families and care providers. Performance of
surgical procedures has been advanced through the use of visualization technology and robotics. Figure 1.10a
shows a robotic arm used in surgery.
More recently, telehealth and virtual health-care options have grown. Figure 1.10b shows a virtual telehealth
appointment. These options have reduced many barriers (including some financial barriers and transportation
issues) for those seeking care for a variety of needs, including mental health issues, child illness, or support for

the elderly. This virtual option has not only added convenience, but has also improved communication
between patient and provider, increased speed of care, and allowed patients to take a better informed and
more active role in addressing their own health-care needs. And, of course, the use of virtual technology for
health-care needs was a lifesaver during the COVID-19 pandemic, when in-person appointments were too
risky.
Figure 1.10 (a) Robotic surgery and telehealth services are two health-care industry-changing technologies. (credit a: modification of
“Laproscopic Surgery Robot” by GPA Photo Archive/Flickr, CC BY 2.0; credit b: modification of “People on a Video Call” by Anna Shvets/
Pexels, CC BY 2.0)
With today’s available technologies, organizations and individuals alike are continuing to rethink the traditional
business model. Many organizations have come to see the value of giving employees the freedom afforded by
working from home, and even many industries that had resisted telecommuting learned to incorporate it as a
necessary response to the COVID-19 pandemic. Some companies have found that organizational efficiencies
can be realized in terms of cost savings, improved employee satisfaction, and enhanced productivity. Other
businesses, such as smaller retailers, have shifted more resources to e-commerce. Banks have found
innovative ways to connect with their customers using technology rather than through in-person transactions.
Still others, such as restaurants, have used technology to deliver their products to consumers in new ways. In
Figure 1.11, customers can order directly through the internet à la Uber Eats or even have their food delivered
by robot.
Figure 1.11 (a) Uber Eats is a popular food delivery service that is becoming more widely available because of technological
advances. (b) Autonomous delivery robots are becoming a more common sight on campuses. (credit a: modification of “Uber Eats
bicycle” by Yuya Tamai/Flickr, CC BY 2.0; credit b: modification of “Starship food delivery robot” by bikesharedude/Flickr, Public
Domain)

REAL-WORLD APPLICATION
Technology and Food Trucks
Food trucks have been growing in popularity in the early decades of the twenty-first century. In fact, the
food truck industry has grown at a faster rate than traditional restaurants. The availability of technology has
helped foster this growth, especially in two areas: point-of-sale (POS) systems and social media marketing.
It used to be that food trucks could accept only cash because the registers that could take credit cards did
not work on the road. A POS system does even more than exchange money. A food truck can use a POS
product—for example, a product called Square—to track inventory and sales, and can even use social media
to post messages and to make sales.
Our interactions with computing, both at home and in the workplace, rely on interfaces and communications
like those you will likely use in this course. Tools for documenting information, analyzing and exporting data,
and communicating with others form the foundation of business computer applications.
Mobile Devices, Digital Imaging, and Gaming
It might be hard to imagine a world without access to information at our fingertips—or, for that matter, a
world without Xbox or PlayStation. Today, many households no longer have a traditional landline phone,
instead relying on mobile devices. It is estimated that less than 10 percent of homes in the United States have
a traditional landline phone. Think about how advances in digital imaging technology over the past half
century have forever changed the way we capture and preserve life’s notable moments—our days are now
routinely filled with screens and images. The rise of the computing industry has brought along changes in
companion industries that have impacted most of our lives in one way or another.
In this section, you will learn about the origins of the mobile phone industry and its evolution into today’s
diverse handheld computing devices. The rise of the computing industry also led to a new industry, gaming.
You will look at how the gaming industry not only changed the face of family entertainment but also created
additional industries and shaped cultures across the world. Finally, you will explore the digital imaging
industry, the impact on other fields, and recent technological developments in imaging.
Mobile Devices
The concept of a mobile phone has been around a lot longer than you might imagine—since the early 1900s,
in fact. In 1908, a patent was issued for a wireless telephone in Kentucky, but the idea was considered so far-
fetched that its inventors were accused of fraud. (The case was later dropped, and the invention was never
produced.) Not long after, during World War I, Germany was testing radio-based wireless telephones
(essentially two-way radios) on trains traveling from Berlin. By 1940, this technology had improved, and
handheld receivers were widely available and used in World War II, prompting the private sector to use this
emerging technology (Figure 1.12a).
Bell Laboratories, founded in the late nineteenth century by Alexander Graham Bell, was a key player in
bringing mobile phones to the public. In 1946, Bell Labs developed a system to offer a mobile phone service in
cars. Because of the limited number of channels available, the system quickly reached capacity, and was
mostly used by taxi drivers and emergency vehicles localized in urban areas. From the 1950s to the 1980s, the
technology continued to develop, built mostly around radio frequencies.
The first cellular technology using automated cellular networks, called 1G or first generation, was introduced
in Tokyo in 1979. It was deployed to other countries soon after and, in 1981, reached North America, where it
was known as the Advanced Mobile Phone System (AMPS). This led to the launch of the first truly mobile cell
phone, Motorola’s DynaTAC, in 1983 (Figure 1.12b). With a price point of just under $4,000, the unit was not
designed for the everyday consumer. Motorola believed the phone’s customers would include realtors and

large-company executives who could afford the purchase price as well as the $50-per-month plan to use the
device. But they underestimated the appeal of the cell phone. Sales far exceeded projections, and the concept
of the cell phone quickly replaced the unwieldy mobile car phones of the past.
The overwhelming demand, along with advances in digital technology, prompted the migration of the old
AMPS networks to a digital format, an effort that began in 1990 and was completed in the early 2000s. The
popularity of the cell phone also prompted competition between European and American networks. 2G cellular
networks emerged, providing basic short message service (SMS) text messaging capabilities. The first text
message was sent in 1993 in Finland. The 2G network had better security than 1G and was also much faster.
These changes in network capabilities influenced the development of phone technologies.
Although smartphones are seen as a rather new technology, the first smartphone was actually introduced by
IBM in 1993. The Simon Personal Communicator (Figure 1.12c) looked very different from modern
smartphones. Its features included a calendar, address book, and email service. The phone even had a
touchscreen. The price point, around $1,000, was high at the time, equivalent to about $2,000 in today’s
dollars. The device was well received in the United States, where consumers viewed it primarily as a digital
personal assistant that just happened to have phone capabilities. Though popular with business executives,
the Simon stayed on the market for less than a year and sold only around 50,000 units, but it did pave the way
for the smartphones of today. Other notable phone introductions soon to follow were the first flip phone (the
Motorola StarTAC in 1997) and the first BlackBerry device in 1999.
Figure 1.12 (a) This two-way wireless communication device was used during World War II to communicate critical information
among troops. (b) Motorola’s DynaTAC was the first mobile phone to use cellular technologies rather than radio frequencies.
DynaTAC was marketed toward wealthy business professionals at a price point of nearly $4,000. (c) The first smartphone, a personal
assistant device, was a precursor to today’s cell phones. (credit a: modification of “Bärbar radio” by Flygvapenmuseum, CC BY; credit
b: modification of “MF013: Figure 2.8” by Rosenfeld Media/Flickr, CC BY 2.0; credit c: modification of “Simon FIRST Smart Phone” by
Mike Mozart/Flickr, CC BY 2.0)
As the technology rapidly advanced, 3G and then 4G networks soon followed. This allowed faster speeds as
well as streaming services—4G networks were nearly 10 times faster than their 3G counterparts. With this
expanded network accessibility, phones rapidly came to be seen less as a luxury and more as a need.
Apple’s introduction of the iPhone in 2008 had a major impact on the market. With this introduction came the
iPhone operating system (iOS), exclusive to Apple. An operating system is one of the most important
components of a computing device. It runs the interactions between the device’s hardware and software
components (more on these later in the chapter). The second most popular operating system to emerge
during this time was the Android operating system, first developed in 2005 and later acquired by Google.
These two operating systems, each of which has advantages and disadvantages, are engaged in an ongoing

battle for market share. At the end of 2022, the Android operating system had a majority share of the market
worldwide (nearly 72 percent). Today, nearly 90 percent of Americans own a cell phone; of those, nearly 60
percent are smartphones.
LINK TO LEARNING
It seems that people are either iPhone users or Android device users, with an unwillingness to shift
platforms. Although the two operating systems that run iPhones and Android devices (such as Samsung’s
Galaxy phones), respectively, have similar performance capabilities, they vary dramatically in terms of the
user experience. The proprietary software working behind the scenes also limits the apps, or programs,
that are compatible with each device. Read this article on the differences between Android and iOS
(https://openstax.org/r/78AndroidiOS) to learn more. Which operating system do you prefer? Why?
The adoption of mobile phone technology has had a large economic impact in the United States and
worldwide, giving rise to new products (cell phone cases, pop sockets, wireless earbuds, screen protectors)
that did not exist before mobile phones hit the market. Other industries such as clothing and handbags have
also been impacted: It’s now commonplace for a jacket to have a specific phone pocket, and many handbags
and backpacks have slots designed to accommodate most cell phones. The creation of mobile phone apps has
developed into an entirely new industry that has created many jobs worldwide. And beyond these tangible
effects of the cell phone boom, there have been some significant changes in how we operate in our business
and professional lives. About 40 percent of all business transactions are conducted on a mobile phone device.
Companies rely on mobile technology to conduct essential correspondence with their employees and their
customers.
Gains in efficiency and collaboration across geographic boundaries are now easier than ever. Consumer
product companies use mobile devices to advertise in new ways and to expand their market reach. We may
use the technology to stay in contact with out-of-town family members, to connect to our bank or our health-
care provider, and to make everyday purchases. Many children growing up today have never had a home
landline phone ring or not even heard a dial tone. The dial tone is a sound that indicates that a landline is
active. It can be difficult to imagine a world before cell phones, even though it was not all that long ago they
first emerged on the market.
LINK TO LEARNING
Listen to this video on vintage telephone network sounds (https://openstax.org/r/78Telephone) to hear
what a dial tone sounds like, as well as sounds from telephone technology through the ages.
Digital Image, Video, and Audio Capture Devices
Image, video, and audio capture are another area of technological growth that many people now use daily.
Photography was invented in the mid-1800s, and it took a century and a half for digital imagery to emerge, in
1957. Using binary digits, Richard Kirsch was able to convert a photograph of his son into a digital image
using the only programmable computer available in the United States at the time. The photograph was
scanned electronically in small squares of the image, now called pixels, and reconfigured using white and
black, as Figure 1.13 shows. The binary data for the image could then be stored on the computer. This
development, along with the invention of the microchip, laid the foundation for future work in digital imaging.

Figure 1.13 Kirsch took a photo of his son Walden and was able to capture the image digitally using binary digits. Part (a) shows the
digital scan of Walden Kirsch from (b), the original photo. (credit a: modification of “NBSFirstScanImage” by Russell A. Kirsch/
Wikimedia Commons, Public Domain; credit b: modification of “Walden Kirsch” by Russell A. Kirsch/ Portland Art Museum, Public
Domain)
The scientific community, government, and the military soon took notice of the advantages of using the digital
approach to capturing images. Beginning in the 1960s, NASA used the technology to transmit images back
from space through television receivers. Tech companies created new storage methods, such as saving images
to tape. RCA built the photo-dielectric tape camera for NASA, which was able to store about 120 images on
tape—a huge improvement over the long processing times needed for previous digital images.
This technology continued to grow over the decades, and soon combined with mobile phone technology. In
1997, the first image was taken using a camera phone. Cell phone manufacturers quickly launched new phone
models that included cameras, and most of today’s devices include a digital camera. The 2004 emergence of
Flickr, a popular photo-sharing site, as well as the launch of Facebook that same year, provided new ways for
people to share and connect via digital photographs.
The digital camera revolution transformed how we conduct business and stay in touch with family and friends.
The use of webcams and videoconferencing technology has enabled many to conduct business across
geographic boundaries and to telecommute from home to their job. This has changed the face of the
traditional office environment for all industries and parts of the marketplace, such as government agencies,
corporations, small businesses, and service organizations. And in many ways, digital cameras have changed
our everyday lives. The use of digital cameras has revolutionized many medical procedures and how we
interact with our health-care providers. Digital cameras have enabled us to see space beyond the earth and
moon. Consumer products can be test marketed and brought into consumers lives’ virtually. Parents have the
capability to monitor their babies sleeping in cribs. Doorbell cameras have increased our sense of security in
our homes. The cameras we have at our fingertips today have far surpassed the imaginations of the early
inventors of this technology.
Virtual Reality and Marketing
Virtual reality (VR) refers to a simulated environment that is computer-generated. Through the use of
devices such as a helmet or glasses, the user sees a simulated world and is able to move about it visually.
Instead of simply viewing the scene from an outsider’s point of view, the user is immersed in the actual
scene. Companies such as Nike, Wendy’s, McDonald’s, and Gucci have used VR to creatively demonstrate

new products to consumers and to allow consumers to interact with a new product concept. Even small
businesses have capitalized on the technology, which enables them to bring ideas in front of consumers
quickly without the expense of creating an actual prototype of the product. This concept has application
across a wide range of industries, from restaurants to real estate to consumer products.
Games and Gaming Devices
Computerized games for entertainment existed long before today’s gaming consoles. When computers were
starting to gain a foothold in the American household, their primary use was for entertainment. The initial
concept of computerized games was centered on taking existing, often traditional games, such as checkers
and chess, and moving those to the computerized platform.
The first video game was developed by an American physicist. William Higinbotham developed the game
Tennis for Two in 1958 using an analog computer with an oscilloscope display. This simple invention laid the
groundwork for one of the most profitable industries in the world. It is estimated that over 60 percent of U.S.
households today have members who regularly play video games. Technology progressed to the first gaming
console, 1967’s Brown Box, and then to 1972’s Atari, with its popular game, Pong. In 1978, Space Invaders hit
the arcade market—a game venue marketed heavily to bowling alleys and retail locations. The arcade craze
became a huge commercial success for the game makers as well as the businesses that purchased the games
(Figure 1.14). Motivated by getting to the top of the scoring list, players were readily putting their quarters into
the machines. Over the next decade, nearly two dozen companies developed arcade games, including the well-
known game Pac-Man, which was introduced to the U.S. market in 1981.
Figure 1.14 The arcade of the 1980s changed how teenagers spent their time and their money. (credit: “the Luna City Arcade” by
Blake Patterson/Flickr, CC BY 2.0)
The decades that followed saw the leap from Intellivision to the Nintendo Entertainment System (NES) and
Nintendo’s handheld Game Boy device. At the end of the 1980s, Sega emerged as a major competitor to
Nintendo. Their gaming system had better graphics and new creative energy, bringing on what would become
some of the most popular games of our time, like Sonic the Hedgehog. As new game concepts emerged,
controversy over violence in games and other questionable content prompted a government response and the
creation of an industry rating system for games.
SPOTLIGHT ON ETHICS
Video Games and Violence
Early video games were based on traditional board games such as chess and checkers. But over time, with
increases in graphic capabilities and new companies coming into the market purely as game developers,

new game concepts were developed. At times, these new game concepts contained what some considered
to be inappropriate language and situations. The American Psychological Association even considers the
playing of violent video games as a risk factor for aggression. The violence in video games prompted a
congressional hearing on the matter in 1993. The hearing focused on three controversial games: Doom,
Night Trap, and Mortal Kombat, the first video game to include realistic depictions of violence. Despite this,
the game was allowed to be sold, but a new rating board emerged from the hearings called the
Entertainment Software Ratings Board (ESRB). It is a voluntary, self-regulated entity run by the
Entertainment Software Association, which rates games according to their level of violence and
recommends appropriate age levels for users. Some stores will not sell video games without an ESRB
rating.
As the trajectory of advances in games and consoles continues, today it seems that a new and improved
system hits the market every year. Many people also have games downloaded on their phones. And the
concept of e-sports has reached colleges and universities, both as an academic program and as an NCAA-
recognized collegiate sport. The future of video games seems to be moving in the direction of artificial
intelligence (AI) and virtual reality simulations, with both Apple and Google making company acquisitions in
that arena.
E-sports in Colleges and Universities
The term e-sports refers to a sports competition using video games. Like professional football, baseball,
and other sports, e-sports events have a large following, including both spectators at the actual events and
others who join to watch the action virtually. E-sports became a large player in the gaming industry around
2010 and has since exploded worldwide to such an extent that colleges and universities are taking notice.
The impact on the academic environment can be seen in three key areas: academic programs such as game
developing, student groups focused on gaming, and collegiate sports. Some institutions are even offering
scholarships for e-sports similar to traditional athletic scholarships.
Mobile technology, digital imaging, and gaming capabilities today are inherently intertwined. Often, all three
coexist on a single device. As just one example, consider how we use Google Photos on our phones to share
family memories. Extending this capability, in a video game app on a mobile phone, a user can create a
character using their photo and then have this virtual character interact with other players across the world. In
the business world, many of us now use Zoom or other videoconferencing tools to connect with colleagues
remotely. Outside of work, users of gaming consoles can chat with other players through their phones or
through the console. Many games today are designed from the start to be played on multiple platforms.
Microsoft is even offering mobile phone plans for customers. Each technology has changed our lives, but
together their impact has been remarkable.
Advances in Technology
Technology is advancing faster than what was previously believed to be possible. In just a short period of time,
we have gone from having no computers to today where nearly 90 percent of people in the United States have
some access to a computing device. What’s also impressive is that 90 percent of data in the world today was
generated in just the last two years. Today’s 5G technology is 100 times faster than 4G, and the rate of
adoption of new technologies has diminished from years to mere months in some cases. As you can see in
Figure 1.15, older technologies such as refrigerators and landlines took decades to reach widespread adoption
with a majority of Americans buying them, while today’s smartphones and tablets achieve broad adoption as

soon as they enter the market.
Figure 1.15 (a) Historically, the rate of adoption for new technologies has taken decades. (b) Now, new products to the market reach
more than a 50 percent adoption rate in just a few years. (credit a and b: modification of work by Our World in Data, CC BY 4.0)
Computers today typically double their capabilities in less than two years. With this in mind, we can expect
computing capabilities to continue to increase at a similar rate. The rate of change is increasing exponentially
because companies are building on existing technologies. Researchers can take what has worked well to
rapidly refine and enhance technologies for innovations and improvements. Additionally, resources from
across the world—both financial resources and human capital—are being pumped into supporting these
technological advances. To put the popularity of computer technology into perspective, consider how long it

takes to get fifty million users for a product. Radio took thirty-eight years after its invention to become that
popular, while the hit game Angry Birds needed only about thirty-eight days to reach that milestone. Figure
1.16 shows some common products and how long each of them took to reach the same milestone.
Figure 1.16 Products are being adopted at a faster rate than ever before. The advent of social media has exponentially increased the
spread of some of these later innovations. (data source: Interactive Schools, https://blog.interactiveschools.com/blog/50-million-
users-how-long-does-it-take-tech-to-reach-this-milestone)
AR/VR Simulations
Using digital objects in a real-life picture or scene is called augmented reality (AR). For example, think about
the overlays or filters you can put on photos in some social media apps. A mostly simulated, 3-D environment
in which the user can move about visually and interact is called virtual reality (VR). Both technologies have
applications in many industries. For example, if you want to try a new style of glasses, you could use AR to see
what those glasses might look like on your face. You might use a VR simulation to offer your insight on a yet-
to-be-developed product concept. Other applications could be in manufacturing, real estate, medicine, and
education.
One recent example of the use of VR was seen when the NBA had to cancel games because of the COVID
pandemic. To keep fans engaged, the league offered VR passes that enabled ticket holders to attend past
games in a VR environment and nearly be courtside for the action. The only equipment they needed was the
app and a VR headset. (VR headsets are widely available for purchase, typically for under $200.) This was a
unique use of the technology to keep the audience’s attention during a difficult time.
Robotics and Automation
Robotics should be distinguished from automation, which refers to using computers or machines to do tasks
that could be completed by a person. Automation can be quite technical, using computerized technology, or it
can be a mechanical process using machines. For example, processing retail transactions, which was once
handled by people using pen and paper, is now well automated through the use of a computer.
On the other hand, robotics is centered on robotic machines, which are now used in nearly every industry.
These machines can automate some tasks that were previously performed by humans, but they can also be
programmed to perform tasks that no human could perform. Consider some medical procedures that can now
be carried out using robotic machines but that simply were not possible in the past, such as certain procedures

on the brain. The use of robots in the workplace can reduce errors, increase safety, enhance productivity, and
reduce time spent on routine tasks for employees.
Robotics has been a part of the manufacturing environment for some time. But today we see increasingly
unique applications of robotics in the workplace. For example, the University of California is testing a robotic
pharmacist, which will perform many of the functions of a traditional pharmacist, such as choosing the correct
prescription and dosage. Robots are also being used to keep areas clean and sanitized; in some cases, robots
can be used to clean up spills that might otherwise be hazardous to humans. Giant Food Stores is piloting a
program that uses robot assistants throughout the store to monitor for spills and potential hazards in the
aisle. Drones (a kind of robot) are used in some military applications, and the use of drones is being tested for
package delivery. Finally, robots can be used to find and rescue victims in disaster situations where it might be
too dangerous to send in typical emergency personnel.
Nanotechnology
Another advancement in technology is nanotechnology, which entails changing individual molecules to
produce different properties or attributes. It can be applied to a wide variety of fields, including engineering
and chemistry, as well as to medicine and consumer products. The U.S. National Nanotechnology Initiative was
launched in 2000 to manage research and development in the field, and the first academic program centered
on nanotechnology emerged by 2004. At that time, the technology was being heavily tested with consumer
products. Nanotechnology has been used to make golf balls go straighter, make car bumpers more dent
resistant, and give cosmetics and lotions deep skin-penetrating properties. With nanotechnology, drug
delivery to patients can be better targeted and controlled. Filters made using nanotechnology have been used
to filter drinking water sources in countries such as India. In agriculture, nanotechnology has improved yields
with the use of soil analysis and targeted fertilizer applications. Nanotechnology can also be used to better
combat air and water pollution through increased filtration efforts. Research into nanotechnology possibilities
continues to expand.
Wearables
A wearable is a device that uses computing technology to collect and receive data via the internet. You may
already be using a wearable technology device—for example, a smartwatch. Using similar technology to a
smartwatch, Motiv has developed a ring that can track fitness goals and sleep cycles. As Figure 1.17 shows, you
would never know it was a smart ring from its outward appearance. Other wearables include heart rate
monitors and a medical alert device. These devices can be worn, incorporated into apparel, or even embedded
into the skin. The military is even considering using embedded wearables to keep track of troops. Some
cutting-edge wearables are centered in the medical industry; for example, a wearable has been developed that
can detect early signs of breast cancer.
Figure 1.17 The fitness tracking ring is a new take on the fitness tracker. It can track activity and sleep cycles and send the
information to your smartphone. (credit: “Left hand with Oura smart ring on finger, right hand shows phone with the Oura app´s

energy and activity statistics” by Marco Verch/Flickr, CC BY 2.0)
Some professional athletes use wearables to improve performance and track incidences of concussions.
Wearables for children are becoming more popular for location tracking. The possibilities are endless. It is
estimated that there are nearly a billion wearable devices active globally, over 50 percent of which are
smartwatches. And about a quarter of wearable users wear the device while sleeping. Revenues in the industry
are nearly $10 billion in the United States. Wearables are now also being used for ticketing purposes at
concerts and amusement parks.
LINK TO LEARNING
You may have a smartwatch or use a fitness tracker when working out. These are commonplace wearables
in today’s society. But where is the industry headed? Wearables have been identified as an area of growth in
the economy. Many tech companies are focusing on innovative ways to incorporate internet-connected
devices in different settings, as illustrated in this article on the wearable tech of the future
(https://openstax.org/r/78WearTech) in Time. You may be surprised to discover just how futuristic they are
becoming.
Smart Spaces
An internet-connected space—office, home, car, or building that incorporates technologies that can be
controlled from the internet—is called a smart space. In homes, we see products centered on convenience,
security, and comfort. The goal is to improve your life without interfering and creating a nuisance. For
example, you can have a thermostat that enables you to control the temperature in your home from your
phone, even when you are not at home. You can have a device that switches on the lights or the TV when you
verbally ask it to do so, or home security lights that come on for your safety as you approach the front door.
With products such as Google Home Smart, shown in Figure 1.18—a virtual assistant that is connected to the
internet—all members of the family can control many devices. If you have your devices synced to one another,
you can even have Google Home tell you your calendar appointments for the day or set reminders and alarms.
Figure 1.18 Devices such as Google Home Smart are creating "smart" spaces that are able to be managed from remote locations,
such as the workplace. (credit: “Home Automation22” by mikemacmarketing/Wikimedia Commons, CC BY 2.0)
Similar technologies can be employed in the workplace. Smart offices/buildings can be equipped with many of
the same technologies—a good strategy for managing utility costs and adding convenience for employees.
Smart offices can make employees more productive by giving them more time to focus on creative and

strategic tasks as opposed to more routine and mundane responsibilities such as sending invoices or even
turning on the office lights. Job satisfaction can be increased by giving employees more control over their
workspaces.
A unique application of the technology is its use in schools, which is being piloted in Texas with a partnership
between two private companies and Microsoft. They are equipping schools with a variety of connected devices
centered on security and communication in an emergency. These devices can communicate internally during
an emergency, such as a fire, and can also communicate externally with first responders and police.
There are some challenges in the smart space industry. Many concerns arise about the invasive nature of
some of the connected devices, including concerns about recording personal information, governmental
monitoring of the information, and the usage/security of the data collected. Another challenge is educating
consumers on how to use the equipment and its capabilities. Finally, the price point is high for some of these
devices because many are still rather new to the market.
AI and Machine Learning
Using computers, robots, and machines to mimic the human brain is called artificial intelligence (AI). From
problem solving to perception to learning, the goal is to reduce errors and minimize human biases and
emotions in the process. In machine learning, a subset of AI, an AI device learns on its own, gathering data
and using that data to continuously refine and “learn” about the system and its usage. Speech and image
recognition are two examples of AI. Another example is a robot vacuum cleaner, where the AI system uses a
computer and the data it collects to know where to clean in the home. Figure 1.19 shows the popular Roomba
vacuum. Still another example is seen when websites show recommended products for you based on your
prior searches. The device learns your likes and dislikes based on your clicks and other related data.
Figure 1.19 AI in the home can take over inconvenient or repetitive tasks such as cleaning. (credit: “iRobot Roomba 870” by Kārlis
Dambrāns/Flickr, CC BY 2.0)
In a more large-scale use of AI, for quite some time airlines have made use of autopilot features, including
robotics, image recognition, and GPS, to fly and navigate an aircraft. In the retail industry, the use of AI is
expected to grow about 30 percent by 2028, a strong increase, to include applications centered on
personalizing the customer experience as well as managing distribution and inventories. Today, AI technology
has evolved to create stories in the style of famous writers or even write detailed research papers when
prompted.
Workplace and Career Implications
Technology in the workplace has made processes faster and more reliable, increased collaboration, made it
possible to work from anywhere, and, overall, changed the typical office culture. The adoption of new
technologies in the workplace has some distinct career implications for individuals, while organizations need
to figure out the best mix of humans and technology to allow the business to thrive.
The idea that technology eliminates jobs is a myth: Technology introduced into the workplace is intended to
help employees do their jobs better, not to replace jobs. But this does mean that employees may need to shift
from more traditional tasks to tasks that are more technology-driven. For example, an employee in the human

resources field may have spent hours sifting through résumés for contact information to schedule interviews.
With technology, this process can be automated, freeing up time for the employee to focus on more
meaningful tasks such as interviewing candidates and decision making. In a manufacturing environment,
technology can enable employees to focus on process improvements and problem solving rather than working
with repetitive tasks on a production line.
These changes affect our future educational and training needs. Some jobs that require a lower skill base have
been replaced with technology. Additional training may be necessary in areas such as troubleshooting
technology in the workplace. The shift for employees today is toward capitalizing on brain power, reserving
human capital for the complex, multifaceted tasks that technological advances cannot tackle. Therefore,
training and education in critical thinking, communication, problem solving, and teamwork skills are a
necessity. These skills are of value at all levels within an organization. Jobs in the technological fields are
expected to grow; however, an emphasis will be placed on the essential skills of communication, fostering
cross-functional collaborations, and creative problem solving that cannot be replicated by technology.
Changing Careers
Facing a career change (whether voluntary or not) can be a scary proposition, especially if you have been in
your current position for some time. With changes in technology, many people will face decisions regarding
their career direction, either needing to change focus within their current industry or, in some cases,
pivoting to an entirely different industry. Here are some tips to consider when you are facing a career
change:
• Identify areas where you can further develop your technological skills.
• Use your network to find out about job opportunities.
• Take a certification course for a particular computer program or a class on enhancing your public
speaking skills.
• Reach out to your network, either social media or sites such as LinkedIn, to make people aware that
you are interested in a new opportunity.
It is important to take the time to find the right opportunity and then to take small steps to get where you
want to be. Think about your long-term goal. Do your research by interviewing those in the industry you
want to be in or utilize a job coach/mentor to assist in your journey. Would you consider a career change?
Why or why not? If so, what strategies will you use to make the transition easier?
Importance of Lifelong Learning
To protect your job security in the workplace of the future, you will want to demonstrate to your employer that
you are committed to lifelong learning. With the rapid acceleration of technological change, some employers
today are actively seeking employees with a lifelong learning mind-set. Lifelong learning requires continuous
self-improvement and education—the motivation to be a continual student. It often occurs outside a
traditional educational system and includes both informal channels and formal ones such as corporate
training programs. Employee development is a core part of many human resources departments within
organizations. Mandatory training or education may be required for your position, or voluntary opportunities
may be offered to employees. Taking the initiative to learn and adopt new workplace technologies can be both
professionally and personally fulfilling.
There are some strategies you can use to help further a lifelong learning mind-set. First, understand your
personal interests and set some goals that align with them. Lifelong learning does not always have to
incorporate building skills or knowledge applicable to the workplace. It might be centered on something you

enjoy in your personal life. For example, suppose you really enjoy genealogy and local history. Perhaps you
decide you want to learn more about the history of your hometown. For local history, you might visit the local
historical society or find internet resources about the history of your hometown. Then, you can determine how
you might incorporate this desire for learning into your life. Will you do something related to your personal
learning goals once a week? Will you share your new knowledge with coworkers, friends, or family? Or maybe
you can find a way to utilize the new information in the workplace or the community.
There are many ways to incorporate a lifelong learning mind-set into your life. Regardless of your approach,
the lifelong learning mind-set can be advantageous from both a personal and a professional standpoint.
Learning Objectives
• Explain the components that make up a computer
• Describe how computers process and store data
• Discuss what networks are and how they function
• Understand how to maintain and clean computer components
You do not need to know how to build a computer from scratch to effectively use a mobile device or other
computing technology. However, a basic understanding of how computers operate can help you troubleshoot
problems, and with some knowledge of computer terminology, you will be a more informed consumer when
you are making technology purchases. Although there are technological and programming differences
between computers, tablets, gaming consoles, and mobile devices, all are built around the same basic
technology. This technology has evolved through innovations in the field to offer users enhanced features,
reduced costs, and increased operating speeds.
This section will cover some basic aspects of computing. These concepts will give you a broader understanding
of the technology you are using beyond simply operating the computer or tablet for personal or work tasks.
What Is a Computer?
Although today’s computers look and behave differently from early efforts, they include the same core
features. A computer is simply a programmable machine that can execute predefined lists of instructions and
respond to new instructions. A very large computers called a mainframe is capable of great processing speed
and data storage. Mainframe computers today typically function as servers. Servers are powerful computers
that act as a central hub of the technology needs for the organization. Servers support data storage, sharing of
computer programs, and hosting websites. Another name for a computer program (language) or set of
programs with the end goal of converting data into processes and actions is software. Software, such as
Microsoft Word, allows the user to interface with the computer. Accessories such as a keyboard, mouse,
printer, and monitor are called hardware. These input and output devices allow us to communicate with the
computer and to extract information from it.
There are many different types of computer systems, including workstations, microcomputers, and
supercomputers. A workstation is a powerful single-user computer that is similar to a personal computer but
more powerful. They are typically used to manage business operations such as invoicing customers, managing
online sales, or ordering inventory for the company. A minicomputer is similar in power to mainframe
computers but, as the name implies, is much smaller in size and can be used in midsize organizations that
need more power than what a typical personal computer might provide. A supercomputer is extremely
powerful and has the fastest processor available. These computers can be used to process highly complex
scientific data at fast speeds.
Computers are hard to get away from—they’re in all kinds of everyday devices. Appliances, cars, watches, and

even the heating and cooling systems in our homes incorporate computer technology that enables us to send
and receive information from these devices. Today’s smartphones are essentially minicomputers.
How Computers Work
Most computers consist of a few basic elements. The motherboard is the hardware that runs communications
for the computer system (Figure 1.20a). It sits within the system unit, which is the container that houses most
of the computer’s electronic components. The central processing unit (CPU) contains a single chip called a
microprocessor (the “brains” of a computer system). A microprocessor (Figure 1.20b) consists of a control and
what is known as an arithmetic-logic unit, which performs math and logical operations within the computer
system.
Figure 1.20 Two essential components of a computer’s inner workings are (a) the motherboard and (b) the CPU’s microprocessor.
(credit a: modification of “Green Motherboard” by Pixabay/Pexels, CC0; credit b: modification of “Intel Core 2 Duo E6750” by Nao
Iizuka/Flickr, CC BY 2.0)
Personal Computers and Devices
Numerous types of computers and devices are available for business or personal use today. A personal
computer (PC) is a microcomputer that is suitable for individual use, including a desktop computer, laptop,
tablet, smartphone, and wearable device such as a smartwatch. Desktop computers are personal workstations
that you set up at a fixed location, such as a desk. They are typically equipped with a tower (where components
such as the motherboard are housed), a monitor, and other peripheral accessories, such as a keyboard,
mouse, and printer. Laptops are portable and lightweight—small enough to fit into most briefcases. The
computer and monitor are combined, and peripheral accessories are optional. Tablets, such as the Kindle, are
smaller than laptops and have less functionality but are still very powerful, with many features that support
everyday personal use. They are even more portable than laptops, and their touch screens, which don’t require
a mouse, are their distinguishing feature.
Operating Systems
As stated earlier, a computer’s operating system is software that is essential to all functionality and use of the
computer. It controls the computer’s activities, from memory to processes, and ensures that hardware and
software components can “speak” to each other. It provides the interface necessary for humans to
communicate with the computer and all its components. Here is where the big players enter the computing
scene: Microsoft Windows, Apple macOS, and Google’s Android OS, to name a few. You will typically interact
with Windows and Apple macOS on a laptop or tablet. The programs that we discuss in this text, such as
Google Sheets and Microsoft Word, use their respective operating system. The Android and iOS operating
systems are used for mobile devices. You are likely to see these operating systems in use daily, both in the
workplace and in your personal life.
Information Processing, Storage, and Memory
Businesses take great care in procuring computers that can handle the work that needs to get done. Before
1.2 • Computer Hardware and Networks 29

selecting computers, they’ll investigate some basic functions that have to do with how fast the devices process
information and how well they store data. The information processing cycle is the sequence of events
involved in processing information—input, processing, storage, and output:
• Input consists of entering the data and information into the computer system.
• Processing involves a series of operations performed by the computer to organize, interpret, or otherwise
make use of the information input into the computer.
• Output entails viewing this processed information in a way that makes sense to the user, either through
the monitor or as a printout.
• Finally, storage is the process of saving information into the computer for future use.
There are two types of storage, primary storage and secondary storage. Primary storage refers to temporary
files that are available only when the computer is on. Primary storage is also known as short-term memory, or
random access memory (RAM). This type of memory is not meant to save information for future use but
allows the computer to operate and process information quickly as it is being used. Secondary storage is
considered permanent storage on a computer system or removable device, such as the old floppy disks. You
may also be familiar with another type of memory—cache. The computer’s cache holds data that can be
retrieved quickly, often including downloads from websites or other information that can be used to load
websites faster. The cache operates in the background to help the computer operate more quickly.
A hard disk is considered secondary storage where users can save files and retrieve data and programs. There
are two types of hard disks, internal and external. An internal disk drive is housed within the computer unit,
and users update and produce copies of all files they need. Figure 1.21 shows a few types of external disk
drive. These are portable, allowing the user to save information outside of the computer unit for use
elsewhere.
Before an operating system loads and is ready to use, the computer needs hardwired instructions, called read-
only memory (ROM). Businesses should be sure to procure computers with sufficient RAM and to make sure
that data storage solutions are in place to handle their needs. The amount of RAM impacts the speed at which
programs run. Computers with less RAM are slower and can hinder work productivity in the workplace. Often
businesses will begin with less RAM and eventually upgrade to higher levels as their business and needs
expand.
Figure 1.21 Different types of storage devices used over the years include (a) floppy disks, which are no longer used, (b) CD-ROM
disks, and (c) flash drives. (credit a: modification of “Floppy Disk Data” by OpenClipart-Vectors/Pixabay, CC0; credit b: modification of
“Dvd Cd-Rom Compact Disk” by OpenClipart-Vectors/Pixabay, CC0; credit c: modification of “Usb Disk Disc” by Clker-Free-Vector-
Images/Pixabay, CC0)
Networks
Talk about networks is common in the workplace. You will hear that the network “has gone down” or “is
running slow.” What does this mean? What is a network, anyway? A network is a connection of two or more
computer systems, as well as devices, by either a cable or a wireless connection. Networks may be simple or

complex, self-contained within a small area like your home or dispersed over a large geographic area.
These different types of networks are called personal area networks (PANs), local area networks (LANs), and
wide area networks (WANs). Personal area networks typically connect personal computers and devices within a
small area. Local area networks (LANs) are primarily used by colleges and universities as a way of linking
computers and sharing printers and other resources. Wide area networks (WANs) allow access to regional
service providers and span distances greater than 100 miles. The internet is a wide area network.
Network Hardware
In order to function properly, networks depend on a router. These devices perform two functions: they direct
the data traffic, so to speak, from one network to another, and they allow multiple computers to use the same
internet connection. Routers can vary in shape and size and also by performance. Switches coordinate direct
flow of data between components. Gateways are devices that allow one local area network to be linked to
other LANs or larger networks. The purpose of a hub is to send a received message to all connected devices
rather than just the intended ones.
Network Servers
A client is a device that requests and uses resources available from other devices on the same network. For
example, if you use a computer at your local library or a computer located on your campus, you are using a
client device. In the workplace, the computers that employees have at their workstations are often connected
through the network and are clients to that network. A server connects devices and allows for resource
sharing across the network. Servers may have different functions. Examples are application servers,
communication servers, database servers, file servers, print servers, and web servers.
Network adapter cards connect computers and devices to a network, enabling the sharing of hardware,
software, and data across the network. The network adapter card connects the system unit to the network via
a network cable. These cards used to be purchased separately in the early days of personal computers, but
most computers today come with integrated cards embedded in their motherboard. The devices sending and
receiving data are identified by transmission control protocol/internet protocol (TCP/IP), which organizes
the information into small packets for transmission through the network and across the internet. One of the
most widely used internet protocols, used for web traffic, is hypertext transfer protocol (HTTP). HTTPS is a
more secure protocol than HTTP, for users and website owners alike, because users’ information is protected
with a “pass” safety inspector embedded within the protocol. Before exchanging confidential information, such
as credit card information, online, users should always verify if the website begins with https. And even with
this safer and more secure connection, you should always be cautious when sharing information.
Secure File Transfer Protocol (SFTP) is a secure version of file transfer protocol; it provides a secure connection
for transferring files. User datagram protocol (UDP) is a communication protocol that works across the
internet for time-sensitive transmissions such as video playback. Its main goal is to speed up communication
by establishing connection before data is transferred. Another security protocol that uses encryption to help
ensure privacy of information and communications across the internet is secure sockets layer (SSL).
Cybersecurity is a major concern of computer users, both personally and professionally. As encryption
technology has progressed, there have been several iterations of SSL protocols. Today, the encryption is
referred to as TLS (transport layer security), but the intent is the same—providing protection of data that is
shared via the internet.
SPOTLIGHT ON ETHICS
Secure Information Transfers
One of the most common types of cybercrimes is identity theft, which occurs when a hacker steals an
1.2 • Computer Hardware and Networks 31

individual’s identity for economic gain. The increase of hackers, individuals who gain unauthorized access to
computer systems in an attempt to steal someone’s information, has become a major issue and has led to
the development of such software programs as Norton Antivirus and LifeLock to protect consumers’
identities.
Another major safety concern when using computers is the existence of malware and viruses—software
that can damage or slow down a computer system by opening an insecure portal into your computer.
Malware can also damage files and allow hackers access to files and information stored on your computer.
Depending on how these programs are written, they may only damage the computer that initiated the
virus/malware, or the malware may flow throughout networks by attaching itself to other files that are
exchanged across the network.
Users should be very careful when opening files sent to them in email or when clicking links to unfamiliar
websites. Phishing scams are very common. These are attempts by hackers to gain access to your personal
information, such as the credentials you may use to access financial and other sensitive accounts. Phishing
most often occurs through email that appears to come from a reputable source, or via social media. It is
always best to avoid logging into accounts through links sent in email, clicking on links that are not secure
or recognizable, or opening files unless you know who the sender is and what is being sent.
Learning Objectives
• Explain how the internet has evolved and how it functions in today’s world
• Describe how to conduct an effective internet search
• Conduct business research on the internet
• Explain the use of cloud computing for business
• Define the Internet of Things
The internet has dramatically transformed how we access and manage information, both at home and in the
business world. For many people, it’s almost impossible to go about your day without needing access to the
internet. It’s in your home—from smart doorbells to TVs, thermostats, and personal assistants. It’s on your
wrist, in your car, and, of course, on your phone. It’s big business and it is integral to just about every business
out there.
Established businesses have taken advantage of the ability to reach new customers by selling their products
online, while would-be entrepreneurs use the internet to open online storefronts. The internet also enables us
to conduct both personal and professional transactions more efficiently—from accessing important health-
care documents to filing our tax returns, transferring money between bank accounts, and making payments to
individuals online. Many of us practically run our lives through our phones.
LINK TO LEARNING
Read this article on the invention of the internet (https://openstax.org/r/78InternetInv) to learn more. When
was the internet first developed and for what purpose? How did it evolve into the internet we use today?
The Internet: From Inception to Today
The internet as we know it today originated in the 1960s with the idea of using a traditional telephone

switching circuit to wirelessly connect computers in a network. The telephone system would allow these
computers to communicate with one another, exchange data, and run shared programs. Researchers and
engineers from both the public and the private sector came together to form the Advanced Research Projects
Agency (ARPA) to investigate ways the U.S. military could improve communications, with the goal of protecting
the country from unexpected enemy attacks.
In 1969, a new digital packet switching technology was introduced to enable two computers to communicate
with each other, replacing the telephone circuit technology. Packet switching happens when computers break
down data or information into smaller groups (packets) and transmit several of those packets over the
network. When the packets reach the destination computer, they are put back together in their original form.
The communication occurred through the traditional phone line system but was transformed into digital data
during transmission. The packet technology did not require a dedicated telephone line to network the
computers together. This was the origin of the ARPA Network, or ARPANET, and is the same technology used
today for the internet. The networked computers were also able to send simple messages to one another,
setting the stage for email as we know it today. Figure 1.22 shows an early iteration of the ARPA network.
Figure 1.22 In the 1970s, ARPA’s network consisted of a series of nodes (connectors) and lines that stretched across the continental
United States. (credit: modification of “Arpanet 1974” by Yngvar/Wikimedia Commons, Public Domain)
In less than five years, the network expanded to include thirty different organizations and institutions across
the world, and by 1975, ARPA determined that it needed to establish standards for consistency. These rules
helped ensure that the interconnected network, or internet, was secure and efficient. The transmission control
protocol/internet protocol (TCP/IP) was established to standardize the computer language used between the
computers in the network. With these rules, a unique internet protocol address (IP address) allowed users to
determine the geographic location of any computer on the network. The IP address was also used to direct the
transmitted information to the appropriate destination. Because the IP address is a series of numbers and
decimal points that can be hard to remember, the domain name system (DNS) was developed in 1983 to
convert IP addresses into simple names. The DNS thus became the phone book for the internet, enabling
users to send a message using their name, the symbol @, and the location of the computer as identified by its
1.3 • The Internet, Cloud Computing, and the Internet of Things 33

domain name. With the DNS, the foundation of the World Wide Web (WWW) was put into place. The term
internet simply refers to the interconnected computers, a network that now extends across the world. The
WWW is the content that has been collected over the internet and is available online. By 1981, the network had
grown to over 200 hosts. The first domain name was registered in 1985 to a computer manufacturer.
By the mid-1980s, scientists and researchers across the world were working on computer networking
technology. With the success of the ARPANET, the ARPA group was charged with working on other, more
cutting-edge projects. The ARPANET-connected organizations were predominantly government entities or
educational research centers; the system was not available for commercial or personal use. Consequently, the
project was moved to the U.S. Department of Defense, where the network continued to expand through
various branches, including NASA and the National Science Foundation (NSF). In 1985, the NSF created the
structure for a supercomputing center to connect colleges and universities, research centers, and regional
networks. By the end of the 1980s, this network had grown to over 30,000 hosts. As a result, ARPANET was
decommissioned in 1990.
In 1989, the first dial-up internet service provider (ISP) was established, allowing commercial access to the
internet. The term dial-up internet emerged to describe how users would use existing telephone technology to
“dial up” internet access through a specific provider. Because the internet was established primarily for military
use, access to the technology was highly restricted, limited to specific uses such as research. By 1992,
Congress had allowed the NSF to grant some access to the network for uses beyond education and research.
Then, in 1995, all restrictions on noncommercial uses of the internet were lifted.
In these early days, a good deal of computer knowledge was needed in order to use the network, so the
internet was not yet part of mainstream life. But that was about to change. In 1990, hypertext transfer
protocol (HTTP), hypertext markup language (HTML), and the uniform resource locator (URL) were developed
to give the average person access to the web of information. This really was the birth of the World Wide Web.
HTML provides the structure on which web pages are based; it is a series of commands that describe attributes
such as the font size and background colors of the displayed page. The uniform resource locator (URL) is an
address—similar to a postal address—that directs the user to a unique location or page on the World Wide
Web. These two developments, along with the milestones shown in Figure 1.23 made the web less technically
complex and easier for the average person to navigate.
People soon began to see the ease with which web pages could be created. In 1993, the first user-friendly web
browser, Mosaic, came on the scene. A web browser provides the interface that you can use to search for the
information stored on the WWW. Marc Andreessen, a student at the University of Illinois, developed it. One key
feature of Mosaic was the ability to include images as well as text on a web page. Other features included
buttons to select for navigating the page, the ability to include video clips, and hyperlinks. A hyperlink is a link
that can take the user from one web page to another just by clicking the highlighted link. Initially available as a
free download, Mosaic quickly caught on and evolved as more users came on board. Prior to Mosaic, fewer
than 200 web pages were available, but in just a few short years by the late 1990s, that number grew to more
than 100,000. After graduating, Andreessen formed Netscape Communications and would eventually launch
Netscape Navigator, which would grow to over 10 million users globally in just two years. Microsoft was quick
to respond with its browser, Internet Explorer, which was bundled with the Windows operating system.

Figure 1.23 Major milestones in the creation of the internet came in layers.
LINK TO LEARNING
HTML is used to create web pages. The information is contained behind the scenes and is used to format
text and the layout of the page. Read this article about HTML and the process used (https://openstax.org/r/
78HTMLProcess) to learn more. Watch this video on how HTML is used to build websites
(https://openstax.org/r/78HTMLBuild) to learn more.
By 1998, some big tech names established themselves as internet-based businesses—Hotmail, Amazon,
Google, eBay, and Yahoo!, to name a few. The rise of the internet led to what became known as the dot-com
bubble, a period when investors poured money into many internet-based ventures that promised high returns.
Of course, many of these ventures failed, and their investors lost a good deal of capital. But, despite this, new
ideas continued to emerge, and the internet continued to grow. Here are a few internet ventures that came
out of the dot-com bubble and are still around today:
• Wikipedia—2001
• Facebook—2004
• YouTube—2005
• Twitter (now X)—2006
• Hulu—2007
SPOTLIGHT ON ETHICS
Inequities in Internet Access
Having access to the internet is almost essential to fully participate in society today. In some instances,

without the internet, even routine tasks can seem impossible. For example, some companies can be
contacted only via the internet, so you may need internet access to even apply for a job. Because of the
global nature of the internet, it might be assumed that everyone has access in some way. But even in the
United States, there are large disparities in access to reliable internet connections. In today’s electronic
world, this is furthering the gap between economic, racial, and ethnic groups; age groups; and
socioeconomic groups. It is estimated that on average, nearly 15 percent of households in the United States
with school-age children lack access to the internet. But in rural or low-income areas, this percentage could
be much higher.
Governments are introducing initiatives to make the internet more accessible to all, often through
partnerships with technology firms. For example, in a partnership with Google, the city of Austin, Texas, has
been able to provide free internet services for nearly 2,000 lower-income residents. As early as 2006, India
established internet access in its rural communities through the use of kiosks. These are just a couple of
examples of the efforts worldwide to make the internet more accessible for all.
Using the Internet
Using the internet today is much simpler than it was even as recently as five years ago. It simply entails going
to the web browser of our choice and clicking the mouse to launch it. Common browsers in use today include
Google Chrome, Apple Safari, Microsoft Edge, and Firefox. The browser, once opened, will take you to where
you want to go online. You can go directly to a web page by typing its URL in the navigation bar at the top of
the browser. However, many browsers have a default search engine that will automatically launch when you
open the browser and will allow you to search the internet for content you want to locate or research. Chrome,
for example, will automatically navigate to the Google search engine when you open the Chrome program.
Most browsers include a bookmark feature, and it may be helpful to bookmark/favorite pages that you visit
frequently or want to remember for quick access later. With Chrome, you will see a star on the right-hand side
of the URL to select to bookmark/favorite the page. Figure 1.24 shows these buttons.
Figure 1.24 To use a browser, type the website URL address into the navigation bar. Here, we’ve typed www.google.com to get to
Google’s famous search page. You can also bookmark/favorite websites that you frequent for quick access by selecting the star
button. (Google Search is a trademark of Google LLC.)

Conducting Effective Searches
Conducting searches on the internet is straightforward, but there are some techniques that will make your
searches more effective. Because of the vast amount of information available on the internet, incorporating
some simple changes to your search strategies can make a huge difference. You might, for example, want to
narrow the number of results that you get from a search to those that are most relevant. When you begin to
type in a search term, most engines will display a list of suggested searches. This list of suggestions will give
you similar, related searches using the terms that you have begun to type into the search bar. This is often
helpful as you try to narrow your search to obtain the desired results, as Figure 1.25 shows.
Figure 1.25 When you begin typing into a search engine, not just Google’s, most will offer suggested searches based on what you
typed, as you can see in the list under the “flower arrangements” entry. (Google Search is a trademark of Google LLC.)
As you conduct your search, it is often helpful to keep a list of search terms that you have successfully used. It
is easy to forget that you have already used a particular phrase or word, so a simple list will make it easier to
avoid replicating something you have already searched.
For example, suppose your boss at WorldCorp has asked you to search for a local nonprofit organization
centered on children to support this year during the holidays. You might choose to search using the word or
phrase children, kids, not for profit, nonprofit, or children in need, as just a few examples.
Search engines also offer the capability to search with an image or with voice instead of text. Once you have
entered a search term or phrase, you have some additional options. For example, you can restrict the search
to a certain date range or a certain location, or you can change the search to focus only on shopping related to
your search term. See Figure 1.26. Keep in mind that once you reach a website, you will often find a search bar
within the website itself. This will enable you to search within that specific website instead of conducting a
search of the entire internet. A little trick for searching on a page is to use the control (Ctrl) key and the F key at
the same time (Ctrl+F). When you press these two keys at the same time, a search window will appear that
allows you to search on that specific web page.

MAC TIP
To search within a web page on a Mac, type Command+F.
Figure 1.26 Using the advanced search features, you can restrict your search to a location or date range. You can also search using
voice or search with an image. (Google Search is a trademark of Google LLC.)
To conduct an internet search, it is best to use specific and unique terms whenever possible. For example,
when searching for contact information for a nonprofit organization in your hometown, rather than simply
using the term “food bank,” you should use the actual name of the food bank you are searching. Or, if you are
unsure of the name of the organization, you might limit the search by combining “food bank” with the name of
your town or city. You can add a phrase as well. Being more specific in your searches will lead to more refined
results.
In defining your search, avoid using common words such as “a” and “the,” as well as punctuation marks. Also
note that most search engines are not case sensitive, so proper capitalization is unimportant. Finally, to get the
most results, it may be helpful to focus on the base or root word. For example, instead of searching on
“running gear for women,” you might get more results by using “run gear women,” leaving the search open to
words such as “runner” in addition to “running.”
Your internet searches can be further refined by adding “+” or “–” in front of a word to either add to the search
term or exclude something from the term. If, for example, you are searching for theaters but do not want
movie theaters, you can type “theater–movie” to get search results that do not include movie theaters. This
same approach can be used with “+” to add more terms to your searches. (Note: Some search engines may use
NOT or AND instead of the mathematical sign.)
To search for an exact phrase or string of words, enclose the phrase in quotation marks. For example, if you
are looking for information about historic theaters, you can search by typing “historic theaters” and then
perhaps add a location (city or state) at the end, also in quotation marks, so your search would be “historic

theaters” “Atlanta.”
Use the tilde (~) to search for synonyms for the word you type. For example, searching “~coat” might return
search results including jackets and sweatshirts. The asterisk (*) can be used to search partial words. This can
be very helpful if you want to search for a specific person or location but are not sure of the correct spelling or
the complete term. If you are researching nonprofit organizations and want to capture information that might
just say “nonprofits” instead of the complete phrase, you can search using “nonprofit*.” Finally, the “|” or OR
operator can search on two terms at the same time, giving you results for either of the two terms. Searching
“black shoes for sale” | “brown shoes for sale” will return results that satisfy both search phrases. These
operators can be combined in various ways to make your searches much more directed. Be careful not to be
too restrictive, however, as you might filter out some relevant results. Table 1.1 summarizes the key internet
search operators.
Operator Description
+ , AND Include a word in the search
–, NOT Exclude a word from the search
“ ” Search for the exact words contained between the quotation marks
* Search partial words
~ Search for synonyms
|, OR Search two words at the same time
Table 1.1 Internet Search Operators Using these operators can make your search more effective.
Conducting Business Research
Conducting business research via the internet enables you to access information quickly at little or no cost.
The internet gives you access to a large body of data from a variety of sources across the world. There are both
free and fee-based services available on the internet to gather data. In addition, you can access many
academic, peer-reviewed research using specialized databases. The first step is to narrow your search by
determining what information you need and making a list of the data needed. As you work through your
search, be sure to record relevant search terms, the website URL, and other pertinent information for you to
access later if needed. A good strategy might be to keep a notepad by the computer or keep an electronic
record in Microsoft Word or Google Docs.
Some common sources of information for business research can be readily accessed:
• Google Scholar is a search engine for peer-reviewed academic research. Here, you will find journal articles
(often full-text .pdf files) for nearly all disciplines. This source can be handy if you are looking for targeted
information based on a specific academic discipline.
• Microsoft has a similar search engine called Microsoft Academic.
• Science.gov is a website that provides access to data from nearly twenty U.S. federal agencies.
• Census.gov is an excellent source of demographic information.
• If you are searching for financial information for companies, Yahoo! Finance or Google Finance is a great
place to start.
• More detailed information about specific industries and sectors is available at CSImarket.com.

When conducting research on the internet, there always will be some question of the credibility of the
information you find. Because virtually anyone can create a website or post information on the internet, you
should read with a critical eye. There is a wealth of quality information available, but it is just as easy to
stumble upon unreliable data. Wikipedia is a commonly searched source for information. Wikipedia is an
online encyclopedia built organically by users (it isn’t owned by a person or organization). It was founded in
2001 as a nonprofit organization with the goal of giving free access to information for everyone. Wikipedia is
the fifth most visited site on the internet. Users submit content to pages and check one another for accuracy.
They are given guidelines to follow for fact checking and editorial changes. In most cases, however, using
Wikipedia as the primary source for research is frowned upon because of the lack of authentic reliability checks
for the information.
With any research, it is good practice to use triangulation: To verify the credibility of a piece of research, you
should find at least three sources that are in agreement. By using multiple sources, you are minimizing the risk
of uncertainty of the information found. It is also good practice to follow additional guidelines when evaluating
the credibility of information found on the internet. By looking a little deeper into the research, you may
uncover some hidden biases or questionable conclusions that were not readily apparent.
• Who is the author and what is their affiliation?
• Who paid for the research?
• What is the date of the information?
• Has the website been updated recently, and do the hyperlinks work?
• Are any clear biases or opinions expressed?
• Is there a way to contact the author or request more information?
By taking the time to dive a little deeper into the information retrieved, you can better ensure the data is
credible and suitable for your needs.
Globalization
The internet has broken down many geographic barriers. Business transactions can easily happen from points
across the globe, products can be ordered and efficiently shipped to destinations thousands of miles away,
and individuals can readily access information related to current events in other countries. The global nature
of the internet has opened up the world, but there is little consistency between countries in their management
of this technology. There are distinct differences from country to country in the laws and regulations
governing internet use. For example, Facebook and Google are banned in some countries, such as Iran and
North Korea, because these sites are seen as contradictory to local traditions and customs. In China, the
government plays a major role in monitoring what citizens can access and view on the internet. There are
nearly 100 regulations specifically centered on the internet and its use in China.
Internet regulations across the world generally fall into one of four categories:
• Encouragement of self-regulation and voluntary use of filters for illegal material
• Punitive actions for making material available online that is unsuitable for children
• Required blocking of government-selected materials
• Prohibition on public access to the internet
Many countries have enacted some type of legislation, policy, or governmental oversight with the goal of
managing internet content. This governmental involvement began as early as 1996 and continues to be
amended today. As you enter the workplace, you should be aware of the specific legislation that might impact
the industry that you are working in. This could include protecting user information through specific privacy
controls to managing content on a social media site for appropriateness. You do not have to be a legal expert,
but having a general awareness of governmental involvement in the information shared over the internet is
important.

Communication, Collaboration, and Social Media
Through the internet and the software programs available today, we can stay connected to colleagues and
family across great distances. Email, the Google Workspace of programs, Microsoft 365, and social media sites
have all had a significant impact on business and personal productivity. Email first became a reality with the
ARPANET. Today, we have many options when it comes to our email service. Gmail from Google and Outlook
by Microsoft led the email market. These programs are directly integrated into their other products to aid in
communication and collaboration between users. The enhanced capabilities of email programs today allow
easy sharing of photos, documents, video, and large files. Just the ability to connect to colleagues who are
outside of your general geographic area on a regular basis greatly improves productivity and connectivity.
We also now have several options for videoconferencing. Many people use these tools outside the workplace
to spend time with out-of-town family and friends. The traditional telephone conference call where several
people sit around a conference table while another colleague calls in on a speaker phone is a rare sight in
today’s office. Now, we can gather around a virtual table and use a videoconferencing program to conduct an
important business meeting (Figure 1.27). We can use the same program to have a virtual meal with a family
member who lives miles away. Some of the leading videoconferencing tools today include Zoom, Microsoft
Teams, Skype, WebEx, and Google Meet. All have basically the same functionality, with features such as
recording the meeting and providing a transcript of the discussion. These features have been valuable as part
of a widespread shift to remote working conditions for many companies. The shift to greater use of remote
working environments occurs for various reasons, ranging from global issues such as a public health
emergency to more localized reasons like increasing employee satisfaction by assisting in work/life balance.
Figure 1.27 Videoconferencing tools such as Zoom make telecommuting easier than ever before. Forbes credited Zoom’s quick rise
in use to its ease in navigation. (credit: modification of “VFRO
̈ - Zoom Meeting 3/2020” by Radiofabrik/Flickr, CC BY 2.0)
Another tool people use to connect and collaborate with others is social media. Social media is digital
technology that allows users (individuals and organizations) to share information about themselves such as
posts, photos, or videos. More than 40 percent of the global population use social media. Social media sites
had their origin in connecting friends and families. However, as the number of users increased, businesses
started to see the value in connecting with their customers via these social media sites. Many businesses have
a distinct presence on social media as active users, not simply advertising through the site. Today, about 70
percent of businesses have a social media presence. The line between personal and business has blurred
significantly. Very few people use social media solely for connecting and sharing with friends and family. Most
will interact with businesses such as retail outlets and even banks on their social media sites. Many people
follow a specific brand or company that they like. Personal and business social media sites are intertwined and
connected across sites.
This phenomenon has shifted how businesses manage relationships with their customers. Many banks, for

example, have a social media site where they share financial tips and banking products/promotions available
to their customers. Consumer products companies can use the sites to get feedback on product attributes or
advertising strategies. Small businesses can use social media sites to offer promotions to bring more foot
traffic into the store—whether online or brick-and-mortar.
The leading social media sites vary by age to some extent, with older generations leaning more toward
Facebook and LinkedIn while younger people tend to gravitate to platforms such as TikTok, Instagram,
Snapchat, and X (Twitter). Other popular social media sites include Pinterest and Reddit.
Privacy is a concern when dealing with any interaction on the internet, but especially with social media sites,
where individuals often share personal information and pictures that could open them up to cyberattacks. You
should regularly check and update the privacy settings on the social media sites you use. You might consider
changing your password routinely to prevent hackers from accessing your information. Never share personal
information through the site or through messages within the site. You should be wary of friend/follower
requests from people who are unknown to you or your other connections. Avoid being controversial or posting
overly personal content. Employers now are checking applicants’ social media profiles and, in some cases,
monitoring employees’ activity.
Finally, as a user, it is easy to get pulled into clicking on advertisements that either show up in the margins or
in the social media feed. Clicking leaves a virtual footprint of your activity that both legitimate advertisers and
spammers can use to target advertisements and compel you to visit their sites. Often, you can limit your
exposure through the site privacy settings, but the risk of exposure of personal information probably cannot
be totally mitigated unless you avoid using social media sites altogether.
Personally identifiable information (PII) may include items that directly reveal your identity, such as your
address or Social Security number. But other identifiable information can also be gathered, such as race,
gender, or religion. You should be cautious when sharing information on the internet via social media and
other websites. Useful precautions include regularly changing your passwords, not using the same passwords
for multiple sites, providing limited personal information on social media sites or putting privacy settings at a
high level, and, finally, being cautious about clicking links or advertisements from unknown sources.
Libraries and Media
The internet has changed the way that libraries operate and store/share information. Many libraries still house
extensive collections of books, reference materials, magazines, and the like. In fact, you may be surprised to
learn that reading print books still outpaces reading electronic books. Some college students have reaped the
benefits of e-books by purchasing their textbooks in (often cheaper) electronic formats. Unlike a traditional
print copy of the same material, these textbooks are interactive, enabling the publisher to include updated
information and links to relevant extra materials that cannot be included in the print edition. With the
availability of the internet and today’s technology, students can also rent electronic textbooks, which can save
a good deal of money over time. Currently, electronic textbooks hold about 30 percent of the total market.
Many libraries now have online services that allow users to place a hold on materials. When the item becomes
available, the patron is notified via text or email. Libraries are also moving some of their resources to a digital
format. For example, some of the historical archives housed in libraries have been cataloged digitally to
provide broader access. Libraries will still have a good supply of DVDs or books on CD for patrons to check out,
but many resources can now be accessed electronically by using your library card.
Many states have library systems that allow patrons in one city to utilize materials owned by another library in
a different city. With apps such as OneDrive and Hoopla, users can gain access to thousands of digital
materials, including books and media. These apps are typically compatible with the leading e-reader apps,
such as Kindle, Kobo, and Libby. Also, libraries have become a central access point and technology hub for
those lacking these resources at home, as Figure 1.28 shows. Nearly 96 percent of all rural public libraries offer
free access to the internet for their cardholders. In all these ways, the digital revolution has altered the way

libraries think about the services they provide.
Figure 1.28 Many libraries today have computer workstations where users can access the internet and conduct research. (credit:
modification of “Vancouver Public Central Library” by GoToVan/Flickr, CC BY 2.0)
Libraries can be a source of research that might otherwise be unavailable to you. For example, the popular
genealogy site Ancestry.com has agreements with libraries to provide some of its exclusive material free of
charge to users of the site’s library edition. Libraries also provide free access to other databases that are
centered on business research, including LexisNexis, BizMiner, Business Source Complete, and IbisWorld.
These databases provide a wealth of information that is not readily obtained with a simple internet search.
Web Applications
A web application is a software program that is not installed directly onto the user’s computer. Instead, the
program and data associated with it are stored on the internet, and the application is accessed through a
browser or app rather than through an installed program on the computer. In the past, users had to purchase
a license key to install programs directly onto their computer. This takes up memory and storage space on the
computer and presents limitations on updates to the program. The user would generally have to purchase the
program on a regular basis to get the most updated version or purchase an upgrade. Web-based applications
give users access to the most up-to-date version of the software while sometimes freeing up essential storage
on the networks and allowing seamless collaboration between users in real time. Companies pay monthly or
annual subscription fees for these programs, often based on the number of user licenses they want to
purchase. Throughout this text, you will become familiar with the Google Workspace of products and Microsoft
365, so that you can develop basic computing skills for the work world.
E-commerce
Electronic commerce, or e-commerce, refers to conducting business transactions online—buying and selling
goods or services in an online environment rather than in a traditional brick-and-mortar storefront. The first e-
commerce transaction was in 1994, but it is helpful to think of e-commerce as a modern-day version of the
catalog sales (Sears, JCPenney, Montgomery Ward) of times past, except that the ordering is done over a
computer rather than over a telephone or by filling out a form and mailing it through the post office.
E-commerce transactions can occur between all customers in the marketing mix. In a business-to-business
transaction, one business might purchase office supplies from another business. In a business-to-customer
transaction, an individual purchases a product from a retailer online and has it delivered to their home.
Consumer-to-consumer purchases can also be made through e-commerce—for example, when an individual
purchases a product directly from another individual through a resale website.
E-commerce does not necessarily involve shipping the purchased items; for instance, you may purchase and
download an electronic product, such as an e-book or music. E-commerce simply means that the purchase
transaction occurs online rather than in person. Today, virtually all products or services can be purchased
online. Some entrepreneurs have started exclusively online businesses with virtual storefronts and no physical

inventory. Today, e-commerce makes up about 15 percent of all retail sales across the world, with over twenty
million e-commerce sites worldwide, representing nearly $4 trillion in sales. E-commerce jobs are expected to
reach nearly 500,000 by the end of the 2020s; it is predicted that by 2040, 95 percent of purchases will be
through e-commerce.
A New Kind of Entrepreneurship
Crowdfunding is a concept wherein many people contribute to fund a particular product launch or cause.
Kickstarter is one such online platform where entrepreneurs can post their business idea and ask for
contributions to make it happen. Some products have raised millions of dollars to fund their ideas.
Pebbletime Smartwatch and the Coolertime Cooler garnered $20 million, $13.3 million respectively from
Kickstarter donations.
The Cloud and Cloud Computing
Technological advances have made working remotely, or telecommuting, a possibility for many employees. In
fact, one recent survey estimated that nearly 90 percent of U.S. employees would like to work remotely. Today,
there are almost five million workers in the United States (nearly 40 percent of the U.S. workforce) who
telecommute. Since 2015, the number of businesses that have allowed telecommuting has increased over 40
percent. Even for those who do not telecommute full time, access to the internet and such technologies as
cloud computing in the workplace enable many employees to work from home at least once per month, with
nearly 50 percent doing so once a week.
With cloud computing many of the resources that were traditionally stored on individual computers, including
software programs, data management and storage systems, and networking tools, are moved to internet
servers. This technological advance was prompted by the need to store large amounts of information and data
and to enable collaboration by individuals across the world. The resources and their associated data are stored
in a data center that is managed by a cloud service provider (CSP). The benefits of cloud computing are that it
can handle larger amounts of data than any physical storage device can, and it also allows users to access their
data from any computer, no matter the location, and from any device, as Figure 1.29 illustrates.

Figure 1.29 Cloud computing enables you to store much more data than can be kept on any physical computing device. (credit:
“Cloud-Computing” by Learntek/Flickr, Public Domain)
The cloud is the term used to describe servers that are located at different locations and that are accessed via
the internet. These servers are housed in data centers to provide storage and computer processing
operations. The term cloud was first used in 1996 by a researcher at Compaq, and the first cloud computing
service was Amazon Web Services (AWS), which launched in 2002 as a public cloud system. The cloud offers
some distinct cost advantages to businesses. Companies can save money by not having to constantly upgrade
individual users’ storage capacity, and they can lower their IT costs because the subscription fee for use of the
cloud service includes many troubleshooting and technical assistance functions. When we use the cloud for
storage, we no longer need to store and maintain CDs with backups of the system or flash drives to transport
documents from one computer to another. Cloud computing increases the speed of computing and gives all
users real-time access to information stored in the cloud. Use of the cloud allows greater security for
information storage as well as speedy distribution of new software and software upgrades. Finally, the cloud
offers flexibility that enables businesses to operate more efficiently.
The security of information stored in the cloud can be of concern, but due diligence by individual users and the
company can mitigate these risks. Here are some basic steps for ensuring the security of information:
1. Select a CSP that encrypts its data. Computers use the process of encryption to rewrite readable
information into a code that can be deciphered only by using the key to the code, similar to solving a word
puzzle that uses a secret code (see Figure 1.30). Encryption is an important step in ensuring the security of
the information transmitted and stored in the cloud.
Figure 1.30 Each key has the code to the secret (encrypted) information, allowing messages to be sent safely.
2. Back up information regularly. Most CSPs will include this with the services they provide.
3. Use strong passwords and change the passwords regularly. Some businesses will set up a system that
requires a password change at set time intervals.

4. Use two-factor authentication. This means that to access the system, you will need two pieces of
identification, typically your username and password as well as one additional means of identification,
such as an email to verify your identity, a code sent to your cell phone, or an answer to a personal
question.
5. Make sure your system is protected by antivirus/antimalware software. These programs prevent
unauthorized attempts to gain access to the system.
6. Avoid using public Wi-Fi access points to conduct critical business or personal transactions. Using public
Wi-Fi exposes users to the potential for personal information to be compromised.
Cloud Computing in Business
Some companies set up a cloud-based intranet—a private network for internal company use. Unlike the
internet, it is not available to the public and typically requires authorized users to enter a username and
password. Many companies also require employees to make use of a virtual private network (VPN) to gain
access to the company’s intranet when they are off-site.
LINK TO LEARNING
The use of virtual private networks enables businesses to control who gains access to their computer
network. Using cloud services can offer some of the same security advantages for business. Read this
article on VPN and cloud computing (https://openstax.org/r/78VPNCloud) to learn how the two are related
and some differences between the two.
Many businesses today use cloud computing to manage their information technology needs. Through the
cloud, businesses can more efficiently analyze, manage, and store data. They are able to deliver software to
their employees on demand and make updates to programs more rapidly. Finally, cloud computing enables
seamless collaboration between business units that may be located miles apart.
Three types of clouds are involved in cloud computing:
1. The public cloud is managed by a CSP. All of their services are delivered via the internet, and they charge
for their service. The resources are owned and maintained by the CSP. Microsoft Azure and IBM Cloud
Services are examples of public cloud service providers.
2. A private cloud is used within a single business or organization. Its resources, which are owned by the
business and maintained within the organization, are stored on a private network, or the company can
pay a third party to host the private cloud. With a private cloud, there are often restrictions on who can
use it and what permissions are given to the users. Businesses that use sensitive information, such as
financial institutions or health-care providers, prefer private clouds because they offer more security than
a public cloud system.
3. The final type of cloud system is a hybrid cloud—a blend of public and private. Some resources are utilized
through a public cloud and others are secured through a private cloud.
Cloud Computing for Personal Use
You are probably using the cloud already in your professional or personal life, even if you are unaware that you
are doing so. For example, cloud computing is used behind the scenes for Google and Microsoft programs, so
if you are using Gmail or Outlook, you are using the cloud. Likewise, if you use Google Photos to store family
memories, you are using the cloud. And if your family members play video games, stream movies, or listen to
music on the internet, they are more than likely using the cloud. The cloud is working behind the scenes with
much of the work we do both personally and professionally. This is a natural outgrowth of advances in internet
capabilities and computing power to enable us to manage information more efficiently, conveniently, and cost-
effectively.

Internet of Things (IoT): Integration and Collaboration
The Internet of Things (IoT) refers to the extension of internet connectivity beyond computers, to enable the
transfer of information between machines and other objects, people, and animals by connecting them to the
internet in some way. With the IoT, the physical connects to the virtual. Today, many consumers seek out
products that connect to the internet, and some simple adjustments enable many nontechnical, inanimate
objects, from light bulbs to dishwashers, to be part of the IoT.
As businesses see the value of the additional data that is gathered through IoT, many companies are
marketing these technologies to consumers to make their lives easier and to save money. Having a reminder
to put the laundry in the dryer or having the house thermostat adjust automatically based on outside
temperature is more than a novelty—these features can save time and money, allowing consumers to feel
more secure, better equipped to handle life’s demands, and able to focus more on their pleasures in life.
Businesses, too, can realize distinct improvements using real-time data and analytics, performance tracking,
inventory/cost controls, and the automation of simple tasks. These capabilities can also allow businesses to
adapt to challenging times.
Pivoting during the Pandemic
COVID-19 drastically affected in-person business and services, many of whose owners found themselves
struggling just to keep their businesses afloat. Some businesses chose to start offering their products or
services online while some began or greatly enhanced their delivery operations. Others decided to close
their business in the short term. Some businesses, such as Spotify and Netflix, put more resources into
creating original content (podcasts, movies, series shows) rather than relying primarily on the sale of ads as
a major revenue stream. Small restaurants offered delivery services and meal subscription services to keep
their business thriving even during the pandemic. And larger corporations found that remote work allowed
their employees to stay healthy while still meeting the needs of the business.
Learning Objectives
• Describe the importance of practicing responsible computer safety and security
• Identify common computer security issues
• List measures to prevent computer security breaches
• Describe the importance of privacy in a digital world
At WorldCorp, you’ve realized how the evolution of computing has led to your present-day status as a new
employee. You’re getting the hang of how computers are put together, how they have changed the business
landscape, and how you need to understand their basic components to thrive in your industry. Another part of
that understanding is learning how to safely navigate the computer world, both in the company’s internal
systems and in external systems on the internet and the World Wide Web.
The Importance of Computer Safety and Security
The protection of computer systems and information that prevents unauthorized use is referred to as
computer security. Computer ethics are guidelines for the morally acceptable use of computers in society.
Any criminal offense that involves a computer and a network is referred to as cybercrime. One of the most
common types of cybercrimes is identity theft, which occurs when an unauthorized user steals an individual’s
1.4 • Safety, Security, Privacy, and the Ethical Use of Technology 47

personal information, such as a Social Security number or credit card information for economic gain. An
increase in the number of hackers—individuals who gain unauthorized access to computer systems in an
attempt to steal someone’s information—has prompted the development of software programs designed to
protect consumers’ identities, such as LifeLock.
There are strategies you can employ that will keep your computer, and the information you have saved on it,
safe and secure from theft and hacking. These include:
• using security suites that can protect user privacy and security while on the internet
• using a firewall, which is a barrier between a network that is secured and one that is not secured, to
provide additional security
• setting up password-protected network access
• avoiding logging in to accounts on an open network (one that is not password protected)
• using encryption to make it impossible for unauthorized individuals to gain access
Data and Identity Theft
In addition to hackers who target individual users, corporate espionage (also known as industrial, economic,
or corporate spying) is conducted for commercial or financial gain by targeting businesses, government
agencies, energy companies, and even schools. Corporate espionage can take the form of unethical or illegal
acquisition of intellectual property (such as customer data, pricing, or research and development information)
or trade secrets through theft, bribery, or blackmail. Examples of corporate espionage include:
• trespassing on a competitor’s property and/or gaining unauthorized access to files
• wiretapping—the secret interception of electronic communications
• domain hacking, which occurs when another entity steals the original party’s domain name
• phishing to lure competitors’ employees to open emails, thereby exposing information
Attempts to get users to interact with an email or website that appears to be legitimate but is actually fake is
called phishing. Phishing lures users to provide their personal information and login credentials through
these hoax sites and emails. This is usually through the use of spoofing. Spoofing is communication (usually
an email) that on the surface looks to be legitimate from a trusted source. These emails have become much
more sophisticated and are designed to look more and more like real correspondence from a company or even
a government agency such as the IRS. Something that has grown increasingly common is ransomware,
malicious software that encrypts computer data, rendering it useless and inaccessible, and forcing the owner
to pay a ransom to regain access. Software that is designed with the purpose of damaging a user’s computer
system once it has access to that system is called malware.
Password Management and Biometrics
For all of these threats to online security, there are protective steps you can take. A set of principles and best
practices for storing and managing passwords in a manner that is likely to prevent unauthorized access is
called password management. You may password protect your computer, as well as various accounts you
may access through your computer and the internet. Having a strong password will ensure that hackers
cannot figure out your password easily. Many organizations today use multifactor authentication to provide an
additional layer of security. For example, when accessing your bank account on your phone or your laptop, you
may be asked to enter a specific code that is sent via email or text. This now provides two layers of
security—first, entering the correct password, then correctly entering the code that was sent to you.
Multifactor authentication can also be used by businesses when accessing the company software or computer
network.

Please Pass the Password
Some tips for creating a strong password include:
• Avoid using a real name (either your own or the company’s) as your password.
• Use a combination of letters and numbers with at least eight characters.
• Do not use a complete word such as “password.”
• Do not reuse passwords.
• Use a combination of uppercase and lowercase letters.
• Incorporate special symbols instead of letters or numbers (such as an exclamation point or dollar sign
instead of a numeral).
In addition to passwords, you can also use biometrics to protect your computer and information. Unique
physical markers of an individual that can be used to restrict access to only those who match these physical
characteristics, such as retinal scans and fingerprints, are called biometrics. Biometrics are much harder to
hack as they cannot be guessed or stolen.
Internet and Web Privacy
The internet is pervasive and omnipresent. It is part of all you do in business and in your everyday life. How
people conduct themselves online, what they share, and what they visit—all this information is captured and
saved in various places, from internet providers’ servers to browser companies such as Google to different
social media sites. This information is captured and saved even if deleted from your computer or account. It is
important to consider how to represent yourself and what to share to maintain your privacy.
Cookies
After you have searched for a product on the internet, do you notice that you suddenly start receiving
advertisements for that product, or that a store website now displays that product on its front page? For that,
you can thank cookies. Small data files that are deposited on user hard disks from websites you visit are called
cookies. They keep track of your browsing and search history, collecting information about your potential
interests to tailor advertisements and product placement on websites. These cookies can be either blocked or
accepted, depending on a company’s privacy policy. The potential risk of cookies is that they can store
information about the user, user preferences, and user browsing habits. That said, they can also save time by
storing users’ login information and browsing preferences, allowing internet pages to load faster than if you
had loaded them the first time. Regardless of convenience, it is a good idea to clear cookies from time to time
and to restrict cookies on certain sites depending on your own preferences.
Browsing History
Your browsing history includes all websites you may have visited, as well as any actions you may have taken on
those websites. It is typically saved locally on your computer within the browser application, as well as with the
company that provides the browser. Your internet or data provider may also keep track of your browsing
history. While this information is handy to have for future reference, consider clearing your browsing history
from your personal computer on a regular basis. Be aware that your employer may also collect this
information; while using a work computer, you should avoid visiting websites that do not support your work
function. Both Google analytics and your company can theoretically store browsing data for a long time, even
after you delete it.
Temporary Files
As the name implies, temporary files are created by a program to allow it to complete a task or tasks. These

files are handy to have in case of a sudden shutdown, as they may help to recover a file that might otherwise
be lost. Many temporary files are automatically deleted once the task is complete or the file is saved
permanently. But others may stick around; these files are saved in your temp folder. On a Windows computer,
you can access your temp folder by typing %temp% in the Windows search bar at the bottom left of your
screen.
MAC TIP
On a Mac, open the Finder and select Go ≫ Go to Folder. In the search bar, type ~/Library/Caches/ and then
click Go to run the command. A window will open with a list of all the generated temp files saved on your
Mac. You can easily select and delete these files.
Posting on Social Media
According to Pew Research, “seven-in-ten Americans use social media to connect with one another, engage
with news content, share information and entertain themselves.” Some of the most popular platforms today
are TikTok, Facebook, YouTube, Instagram, and WhatsApp. Figure 1.31 shows the sites adults in the United
States use most. The United States and China have the most social media users of all countries worldwide.
Social media has exploded in popularity and is used widely for both personal and business purposes.
Businesses and individuals must be mindful of what they post on social media. Even the most private accounts
can have data breaches, allowing others to save and/or share private content. It is important to consider what
you post, as well as any potential unintended consequences that might arise from social media use. You must
also be aware of spoof accounts that present as a reputable person, when in fact they are attempting to con or
mislead an individual. Similarly, AI and bots may interact with users, posing as real people when in fact they
are nothing more than a computer algorithm.
Figure 1.31 YouTube, Facebook, and Instagram were the top three social media sites among U.S. adults in 2021 for both personal
and professional use. (data source: PEW Research Center, https://www.pewresearch.org/internet/2021/04/07/social-media-use-
in-2021/)
Ultimately, you should be sure to present a positive self-image on the internet, particularly on networking
social media platforms such as LinkedIn. When considering how you want to represent yourself online, answer
these questions: (1) Is this information accurate? (2) Will this post be potentially detrimental to my schooling

and/or career? (3) Is the information hurtful or detrimental to someone else?
Ensuring Privacy
Privacy involves practices related to the collection and use of data about an individual. Many companies will
have privacy policies when you sign up as a customer or purveyor of their content. It is important to read
these policies to ensure you are not inadvertently providing permission to use your data and information in a
way that you do not actually approve of. In addition, many companies will disclose they sell your information
to other companies seeking similar customers. It is important to decline these permissions to avoid circulation
of your contact information.
Minimal Data Collection from Customers
Collecting data from customers allows organizations to determine their needs and identify niche markets.
Companies must ensure they are collecting the most minimal amount of data necessary from their customers
to achieve these goals. Collecting too much data places both the company and the customer at risk. The
company is responsible for ensuring that information is used responsibly and within the parameters of its
privacy agreement; any data breach puts the company at risk of liability. Similarly, customers have the right to
know how their information is used by the company and may request compensation if it is used
inappropriately. Therefore, companies must ensure that they collect only the most minimal amount of data
required to meet their business needs.
Data Security
Data security involves protecting digital information (data) from being accessed or used by parties who should
not have access, or for purposes it should not be used for. Just as individuals must ensure they protect their
information from hackers and malicious intent, companies are responsible for ensuring they use the most up-
to-date data security measures to protect both customer information and proprietary company information
and data.
Companies must ensure both internal and external security. Internally, a company should establish policies
and protocols to ensure employees are abiding by data security measures. A company should also limit
employee access to certain information. Keeping technologies up to date, with the most current security
software, is also important. Depending on the size of the company, it may be worthwhile to establish a
cybersecurity branch that employs qualified professionals dedicated to data security.
There are a number of strategies a company can use to keep data secure. Encrypting the data will render
information unreadable to unauthorized users. Without the access key, encrypted information presents as
nothing more than a meaningless string of characters. Companies, like individuals, can also take steps to
delete files, software, and data that is no longer of use. And they can take it a step further by practicing data
erasure, wherein the information is not only deleted but overwritten as well. In another approach, data
masking, personally identifiable information is removed from the data, allowing the company to make
decisions about its customers without associating the data with an individual’s personal information. By taking
these steps, companies ensure they can recover from a data breach quickly, reinforcing their data resiliency.

Chapter Review
Key Terms
Android operating system Google software operating system used to run non-iPhone mobile phones such
as Samsung’s Galaxy
artificial intelligence (AI) use of computers, robots, and machines to behave “intelligently,” engaging in
autonomous decision making and behaviors
augmented reality (AR) use of digital objects or elements in a real-life picture or scene
automation use of computers or machines to do tasks that could be completed by a person
binary digits sequences of the numbers 0 and 1 used in computer programming
biometrics authentication that uses a person’s physical characteristics as a form of digital security
cache type of storage in a computer that operates in the background, holding data that can be quickly
retrieved
central processing unit (CPU) unit that contains the microprocessor, or “brains” of a computer system
client device that requests and uses resources from other devices on the network
cloud servers housed in data centers to facilitate remote storage and computer operations
cloud computing delivering computer resources such as programs and data storage through the internet
rather than storing resources directly on a computer
computer programmable machine that can execute predetermined lists of instructions and respond to new
instructions
computer security protection of computer systems and information that prevents unauthorized use
cookies small data files that are deposited on user hard disks and internet sites visited
cybercrime criminal offense that involves a computer and a network
data erasure process by which information is not only deleted but overwritten as well
data masking process by which personally identifiable information is removed from data, allowing a
company to make decisions without violating customer privacy
data resiliency ability to recover quickly from a data breach
domain name system (DNS) phone book for the internet, enabling a user to send a message using their
name, the symbol @, and the location of the computer as identified by its domain name
e-commerce conducting business transactions online
encryption process of taking information transmitted through the internet and converting it into an
unrecognizable code to prevent unauthorized access
ethernet protocols used to connect computers in a local area network or LAN
external disk drive hard disk for information storage such as USBs, CDs, DVDs, and flash memory cards
firewall barrier between a network that is secured and one that is not secured
hackers individuals who gain unauthorized access to a computer system to steal someone’s information
hard disk secondary storage areas where users can save files and retrieve data and programs
hardware computer accessories such as keyboard, mouse, printer, and computer monitor
HTTPS communication protocol that is more secure than HTTP
hub device that sends and receives messages to and from all network connections
hyperlink link on a page or document that, when clicked, navigates the user to that location; a connection
between two web pages or documents
hypertext transfer protocol (HTTP) rules that allow users to access information on the internet and protect
confidential data such as credit card numbers
information processing cycle sequence of events involved in processing information
internal disk drive storage space within the computer that updates and produces copies of files
Internet of Things (IoT) extension of internet connectivity beyond computers, enabling the transfer of
information between machines and other objects, people, and animals by connecting them to the internet
in some way
52 1 • Chapter Review

internet protocol address (IP address) unique combination of characters used to identify the location of a
host computer
internet service provider (ISP) company that provides individuals or organizations with access to the
internet
intranet private network for internal company use; can be combined with cloud technology
iPhone operating system (iOS) Apple’s software operating system, used to run iPhones, iPads, and other
mobile devices
machine learning use of software applications to make computations and decisions that can inform
predictions without human intervention
mainframe computer that is capable of great processing speed and data storage for large organizations
malware software designed to damage the victim’s computer system once it gains access to it
microchip small microprocessor unit used for programming and computer memory storage
microcomputer personal computer that was much smaller than earlier computers and operated with
microprocessors
microprocessor consists of a control and an arithmetic-logic unit, which performs math and logical
operations within a computer system
minicomputer computer that is similar in power to a mainframe computer, but much smaller in size; used in
mid-size organizations
motherboard controls communications for an entire computer system
nanotechnology technology that focuses on changing individual molecules to produce different properties
or attributes
network connection of two or more computer systems or devices, either by a cable or through a wireless
connection
operating system connection between a device’s hardware and its software
packet switching technology that enabled the development of the internet; computer files are broken up
into segments, which are transmitted over the network and reordered into a single file at their destination
password management set of principles and best practices for storing and managing passwords to prevent
unauthorized access to the computer
personal computer (PC) microcomputer suitable for individual use
phishing attempts to get users to interact with an email or website that appears to be legitimate but is fake
random access memory (RAM) computer’s primary, short-term memory
ransomware malicious software that encrypts computer data, rendering it useless and inaccessible, forcing
the owner to exchange something of value to regain access
read-only memory (ROM) memory not meant for storage but to process information as the computer is
being used
robotics use of robotic machines to perform tasks that no human could perform
router device that directs data traffic and allows for multiple devices to run on a network
secure sockets layer (SSL) security protocol that uses encryption to help ensure privacy of information and
communications across the internet
server connects devices and allows for resource sharing across networks
short message service (SMS) technology for sending text messages through mobile phones
smart space physical space that incorporates technologies that can be controlled through the internet
social media digital technology that allows users (individuals and organizations) to share information about
themselves such as posts, photos, and videos
software computer program or set of programs with the end goal of converting data into processes or
actions
spoofing correspondence such as email that appears legitimate but instead is used to obtain your personal
information
supercomputer extremely powerful computer that has the fastest processors available
transmission control protocol/internet protocol (TCP/IP) communication standard that allows data to be
1 • Chapter Review 53

sent and received over a network, most notably the internet
triangulation research technique whereby information is verified and validated through multiple sources
virtual reality (VR) simulated environment in which users can interact as if they were physically present
wearable device that uses computing technology to collect and receive data via the internet
web browser a program used to find content stored on the WWW
workstation powerful single-user computer, similar to a personal computer but with more powerful
microprocessors

Summary
• Early computers were used predominantly by engineers and scientists to handle large amounts of data.
Key companies in the evolution of computing include IBM, Hewlett Packard, Xerox, Apple, and Microsoft.
• With the invention of the microprocessor, computers became available to the average consumer.
• Computing technology has increased efficiencies, decreased errors, opened new opportunities, and
enhanced business–customer relationships.
• Key technologies in computing include mobile devices, digital imaging, and machine learning.
• Advances in technology are applicable to nearly every industry. The rapid pace of technological change
has distinct career implications.
• Hardware components that make up a computer are the motherboard, CPU, microprocessor, and memory,
as well as the keyboard, mouse, and other peripheral devices.
• Computers process and store data through the information processing cycle.
• Networks are connections of two or more computer systems, such as LANs and WANs. Routers, switches,
and firewalls are basic components of networks.
• The internet was initially rooted in government and military applications.
• Advances in technology such as HTML, URL, and DNS made the internet more accessible to the average
user.
• Programs such as Zoom, Google Docs, and X (Twitter) foster new types of interactions between businesses
and their customers.
• Through sites such as eBay and Amazon, e-commerce has become an efficient way to purchase products
and services, not just from companies but also from individuals.
• Cloud computing refers to storing IT resources on a virtual server rather than on the actual computers
where the resources are used.
• The use of cloud computing in the workplace has increased productivity and saved money for many
businesses.
• Cloud computing enables individuals to access a wide variety of resources such as media files, documents,
and photos without the need for computers with massive storage capacities.
• The Internet of Things (IoT) connects the physical to the virtual; with simple changes to product designs,
many products can be connected to the internet.
• Computer safety and security are paramount considerations for a company’s effective operations.
• Privacy in the digital world has become a major focus of corporate efforts to maintain the trust of
employees, the public, and stakeholders.
• Common security issues include data and identity theft, cybercrime, phishing, and hacking.
• Measures that prevent computer security breaches include encryption, firewalls, password management,
data erasure, and data masking.
Review Questions
1. What nineteenth-century invention laid the foundation for future developments in computing?
a. Jacquard’s loom
b. Apple’s Macintosh computer
c. Programma 101
d. TRS-80

2. What is the main operating system for iPhone mobile devices?
a. Android
b. Google
c. iOS
d. SMS
3. What are direct deposit, high-speed printers/copiers, and automated inventory systems all examples of?
a. outdated technology
b. future developments in technology
c. early-stage developments in technology
d. advances in technology
4. What is VR?
a. a mostly live, real environment with some digital elements embedded
b. a computerized game for trying out a new product
c. a robot that can perform mundane tasks
d. a mostly simulated environment that allows the user to interact in the space
5. The autopilot features on an airplane are an example of ________.
a. VR
b. AI
c. AR
d. machine learning
6. ________ is referred to as "the brains of the computer system."
a. Printer
b. Mainframe
c. Microprocessor
d. Router
7. ________ allows the computer to operate and process information quickly.
a. ROM
b. RAM
c. HTTP
d. WAN
8. What is a network adapter card that organizes information into small packets for movement in the
network or over the internet?
a. TCP (transmission control protocol)
b. HTTP (hypertext transfer protocol)
c. UDP (user datagram protocol)
d. STP (standard transfer protocol)
9. Microsoft 365 is an example of ________.
a. HTTP
b. LAN
c. a Web application
d. an e-commerce site
10. ________ is the language used behind the scenes for website formatting.

a. HTTP
b. HTML
c. URL
d. IP address
11. What is Wikipedia?
a. an internet service provider
b. a web browser on mobile phones
c. a domain name
d. a free source of information
12. ________ is the protocol used to connect computers together in a LAN.
a. HTML
b. Ethernet
c. IP address
d. Web application
13. Which operator is used to search partial words on the internet?
a. *
b. |
c. +
d. –
14. ________ refers to a private network meant for internal company use.
a. Cloud
b. Cloud computing
c. Internet
d. Intranet
15. Cloud computing was first introduced in what year?
a. 1982
b. 2002
c. 1996
d. 2016
16. ________ is a set of principles and best practices designed to prevent unauthorized access to a system.
a. Two-factor authentication
b. Biometrics
c. Data masking
d. Password management
17. Corporate espionage refers to ________.
a. trespassing on a competitor’s property
b. wiretapping a competitor’s office
c. domain hacking
d. all of the above
18. Cookies are defined as ________.
a. the practice of protecting digital information from unauthorized access, corruption, or theft
b. small data files from websites that are deposited on a user’s hard disk

c. a list of web pages a user visits, stored on a computer’s browser
d. ads that entice users to click on them
19. ________ encrypts information on your computer, making it inaccessible until you give the hacker
something valuable.
a. Phishing
b. Data masking
c. Spoofing
d. Ransomware
Practice Exercises
20. Conduct research to show how mobile, imaging, and gaming devices have contributed to the U.S.
economy and the global economy.
21. Using some of the internet search strategies discussed earlier in the chapter, choose an industry and
research some leading technologies in that industry.
22. Think about the concept of lifelong learning. Using the strategies outlined in the chapter, discuss how
lifelong learning can be incorporated into your life.
23. A computer’s memory capacity and speed have an impact on its price. Perform a Google search to
compare the prices of at least three laptops and three desktop computers with various speeds and
memory capacities. Which is more expensive, and why? What factor has the greatest impact on the price
of the computers?
24. Go to United States Census Bureau Data (https://openstax.org/r/78CensusData). Select the Explore Data
section. Find your county and identify a variable of interest to you, such as education or poverty. List some
key findings you discovered about your county from the data on the site.
25. You want to find out about music festivals happening this summer close to your home. First, follow your
typical procedure for conducting an internet search. Then, conduct another internet search for the same
information, this time using some of the techniques discussed in the chapter. What differences do you
notice in the results?
26. Conduct an internet search for a topic that interests you. Then, navigate to a website devoted to that
topic. Using the strategies discussed in this chapter, evaluate the credibility of the information contained
on the site.
27. View your social media account (or someone else’s, if you don’t have one). From the perspective of an
outsider, what do you see? Is everything that is viewable acceptable? Would you want your employer to
view this social media account?
28. Discuss how you would protect your personal computer, including access restriction and prevention of
data loss.
Written Questions
29. Discuss how today’s technology has improved the workplace.
30. How was computing in the workplace instrumental in the development of computing for personal use?
31. How are mobile devices, imaging, and gaming interconnected?
32. Discuss the key differences between AR and VR.
33. What are some advantages to using VR in business?

34. What are some advantages of using smart spaces in business today?
35. What is the information processing cycle and why is it important?
36. Why is it important to understand the basic components of a computer?
37. Which network would you likely have in your home? At your place of business?
38. What capabilities must a device have to be called a computer?
39. If you were setting up a computer network in your small business, what security measures would you take
to guard against cybercrime and security breaches?
40. Explain some criteria you should use in evaluating the credibility of sources for business research.
41. Outline some tips for conducting effective online searches.
42. Discuss some of the key advances with the internet that have increased business productivity.
43. Discuss some advantages and disadvantages of using cloud computing for business and for personal use.
44. Discuss some of the advantages of using the Internet of Things in business and for personal use.
45. Describe some ways that companies can protect their systems from cybercrime.
46. Define ransomware, malware, and phishing.
47. What are cookies? How are cookies used in business?
Case Exercises
48. Suppose you want to set up a computer network for a small business you are launching. The business will
provide bookkeeping services for other businesses. You will maintain an office for yourself and one other
employee. Your employees will also sometimes work remotely, either at their homes or at the clients’
locations. Do some research on the process of setting up a computer network for a small business. What
types of equipment might you need? What types of security precautions should you take to protect your
clients’ financial information?
49. You are working with a local entrepreneur who wants to open an organic food store in your town and is
asking you for help in finding relevant demographic information to help determine appropriate pricing for
some of their products.
A. What internet sources might be appropriate for this research?
B. Where would you begin your search?
C. How would you determine the key competitors for the business?

Figure 2.1 Software applications are what allow us to interact with our computer’s hardware. It is essential to learn how to use
programs like calendars, word processors, and email clients to communicate with others and create documents in the workplace.
(credit: "wocintech (microsoft) - 241" by WOCinTech Chat/Flickr, CC BY 2.0)
Chapter Outline
2.1 Software Basics
2.2 Files and Folders
2.3 Communication and Calendar Applications
2.4 Essentials of Microsoft 365
2.5 Essentials of Google Workspace
2.6 Collaboration
Chapter Scenario
WorldCorp is a multinational conglomerate that produces and works in consumer goods, health care, and
technology. Its functional service areas include research and development, strategy, operations, production
and distribution, human resources, information technology and equipment, marketing and sales, finance and
accounting, and customer service.
The corporation has a strong commitment to social responsibility and environmental protection. Employees
are encouraged to participate in company-wide and individual charity initiatives, with paid time off to
participate in each once a month.
With employees located across the globe, WorldCorp understands a successful workplace is supported by a
commitment to equity, diversity, and inclusion (EDI). It has a strong ethics policy that is enforced throughout
the company hierarchy, with senior leaders and management expected to serve as models in all actions and
interactions.
You have just been hired as a management trainee at the company and will be exposed to all functional areas.
In this chapter, you have just been hired and are tasked with learning the basics of the software programs
WorldCorp uses to run its operations, most notably Microsoft 365—or more commonly known as its longtime
former name, Microsoft Office—and Google Workspace.
Essentials of Software Applications for Business
2

2.1 Software Basics
Learning Objectives
• Explain what software is and what it does
• Describe each of the main software types used in business
• Understand how to install and maintain software
You learned about the history of computers and basic hardware in the Technology in Everyday Life and
Business chapter. While hardware is the backbone of a computer, and knowledge of it and what can go wrong
with it helps you to keep vital devices working properly, software is the lifeblood that gets work done
personally and in the business world.
This chapter examines the basics of software programs. It also covers the terminology and functions common
to most programs. Refer to this chapter as you work through the rest of the material in the textbook,
especially when you encounter more advanced concepts.
One final note: Before beginning this chapter, be sure you know how to use your mouse to click and hover.
Clicking (sometimes called pressing or selecting) the left side of the mouse tells it you want to activate a
command directly on the screen. It is the most direct use of the mouse. Clicking the right side (called “right-
clicking”) of the mouse will reveal a little screen with a menu of options. Don’t worry about those yet. And,
finally, hovering over portions of the screen such as icons will give you a short descriptor of that tool or menu.
When you hover, you do not click the mouse at all but rather direct it over the tool icon.
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You will need to hold the Control (Ctrl) key when clicking the mouse to reveal the menu of options, and then
hold Command when clicking the mouse to activate a command directly on screen.
What Is Software?
When using a computer, we often hear the terms programs, software, and applications. Sometimes these
terms are used interchangeably. However, there are some distinctions. Programs are the instructions that tell
the computer how to operate and run specific tasks. Whereas software consists of the step-by-step
instructions that tell a computer how to operate with its hardware. Software is essentially a collection of
interlinked programs. More specifically, the instructions enable the program to perform specific actions such
as printing, saving, or formatting text. These step-by-step instructions are written in computer language or
code. Different types of programs include the Microsoft Office suite, educational software, and antivirus
software.
There are two major categories of software: system-related software and application software. System
software is related to the functioning of the computer. Examples include the computer’s operating system and
the software needed to run items such as printers, the keyboard, and antivirus software. Applications are
programs that are task-oriented, including those we will cover in this text such as word processing programs
and presentation software. Internet browsers are also considered application programs. They are used to
search for content on the internet.
There are several facets of programs that are consistent regardless of the type of program. The programs use
computer programming to add the functionality for the software or application. For example, there is a
specific computer programming language (or code) that is used to simply print a document. This language is
the foundation for making the program work. The basic elements of programs are shown in Figure 2.2. They
62 2 • Essentials of Software Applications for Business

are:
• The graphical user interface (GUI) is the portion of a program that allows the user to interact with it.
Commands in Office are organized in groupings called tabs, while in Google Workspace, these groupings
are called menus.
• A menu bar, or ribbon, typically at the top of the screen, contains an array of general commands that the
user can choose, such as changing the font, printing the file, or adding elements such as pictures or
shapes. In Office, this is referred to as the ribbon.
• A toolbar, typically located below the menu bar, contains icons or graphical representations for commonly
used commands such as Copy or Save that are more specific than those contained in the menu bar.
• A dialog box provides information or requests inputs. These boxes typically appear after a user action,
such as clicking a button or selecting a menu option. For example, see Figure 2.2, which shows more
options for changing the font color or size.
• The status bar is located at the bottom of the program window. Its main function is to show the status of
the program, such as the number of pages.
Figure 2.2 The common format for software includes a series of menus or toolbars at the top of the screen that are specific to the
functionality of the program. (Used with permission from Microsoft)
2.1 • Software Basics 63

Common Applications in Business
Task-oriented applications include word processing, spreadsheet, presentation, and database management
programs. Figure 2.3 shows the icons for the popular applications in Google Workspace.
Specialized applications include programs used only for certain disciplines or occupations, such as
QuickBooks, which is used for accounting. Mobile applications such as E-reader applications are programs
designed primarily for smartphones and tablets.
A word processing application creates text-based documents such as memos, letters, and reports. Just about
every organization uses word processing software, especially businesses, colleges, and universities. Microsoft
Word is the most widely used word processing application, along with Google Docs and Open Office Writer.
A spreadsheet application organizes, analyzes, and uses numeric data. These applications are common in
just about every profession today for compiling data in a table and creating visual displays (graphs and charts)
of the information. Sales data from WorldCorp can be analyzed using the tools in a spreadsheet application.
The most widely used spreadsheet applications are Microsoft Excel and Google Sheets.
A presentation application combines graphics and text to create attractive slideshows. These applications are
used by students in colleges and universities as well as in the business world. The most common presentation
applications are Microsoft PowerPoint and Google Slides. Employees at WorldCorp can use presentation
applications to prepare sales summaries to present to key executives at the company.
A database application is designed to organize and store large amounts of data. The information in a
database program often includes both text and numeric information. Microsoft Access is a database
application that can be used to compile and filter a large dataset. WorldCorp can use Access to store customer
data in one file that includes information such as the customer address, historical purchase information, key
contacts, and other related information.
Figure 2.3 Google Workspace includes applications for emailing, managing files, and creating spreadsheets. These are the common
icons you will see most as you start to learn this suite. (Google Workspace is a trademark of Google LLC.)
Specialized applications include programs that are used only in certain disciplines or occupations, such as a
design application used in the engineering profession. Another example would be tax software programs that
accounting professionals use to prepare taxes for their clients. Desktop publishing enables users to mix text
and graphics to create page designs and layouts for brochures, newsletters, and textbooks. Popular types of
desktop publishing software include Adobe InDesign and Microsoft Publisher.
Finally, businesses might also use social media applications. Social media applications are used to create
virtual networks or communities through which users connect and share information, messages, and/or
content such as images and videos. These applications are accessed either through the internet or by
downloading the application to your device. These applications are geared to connecting with others in a
variety of different scenarios. For example, LinkedIn is a professional networking application that can help you
connect with others in your career field. Social media applications will be covered in detail in Content
Management Systems and Social Media in Business.
One of the first social media platforms was Myspace, which was used to connect individuals with family and
friends, as well as for networking. Then came Facebook (which became more popular than Myspace),

Instagram, LinkedIn, TikTok, and Twitter (now X). At WorldCorp, you would most likely use LinkedIn, which is a
site tailored to the business world. Companies and workers share news, their résumés, and network through
it. Social media also allows virtual collaboration, which plays a role in work life, as individuals can use Zoom or
Microsoft Teams for business meetings, a feature that became crucial during the COVID pandemic. Many
organizations also use social media for marketing purposes.
In addition to interacting with others, social media users can watch movies and play games on many different
types of devices, including tablets, computers, and even cell phones through social media sites. The chapter
Content Management Systems and Social Media in Business covers this topic in more depth.
Installing and Maintaining Software
Installing software is an automated process for the most part. Although there are some differences based on
both the software and the operating systems (Windows or macOS), software installation follows a basic
process. Acquisition of the software often begins with visiting the software website and purchasing the
software download. Not all software requires a purchase. Some programs are freely available. Also, not all
programs are directly downloaded onto your computer. With today’s cloud-based technologies, some software
exists in the cloud and instead you are downloading an app on your device to get access to the software.
Once you have identified the software you would like to install, generally you will find a link (or button) on the
website that says Download. By clicking on the download, you agree to allow the software components to be
added to your computer’s hard drive. Also, although not as common today, software programs can be installed
via a CD-ROM. If you have a CD-ROM to install the software, often the installation process will begin once the
CD is inserted in the CD drive. You will be prompted with similar dialog windows whether installing from a
download or a CD-ROM.
Keep in mind that you need to do your research and use caution when choosing software from the internet to
download. There are fake sites that exist for downloading software that could harm your computer.
Additionally, sometimes there are options to download other software or additional features to install. These
are generally not necessary and could again be potentially harmful to your computer. Take the time to make
sure you are downloading software from trusted sites.
The installation begins with downloading a folder that contains the necessary files to install the software
program on your computer. Two key files in the folder are the README file and the actual install file, which will
have a .exe extension (the execute file). It is a good idea to read the README file. This file is a text file that
contains the steps needed to install the program. It will also contain the system requirements information to
determine if your computer is suitable for the program. The programs differ based on the computer space
needed to store the software files and the version of the operating system needed for the software to function.
The download prompter screens will often indicate the amount of space required for the installation.
Installation starts when you click on the .exe file. You will be prompted with a series of approvals at the
beginning of the installation. These approvals could include the consent to make changes (add files) to your
computer, closing all other open programs, and usage of the software. Some software programs will have
options to customize the installation based on the elements you want installed or where you want to place the
installation files. You may be prompted with a dialog box asking you the type of installation, which could
include options such as basic installation or customized. Often, the software developers will recommend the
basic installation for most applications. Unless you have a reason not to complete the installation as
recommended, there is usually no reason to choose a customized installation.
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.exe files are only for Windows computers and cannot be installed on macOS operating systems. The Mac
operating system uses .dmg files.
2.1 • Software Basics 65

Maintenance of software is simple. Developers of the programs will regularly check the programs for issues. At
times, there may be a need to update the software. You might already be familiar with the concept with your
cell phone. These updates improve security and functionality of the programs when issues arise. Installation of
the updates can be set to be automatic, or you can manually and regularly check for updates of the software
programs. Many programs will notify users when the program is opened if an update is available. Updating
the software is a necessary part of keeping the program functional.
Troubleshooting issues in a program is another key component of being a software user. Most software has a
Help function or menu available to assist the user with questions about the program. The items in the Help
function are generally centered on issues of using the program itself. Items could include how to perform a
certain task such as printing or other related items. If your issue is not solved with this type of assistance, most
programs have a way to connect with the software company for more assistance through registering the
software. This could be in the form of sending an email, contacting customer service by phone, or through a
chat function in the program. Most problems with the functionality of a program can be resolved through one
of these methods.
Learning Objectives
• Describe the purpose and use of files and folders
• Identify different file formats and their common uses
• Apply best practices in file and folder organization, including saving
• Understand the differences between Google Drive, SharePoint, and OneDrive
Being organized is a key skill in the business world. Disorganized workspaces, whether real or virtual, can lead
to a host of negative outcomes: lost productivity, wasted money and resources, and a poor worker reputation.
A study by professional staffing company Express Employment Professionals revealed that approximately six
hours per week can be lost to poor organizational skills, and that employees earning $50,000 a year can cost
their employers upward of $10,000 annually in lost time. You don’t want to be one of those employees. So,
here, we will learn how to organize your computer software files. This is a basic, key skill.
Right now, as a student, you need a way to organize the items from your classes such as the syllabus,
homework papers, and class notes. Some students choose to use a physical binder to organize all the material
needed for a class. You may have one binder to hold the information for all your courses, or multiple binders,
one for each course. Just as you would organize class material in a binder, a computer needs a way to organize
the information stored in the hard drive. Through computer coding and programming, the computer uses a
system of files and folders to organize the information and run its programs correctly.
Most people will never use many of the files and folders stored on the hard drive. For example, you probably
will not access the information in the Windows folder or the Program Files folder. Those files that are needed
for operating the computer are generally not necessary for the average computer user to access. You will use
files and folders for specific software programs for information you have created. Understanding how to
navigate the files and folders on the computer is crucial.
Using and Organizing Folders and Files
A file is a collection of data, such as a document or a program. Files are stored within a folder, which can
contain subfolders as well as individual files. Files contain information, unlike folders, which are used to
organize the files. For example, you might organize the photos on your phone into folders labeled by year or
by type of photo (family, friends, events). In addition to those folders of photos, your phone contains other
folders, each named based on its contents.

In this course, you will work frequently with four types of files:
• Document files are used in word processing applications to save documents such as school assignments,
communications, and lists. Microsoft Word and Google Docs are two of the programs businesses use
most. WorldCorp would use document files for company memos to employees or to write up contracts
with new vendors.
• Spreadsheet files are produced by spreadsheet applications, such as Microsoft Excel and Google Sheets.
This type of file is often used to analyze data and for numerical recordkeeping and calculations.
Spreadsheet files could be particularly useful for WorldCorp when summarizing sales data for the last
quarter or to create charts to show sales trends in different regions.
• Database files are created by database management applications. Many companies have high-level,
specialized databases that store information about customers or specific products they sell. In this course,
you will learn about Microsoft Access.
• Presentation files consist of pages that may be used as slides or handouts. Google Slides and Microsoft
PowerPoint are popular presentation applications.
What Is a Folder?
A folder is a defined area of a computer or drive that stores subfolders and files (Figure 2.4). Organizing files
into folders and subfolders makes it easier to locate a specific file and to keep files organized for the long
term. Folders and subfolders are a hierarchical way of organizing your files.
Figure 2.4 A computer stores files in the same way you might store files in a filing cabinet (although maybe a little neater). (credit:
“document file, folders, carton, paper” by PPD/Pixnio, CC0)
Using and Organizing Files
As you create and use files, you will develop a system of organization that works for your needs. In some
cases, the entity that you work for will have a system that is used for all employees. The goal is to gather files
in such a way that facilitates finding and using those files. You could organize files by type (all Word documents
in one folder), by date, or even by project. Your system will depend on how you interact with your computer
and how you plan to use the files you create or download. There is no one standard way to organize files, but
here are a few tips to get you started:
2.2 • Files and Folders 67

• Decide on an organizational system that works for you.
• Use descriptive folder names and be consistent with naming.
• Make use of subfolders within the main folder.
• When files are created, place them in the appropriate folder.
• Regularly delete or archive files or folders that you no longer need.
Opening a File
To open an existing file, locate the file wherever it is saved. It may be saved on your computer hard drive, in
the cloud, or on an external drive such as a flash drive. The easiest method for locating an existing file is by
using the File Explorer folder (see Figure 2.5).
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Folders can be found in the Finder or the Documents tab.
To access File Explorer, either double-click the manila folder icon on the desktop or access File Explorer
through the Windows menu. You can also search for a specific file name using the search bar at the bottom of
the screen or the search bar at the upper-right side of File Explorer. As you can see, there are several ways to
find the file you are looking for.
Figure 2.5 File Explorer shows the folders on your hard drive and the devices that are connected to your computer. The Search This
PC search bar finds specific files on your local hard drive. (Used with permission from Microsoft)
Once you have located your file, you can either right-click or double-click on the file to open it.
Creating a File
To create a file, you will likely begin in the application program itself. For example, to create a new presentation
file, open PowerPoint or Slides. Or you can create a new file directly from the desktop: Simply right-click on the
desktop screen itself, select New, and choose the file type you want, as Figure 2.6 shows.
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For Mac users, the procedure to create a file is the same, except you would use Finder.
The new file will be created when the application program opens. Once a new file opens, you can add text,
images, and other items to your file as needed.

Figure 2.6 The various application programs are listed for you to select when creating a new file. (Used with permission from
Microsoft)
Saving a File
Saving files might seem like a mundane task, but it is one of the most basic skills to master in computer work.
In general, there are three broad categories of saving files: Save, Save As, and AutoSave. Save and Save As
both give you the option to choose the file type and the name of the file. You would use Save if you are saving
a file for the first time and also, as you go along if you are saving the file to your computer, rather than to the
cloud. You can use Save As to save an existing file under a different name. This can be useful if you are keeping
track of different versions or revisions of the same file. You would also use Save As to save the file in a different
location on your computer. Finally, AutoSave does just what it implies—saves continuously as you make
changes to the file. This is a nice feature in both Microsoft and Google applications, making it easier to retain
changes in a file without having to constantly remember to save the file you are working with.
Moving and Deleting a File
From time to time, you will need to move and delete files as part of good computer housekeeping practices. To
delete a file, right-click on the file you want to delete and choose Delete. Once deletion is confirmed, select OK.
You can select multiple files by using either the Shift or Ctrl keys. Use Shift to select files that are listed
together. You would click the first file and then hold Shift and click the last file in the list you want to move or
delete. To select files that are not listed together, use the Ctrl key. Click on the first file, and then, to select
additional files, hold the Ctrl key and then click on each file name.
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You can delete the file, which will move it to the trash bin, or you can simply drag the file to the trash bin. To

completely delete the file, you must empty the trash bin.
To move a file, you can use one of two methods. You can click and drag the file to the new location. This is
particularly useful if you have saved a file on the desktop and now want to move that file to a designated
folder. Alternatively, you can Cut the file from its current location (see the Home tab) and then Paste the file to
the new folder or location. This can be tricky if you do not immediately paste the file in another spot. Use
caution when totally deleting files.
Recovering a File
After you have deleted a file, you may still be able to recover it. This is not always possible, but in some cases,
you can recover files that have been deleted or, at least, locate a previous version that may be saved on your
computer. First, check the Recycle Bin. Generally, you will find it on the desktop. Open the Recycle Bin by
double-clicking on the Recycle Bin icon on the computer desktop. When you see the file that you deleted and
now want to retrieve, select it by double-clicking on the file name. Then, choose Restore from the dialog box.
You can also right-click on the file name and choose Restore from there. Another strategy is to simply search
for the file on your computer in File Explorer. In the search bar, type in the name of the file (even a partial
name will work). You may be able to locate the file or a version of the file through the search tool.
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A file that is in the Trash can be restored. If the file has been removed from the Trash, and you use Time
Machine, Apple’s backup program, you can recover an earlier version of the file even after it has been
removed from the Trash.
Windows systems have another option for retrieving deleted files, which involves restoring files from the file
history. This is in the Systems and Security area of your computer’s Control Panel. The easiest way to access
this tool is to type File History in the search bar by the Start menu (see Figure 2.7). If you have File History
enabled on your computer, you can choose Restore your files with File History to search for the file you have
deleted.

Figure 2.7 File History can also be accessed through your computer’s Control Panel. (Used with permission from Microsoft)
As a final option, there are apps that you can download to help you search and recover deleted files. Several
apps that serve this purpose are free and can be helpful when searching for a deleted file.
Compressing and Extracting Files
Sometimes you’ll be working with a file that is too big to send as an email attachment. In that case, you can
shrink the file down. It’s analogous to letting the air out of a raft so you can store it in a tight spot and then
reinflating it later for use. The process of reducing the size of one or more files by removing unnecessary data
is called file compression. Compression also allows larger files to be sent faster and more efficiently. Large
files usually contain lots of dense graphics or video clips or photos. With compression, no content in the file is
lost; the file is simply compressed in size by the computer to make it more manageable. These compressed
files are often referred to as zipped files. But be aware that in some instances, email recipients may not be set
up to receive zipped files. This is a setting that is managed by their information technology (IT) administrator.
In this case, you may have to send the uncompressed file or share the file with the recipient in another way.
How to Compress and Extract Files
Locate the file or files that need to be zipped. Press and hold or right-click the file to select it, click Send To, and
then select the compressed folder. Locate the zipped file that needs to have files extracted from it. You can
extract a single file, open it, and then drag it from the extracted folder to a new location. Or, to extract all
contents of the zipped folder, you can press and hold or right-click the folder and select Extract All.
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To compress a file on a Mac, select the file you want to compress and then hold Control and click on the
mouse and choose Compress.

File Types
Information in computers is stored in a system of files. Each file will have a unique file name followed by an
extension, using the file name.extension format. The file format depends on the usage of the file, the
program in which the file was created, and/or the size of the file. The computer will store the data in a
particular file format, which is the way the data is encoded, depending on the type of data and the application
the computer will use to read it. There are many different file formats. You may be familiar with some of them,
such as .doc or .txt. The .txt file format is a general format for a text file that can be recognized by almost any
word processing application. The text contained in a .txt file does not contain any formatting such as
underlines, special spacing, and other related items.
There are many other file types within the computer filing system that you will probably never see. These file
types are necessary instructions created to make the computer function. Those operating file types are beyond
the scope of this text and are not essential for you to understand how to use a computer and the software
programs on your computer effectively.
Table 2.1 lists some common software program file extensions that you may already be familiar with. You can
choose the file type in the Save dialog box so that you do not have to type the file extension as part of the file
name. Generally, the application you are using will have the file extension already chosen in the Save dialog
box as a default. In general, an “x” is added to the end of a file extension for newer versions of the application.
For example, when documents are created in Word in versions 2007 or newer, the file will have the .docx
extension rather than .doc only.
Application File Extensions
Microsoft Word .doc, .docx
Google Docs .gdoc, .gdocx
Microsoft Excel .xls, .xlsm, .xlsx
Google Sheets .gsheet
Microsoft PowerPoint .ppt, .pptx
Google Slides .gslides
Table 2.1 Types Computer application files are
saved with the file name and an extension that
identifies the type of file it is.
Rich Text Format (RTF)
Microsoft developed Rich Text Format (RTF), or .rtf, files in 1987 to enable other Microsoft applications to
read Word output more easily. Today, the .rtf format can be used to make your .docx file more compatible so
that other software can use the information in the file more readily. For example, information from a Word
document that is saved as an .rtf file type can be fed into a database program. Text in .rtf appears fairly
“plain”—that is, with minimal formatting. .rtf files have stayed more or less the same as when they were first
released, but Word .docx files are frequently updated. To put it another way, an .rtf is less sophisticated than a
.docx file and may not support all the features of a newer .docx. To save a file as an .rtf, go to the File tab, click
on Export, hover over Rich Text Format, and then click Save As.

MAC TIP
To open .rtf files on a Mac:
1. In the TextEdit app on your Mac, choose TextEdit > Settings, and then click Open and Save.
2. Select Display RTF files as RTF code instead of formatted text.
3. Open the .rtf file.
Portable Document Format (PDF)
In the business setting, you will see many documents in Portable Document Format (PDF), or .pdf. Unlike
.docx format, the .pdf format is designed as a publishing platform, so .pdf documents are not easily editable.
This is an advantage because it means that everyone who opens the .pdf document will see the same format,
alignment of objects, font style and size, images, tables, graphs, and so on. The appearance of the document
will not change across any computer, phone, tablet, or other device. The Word file format, by contrast, is
designed to be fully editable, so if you use Word 2019 or Word 365 (part of Microsoft 365), for example, to
open a .docx created in Word 2013 or Word 2016, you may see unintended and unwelcome changes, such as a
shifted object.
Countless companies and other institutions typically release their annual reports and other public documents
in .pdf format. WorldCorp publishes its annual report using the .pdf format. Local townships, public schools,
and community agencies also are likely to distribute their newsletters and other information as .pdf
documents. Further, many job seekers produce a .pdf version of their résumé, as Figure 2.8 shows, to prevent
style or alignment changes when the prospective employer opens the file.
Figure 2.8 Saving as a .pdf file can preserve formatting and spacing in documents such as résumés and newsletters when they are
shared with others and opened in other programs. (Used with permission from Microsoft)
Web Page/Hypertext Markup Language (HTML)
Many professionals have their own web page, featuring their professional experience, skills, contact
information, and samples of work or testimonials. The content of such a website can be created in Word. For

more than a decade, Word has doubled as a What You See Is What You Get (WYSIWYG) HTML editor—a web
page design application that lets users make their own web pages without needing to know hypertext markup
language (HTML). HTML is one of the major programming languages that web designers use to make
websites. Essentially, Word lets you write the content of your web page as if you were writing any document in
Word; you can add images, objects, and graphs, then Save As an .html file. However, there are better ways to
create content for websites rather than using Word. We will discuss more about this later in the book.
Today, many people use packaged services such as WordPress or Squarespace to create their own websites.
You may still find some people who prefer to use Word to create their website or at least to design the initial
content and layout of the site. Also, note that just creating a website doesn’t make it available on the web. The
website will need to be published, a domain name purchased (e.g., www.yourwebsite.com), and it hosted
through a paid service such as GoDaddy.
Graphics
Graphics file formats are for pictures and moving images. In general, graphics can mean any program that
allows a computer to display these types of images. But for our purposes here, it means a file format. Without
going into detail that is beyond the scope of this text, these graphics file formats organize their information in
different ways. You just need to be able to recognize what they are in the workplace.
• JPEG, which stands for Joint Photographic Experts Group, is the most common of the formats. Its benefit is
that the files can be quickly uploaded to any platform, even if the images are large. However, if the files are
compressed and decompressed multiple times when sending, the images can lose quality.
• PNG files (.png) are higher quality than JPEGs. PNG stands for portable network graphics. This file type is
best for images with sophisticated backgrounds, making them denser and therefore needing more
storage space on the hard drive, and more time to load on your computer.
• GIF (.gif) stands for graphics interchange format. It is a file format that works well for graphics with few
colors.
• PDF stands for portable document format. It is a common file format that works best for online
documents that you don’t want altered. They print well, too. A PDF (.pdf) file format is not only used for
text, but for images such as photos, as well as audio and video. Adobe Photoshop, InDesign, Word, and
Docs are some of the applications that allow you to create PDFs.
• SVG (Scalable Vector Graphics) file formats support digital illustrations made up of geometric shapes. SVG
(.svg) file formats retain the highest quality even when resized, but they are not applicable to social media
platforms.
• MP4 (Moving Picture Experts Group) is a multimedia format that stores internet videos. MP4 (.mp4) files
can contain audio and subtitles. They take up a manageable amount of computer storage space and you
can easily upload them on a social media channel or a website.
Best Practices in Using and Organizing Folders and Files
Remember that Word allows users to save documents in different file formats and in multiple versions within a
single format, designated by changing the file name—for example, from “version1” to “version2.” Word also
lets you choose between different file formats depending on how you want to use the file. You may also want
to publish your document on the web, using a file format that allows it to be read correctly by web browsers.
Tips for Organizing and Maintaining Files
Imagine you have been asked by your professor to resubmit a homework assignment that you originally
turned in at the beginning of the semester. The professor cannot find your submitted assignment, so you
currently have received zero credit in the gradebook. Having a well-organized system for keeping track of

your school notes and assignments will help you quickly find this assignment.
This scenario can also be applied to the workplace. Suppose you need to quickly locate a document for a
customer or a coworker. A good organizational system makes this task much easier. Here are some tips for
effective file management:
• After creating and naming a file, place it in the appropriate folder based on your organization system. If
you want quick access to a file, you can store it on the desktop. But if you store too many files on the
desktop, it can be hard to locate a specific file. It is generally preferable to store files within folders and
to reserve the desktop for icons to access particular apps. Ultimately, this is a matter of personal
preference.
• Group files by category. For example, your categories might be Business Plans, Résumé Services,
Memos, Letters, and Meeting Notes.
• Create subfolders for all files and give them descriptive names. For example, you might want to label a
subfolder Business Plan – Client 2 – June 2023.
• Use effective file name conventions for folders. Specific, informative file names like Resumes – 2022
and Employee Files – A–M will save you the time of having to search within a folder with a more generic
name.
It is important to keep your files current. In many cases, you may have files that you no longer use or that have
been updated. In that case, delete the previous versions of the file. Unless you need to refer to a previous
version of a document or think you might need the information in the future, generally there is no need to
keep older files that you no longer use. You can save multiple versions of a file and rename them in such a way
that they identify the version of the original file referencing the version or even the date of the version of the
file.
To make this process effective, be consistent in naming versions of files. Always use the same approach. For
example, you could have the file name with the version number and the date (nameV2Mar212023). What is
more important is having a consistent approach that is used by everyone who uses the files.
If you are hesitant to delete the files entirely, consider backing them up to an external drive such as a flash
drive or a cloud-based storage option. This will free up space on your computer’s hard drive, while still
reassuring you that your files are secure. As a best practice, regularly back up all your files/folders on your
computer, not just the items you are no longer using.
Create a folder organization system that works for your needs. For example, you might want to create folders
by software program, by date, or by client. Establishing an organization system for your folders will save you
time when searching for specific files. Consider writing out the system on paper first to get an idea of what it
will look like. Just the process of writing out how your folders will be organized may give you additional ideas
on how to structure your system. For example, if you have a few larger folders organized by client, you may
want to have several subfolders within each of them that house specific files for that client by software
program or usage.
Suppose WorldCorp asks you to keep track of correspondence with four of its clients. You can create four main
folders (Clients 1–4) and then, within each of those folders, subfolders labeled Invoices, Email Correspondence,
and Work Tasks. It is often easier to have the folders and the files within those folders sorted alphabetically so
that you can easily find information.
It is better to use full names and words rather than abbreviations in your folder names. This makes using the
search function more effective in locating the folders you need. This is especially important if files are shared
and may need to be accessed in your absence. Most computers have the capability to mark or flag certain
folders or files for quick access so that you can readily find them. Generally, this capability is found in the File

Explorer feature in your computer, which looks like a manila folder and is located on your desktop. You could
also place those files or folders that you use daily on the desktop for quick access to them when you need
them. Finally, organize your files as you create them rather than saving that task for later. When you create a
new file in a software program, determine the folder where the file will be placed, and save the information
there.
Google Drive, SharePoint, and OneDrive
Both Microsoft and Google have applications to help you manage, organize, and share your computer files.
Drive is the online, cloud-based file storage system in Google. Drive is free and allows you to store, organize,
manage, and create files online through the Google platform. Drive also has the capabilities to sync with
multiple devices and has convenient sharing tools to share files and images with others. You will get your Drive
when you create a Google account. There are limits to the storage capacity on Drive, but you can pay for more
storage if needed.
Microsoft’s versions of Drive are OneDrive and SharePoint. Like Drive, both are cloud-based systems. However,
each serves a different purpose. OneDrive is most similar to Drive in its intended use. It is a storage system for
files in the cloud, which enables you to access files on a variety of platforms and to share documents with
others. You can also store and manage documents through SharePoint, but it has many more capabilities,
designed for business and team communication. SharePoint helps build a shared library of resources to be
used company-wide, such as links to employee documents or forms common to the organization. You can also
use it to distribute comments or announcements company-wide and to create content and web pages to
share. Within a company, you may have both OneDrive and SharePoint. For personal use, when you create a
Microsoft account, you will be given a OneDrive account. SharePoint is more of an enterprise system for
company teams.
Learning Objectives
• Identify common communication applications for email and messaging
• Apply best practices to crafting an email
• Describe features and uses of calendar applications
Effective communication is a key component of any organization. Today’s technologies enable us to
communicate nearly seamlessly across thousands of miles, so that organizations can operate more efficiently
and respond quickly to their customers’ changing needs.
Communication technologies fall into three broad categories: email, instant chat/messaging, and
videoconferencing programs. Some companies might also conduct communication by placing calls over the
internet. Email is electronic mail. It is like writing a letter and delivering it via the internet rather than through
the postal service. Instant chat/messaging is designed for brief, typed messages that are delivered in real time
as if you were chatting with someone face-to-face. Finally, videoconferencing programs use video to mimic a
face-to-face meeting where you can see and hear the other participants, but in a virtual environment (rather
than in the same physical location).
There are advantages and disadvantages to each type of communication technology. Email is not ideal for
conveying emotion clearly. Instant chat/messaging, though quick, as its name implies, may not preserve the
entire conversation for later reference. (This may depend on the messaging service used.) Many email and
instant messaging applications include a video chatting/meeting option as well.
With video communication programs, engagement from participants could be limited, especially if participants
keep their video cameras turned off or if there are a large number of participants. It may be difficult to

interject to speak in such a setting. But video communication software has made it possible to hold
departmental meetings where all members do not have to be gathered in the same location. This technology
has transformed communication on a large scale as well, especially on the world stage, as Figure 2.9 shows.
Figure 2.9 Technical Cooperation Members of the COP26 Climate Change Conference hold a virtual meeting in 2021 in Glasgow,
Scotland, enabling stakeholders from 200 countries to come together whether in person or over the internet. (credit: “IAEA Staff
Behind the Scenes at COP26” by IAEA Imagebank/Flickr, CC BY 2.0)
Communication in the Digitized Office
Effective communication is essential for enhancing organizational performance. Communication is needed
from upper management to effectively convey the strategic goals of the organization. Communication among
colleagues is needed to ensure that work tasks are being completed in a timely manner. And, finally, external
communication of an organization to key stakeholders such as customers or vendors is necessary to increase
the customer base or garner additional funding if needed. External communication is essential when
marketing your company. WorldCorp can use external communication via a variety of ways (such as a website
and emails to potential customers) to raise awareness about a new product line they are offering. With
technology today, business can be conducted without the individuals being in the same physical space. It is
likely that you will encounter a digitized office environment in your career.
Challenges of Digitized Collaboration
Some challenges of collaboration via technology include:
• Building trust
• Scheduling
• Addressing communication issues
• Overcoming cultural differences
Regular video calls with teams can be an effective way to build trust in an organization. In a digitized business
environment, scheduling will need to account for time zone differences and this can be facilitated with the
technologies today. Figure 2.10 shows one map of the world time zones that most video conferencing
programs will automatically account for when scheduling meetings in multiple countries and continents.
2.3 • Communication and Calendar Applications 77

Figure 2.10 An understanding of time zones is important in running video meetings in multinational corporations. (credit: “Standard
World Time Zones map (as of August 2015)” by UnaitxuGV/Wikimedia Commons, Public Domain)
Communications issues such as language barriers can be addressed using translation capabilities within some
applications. This can allow businesses to recognize cultural differences that may exist within their
organization or customer base. Organizations that operate remotely should consider offering training to help
overcome some of these cultural differences so that they do not become barriers to effective teamwork. The
training could include cultural awareness training or even language classes to assist employees working across
borders.
Essentials of Business Communication
Communication in the workplace is an essential part of the day-to-day functions for any employee. Keep in
mind that communication conducted using company equipment (even if private) can be recorded and is the
property of the company that can be accessed at any time. So keep this in mind when you are communicating
while at work. This includes chats, instant messages, emails, video calls, and computer files.
Although the exact content of the communication will vary, there are some best practices to follow to make the
communication more effective. First, one of the most important aspects of communicating is to know your
audience. The way you communicate with your coworker could be completely different than how you would
communicate with a senior level manager in the company. The communication style, needs, and method can
vary widely based on the audience. Next, you need to understand your communication objectives: Is the intent
to inform or persuade? What are you hoping to achieve with the communication? Knowing the answer to these
questions can help you format the content of your communication and clearly articulate the message.
Determining the audience and the purpose of the communication leads to creating the content of the
communication. First, consider the level of formality needed in the message. Communicating lunch plans with
your coworkers is a different level of formality than communicating quarterly sales results with a manager. You
might also consider the timing of communication in your thought process. Sending critical information via
email at 5:15 p.m. on a Friday afternoon may not be the best timing for the message to go out. Some
applications might give you the ability to schedule delivery of emails at a more appropriate time. Timing is
especially important when communicating across time zones. Be sure to spell-check your content and read it
out loud for professionalism when appropriate. This is also applicable to all attachments to the
communications that you might send.

Communication Applications
WorldCorp uses email, instant messaging, and video applications because it has several employees who work
remotely. Technologies of this kind are called communication applications, or software that facilitates
communication between individuals or groups.
Email has become its primary means to communicate. Instant messaging also plays a role in the company as a
fast way to communicate with coworkers who might not be located in the same office space as you are. Finally,
video communication applications work well when not everyone can be in the same place to meet face-to-face.
Within each communication type, there are several applications available, and many are integrated into one
program. Most of the software for the communication type will have similar functionality. For example, many
email applications offer similar tools and capabilities for communicating.
Email
Email is a digital means to send messages, ranging from a short memo to a longer narrative, which can be
sent to a single recipient or to thousands (or more). You’ve most likely used or at least heard of popular email
programs such as Outlook, Gmail, Apple Mail, and Yahoo! mail. Emails can also include attachments, such as
Word or Excel documents.
Regardless of which email program you use, all emails have certain common elements. The main components
of an email include: To, Cc, Bcc, subject, body of the email, and attachments, as shown in Figure 2.11. The To
field is where you enter the address of the primary intended recipient(s). You can include multiple recipients
for the email; their email addresses will be separated either by a “,” or a “;” depending on which program you
are using. All carbon copy (Cc) recipients will get the identical email and all recipients will know all that have
received the email, but they are merely “copied” on the message to be informed of it. There is no action
required by Cc’d recipients. A blind carbon copy (Bcc) means that the recipients in the To and Cc fields will not
know the Bcc individual has received the email. This function serves to inform someone else confidentially and
usually means there is a crucial need for it. It’s not a function to use lightly or liberally.

Figure 2.11 When composing a professional email, format the email in a similar manner to a business letter. (Used with permission
from Microsoft)
The subject line of the email is a brief description of the content or purpose of the email. The body of the email
is composed in the large space. Composing an email in an email application is similar to using word processing
software such as Google Docs.
The final component of most emails is attachments. Not all emails have to include attachments, but you may
want to include an attachment such as a document to review or an image you want to share. To attach a file to
an email, you will usually find a tool or icon that looks like a paper clip. Attachments are just as they
sound—additional information that is saved in a computer file outside of the actual email, such as
spreadsheets, pictures, and PDFs. These digital files can then be saved by the recipient on their computer for
future use.
When responding to an email you have received, you have several options. You can choose Reply, Reply All, or
Forward, as Figure 2.12 shows. Reply will allow you to compose a response, which will go to the sender of the
email only. When you choose Reply All, everyone who received the original email from the sender will also get
your reply. Use caution when choosing Reply All. Make sure you are comfortable with all on the email
distribution list reading your response.

Figure 2.12 When responding to an email, be careful to choose the appropriate option. As an example, you may not want to choose
Reply All when responding to an email that was sent to all employees. (Used with permission from Microsoft)
For example, the human resources (HR) director at WorldCorp has just sent a company-wide email about the
upcoming holiday schedule. If you had a question about the schedule and chose Reply All, everyone in the
company would get your email with the question. You really intended only to ask the question of the HR
director, so you should have used Reply.
Finally, Forward allows you to forward the original email to someone else. You might choose this option if you
want to get some input on a topic before responding. Sales personnel at WorldCorp might use the Forward
option to send accounts payable receipts for products they have purchased.
Generally, email is not the best communication channel for long discussions that require input from multiple
people, because you will get multiple replies that clog your email inbox (more on that later). In general, a
business email should take a formal tone. Like a business letter, it should be clear and concise. Emails should
include a descriptive subject line that conveys the topic of the message. In fact, some email programs have a
security feature that will flag any message without a subject line and will ask you to write one before clicking
Send.
Professional business emails should start with a greeting or salutation—something like Dear Mr. Jones, Mr.
Jones, or simply Jim, depending on the level of formality you desire.
The body of the email should be brief and concise. Anything longer than a few paragraphs should be put into
an attachment file instead. Pay attention to spelling and grammar as you are constructing the email. Finally,
end with a closing and your signature. The closing may be a sentence such as “Thank you for your time” or “I
look forward to hearing your thoughts.” Some email programs have a built-in feature that allows you to
include a preformatted signature on all emails, perhaps including your name, company, position, and contact
information.
Common Email Applications
There are many email applications on the market. Your company will have chosen one, but that doesn’t mean
you can’t have your own email addresses to use at home. Just be sure to keep those email accounts separate.
It is not a good idea to use company email for personal matters because you have no privacy and it is the

company’s property first and foremost. Because this text covers Microsoft and Google products, you will learn
these email applications, Outlook and Gmail, respectively.
MAC TIP
Visit this Apple mail support page (https://openstax.org/r/78AppleMail) for information about Apple Mail.
Microsoft Outlook
Outlook is part of the Microsoft suite of applications. It contains many of the same features that you might find
in Word or Excel. You can format the email text as you are composing the email. Figure 2.13 shows you the
email composition screen in the application. You will notice there are common features in Outlook that you will
find in most email applications. You have options to reply to the message, include attachments, and add
signatures to your emails. Another handy feature in Outlook is setting a priority for your email. This allows you
to give an email that needs immediate attention a high priority label. It can alert the recipient that the email is
a “High Priority” email and needs to be addressed quickly.
Other features that you will see in Outlook and many other email applications are identifying emails as spam
or junk. You can mark an email as junk and emails from that sender will no longer appear in your inbox. They
will instead be immediately sent to the spam or junk folders. When you no longer need an email, you can
choose to delete it. When you delete an email, it goes to the Trash folder. You can still access it in the Trash
folder for some time based on the settings of Outlook to delete the content of the Trash folder. Finally, you
have the ability to add folders to help keep your emails organized. Just as you would for folders on your
computer, you can use an organization system that works for your needs. For example, a sales agent at
WorldCorp might set up an email folder for each of its customers.
Figure 2.13 If you set the priority to High, recipients can quickly see emails that need immediate attention. (Used with permission
from Microsoft)
Gmail
Gmail (see Figure 2.14) is part of the Google suite of applications. You may have experience already using
Gmail as many schools will assign Gmail email addresses to their students for use while they are enrolled. In
Gmail, you have some ability to format text, but not to the extent that you have with Outlook. The basic setup
of the email composition is similar. The functionality of Gmail is similar to that of most email programs. You
can add attachments, organize emails into folders, and identify emails as junk or spam.

Figure 2.14 Gmail places the Send button at the bottom of the email composition screen. (Gmail is a trademark of Google LLC.)
LINK TO LEARNING
Email was invented in 1971 by Ray Tomlinson, a computer engineer who worked for Bolt Beranek and
Newman in Massachusetts. Tomlinson developed a system that could send messages between computers
using the @ symbol. The first organization to use email was the Department of Defense. Read this article on
the history of email (https://openstax.org/r/78HistoryEmail) to learn more about how email has evolved
since 1971.
• How has email changed the way organizations function?
• How has email changed the way individuals stay connected?
Instant Chat/Messaging (IM) Applications
Instant chat/messaging applications offer users a quick way to send messages in real time, meaning the back
and forth is directly on the screen rather than in an email you have to open first to read. Often, these
applications are more text based and do not offer some of the same formatting features that you might find in
email programs. Many do offer the ability to send files through the instant messaging application. However,
the size of the file may be limited. Usually, communicating through instant messaging is less formal than
communication in email. Also, you would not expect to format a message in instant messaging applications
like a business email. You might also find that users will abbreviate words more when using instant messaging
applications. This is like texting via your cell phone.
Some companies offer internal programs for instant messaging. Others use commercially available tools to
facilitate communication in the workplace. For example, if you had a quick question to your manager about
the format needed for a presentation you are preparing, using an instant messaging application might be a
good tool. You could send the message to your manager in a short, concise question and the manager would
receive the message directly. Think about instant messaging like having a face-to-face conversation with your
manager, but just electronically—an online chat. Instant chat/messaging applications give users the ability to
send to multiple people or to create a “chat room.” Most programs also have an indication if a user is online.

This will allow you to know whether your message will be viewed when you send it.
Using instant chat/messaging in the workplace can facilitate real-time communication between employees
who are not in the same physical location. This can foster team building and foster trust among the
employees. It can also reduce the number of emails an employee receives on a daily basis. Instant messaging
can be a secure form of communication that can be archived by the information technology department.
However, overuse of instant messaging can provide a distraction in the workplace. With instant messaging, we
often do not place the same attention to proofreading and making sure we are conveying the message we
intend. You might inadvertently send a message in error or with incorrect information. Because of the
immediate nature of instant messages, take care to make sure the message is correct before sending.
Also, instant chat/messaging is not appropriate for critical discussions such as hiring decisions, strategic
company decisions, or contract discussions. Instant messaging should be viewed as a means to facilitate quick
conversations, not as a replacement for company meetings and other such discussions. Instant messaging,
although similar in ways to a face-to-face conversation, cannot take the place of those human interactions.
Emotions and body language are not conveyed through messages. Here are the major instant message
programs.
Microsoft Teams
Microsoft Teams is a useful tool in business for instant messaging. It is included in the Microsoft suite of
programs. Teams also offers video chat capability as well as file sharing. Many organizations today use Teams
to conduct team meetings. Teams provides much more than just a chat function. You can take calls, schedule
meetings through the calendar function, and much more in the Teams environment. Figure 2.15 shows what
the Teams interface looks like with the chat function selected.

Figure 2.15 The Teams window will display your picture in the upper-right corner with a green check mark to show you are available.
(Used with permission from Microsoft)
Slack
Another instant messaging platform, Slack, is a free program with some extra features available for a fee. For
example, with the free version, users are limited to view and access only the most recent 10,000 instant
messages. This will work for many uses but may be limiting if you try to use the free version for workplace
communications, where you may need to recall a conversation that goes back further. Slack is similar in many
ways to Teams (see Figure 2.16). It was designed specifically for use in the workplace. Slack allows users to add
emojis to messages and to create workspaces for team collaboration. Files can be shared via Slack as they are
in Teams. Private and public messages can be exchanged through Slack. Slack integrates well with other
programs such as the Google suite of products, including Google Calendar.

Figure 2.16 Notice that Slack uses the term “channels” to refer to different chats. (Copyright 2023 Slack Technologies, LLC.)
Calendar Applications
There are several applications that can help you keep organized. One such category of applications is
calendars. Suites such as Microsoft and Google include calendar applications. One key feature of calendar
applications is the ability to have both your personal and business schedules in one place that can be accessed
from virtually anywhere. You can integrate the apps with your phone so that you no longer have to carry a
separate day planner or schedule book with you. With the sophistication of the calendar apps today, you can
enter appointment information into one place and it can be updated across many different programs and even
shared to other people.
Calendar Features and Functions
With the availability of various technologies today, many people have moved their calendar to an online
format, rather than a more traditional paper planner. Many prefer the convenience of storing their work and
personal appointments in a single place. These calendar apps allow users to bring together multiple calendars
as well as scheduling meetings and blocking out time when you might be unavailable. Many calendar
applications will permit users to determine which items are visible to others or to share your calendar with
coworkers and family. You can also use calendar software to allow your customers to set up meetings with you

during your available time. If you want to keep your personal appointments hidden from your coworkers, you
can easily set this up in the program. The settings in the application also allow users to permit others to add
appointments to their calendars.
Calendar applications can also be useful for managing work tasks for project management and setting
reminders for key activities. Calendar items can be color coded and/or flagged based on their importance of
due date. Calendars are used frequently in organizations to make scheduling easier when including multiple
people for a meeting. Using a calendar application can also increase productivity because you can manage
your time more efficiently. Many of the calendar apps also integrate well with cell phones so that you can
receive notifications of upcoming appointments if you are not at your computer. You may also find when
scheduling family or personal appointments such as dentist appointments, those appointments can be directly
added to your calendar by the doctor’s office. While some may still prefer the traditional paper planner for
keeping their schedule, the convenience of calendar applications has prompted many businesses to adopt
them for use in their organization.
SPOTLIGHT ON ETHICS
Adjusting Privacy Settings in Your Electronic Calendar
While electronic calendars are incredibly useful and convenient, we must also recognize that these
calendars may be viewed by others, especially if we are using our employer’s software. Google Calendar
and Outlook/Calendar can be viewed by others easily, requiring us to use privacy options such as adjusting
viewing permissions for different individuals. You may want to prevent some people from viewing your
calendar entirely, provide only limited information (such as availability) to others, and allow full access to
your calendar to some. You can also control what information you can make available on a calendar
appointment. For instance, you can make an appointment private and not viewable by anyone; this slot will
show up as private with no further details. This is helpful for keeping private appointments or sensitive
appointments.
Calendar Integration and Syncing
Syncing calendars stored in other applications is an essential component of getting the best use of a calendar
application. You could have a calendar on your phone for personal appointments and reminders, a calendar
for your work tasks on your work computer, and then perhaps another calendar to keep track of your
extended family birthdays. Through calendar integration, these calendars can be synced into one place. This
often involves simple changes to the settings in the software to link all the calendars together. In fact, when
you first install a calendar application on your device, you might be prompted to integrate existing calendars
during the setup process.
Common Calendar Applications
Figure 2.17 shows the calendar feature in Microsoft Outlook. The calendar function and email are integrated in
the program. You cannot delete the calendar application, but you can choose not to use it. There are no preset
events in the calendar application. You can set the program to give you notifications of meetings and tasks
when you are in the email program. The Outlook Calendar also has a meeting scheduler to assist with
scheduling meetings and can even be used to determine if specific meeting spaces are available in the
organization. Outlook Calendar has a useful feature to set up recurring meetings that happen at some
frequency. For example, if your company has a set meeting each week for sales force updates, you can set this
up in Outlook once and it will be added to all attendees’ calendars for the time frame you desire.

Figure 2.17 To switch back to Outlook Mail, just choose the envelope in the lower-left corner of the screen. (Used with permission
from Microsoft)
If you already have a Google account, you have access to Google Calendar. Google Calendar is easy to use and
integrates well with a wide variety of platforms. With Google Calendar, you create multiple calendars to
manage different events. You can then manage the settings for each of the calendars independently. All the
created calendars are integrated into an overall calendar interface. You can use color coding to differentiate
the different calendars when viewing in the main calendar view, as Figure 2.18 shows. You access Google
Calendar by logging in to your Google account.
Figure 2.18 To create a new calendar appointment, choose Create. All calendars displayed in the main calendar view are listed in the
lower left of the screen. (Google Calendar is a trademark of Google LLC.)

Learning Objectives
• Know how to access Microsoft applications
• Describe the key functions within Microsoft’s standard menus
• Create, save, and open a document
Both personal and business productivity have increased as the result of technological advances. Computer
technology has facilitated communication, information sharing, and data analytics. Although there have been
several software programs developed over the years in these areas, two main leaders have emerged:
Microsoft and Google are most common in organizations today and are suitable for a variety of purposes.
Google and Microsoft have dominated the market for productivity software programs because they have
adapted to the changing needs of businesses. Their success continues because of their forward-thinking and
response to market needs.
Overview of Microsoft 365
Microsoft launched Microsoft Office in 1990. This suite of applications included three main programs: Word,
Excel, and PowerPoint. These programs are bundled as a package to give the user the full range of productivity
tools to meet a wide variety of needs. Office applications offer the flexibility to appeal to various preferences
with the many ways to perform tasks within the software.
Office applications are compatible across a wide variety of platforms, including mobile devices and Apple/Mac
operating systems. The applications also integrate well with other software. You may be aware of older
versions of Office, such as Office 2016 or 2019, but the latest product, Microsoft 365, moves beyond these
static versions, instead offering a subscription that updates automatically. With the introduction of Microsoft
365, the programs use a cloud-based technology that can be accessed anywhere. Microsoft 365 also enhanced
the collaborative features of the programs.
Accessing and Maintaining Microsoft Products
When you register for a Microsoft 365 account, you are given access to OneDrive, which is its product that
provides online storage in the cloud. This offers many advantages. When you save a file to your OneDrive, you
will be able to access it from any computer as long as you have an internet connection. There are different
versions of Microsoft 365 available for purchase, but most software today uses this subscription-based model
for a fee. The software programs are installed on your devices as “apps,” but can also be accessed through the
web-based versions with some limitations to functionality. Updates to the programs are provided regularly by
Microsoft and should be performed when prompted. Sometimes the information technology department (IT)
will take care of these software maintenance issues with your company or school equipment. There are
student editions of most versions of Microsoft 365 that can be purchased at a reduced cost or even for free.
The student editions might also have some limitations to the functionality of the programs.
Applications
The Microsoft 365 suite includes software for many of the most common computer needs in today’s
workplace, as well as for personal use, including word processing, spreadsheets, presentations, database
management, an email and calendar interface, and a collaboration tool. Table 2.2 provides an overview of the
applications within the suite. Other chapters in this text will cover these programs in detail. What comes next
in this chapter is a breakdown of commands that are common to all the Microsoft 365 applications, so you can
get a basic understanding of how to navigate.
2.4 • Essentials of Microsoft 365 89

Application Type Description
Word
Word
processing
Create documents such as reports, memos, agendas, résumés, flyers, and
mailings.
Excel Spreadsheet
Create data-based sheets and workbooks for gathering data, performing
functions, and analysis.
PowerPoint Presentations
Create slide presentations for use in workplace meetings or client
showcases.
Access Database Create and maintain databases of information.
Outlook Email Manage email communications and calendars.
Teams
Collaboration
tool
Set up workspaces for collaboration, such as a team might use on a specific
project.
Table 2.2 Microsoft 365 Applications
Overview: Ribbons, Tabs, and Commands Menu
Since its initial release, Microsoft’s suite of office products has been a driver of change, introducing new
features in each subsequent version. Since the 2007 version, the apps have used the ribbon—an interactive
bar of commands at the top of the application—as their user interface. With the ribbon, all the functions are
clearly organized and user-friendly.
The ribbon is organized into tabs, each of which houses a collection of thematically grouped commands. The
default tabs are File, Home, Insert, Design, Layout, References, Mailings, Review, View, and Help. As you hover
your mouse over the ribbon, you will notice many small icons (pictures) that have a command over them. A
command directs the program to complete a process, such as Save. When you select the Save icon, the
command will start.
As you can see in Figure 2.19, the commands in the ribbon are organized into a command group of similar or
related buttons, which appear together on the ribbon tabs.

Figure 2.19 The Home tab contains the command groups Font, Paragraph, and Styles, which are used for formatting text. (Used with
permission from Microsoft)
Each tab generates a different ribbon with the appropriate commands and command groups. This section
introduces the most used tabs. You will learn more details about them and practice using them in each specific
application as the book goes on. Figure 2.20 shows the tabs available in Word and Excel, and Figure 2.21 shows
the tabs available in PowerPoint and Access.
Figure 2.20 The main menu bars for (a) Word and (b) Excel share common tabs (File, Home, Insert, Help, for instance), but also
contain tabs that are in character with their main functions (such as References in Word and Formulas in Excel). (Used with

Figure 2.21 The main menu bars for (a) PowerPoint and (b) Access also share common tabs with one another and with Word and
Excel (File, Home, Insert, Help, for instance). They also contain tabs that are in character with their main functions (such as
Animations in PowerPoint and Database Tools in Access). (Used with permission from Microsoft)
File Tab
If you open a Microsoft product without opening any specific file, you will see the welcome screen, which
provides a Backstage view. The Backstage view is located in an application for managing most tasks related
to the documents. In Backstage view, you can open, close, rename, print, and control the settings for the
application. There will be many commonalities within the Office programs for the tabs. When you have opened
a file in an application such as Word or Excel, the Backstage view gives you information about that file you are
working with. As you can see in Figure 2.22, the file properties are shown on the right pane of the Backstage
view, which displays critical metrics about your document, such as its size, number of pages, number of words,
file name, last saved time, and when it was printed. Backstage view also includes important commands such as
file protection, inspecting the document, and managing the document, which will be discussed later in this
chapter.

Figure 2.22 Backstage view shows file properties, which are the statistics and technical details of your file. (Used with permission
from Microsoft)
MAC TIP
The Backstage view is not included in the Mac Version of Office, but you can get the properties of a file by
going to the File tab and choosing Properties.
Creating a New File
As you open an Office application, you will be introduced to the welcome screen, which shows your recent files
on the left and your options on the right. See Figure 2.23. Because you are in Word, you can choose Blank
document to start a new document, or you can select a template from the default template list. A template is
a document with many fields already filled and formatted, ready for the user to work on.

Figure 2.23 The welcome screen gives you three choices: start from scratch with a new file, create a file from a template, or open a
recent file you have already saved. (Used with permission from Microsoft)
MAC TIP
The Mac version does not have the same welcome screen. To create a new file, go to the File tab and choose
New Document or New Document from Template.
To create a new document without using a template, simply select Blank document. A new document will be
opened with a blank screen for you to create your file. This new document will be opened in a new window.
You can then add the content to the document and save the document if desired. More about document
creation will be covered in later chapters in the book.
Saving a File
The Save command is located at the upper-left corner of the window. Using the Save command saves your
document in its same location, with its same file name. It is a way of making sure your work does not get lost
in case your computer crashes or the application closes suddenly. A good best practice is to save your
document occasionally, by either pressing on the Save icon or using Ctrl+S. You can also set up automatic
saving at specified time intervals.
The Save As command, located on the File tab, allows you to not only save the file with a different name but

also to change its location and its type. When you save the file to a new type (for instance, Save As PDF), the
file opens in the new file format. The previous file type remains open. When you click on the Save As
command, a dialog box will appear, asking you to select the location where you want to save the new version
and what you want to name it.
Large companies like WorldCorp will typically give their employees a schema or convention to follow when
naming files so that the company will have a unified system that all employees can easily identify and
understand. This also allows people within the organization to be able to keep track of different information
about the file, such as its version and the project or department it is associated with. For example, if the name
of your market trends report is “market_report_v1.docx,” the next version could be “market_report_v2.docx.”
This gives you a version history of the file, which enables you to keep track of older and newer versions. Figure
2.24 shows the current folder and the name of the file you want to change.
Figure 2.24 When you Save As, you can change the file name, the file format, or both. (Used with permission from Microsoft)
Save As can also be helpful in other situations. For example, you may want to save your file in a different
format so that it can be opened by a different application. You would also use the Save As command to save
the file in a different folder, with a different name for categorization purposes. The default Word file format is
.docx, but you could also save it as a .pdf or .rtf.
Microsoft also offers the option to save to a different location—for example, your local computer, a shared
private location (such as a company drive), or the cloud OneDrive. This allows you to save your work easily
even if the device you are working on does not have saving capacity, and also gives you the ability to share
your work with others. (You will learn more about collaboration later.) To share a file with others, first save your
presentation to OneDrive. Choose File, then Share, and then Share with People.
Opening an Existing File
With the desktop version of Microsoft 365, your recent file list will be readily available in Backstage view. If the
file you want does not appear in your recent file list, click on File and then Open. Locate the file, select it, and
click Open. If you want a file to always appear in your recent file list, you can “pin” it: Go back to File, and the
file that is now open will have a pushpin icon next to its name. Click on the pushpin, and the file will be pinned.
To access a file in Microsoft 365 online, you must set up an account with Microsoft if you do not already have
one. Then, you can go to the program you are working in and you will find your recent file list. OneDrive also
gives you access to files not listed in your recent file list. Locate the file you want and click Open. Your
document should appear.

Printing a File
To print a file, choose the File tab. In the list of options on the left, you will see Print. When you click on Print,
you will be shown a preview of your document along with print options. See Figure 2.25. The print options
include a variety of settings, such as number of copies, printer selection, and paper size. You can also print on
both sides of the paper or select only certain sheets to print. When you have chosen the desired settings,
choose Print on the upper-left side of the screen.
Figure 2.25 You can also choose to have your document stapled if that option is available on your printer. (Used with permission
from Microsoft)
MAC TIP
Print screen on a Mac displays the options that are included with the user’s installed printer.
Options
The Options command at the bottom of the File tab contains a multitude of choices that control the way your
workspace appears, determine the way the text is corrected, and allow changes to many aspects of the
program. A summary of the options available is shown in Table 2.3.

General Provides options that affect the user interface
Display Changes how the content is shown on the screen and when it is printed
Proofing Sets the way spelling and grammar are checked
Save Sets up AutoSave to save a copy of your work at scheduled intervals
Language Chooses the language in which menus and controls appear
Accessibility Checks your documents for accessibility to people with visual or other challenges
Advanced Sets how words are edited, replaced, or cut and pasted
Customize Ribbon Allows users to choose which commands are shown on the ribbon
Quick Access
Toolbar
Allows users to choose what is displayed on the Quick Access Toolbar above the
ribbon
Add-ins Manages the available Office add-ins
Trust Center Sets security settings, most of which should remain as set
Table 2.3 Summary of the Options Dialog Box The Options command appears in all Office applications and provides helpful
settings.
The Options command, present in all Office applications, opens an Options dialog box, as shown in Figure
2.26. Before you start working, it’s advisable to click on each of the Options items to see what each covers.
An Options item that is critical to your work is a Save option called AutoRecover. Just ask yourself, “Has my
computer ever frozen in the middle of a sentence?” This happens to everyone, but AutoRecover can prevent a
catastrophe by allowing you to set the program to automatically save your work every two minutes, five
minutes, or whatever interval you choose.
Another helpful option is proofing, which allows Microsoft to check your spelling as you type.
You will find some options that you may never need to change. In the future, however, you will be glad to know
where to locate these hidden settings.

Figure 2.26 The Options command, present in all Office applications, opens an Options dialog box with many available options or
settings that can be changed. (Used with permission from Microsoft)
Customize Ribbon and the Quick Access Toolbar are useful features. Because you are likely to use both
functions on a regular basis, you want their commands to always be visible. This is most easily done by
customizing the ribbon or the Quick Access Toolbar.
There are probably some other commands that you wish you had immediate access to but did not know this
was possible. For example, did you know that you can add an email command to either the ribbon or the Quick
Access Toolbar? Suppose you want to email someone and add a presentation to your email as an attachment.
If you add Email to your ribbon or Quick Access Toolbar, you can just click on the Email command, which will
open your regular email program with access to your address book and add an attachment of the presentation
to the email. No more need to open the email program independently, then search for the file on your
computer, and finally attach it.

As another example, suppose you work with a lot of graphics. There are numerous commands associated with
drawing and inserting graphics that are generally hidden. You may not even be aware that these functions
exist, but when you change the scope to All Commands and look through the choices, you will find many
commands that can save you a lot of time if you set them up for immediate access.
There are two ways to customize the Quick Access Toolbar. First, from the Options dialog box, select the Quick
Access Toolbar, shown in Figure 2.27.
Figure 2.27 To customize the Quick Access Toolbar, add commands from the selections on the left to the list on the right. (Used with
For example, to add a Quick Print option, scroll down to Quick Print in the list of commands on the left.
Highlight Quick Print, click the Add button, and Quick Print will appear on the Quick Access Toolbar, as seen in
Figure 2.28, which shows the result of customizing the Quick Access Toolbar.

Figure 2.28 Items added to the Quick Access Toolbar will appear at the top of the screen when you open the program. (Used with
The second way to customize is to right-click on the Quick Access Toolbar, which opens a context menu.
Choose Quick Print from the menu items, as shown in Figure 2.29. The Quick Print option should appear on
the Quick Access Toolbar.

Figure 2.29 Using the context menu, you can easily add the Quick Print option to the Quick Access Toolbar. (Used with permission
from Microsoft)
MAC TIP
The Quick Access Toolbar is found on the Preferences tab on the app main page.
Customizing the ribbon is a similar process. Start at the Customize the ribbon command from Options in
Backstage view. To add a command to the ribbon, you first have to create a new group, as follows:
1. Choose the tab on the right where you want to add the new command. (For the purposes of this
demonstration, choose the Draw group, making sure there is a check mark next to the Draw box.)
2. Click on New Group, which will be listed when you click on the plus sign next to Draw.
3. In the box at the top left, select Commands Not in the ribbon (see Figure 2.30).
4. Scroll down to Borders and Shading and click Add.
5. Then, select another command, Brightness, and click Add.
When you return to the application, you will see your New Group with the options selected. Using this method,
you can select any command from the left and add it to the ribbon commands on the right. This works for all
the Office programs.

Figure 2.30 Customizing the ribbon can facilitate your productivity by including items you use frequently for quicker access. (Used
with permission from Microsoft)
LINK TO LEARNING
Microsoft products offer hundreds of keyboard shortcuts (such as holding down the Ctrl button and S at the
same time saves a document) that can help you work more quickly and efficiently. The Microsoft support
page on keyboard shortcuts in Word (https://openstax.org/r/78KeyShortWord) provides a long list of these
shortcuts, categorized by activity type.
Home Tab
The Home tab is where you begin to create your document, spreadsheet, or presentation. The ribbon for the
Home tab in Word is shown in Figure 2.31. You can view the ribbon as command central for the application: It
is a collection of commands and command groups that govern the basics of the program you are working
with. Each group of commands is separated by a thin vertical line (see arrow in Figure 2.31).

Figure 2.31 The Home tab contains items such as formatting the font size and determining the line spacing. (Used with permission
from Microsoft)
First is the Clipboard group, which contains the commands for all the cut-and-paste functions. As in all the
Office applications, an arrow next to or below a label means that there are other possible choices for that
function. Notice that the Paste command has an arrow below it. Clicking on the arrow gives you several Paste
options; if you hover over them, you will see helpful descriptions and previews.
The Font command group is similar across applications. You can choose Bold, Italic, Underline, Strikethrough,
and Highlight. You can also regulate character spacing and add a superscript or subscript. Primarily, however,
you will change the font face, color, and size.
Sticking with Word to get an idea of how the Home tab operates, the Paragraph command group contains the
commands for indentation and for aligning text to the right or to the left, centered, or justified. You can create
columns, change the direction of the text by rotating 90, 180, or 270 degrees, or stack the letters on top of one
another. The Paragraph command group also contains the commands for creating bulleted and numbered
lists and for adding SmartArt graphics to text. Notice that there is an arrow associated with most of these
commands, indicating that each one offers still more choices for formatting a paragraph.
Table 2.4 lists common keyboard shortcuts. To use each action, press the Ctrl button, and while holding it
down, press the next key. You may find these shortcuts useful so that you do not have to take your hands from
the keyboard to use the mouse. It might be helpful to bookmark this table for future reference as you work
through the rest of the book.
Action Keyboard
Shortcut
Action Keyboard
Shortcut
Action Keyboard
Shortcut
Copy Ctrl+C Italic Ctrl+I Help F1
Cut Ctrl+X Center Ctrl+E Open a file Ctrl+O
Paste Ctrl+V Justify Ctrl+J
Create a new
file
Ctrl+N
Undo Ctrl+Z Underline Ctrl+U Save a file Ctrl+S
Redo Ctrl+Y Align left Ctrl+L Print a file Ctrl+P
Bold Ctrl+B Find Ctrl+F Close a file Ctrl+W
Table 2.4 Common Keyboard Shortcuts in Office

MAC TIP
On a Mac, Control is replaced with Command.
Format Painter
Format Painter, represented with a paintbrush icon, is a shortcut tool that is available in Word, Excel, and
PowerPoint. This tool lets you copy the formatting of a section of text, a cell, or whatever you choose to
another place on a document, spreadsheet, or slide, respectively. It is especially useful when you need to
reformat large amounts of text.
First, select the text that has been formatted in the way you want. Then, click on Format Painter, and the cursor
will turn into a little paintbrush, as Figure 2.32 shows. Brush over the text you want to change, let go of the
mouse, and the text will now be formatted in the desired style.
Note that if you want to use Format Painter again, you will have to repeat the steps outlined above. To format
a lot of text, double-click on the Format Painter icon, and it will last until you click on it one more time.
Figure 2.32 Format Painter is a handy tool to brush, so to speak, over text and format it as you like. (Used with permission from
Microsoft)
Insert Tab
The Insert tab allows you to insert a variety of items into your file, including visual images such as pictures or
diagrams, tables, links, and equations or special symbols. The Insert tab will differ a bit by program. Figure
2.33 shows what the Insert tab looks like for Word, Excel, and PowerPoint. For example, in Word and
PowerPoint, you have options to insert SmartArt. Excel has many options to insert charts and graphs. More
details about the specific insert options will appear in the chapters to follow on each of the programs.

Figure 2.33 (a) Insert tab for Word, (b) Excel, and (c) PowerPoint. Different tabs appear for each program depending on the
program’s purpose. (Used with permission from Microsoft)
Design Tab
The Design tab is found on the ribbon in Word and in PowerPoint. See Figure 2.34. The tab includes options to
customize the look of the document or presentation. There are preset themes that you can use to enhance the
document or slide, or you can create your own theme. The options on the Design tab are covered in more
depth in Creating and Working in Documents and Preparing Presentations.
Figure 2.34 (a) The Design tab in Word allows you to choose preset themes for formatting text or you can create your own design
choices. (b) PowerPoint’s Design tab functions similarly. (Used with permission from Microsoft)
Layout and Page Layout Tabs
The Layout tab (Word) and Page Layout (Excel) tabs control items such as spacing and margins in your file. You
can use the options on the tabs to insert page breaks, change the orientation, and define the print area. In
Page Layout in Excel, you can also apply a theme to your spreadsheet to enhance the visual appeal. This is
similar to what you would find on the Design tab for Word and PowerPoint. Figure 2.35 shows the tabs for
Word and Excel. The chapters on Word and Excel will cover these tabs in depth.

Figure 2.35 (a) The Layout tab in Word and (b) Page Layout tab in Excel allow you to set up your document or spreadsheet for easier
reading and visual appeal. (Used with permission from Microsoft)
Review Tab
The Review tab is found in three Office programs (Access does not have a Review tab). In Word, the Review tab
is useful to check spelling, track changes within a document, and compare previous versions of documents to
each other. The Review tab in Excel also contains a spell-check feature, but also allows you to add comments
and to protect the worksheet from editing by others. Finally, the Review tab options in PowerPoint are very
similar to those in Excel. The Review tab is a great place to reference to make sure your file is ready to share
with others and to collaborate by adding comments. Figure 2.36 shows the Review tabs for Excel, Word, and
PowerPoint.
Figure 2.36 The Review tab in (a) Word, (b) Excel, and (c) PowerPoint all share common functions, such as creating and managing
comments from multiple users. (Used with permission from Microsoft)
View Tab
The View tab is also seen in Office applications, except Access. It can customize what you see on the screen.

You can change the options to show you what the file will look like when printed by choosing the Print Layout
view. You can use the options to zoom in to make the screen larger. Finally, there are options to view files open
in the same program side by side or to switch between the open windows when working with multiple files at
a time. Notice the slight differences in options between the three applications in Figure 2.37.
Figure 2.37 The (a) View tab in Word, (b) Excel, and (c) PowerPoint sets how your document, spreadsheet, or presentation will appear
on-screen. (Used with permission from Microsoft)
Help Tab
The Help tab looks the same in all the Office applications. The Help tab gives you options to seek help on an
issue with the application you are working with. Through the tab, you can use the Help search by clicking on
the question mark or you can contact support directly. The Show Training is a good place to start if you have
not used the program at all before. It gives you a collection of help tutorials to walk you through many of the
more common features used in the program. When you select any of the options on the Help tab, a window
will open at the right to assist you further (see Figure 2.38).

Figure 2.38 When you select the general help search with the question mark, you can type the topic or question you need help with
into the search bar. (Used with permission from Microsoft)
Other Tabs
Based on the application you are using, there are different tabs that are included in the ribbon specific to that
program. These tabs offer options that relate to the functionality of the program. For example, in Word, you
have a Mailings tab that can send a document to a large database of individuals. In PowerPoint, you have the
Slide Show tab that contains options for developing your presentation. Table 2.5 gives you the default tabs for
each program. Remember, using the Customized Ribbon option, you can change which tabs you have
displayed in the programs.
Word Home, Insert, Layout, References, Mailings, Review, View, and Help
Excel Home, Insert, Page Layout, Formulas, Data, Review, View, and Help
PowerPoint Home, Insert, Design, Transitions, Animations, Slide Show, Review, View, and Help
Access Home, Create, External Data, Database Tools, Help, Table Fields, and Table
Table 2.5 Default Tabs by Office Program Each program has a ribbon of default tabs.

Learning Objectives
• Access Google Workspace’s applications
• Describe the key functions within Google’s standard menus
• Create, open, and save a document
The Google group of programs, called Google Workspace, includes applications similar to those of Microsoft
Office. But a key difference between Google and Microsoft programs is that Google is a cloud-based platform
only. That means the programs are accessed through the cloud and not installed on your computer or device.
Google first launched its platform in 2006 as Google Apps for your Domain. The collection of applications has
been rebranded by Google, first as Google Suite and then as Google Workspace, as it is called today. Many of
the programs in Google Workspace are free, but there are some additional programs and features that are
available to businesses for a fee. You can also pay to have additional cloud storage through Google. Many
schools and colleges use an educational version of Google called Google Classroom.
In your role at WorldCorp, you work closely with a team of six colleagues in the marketing department. The
team leader has decided that for internal teamwork, you will use the Google suite of products because of their
advanced capabilities for collaborating with others. Also, the user-friendly nature of Google products makes
them appropriate for working with others in your small marketing team.
Overview of Google Workspace
Google Workspace consists of several applications that are useful in the workplace. You may be most familiar
with its communication and scheduling tools (Gmail and Google Calendar, discussed in Communication and
Calendar Applications). Google also offers a suite of applications similar to those in Office, including software
for word processing (Google Docs), spreadsheets (Google Sheets), and presentations (Google Slides).
One distinctive feature of Google’s Docs, Sheets, and Slides applications is that your work is automatically
saved to the cloud. This automatic save function helps prevent accidental file loss. Google also maintains a
history of all versions of the file, so if you need to restore to an earlier version or check on the history of an edit
formatting change, you can view that information in the Version history, which will be covered later in this
section.
Although each application has specific purposes and performs different tasks, some features are shared
across the entire Google suite of products. These include essential functions like opening and saving a file,
formatting fonts and spacing, inserting objects like a visual image, and accessing help to learn new skills
within the software.
Accessing and Maintaining Google Products
To access Google’s products, you must first create an account with Google and acquire the free email program
Gmail. You get to that through google.com. Once you have set up a Gmail account, you will have access to all
the Google apps.
Since the software resides online rather than downloaded onto your device, maintenance is automated:
Google regularly provides updates as new features and improvements are introduced. Whenever updates are
rolled out, you will typically receive a notice along with a summary and walk-through of changes. It is a best
practice to take the time to view these explanations, as they will allow you to take advantage of new features
as they are released.
2.5 • Essentials of Google Workspace 109

Applications
Once you have a Gmail account set up, you can access Google’s applications by opening the Google Chrome
browser or any other browser by going to google.com and signing into your account. In the upper-right
corner, you will see nine dots arranged in a 3 × 3 array, as shown in Figure 2.39. Clicking on the dots opens a
menu of all the Google apps.
Figure 2.39 Click on the dots in the upper-right corner to open the menu of apps. (Gmail is a trademark of Google LLC.)
You will see two sections of offerings. In the first, shown in Figure 2.40a, you can access your Google account
settings and can use common tools such as the Google search engine for internet searches, Maps for locating
places and navigating trips, Play for accessing apps for your mobile device, Meet for online meetings, Drive for
storing your files, Gmail for email, and Calendar for scheduling.
The second section includes the offerings that are the focus of this course. You will see various applications,
including Docs and Sheets. If you wanted to work on a presentation, you would select the Google Slides
option, as shown in Figure 2.40b.

Figure 2.40 (a) Gmail includes many apps. (b) Slides, which is similar to PowerPoint, is one of them. (Gmail is a trademark of Google
LLC.)
Like most application suites, Google continually expands and changes its offerings. Older applications may be
phased out over time, while the most popular applications undergo regular updates. Table 2.6 provides a
summary of Google offerings. In this course, we will focus mostly on Google Docs, Sheets, and Slides.
Docs
Word
processing
Create documents such as reports, memos, and agendas
Sheets Spreadsheet Create data-based spreadsheets for storing and analyzing data
Slides Presentations
Create slide presentations such as for a workplace meeting or client
showcase
Gmail Email Send and receive emails
Calendar Calendar Schedule individual events and collaborative meetings
Search
Internet
search
Search the internet based on search terms
Table 2.6 Common Google Applications The Google Workspace includes applications for all the tools you need in the workplace
from communicating with colleagues to creating documents and presentations.

Maps
Maps and
navigation
Provide navigation directions based on location or address
Play
Application
store
List apps on android devices that are available for download
Meet
Online
meetings
Video Conference with others
Drive File storage Store files; similar to OneDrive; the cloud-based storage for files in Google
Contacts
Contact
information
Organize and store contact information such as email addresses and
phone numbers for people
Classroom
Educational
interface
Create a classroom interface to share files, turn in assignments, and have
class discussions virtually
Table 2.6 Common Google Applications The Google Workspace includes applications for all the tools you need in the workplace
from communicating with colleagues to creating documents and presentations.
Menu Overview
As you’ve learned, all the applications in the Google Workspace share some general features and functions,
which are found in the menus. Although there are slight differences between the apps, they all contain these
essential menus: File, Edit, View, Insert, Format, Tools, Add-ons or Extensions, and Help, as Figure 2.41 shows.
These menus are similar to the tabs in Office, but in Google they are called menus.
Figure 2.41 The main menu bars for (a) Docs, (b) Sheets, and (c) Slides are similar—from File to Help. (Google Workspace is a
trademark of Google LLC.)
Not only are there similarities between the various Google applications, but many of the menu options are
also similar to those you learned about in Essentials of Microsoft Office). As you progress through the course,
you will learn and practice most of the specific features within each menu. Here, our focus is on the essential
shared functions.

File Menu
The File menu is used to open files in Drive, to create new files, and to print materials. In addition, the Make
Available Offline option lets you work on files when you do not have internet access. (See Figure 2.42.)
Figure 2.42 The File menu is mainly used for opening and saving documents. (Google Docs is a trademark of Google LLC.)
The File menu also has tools for saving and exporting files in different formats. Docs and Sheets are
compatible with their Microsoft counterparts, so users have the option of either working on a Word or Excel
file in Docs or converting the file into a Google file. This appears in the menu as the Save as Google Docs
command. Google files can be opened and edited in only a browser window, from your Drive.
Recall that Google automatically saves your work for you in the cloud. If you want to save files locally or to
other locations, you will need to use the Download command, which enables you to export the current version
of the document onto your own computer as a Word document, Excel spreadsheet, PDF, or some other file
format.
LINK TO LEARNING
If you own a smartphone, you likely already use the cloud to capture your text messages and other
activities performed on your cell phone. The cloud has become increasingly important in the business
world, and it is helpful to understand how it works. To learn more, watch this video on what the cloud is and

how it pervades our lives (https://openstax.org/r/78WhatIsCloud) from Scientific American.
The Download command brings up the menu shown in Figure 2.43. Using Slides as an example, one of the
download options enables you to download your presentation as a PowerPoint file.
Figure 2.43 Download your presentation to one of seven other formats, including a PowerPoint file. (Google Slides is a trademark of
Google LLC.)
The File menu also allows you to explore your document settings. You can use the Email command to send the
file to one or more collaborators. The Document Details option contains the file’s statistics and technical data.
The Page Setup command can modify paper size or format; as in Word, you can make your document’s
orientation either portrait (vertical) or landscape (horizontal).
The two most critical tools in the File menu are Version history and Share. Version history is a feature unique
to Docs. Every time you make a change in a file, Google autosaves your document, keeping many versions of
the file. Version history allows you to revert to a previous version of a file or simply to look back at previous
versions for reference.
The Share command enables a document’s owner to invite others to work on it. It is used to tag or add
collaborators who can read, comment, develop, or edit the file.
If you want to create a copy of an existing file, you can use the Save a Copy command. As Figure 2.44 shows,
this command allows you to make a copy of your Doc and save the document under another name. You can
save it to the Drive, which uses the cloud, as discussed. Or you can save the file to your hard drive, but your
files are safer in the cloud, and using cloud storage allows you to free up storage on your local device.

Figure 2.44 Creating a copy of an existing file by using the Save a Copy command. (Google Docs is a trademark of Google LLC.)
Opening an Existing File
To open an existing presentation in Slides, first, go to Drive (called My Drive on your computer). You will see
your recently saved presentations listed across the top. Even if you are working offline, you will still have
access to your files. If you do not see your presentation file, click on Recent under My Drive in the left pane, or
scroll down.
Figure 2.45 shows a typical Drive page. Your most recent presentations will be shown across the top, and
below you will find all the files you created using one of the Google apps. Click on your presentation to open it.

Figure 2.45 This is a typical Drive page showing recent presentations and other recent work. (Google Drive is a trademark of Google
LLC.)
Creating a New File
In the File menu, selecting New opens a menu, as shown in Figure 2.46. You can select a new Presentation
From template, new Document, new Spreadsheet, new Form, or new Drawing.
Figure 2.46 Select New Presentation, New Document, New Spreadsheet, New Form, or New Drawing. (Google Drive is a trademark of
Google LLC.)
After you have chosen the file type you want to create, a blank file of that type will appear on the screen. The
document will open with a default name based on the program. For example, a new Doc will have the default
name of “Untitled Document” and this will be listed at the top of the screen (see Figure 2.47). To change this
name to something more meaningful, double-click on the current title at the top of the screen. This will

highlight the words “Untitled Document” so that you can delete that and rename the file. You can also access
the Rename command in the File menu. The process is the same for Sheets and Slides.
Figure 2.47 You can also rename the file you just created by using the Rename command in the File menu. (Google Docs is a
Google also has a wide variety of templates to choose from. You can create a new file using a template in a
similar manner to how you use templates in Office. Templates can be a great place to start if you are designing
a specialized document or file such as an invoice or a budget worksheet. They can also be useful when doing
more creative work such as designing flyers. The templates can provide a starting point for you and you can
customize to meet your needs. To access the templates in Google for each of the programs, use the expanded
menu to the side of the program name when you choose New (see Figure 2.48).
Figure 2.48 When creating a new file in Google, you can either create a file from scratch or start with a template. (Google Drive is a
Printing a File
The Print command in Google is found in the File menu. There are also two shortcuts to printing a file: Ctrl+P
or the printer icon on the toolbar. When you select print, a window will open with similar settings that you
might see in Office (Figure 2.49). You can manage the various settings related to printing such as the number
of copies, orientation, and paper size. Like with Office, you will also be able to see a preview of the file you are
printing.

Figure 2.49 When you have changed the appropriate settings, click Next to print the file. (Google Docs is a trademark of Google LLC.)
Edit Menu
The Edit menu contains the expected choices: Undo, Redo, Cut, Copy, Paste, Delete, Duplicate, Select All, and
Find and Replace. Clicking on Find and Replace brings up the window shown in Figure 2.50. You type in a word
from your file. For each occurrence, you confirm whether you want to replace it with another word. Although
most misspelled words will be caught by the spell-check function, if, for example, you have misspelled a title or
name throughout the file, using Find and Replace is an efficient way to make sure you catch all the errors.

Figure 2.50 You can use Find and Replace to find specific text in a file and replace it with other text. (Google Sheets is a trademark of
Google LLC.)
The Edit menu for each of the apps looks similar. Figure 2.51 shows the Edit menu.
Figure 2.51 The Edit menu will look the same in Docs, Sheets, and Slides. (Google Docs is a trademark of Google LLC.)
View Menu
The View menu controls the way your document or file appears on your screen, allows you to show certain

components to others, and lets you set three different modes in Docs: Editing, Suggesting, and Viewing. The
default mode is Editing, which allows the user to edit the document directly. The Suggesting mode is similar to
Track Changes in Word, as shown in Figure 2.52. In this mode, the changes you type into the document
become suggestions rather than actual edits. You can then either accept each change by clicking on the check
mark or reject it by choosing the X. You can also add comments to the edits, which is especially useful when
you are collaborating with others on a document.
Figure 2.52 Notice that when you are in Suggesting mode, changes are not saved until you first either accept or reject the edits, as
represented by the check mark or X in the comment box. (Google Docs is a trademark of Google LLC.)
In Sheets, you can use the View menu to display the gridlines or not, or to display a ruler at the top. In Slides,
you use the View menu to view the slideshow, zoom in if needed, or show the speaker notes for the
presentation. Figure 2.53 shows the different View menus for each application.

Figure 2.53 The View menus for (a) Docs, (b) Sheets, and (c) Slides will become more familiar to you as you navigate the programs.
(Google Docs, Google Sheets, and Google Slides are trademarks of Google LLC.)
Insert Menu
The Insert menu is used to insert a variety of items into a file. The different apps may offer different items that
are best suited to the purposes and uses of that app (see Figure 2.54). In Docs, the Insert menu includes items
such as inserting images, footnotes, headers, and page numbers. Sheets insert options include inserting
columns/rows, charts, and formulas. Finally, Slides includes options for inserting tables, drawings, text boxes,
and WordArt. Other chapters will cover the Insert menu in more detail.

Figure 2.54 The Insert menu in (a) Docs, (b) Sheets, and (c) Slides differ slightly from one another depending on the function of each
program. (Google Docs, Google Sheets, and Google Slides are trademarks of Google LLC.)
Format Menu
The Format menu enables you to alter the visual appearance of most elements within your document,
spreadsheet, or slide. Most frequently, you will be formatting text, paragraph setting, spacing, and layout in
Docs. In Sheets, you will be formatting the information in the cells and adding conditional formatting based on
specific rules. For Slides, the Format menu is much like that of Docs. To see the differences between the
Format menus, see Figure 2.55.

Figure 2.55 The Format menu in (a) Docs, (b) Sheets, and (c) Slides. While the options in Docs and Slides focus on formatting text,
Sheets’s options allow you to format numerical information in the cells. (Google Docs, Google Sheets, and Google Slides are
trademarks of Google LLC.)
Tools Menu
The Tools menu is where you’ll find the tools you need to help ensure the quality of your document, sheet, or
slide. Let’s examine some of the Docs offerings, shown in Figure 2.56. “Spelling and grammar” allows you to
check for misspelled words, to ensure phrasing and sentences are grammatically correct, and to create a
personal dictionary to which you can add frequently used names or words that are not in a standard
dictionary. There are also tools for quickly checking editorial matters, such as counting the number of words in
your document or seeing a list of linked objects. Notice how the menu also includes keyboard shortcuts. The
Tools menu also offers the option of typing by voice recognition, and it includes accessibility settings such as
the ability to use a screen reader to read the text on a page aloud and a magnifier to see content at a very
large scale. The Tools menu among the three Google apps is very similar.

Figure 2.56 The Tools menu contains some of the most useful features of the Google Workspace. (Google Workspace is a trademark
of Google LLC.)
The Tools menu is also where you can set standard preferences for your Google app. The General options
allow for automatically capitalizing initial words, automatically applying certain quotation mark styles, and
having spell-check running in the background, among other functions. In the Substitutions section, you can
set certain manually entered items to be automatically formatted, such as fractions. See Figure 2.57.

Figure 2.57 The list in (a) shows the general preferences; (b) shows the substitutions. (Google Workspace is a trademark of Google
LLC.)
Add-ons or Extensions Menu
The Add-ons menu is where you will find accessory programs that can be used for additional features
compatible with Google. For example, in Docs, if you need to work on a document with lots of mathematical
formulas and equations, you can install an add-on like MathType, which has offerings that go beyond Docs’s
equation feature. Or you might install Box, a cloud-based, file sharing, and storage app, to share files with
colleagues or clients.
Help Menu
The Help menu is self-explanatory: It contains the body of available knowledge concerning each Google
application, as well as all the fine print of the terms of use for the consumer or business. You can search for
content related to your question and you can access training materials in the Help menu (see Figure 2.58).
Conveniently, Docs also offers the user a dialog box with a list of all the keyboard shortcuts. The Help menu in
each of the Google apps is similar to the one shown for Docs.

Figure 2.58 Using keyboard shortcuts can be a time-saver. (Google Docs is a trademark of Google LLC.)
Other Menus
Some Google products have menus specific to the application. For example, Sheets contains a Data menu to
help format and organize data. Slides has both a Slides tab, with a variety of options specific to the
presentation page, and an Arrange menu for organizing the various slides within a presentation. You will learn
how to use these specific menu features as you practice using the software later in the course.
2.6 Collaboration
Learning Objectives
• Discuss the benefits and challenges of collaborating with technology
• Describe professional behavior in collaborative meetings
• Outline how to attend and host a meeting
• Share and collaborate on documents via editing and commenting
Businesses in nearly all industries have benefited from advances in technology that have presented the need
for collaboration among workers who are not located in the same geographic area, maybe not even on the
same continent. Collaboration is essential in today’s business environment and occurs at all levels within an
organization. For example, the marketing department uses collaboration to make sure that company products
are meeting customer needs. This could include working with product developers in the company to convey
key customer preferences. It could also mean working with the accounting and finance departments to make
sure that the products have the correct price point and that profit margins are being met for the company’s
strategic goals.
Collaboration and teamwork are often used to mean the same thing, but there is a key difference. Both terms
are centered on a group of people working toward a shared goal. With teamwork, however, the group will have

a defined leader, whereas with collaboration, there is no leader, and the group is more self-managed.
Collaboration and teamwork have become a core part of most business structures. In fact, being a “team
player” and being comfortable working with others have become key metrics in job performance evaluations.
Also, hiring managers seek out these skills in potential candidates. Effective collaboration takes practice. It
requires trust, information sharing, listening, an ability to accept feedback, and strong leadership to work well.
Collaboration in the Digitized Workplace
Reasons for collaboration are numerous. Collaboration provides innovative solutions to problems through the
sharing of ideas and ways to solve the issue at hand. But some results of collaboration can be more concrete.
For example, through shared resources, cost savings can be realized. Goals can be attained sometimes at a
faster pace with collaboration. Collaboration can contribute to enhanced job satisfaction as well as develop
employees’ skills.
Collaboration does not just happen spontaneously in organizations. Management will need to make an effort
to develop the structure and establish the culture of collaboration within the organization. This could mean
that management will set up teams or develop other such strategies to encourage the practice of
collaboration.
Collaborative Meetings
Meetings are necessary in nearly all types of organizations. Business meetings may be more discussion-based
or more centered on making specific decisions. Meetings are used to make decisions, exchange information,
announce changes, convey organizational goals, solve a specific problem, meet with stakeholders outside the
organization, or celebrate successes. Historically, meetings have occurred face-to-face, either in a traditional
conference room setup or in an individual’s office. But today’s technology enables us to conduct meetings
virtually, and this is where collaborative software programs come in handy.
Videoconferencing allows users to have a face-to-face meeting without being in the same room or even the
same part of the world. Videoconferencing tools include Google Meet, Zoom, and FaceTime. You can do
videoconferencing on a laptop, desktop, phone, or iPad. Meet, as shown in Figure 2.59 is part of the
Workspace. If you have a Google account, you have access to Meet.
Figure 2.59 Today’s technology enables us to meet with coworkers from across the world in a virtual meeting room. Depending on
meeting rules and norms, participants have the option of participating without having to turn on their cameras. (credit: “7.12.2020 -
Reunião GT – Retomada” by Ministério Público de Pernambuco/Flickr, CC BY 2.0)
2.6 • Collaboration 127

Zoom has recently become a leader in videoconferencing. Zoom offers both individual and corporate-level
subscriptions. The program has also been used for educational purposes in many schools and colleges.
Skype is a Microsoft product that has been around since 2003. However, it is not as popular as it once was, and
Microsoft Teams has taken over much of the functionality that Skype has to offer.
Finally, FaceTime is a video calling interface. FaceTime is an Apple product and is used for personal
communication rather than for conducting meetings in a business environment. To use videoconferencing to
its full capability, be sure your computer has either an internal camera or a webcam.
Professional Meeting Etiquette
Meeting etiquette for a videoconference should be given the same attention as preparing for an in-person
meeting. Although expectations may vary by organizational culture and the context of the meeting, there are
some general expectations to keep in mind. First and foremost, be sure to check your technology to make sure
you can access the link and that your internet connection is stable. Make sure you are familiar with the
software that is being used and know how to use some of the features within the program. Some key items to
understand prior to the meeting are:
• How to mute/unmute yourself
• How to turn your camera on/off
• How to participate in the group chat during the meeting if applicable
• How to enter comments
• How to use screen sharing options
• How to share files
• How to use emojis (if available and appropriate) during the meeting
During the meeting, unless you are the speaker, be sure to mute yourself. Also, be sure to be in a quiet place
without distractions such as pets and children. Consider what might be on the wall behind you. Some
programs offer the ability to customize the background that other participants see behind you.
Be on time for the meeting just as you would be expected to do for a face-to-face meeting. And finally, dress
appropriately for being on camera. In business meetings where you are an active participant, you should have
your camera on. If instead, it is a large group presentation, it might be appropriate to turn off the camera. It is
a good idea to check with the meeting organizer ahead of time to understand the expectations. For best
practices in videoconferencing:
• Make passwords mandatory for all participants to prevent uninvited guests from attending.
• Check meeting links to ensure they are accurate and are sent to the appropriate participants.
• Review security settings on participants’ computers to prevent identity theft.
SPOTLIGHT ON ETHICS
Ethical Considerations for Recording
Use of videoconferencing has grown exponentially due to its convenience and fairly straightforward
technology. It is quite easy to use, and most conferencing programs come with useful features and tools to
augment the experience. One of these conveniences is the ability to record. Recording meetings can be
incredibly useful; we can capture what was said for later reference or we can share the recording with those
unable to attend. That said, there are considerations to keep in mind when using the record feature. For
instance, some videoconferencing tools may record silently, with no indicator that the conversation is being
recorded. In most business settings, however, we want to avoid recording without the express approval of
all parties. Some applications will request participants accept the recording; failure to accept the recording
will usually take you out of the session. In addition, different states have different rules about recording

audio, video, or both. It would be wise to inform yourself of your state’s laws, as well as the company policy
for recording meetings and conversations.
Collaborative Work
One of the biggest differences between Word and Docs is Google’s capacity for sharing. Workspace was first in
the market for use in offices based on sharing and collaboration. Its biggest advantage is that it allows many
people to work on the same document at the same time, with all participants having the document open at
once and seamlessly writing and editing different parts of it. Microsoft 365 incorporates some of these
capabilities now, but Google has secured a strong market share since its introduction in 2006. Because both
Microsoft 365 and Workspace are widely used, it’s necessary to learn to use and collaborate in both systems,
especially in the file sharing and editing functions.
File Sharing and Transferring
The most popular types of file sharing software are Drive, Microsoft SharePoint and OneDrive, and Dropbox.
When sharing and transferring files, you need to have a system. Develop a system that is simple and easy to
understand. This might mean that you limit the number of folders or develop a file/folder naming system that
is used for all content in the shared drive. You might consider grouping files together by software program or
by business function. For example, you could have a folder that contains all relevant marketing PowerPoint
presentations or a folder in the drive for Marketing, for Accounting, for Management, and so on.
Consider creating a manual or at least a list of expectations and rules associated with the shared information.
This could include the file naming process, where to store specific file types, and how to obtain permission to
add files or folders. When a new person joins the team, make sure they get training on using the shared drive
space. Finally, you should also control access to certain files and/or folders in the shared drive. Not everyone
will need access to all documents in the drive. These permissions can be easily managed based on the shared
software platform you are using.
Collaborative Writing and Editing
Because Workspace is web-based, all documents are in the cloud, making it easy to collaborate with
coworkers. Multiple users can have the same file open at the same time and can make changes together. As
one example, this functionality is useful in a small business accounting system that generates many invoices.
Sales associates in different locations can update their sales amounts online, all using the same workbook.
This type of collaboration was not possible in Office until Microsoft released its online version of Office. Office
365 (now called Microsoft 365) was the first version that allowed collaboration and sharing similar to that in
Workspace. The Excel 2016 and 2019 desktop versions now permit collaboration and sharing in real time on
files that are saved to OneDrive.
Sharing a Document
In Google, you can choose to send your file to individuals by simply typing in their emails, as shown in Figure
2.60a. There are various restrictions and modifications you can add to your sharing invite. By clicking the drop-
down menu next to the person’s name, you can choose to make this person a Viewer, Commenter, or Editor.
This is the most basic level of adjusting the sharing settings by person. You can also select the gear icon at the
upper right of the sharing window and uncheck the options you don’t want, as shown in Figure 2.60b. The first
choice allows for collaborators to edit and share the Google file; keep it checked if you want them to be able to
edit, or unchecked if you don’t want the recipients to edit. If you want recipients to just read, uncheck the first
option and keep the second option. But if you don’t want readers to be able to edit, print, download, or copy
the file, you should uncheck both options.

Figure 2.60 (a) To share a file, simply type in the recipient's email address to send the invitation. (b) Clicking the gear icon will allow
you to manage what collaborators can do with the file. (Google Docs is a trademark of Google LLC.)
You can send people a link to the file without adding them as collaborators. There are more sharing
restrictions and options available in the Get Link box, as shown in Figure 2.61a. You can set your link sharing
up as a public link or a restricted link. The public link can be configured further, as you can see in Figure 2.61b.
Readers will be able to just view, comment, or edit. Or, you could choose Restricted, in which only certain
people can open the link. Whichever you choose—public link or sharing to groups or individuals—any changes
done by collaborators will be recorded, as mentioned earlier in the Version history feature from Docs. Adding
people as collaborators by sharing the file with them means that they get an email notification, and the file is
added to their “Shared with me” section of their Drive. This means that those collaborators have a Drive
account, whether through Gmail or through Workspace. When you send someone a link only, it’s not added to
their “Shared with me” and may be accessed by someone without a Google account, or without logging in to
their Google account if they have access to the link to the file.

Figure 2.61 (a) You can set up a public link for people to access a file, whether they have a Google account or not. (b) You can also
place some restrictions on access to the file. (Google Docs is a trademark of Google LLC.)
Accessing a Saved Document with Drive
Your options for sharing and viewing files will depend on how you save files in Drive. Drive is the main location
from which you will create and save your Docs. However, Drive can also act as simple data storage, where you
can keep your Word documents, pictures, PDFs, and many other types of files. Word documents are
compatible with Docs to some extent; you can even open a Word document directly from Drive and edit it in

your browser. However, you may notice some differences between your original Word file and the way it opens
in Docs. For example, some formatting may not seamlessly transfer to the Docs version of your file. Be aware
that you may need to make adjustments to clean up any incompatibilities. (Some other file types, like PDFs,
may need a separate application to edit.)
There are two ways to access files on your Drive. One is directly through your browser: Simply log in to your
Google account and navigate to the Drive app or go to drive.google.com and log in from there. This method
requires only an internet connection and an internet browser. When you select a .gdoc file, it will open directly
in your browser and you edit it from there. If you select a different type of file, you may want to edit it in-
browser or download it to your computer to use with another application.
The other way to access files is to sync your Drive with your computer. If you install Drive on your computer as
a network drive, you can access your files from your Windows File Explorer or macOS Finder window, as you
would your pictures or other documents. You can create folders or rename files all from File Explorer or Finder.
The advantage of this method is that you can open non-Google files, such as Word documents or PDFs, in their
native applications. That is, if you open a .docx file from FileStream, it will open in Word, instead of opening the
Google-compatible version in your browser. However, if you open a Docs file from FileStream, it will
automatically prompt your computer to open your internet browser and open the file there, as .gdoc files do
not have a native computer application.
The advantage of the in-browser method of accessing files on Drive is that it offers the user different options
for sharing and viewing files. In Figure 2.62, you can see on the right the available options: My Drive, Shared
with me, Recent, Starred, and Trash. My Drive contains your personal files: ones that you either created
yourself, uploaded from your computer, or copied to your Drive from people who shared files with you. Shared
with me contains shared files sent to you for collaboration. Recent contains the most recently opened or
edited files. “Starred” is a special category that contains only files that you have deliberately added to it by
selecting the “Add to Starred” command. These may be important files that you want to see later or files that
have high-priority issues needing to be solved. Trash, like the Windows Recycle Bin, is simply a place where you
send files to be deleted. Below these categories, you will see the amount of space you have left in Drive.
There are added benefits of using Drive. The most obvious one is that you can access your files from anywhere
in the world, with any device. A second advantage is the online drive’s interactive sharing ability: You can send
your file to anyone, either an individual or a select group. Finding and opening a file is as easy as signing into
your Google account, going to Drive, and locating your file.

Figure 2.62 Drive is the storage space that customers get on Google’s servers. As you pay fees, your storage capacity is increased.
(Google Drive is a trademark of Google LLC.)
The one potential drawback of Drive is its reliance on internet access. All files are accessed and saved through
the internet.

Chapter Review
Key Terms
AutoSave a function that saves continuously as you make changes to a file
Backstage view welcome screen and the File tab, where you can open or save a document, create a new
document, or configure settings for the application
blind carbon copy (Bcc) recipient in email; the recipient will receive the same email as recipients in the Cc
and To fields but will not be known to those recipients
carbon copy (Cc) recipient in email; the recipient who is Cc’d on the email will receive the same email as the
recipient in the To field, but the Cc recipient will be known to all other recipients
command process the user selects; located on the toolbar, on the ribbon, or in a menu
command group group of related commands that are placed together in one area of the ribbon
communication applications software that facilitates communication between individuals or groups
database applications software that organizes and manages large amounts of data, which could be textual
or numeric
dialog box window that appears within a software program prompting the user to choose or enter
information for a task
Download command in Google Docs that lets the user Save As their .gdocx file by exporting the file in
another file extension
email mail sent and received electronically
file electronic system used to store data and programs
file compression process of reducing the size of one or more files by removing unnecessary data
file format way data is encoded based on the application that the computer will use to read the file
folder defined area of a computer that stores files and subfolders
graphical user interface (GUI) portion of an application that allows the user to interact with the program
instant chat/messaging chat application that allows messages to be sent and received in real time
menu bar screen display of software commands that can be arranged in tabs and often at the top of the
screen; also called a ribbon
Portable Document Format (PDF) file format designed for publishing documents; maintains the same text
and object alignment when read in different software versions of .pdf readers
presentation application software used to create slides that combines text and visuals to be shared in a
presentation
ribbon area at the top of the application window where all commands are housed; organized into tabs
Rich Text Format (RTF) older text file format that is plainer and less sophisticated than .docx
Save way of saving a document that resaves the file with its existing name
Save a Copy command that creates a duplicate version of an existing file
Save As way of saving a document that enables you to rename the file or save it in another format
Share command that enables a document’s owner to invite others to work on it
spreadsheet application software that is used to work with data, especially numerical data
status bar feature that shows the computer’s progress in loading a website and is often found at the bottom
of the software screen
tabs sections of the ribbon that refer to related processes, organized by labels
template preformatted file, designed to save the user time in document formatting
toolbar bar of icons that are used in the program to perform functions; often found below the menus in the
program
Version history Google Drive feature that allows users to access past versions of the same document,
created using AutoSave
videoconferencing allows you to communicate with individuals over the internet using sound and video
word processing application software that is used to create text-based documents such as memos, letters,

and reports

Summary
2.1 Software Basics
• Software is the lifeblood of a computer system that gets work done personally and in the business world.
• Word processing applications are used to create text-based documents such as memos, letters, and
reports.
• Spreadsheet applications are used to work with data, especially numerical data.
• Presentation applications are used to create slides that combine text and visuals to be shared in a
presentation.
• Specialized applications include programs that are used only in certain disciplines or occupations.
• Installing and maintaining software is an important skill to have in today’s business world and beyond.
• Some best practices for organizing and cleaning your files include never storing files on your desktop,
removing files from the download folder, and using descriptive folder names.
• The different types of files include document, worksheet, presentation, and graphics files.
• Files can be managed, shared, organized, and stored in the cloud using the applications provided by
Google or Microsoft.
• Communication in organizations today is facilitated with technology.
• Many applications include features to facilitate communication across time zones and borders.
• Email applications such as Outlook and Gmail make it possible to communicate and to send files via the
internet.
• Instant chat/messaging platforms such as Microsoft Teams and Slack have been used to create virtual
workspaces for teams in organizations.
• Productivity in teams can be enhanced by using calendar applications to manage team meetings and
project tasks.
• Applications in the Office suite have generally the same layout.
• The options to customize files are arranged on the ribbon by tabs based on the usage.
• The Save, Save As, Open, and Print options are common among all applications.
• By using the settings options in the applications, you can customize the view and the ribbon to meet your
needs.
• Apps in Workspace include Docs, Sheets, and Slides. These apps are similar in many ways to their
Microsoft counterparts.
• Google has some of the same functionality that you will find in Microsoft, but items may use different
terminology.
• A unique feature of creating files in Google is that the files are automatically saved in your Drive in the
cloud.
• Commands and settings in Google are arranged in menus, with the more frequently used commands
appearing as icons on the toolbar.
2.6 Collaboration
• Collaboration and teamwork are essential aspects of today’s workplace. Both can be fostered through
technology. Sharing platforms such as OneDrive and Drive make it possible to collaborate and track
teamwork across a wide variety of applications.

• Today’s companies expect workers to treat videoconferencing with the same level of professionalism as in-
office meetings.
• Companies use popular software programs such as Zoom and Microsoft Teams to run videoconferences.
• You can share and collaborate on documents through editing and commenting functions.
Review Questions
1. Which program is focused on numerical information?
a. LinkedIn
b. Google Slides
c. Microsoft Excel
d. Adobe InDesign
2. ________ is software used primarily for developing slides.
a. A word processing application
b. A spreadsheet application
c. A presentation application
d. Adobe InDesign
3. ________ show(s) the computer’s progress in loading a website.
a. Menus
b. The status bar
c. The toolbar
d. A dialog box
4. What are the advantages of saving your file as a PDF?
a. The document will have a higher resolution.
b. The document will be editable and ready for sharing.
c. The document will not easily alter its font or change the position of objects across any device that
opens the file.
d. The document will not be able to be viewed by a web browser.
5. ________ is a programming language used for designing websites.
a. PDF
b. HTML
c. JPEG
d. RTF
6. If you want to save your file in a different format or in a different location, you would choose the ________
command.
a. Restore
b. New
c. Save
d. Save As
7. The file extension .xls is associated with which software program?
a. Google Sheets
b. Adobe InDesign
c. Microsoft Excel
d. Microsoft Word

8. Slack is a(n) ________ application.
a. calendar
b. email
c. meeting scheduler
d. instant messaging
9. ________ is used to send a copy of an email to a recipient without others on the email being able to see that
recipient's address.
a. Bcc
b. To
c. Attachment
d. RTF
10. When multiple calendars are centralized in a single calendar, this is called ________.
a. calendar creation
b. calendar color coding
c. calendar attachment
d. calendar integration
11. What type of Word file lets you start with a preformatted new document?
a. PDF
b. Open
c. themes
d. templates
12. Where would you find the AutoRecover command?
a. on the Home tab
b. on the Review tab
c. on the Slides tab
d. in the Options dialog box
13. Which tab contains the command group for paragraphs?
a. the Home tab
b. the Review tab
c. the Transitions tab
d. the Insert tab
14. Name three items that are found in the Options dialog box.
a. Save, Save As, Text
b. Save As, Font, Insert
c. Save, Proofing, Customize the Quick Access Toolbar
d. Insert, Proofing, Customize the Ribbon
15. What is the method of saving in Docs that lets you save a document to your own computer in a different
format?
a. Download
b. Save a Copy
c. Save As
d. Export

16. Where will you find the settings to automatically capitalize words at the beginning of sentences?
a. Backstage view, Options
b. Home tab, Styles command group
c. in the Paragraph command group
d. Backstage view, Info
17. ________ is an example of a feature that is automatic in Google but not in Office products.
a. File sharing capability
b. File storage
c. Find and Replace
d. AutoSave
18. Which videoconferencing application is used more for social interactions rather than business meetings?
a. Skype
b. Google Meet
c. Zoom
d. FaceTime
19. What is one potential drawback of Drive?
a. It lacks the ability to share links with others.
b. It is a cloud storage platform.
c. It is incompatible with Microsoft products.
d. The organization of files is not predetermined.
Practice Exercises
20. Provide an image of a user interface (UI) and label the menu, toolbar, and dialog box.
21. Describe an application you use regularly. Have you ever needed to upgrade the program? How did the
upgrade change the application?
22. Choose a file that you are comfortable deleting that is saved on your computer. Open that file and create a
backup of that file by saving it in another location with a different name. Then, delete the original file. Go
to the Recycle Bin and choose the file you just deleted and choose Restore. What did you notice about the
Restore process and the restored file?
23. Using your classes this semester, create a folder organization system for your electronic class files using
the best practices covered in this section. Explain how you can use this framework for future semesters.
24. Using either Outlook or Gmail, create a business email following up on a recent interview you had for a
job opportunity. Apply the best practices discussed in this section.
25. Establish a Google account if you do not already have one. Access the Google Calendar function and
create a calendar for one of your classes. Enter a few assignments as calendar appointments into the class
calendar.
26. Go into the Backstage view of Word and customize the Quick Access Toolbar to include cut, paste, and
another command of your choice. Remove the Redo command from the Quick Access Toolbar.
27. Go to the Backstage view in PowerPoint. Examine the options for additional ribbon tabs you can add.
Choose two to add to the ribbon that you think might be helpful when creating a presentation in
PowerPoint.
28. Go to the appropriate menu in Docs. Find the MathType add-on and install it. Use the add-on to create a
couple of mathematical equations in a blank document.

29. Create a new Slides file using a template. Go to the appropriate menu in Google, choose a presentation
template that appeals to you, and create a new Slides file from that template. Examine the menus that are
available in Slides and the tools found in those menus.
30. Create a meeting in Meet and invite participants. Create a document that will be shared with the
participants for collaboration. Use comments as appropriate in the collaboration document.
Written Questions
31. Why is the user interface important?
32. Why is software important?
33. You have been asked to prepare a presentation to introduce yourself to the other participants in the
management trainee program. Which program(s) could you use and why?
34. Describe the different types of Microsoft files that are commonly used and how each one can be used
both by a user and by a business.
35. What is the difference between a file and a folder?
36. Why would you compress a file?
37. Examine your own files and folders. How do you typically name your files and folders? Does your system
work for you? How might you improve your file/folder structure and protocol?
38. Describe an instance where you needed to work or learn remotely. What tools did you use? How did the
experience differ from an in-person meeting? What were the challenges? What were the benefits?
39. Why is email still so widely used in businesses today?
40. Discuss the benefits and challenges of communicating electronically in a global business world.
41. What is the purpose of being able to see document properties in Backstage view?
42. How does a command group differ from a ribbon tab?
43. What is the advantage of using AutoRecover?
44. What are the Workspace apps, and how do they compare with those in Office?
45. Explain the difference between Download and Save a Copy in Docs.
46. Why would you choose to create a new file using a template instead of starting with a blank document?
47. Why do we use videoconferencing?
48. Discuss how you see collaboration and teamwork in organizations. What are the challenges? What are the
benefits? What are the differences?
Case Exercises
49. Imagine you are working for a realtor in your hometown. You are asked to organize the files on the
realtor’s computer to make it easier for them to keep up with the properties they are selling and their
clients who are looking for homes. The realtor also deals with several rental properties. Design a folder
structure that is logical and that will be easy for your boss to manage when new clients or new properties
are added.
50. Aquent is a staffing agency for marketing professionals (Aquent: Global Work Solutions Company
(https://openstax.org/r/78Aquent)). As a result of the pandemic and their business needs, they have
converted to a permanently remote workforce. They have kept some office space for meetings and other
needs that necessitate meeting in person. What communication tools could they use to facilitate a remote

work policy? What are some challenges they might face?
51. Go back through Essentials of Microsoft Office and find a command that you would like to add to your
ribbon. Then, follow the directions in the chapter to do so. Once you have added your command to your
ribbon, answer the following questions: Why did you choose to add what you did? Which ribbon did you
add it to? Why there?
52. Discuss the value of specific Office applications (Word, Excel, PowerPoint, etc.) in a business context, giving
examples of why Office has become so dominant.
53. Read this article about conducting a hybrid meeting (https://openstax.org/r/78HybridMeeting) in the
workplace. Describe at least three key takeaways from the article that will help you plan a meeting where
some participants attend in person and others participate virtually. What are some challenges posed by
setting up such a meeting?

Figure 3.1 Many people use word processing software for a variety of purposes, such as writing a paper for an assignment, or
creating a report for a manager. Companies often use both Microsoft Word and Google Docs in the workplace. (credit: modification
of "WOCinTechChat" by wocintech (microsoft) - 175/Flickr, CC BY 2.0)
Chapter Outline
3.1 Navigating Microsoft Word
3.2 Formatting Document Layout in Microsoft Word
3.3 Formatting Document Content in Microsoft Word
3.4 Collaborative Editing and Reviewing in Microsoft Word
3.5 Document Design
3.6 Navigating Google Docs
3.7 Formatting Layout and Content in Google Docs
3.8 Collaborative Editing and Reviewing in Google Docs
3.9 Versions and Version History
Chapter Scenario
You have been tasked with writing a market trends report on the manufacturing division of WorldCorp’s
consumer goods company, which produces products such as televisions and computer monitors. A market
trends report summarizes the current status of an industry, details the major competitors and their market
share, and provides some information on where the industry is moving. You are the main document editor, but
you need to get information from other WorldCorp employees in different departments, such as the
manufacturing and the accounting departments, as well as from international business statistics databases.
Creating this report will require a considerable amount of collaboration and sharing of information, as well as
layout and design skills, to make the final report look good. The process of creating this market trends report
will require a thorough, working knowledge of the program you are using to generate it.
Microsoft Word and Google Docs are two of the more popular document preparation and editing software
programs. Both programs have a distinct look and feel, as well as their own advantages. Word is full of
powerful tools that can be used across different fields, from education to accounting. In contrast, Docs, a free
Creating and Working in Documents
3

application, has more user-friendly and collaborative features. Offices around the world use both tools for
different purposes. First, you will learn about Word, and then Docs, building on the basics from the chapter on
the Essentials of Software Applications for Business.
Learning Objectives
• Identify the most commonly used tabs in Microsoft Word
• Use the Navigation pane
Microsoft Word is a sophisticated word processing application. It completely transformed the document-
creation process, replacing typewriters and existing word processing programs, such as WordPerfect and
WordStar, with a user-friendly digital interface and hundreds of options for formatting. The comprehensive
features allow users to easily adjust fonts and page layouts, insert graphics, track revisions, communicate
collaboratively via comments, check spelling, search for text, and much more.
Let’s get started on our market trends report. As you learned in the chapter on Essentials of Software
Applications for Business, you should first open a new, blank document in Word. Using the default settings,
type the following into the document:
Industry and Market Analysis
The laptop industry is growing at a rather slow rate with sales expected to grow around 1% annually.
Sales in the industry currently are over $20 billion. A large part of sales comes from consumer
demand. There are several key players in the laptop industry. The largest companies in the industry in
terms of consumer laptop ownership in the United States (market share) are HP, Dell, Apple, Acer, and
Lenovo. Individuals can purchase a laptop at various price points based on the features, speed, and
storage capabilities of the laptop. These companies also compete in the tablet industry and some
consumers might make the decision to choose a tablet over a laptop. There are also laptops that are
considered “convertible,” meaning that they can be more like a tablet or a laptop with the screen
feature that allows full rotation.
You will use this text to build the framework for the market trends report as you move through the sections in
this chapter and in subsequent chapters.
Tabs
Word comes with a set of default tabs (or menus), which are the interface for most of the functions and
features you will use. Those tabs are File, Home, Insert, Draw, Design, Layout, References, Mailings, Review,
View, and Help.
MAC TIP
These same tabs are on the Mac Menu Bar, but the menu bar varies when you are in Word. There is no File
tab on Word’s toolbar in Mac. The default tabs you see depend on the settings you have selected. They
usually are Home, Insert, Draw, Design, Layout, References, Mailings, Review, View, and Tell Me. You can
access Word preferences and settings via the taskbar at the top of the screen.
Many of the features that are common among the tabs in Office were covered in the Essentials of Software
Applications for Business chapter. In this chapter, you will learn more about how the tabs work in Word.
You can customize your menu bar by adding or hiding tabs, and by modifying the tools that appear on each
144 3 • Creating and Working in Documents

tab. There are hundreds of commands you can choose from; the Word interface is highly customizable.
Customization of the tabs was covered in the chapter on Essentials of Software Applications for Business. The
next sections introduce some of the most important default tabs and their overall function, as well as the
most-used commands, as Figure 3.2 shows.
Figure 3.2 Notice there are several tabs, such as Home and Insert, that are common to all Office programs, as covered in Chapter 2.
Home Tab
The Home tab is where you will spend most of your time, as it contains the formatting of fonts, alignment,
headings, numbering, and lists, as well as the Find commands. It is also the default tab that displays when you
open your document. We will go over the Home tab commands in detail in Formatting Document Layout in
Microsoft Word.
Insert Tab
The Insert tab is useful for adding certain material into your document. The Insert tab also allows the user to
include elements such as headers and footers, page numbers, page breaks, and bookmarks. We will review
using these features in more detail in the chapter on Document Preparation.
Knowing how to use the Insert tab is particularly important for designing business documents, such as your
WorldCorp market trends report. Your report will contain many pages and sections, as well as a table of
contents and page numbers. It will also likely contain charts, graphs, and images, all of which need to be
inserted into the document. For example, you could insert a chart of the top-selling TV screens (by using the
Charts drop-down menu), then add a callout or label explaining the chart (by using the Shapes drop-down
menu).
Layout Tab
The Layout tab is where you will configure your page setup. It includes commands for adjusting margins and
the paper size, as well as options for shaping the text on the page with columns. The Paragraph command
group is for adjusting the alignment of lists, body text, and objects such as pictures in your document. This tab
also gives the user options for adding page breaks and line numbers.
Review Tab
If you are working with a team on your documents, you’ll likely use the Review tab. This tab has a commenting
function that allows users to add comments to a file, and to respond to each other’s comments, as also
discussed in the Essentials of Software Applications for Business chapter. As Figure 3.3 shows, the Review tab
contains the Track Changes feature, which is helpful when many people are taking turns reviewing and
contributing to a document. When Track Changes is turned on, edits to the document appear underlined and
in colored text. Each user’s edits will be colored differently to easily distinguish input from multiple people. This
is particularly helpful when documents go through several revisions and are reviewed by many people. The
3.1 • Navigating Microsoft Word 145

market trends report for WorldCorp is a team effort, requiring several people to contribute to the final
product. You can expect that as the document is created and revised, comments will be used to help reach the
final version of the report.
The Track Changes process might feel familiar to you, as it is designed to mimic the act of marking up a paper
document with a pen. You might have had someone work on your résumé or mark up a homework
assignment of yours, using a red pen to make suggestions and revisions on the document itself. In a Word
document, comments and Track Changes serve the same purpose as using a red pen on a paper document.
This process will be covered in more detail later in the chapter.
The Review tab also has many commands that allow commenting and suggesting changes in documents that
are used and edited by multiple people. Figure 3.3 shows two comments that users made by choosing the New
Comment function. As people work on the document, they can read and respond to those comments, or
remove them by clicking on them and selecting Delete in the Comments menu. There are also options in the
Show Markup button found in the Tracking command group to display (or not display) formatting changes
such as boldfacing or underlining.

Figure 3.3 The Review tab in Word is helpful when multiple people are working on a document. It allows them to add comments and
track revisions. The second comment is the lower one and is the reply to the one above it. (Used with permission from Microsoft)
Also on the Review tab, the Proofing command group contains helpful tools that you will use often when
writing and editing a document. You can check your spelling and grammar, look up words in a dictionary or
thesaurus, and keep track of your word count.
You will learn more about the Review tab and its features in Formatting Document Layout in Microsoft Word.
View Tab
The View tab is useful for changing how you see your document. For instance, it gives you the option of
looking at your document one or two pages at time. You can also activate the zoom option from here, as well
as add rulers and gridlines, which are helpful when placing objects, such as a table or picture, in the report you
may be writing. You can also access the Navigation pane in the View tab. You may also use the read, print, or
web viewing modes when typing, which give you different ways of seeing your document, as Figure 3.4 shows.

Figure 3.4 The View tab allows users to view documents in a variety of ways. The multiple pages selection, shown here, lets you see
several pages at once. (Used with permission from Microsoft)
Navigation Pane
The Navigation pane serves various purposes. The Navigation pane is accessed directly by checking the box
on the View tab in the Show command group. You can also get the Navigation pane by selecting Find from the
Home tab. With either of these options, a pane will open on the left side of the screen. There are three tabs in
the Navigation pane: Headings, Pages, and Results. The first tab, Headings, is the first thing you will see when
you open the Navigation pane. This tab shows the outline of your document, but only if you have placed
headings for each section and subsection (which you will learn more about in the section on Formatting
Document Content in Microsoft Word). The Pages tab shows a thumbnail representation of the pages of the
document. The Results tab is used for searching for a particular word, phrase, or number throughout the
document, as Figure 3.5 shows. You can always activate the Find function with the Ctrl+F keyboard shortcut.
MAC TIP
To activate the Find function on a Mac, press Command+F.

Figure 3.5 The Navigation pane is a sidebar that helps you move quickly from one section of your document to another, or locate a
specific term or phrase through its search feature. (Used with permission from Microsoft)
What Is a Document?
You will likely work in creating, editing, and consuming documents throughout your personal life and
professional career. But what exactly is a document? Generally, a document is any type of file that contains
information or transferred thoughts/ideas. While historically these documents were transferred to some
type of paper or physical presentation on a chalkboard or displayed with an overhead projector, nowadays
these are largely found in electronic format. However, when we are referring to a document with respect to
Word, we are referring to a very specific type of file. This document file will contain primarily text and
images that have been formatted and processed electronically. Hence, Word is a word processor, a type of
program that contains a number of different text formatting capabilities for producing primarily text-based
files and documents. This is an important distinction, as you can create any number of different text-based
files in several different programs.
There will be times when you may not have access to Word or another word processing program. Many
computers, and even some portable devices, will come with a preinstalled basic text processing as part of

their operating system. Notepad is one example. While you will not be able to format the text (not even
bold, italic, or underline), you can capture basic text information and save it as a basic text file (.txt) to your
computer. This can be useful for jotting down quick notes—hence the name Notepad. Then, later, when you
have access to Word, you can copy and paste the text from Notepad into Word, where you can format it and
incorporate it into other documents if needed.
Learning Objectives
• Format page setup and margins
• Create different types of sections and modify section formatting
At WorldCorp, each major division represents a product line. All these divisions have their own functional
departments, such as finance, marketing, manufacturing, research and development (R&D), and logistics. To
write your report on market trends, you will need to get information on the products from these different
departments. For example, the marketing department might provide sales data for a particular product, while
the finance department can provide the profit made for each product sold. Practically speaking, this means
creating a document that is readable and easy to use for everyone.
Setting the page layout for your document in Microsoft Word allows you to present material in a way that
maximizes ease of use. Page layout includes setting margins and page size, choosing the page orientation,
introducing features like columns, and breaking up a document into sections so that different parts can have
different formats applied. These functions can be accessed using the tools on the Layout tab (see Figure 3.6).
Figure 3.6 The Layout tab has clearly defined drop-down menus and buttons for its page layout tools. (Used with permission from
Microsoft)
Page Setup
The Layout tab contains commands and tools for adjusting the overall page setup of your document, located
within the Page Setup command group. Page setup typically includes adjusting the paper size, margins, and
orientation, as well as adding features like section breaks and columns. There are accepted standards for
document formatting, but these can vary by target audience and by industry. For business reports, such as
your market trends report, a 12-point font for body text (Calibri, Times New Roman, and Cambria are some
popular fonts), and one-inch margins on all sides (top, bottom, left, right) are typically standard. Most reports
also have sections and section headings to help break up and organize the content. The line spacing in the
reports can vary, but the most common spacing will be either single-spacing, 1.5-spacing, or double-spacing.
Each of these elements has an important role to play in presenting the document to its audience (e.g.,

business professionals), as well as an impact on readability. Some fonts are easier to read than others, or are
more appropriate for a specific genre of document. You may use a style guide (a manual for consistent styling
and editorial treatment) like the Chicago Manual of Style or the Modern Language Association (MLA) style for
published corporate reports, but many businesses do not strictly follow a manual of style for internal reports.
For reports like your market trends report, it is usually left up to the employee or the supervisor to determine
the best formatting and style for the report. For reports that will be distributed externally, such as at a
conference, you should ask colleagues in charge of these events if they have formatting and style
requirements for documents. It is important to keep the intended audience in mind when setting up the
document.
Style Guides
Different industries will establish certain expectations around the types of documents that are typical of
their field, as well as how these documents are formatted and presented. For instance, newspapers will use
a certain type of font and use only certain types of formatting options. They will also define the paper size,
margins, and how the content is laid out on the page. If you review a handful of different printed
newspapers, you will find that each has a very specific style and that no two really look alike, although we
recognize that they are newspapers because they share a subset of agreed-upon standards (such as page
size). So too, will you find that your industry has a specific style, and in your studies, you will be asked to
adopt different writing and formatting standards. These are known as style guides, or style manuals.
Common ones you may encounter while in college are the APA (American Psychological Association) and
MLA (Modern Language Association) style manuals; however, others exist, including ones used in specific
industries, such as the CSE (Council of Science Editors) style used in biology and other sciences. These
guides will define how documents should be formatted in their entirety, from font type to the general
layout of pages, including margin width and line spacing. It is important to know that these styles are
updated regularly. You will want to stay abreast of these updates. To make this easier, most major style
guides, such as APA and Chicago, have websites that provide information about updates. To ensure that
you stay informed, some of these websites offer subscriptions for information about updates.
While Word does not come preset with these formatting requirements, you can create your own style sets,
which you will learn more about in later chapters. What’s more, there are many online resources that can
help guide you in these formatting requirements. For instance, the reference or citation page tends to be a
sticky spot for many students. There are several citation styles in the citation tool in Word. There are also
many free online services that can help you create your reference list by inputting relevant information into
guiding categories. They then generate your reference list for you. A word of caution: You should also
review and verify if the produced content does align with the formatting requirements of that style. Styles
do change and are updated, and these services do not always remain current.
Margins
All pages in a document have a margin, a blank area from the edge of each side of the page to the content.
Margins make a page more readable, and in printed documents, allow space for bindings, notes, and so on.
You may encounter projects that need different margins on different pages, or unconventional margins—that
is, custom margins.
To adjust the margins of a page, go to the Layout tab. Select the Margins icon, and a drop-down menu will
appear. The default margin is Normal (1 inch on all sides), but this can be adjusted via the prepopulated
options, such as for different layouts with narrower margins. If you want to set your own margins, choose the
Custom Margins option at the bottom of the drop-down menu. In the dialog box shown in Figure 3.7, notice
3.2 • Formatting Document Layout in Microsoft Word 151

how you can adjust the margins to be various measurements.
Figure 3.7 The Margins tab in the Page Setup dialog box lets you (a) choose from predetermined selections, or (b) create your own
specifications through the custom margin dialog box. (Used with permission from Microsoft)
Orientation
Page orientation refers to whether the page is vertical or horizontal. The default in Word is the vertical layout,
called portrait orientation. This layout works best for everyday text documents, such as business reports and
correspondence. The horizontal layout is known as landscape orientation, and works best for documents with
tables and graphs that otherwise would not fit well on a vertical page. Using the Orientation command in the
Page Setup command group, you can alter the orientation of your entire document, or also limit the changes
to certain pages or sections. Figure 3.8 shows the two layout options.
Figure 3.8 Inserting sections in your document allows you to change the page orientation between sections. (Used with permission
from Microsoft)

Line Spacing
The space between lines of text as you move through the document is referred to as line spacing. You might
be familiar with double-spacing, which is often required when creating documents for a class assignment.
However, the default in Word is single-spacing. To change the line spacing, access the Line and Paragraph tool
from the Paragraph command group on the Home tab (Figure 3.9). To change the spacing of text that has
already been typed, select the text and change the line spacing to the desired spacing. You can also set the
spacing before typing anything in the document.
The line spacing can vary throughout the document. It does not have to be consistent. You can, at any point,
change the line spacing by selecting the text you want to apply the different spacing to, and then selecting the
spacing from the Line Spacing tool on the Home tab. But keep in mind the professionalism of the document
you are preparing. It is not advisable to vary the line spacing throughout the document, as that can impact the
readability of the report. It can also look as if you did not take care to ensure consistency in formatting when
preparing the report. However, if you have a few sentences that need to stand out for some reason—such as a
table caption, or a block quote—having these elements set with a different line spacing might be appropriate.
Figure 3.9 (a) You can change the line spacing of a document by using the tool in the Paragraph command group. (b) There are
additional options for indentation and line spacing by selecting Line Spacing Options. (Used with permission from Microsoft)
Through the Line Spacing Options tool, you can change the spacing before and after lines of text, the spacing
before and after paragraphs, and the indentation of lines of text.
Page Size
Understanding page size is particularly important when working at a global corporation like WorldCorp.
Different countries use different standard page sizes, and it is helpful to know how documents might vary
across various company locations. For example, the United States uses standard letter size (8.5 inches wide by

11 inches long), whereas Europe and East Asia typically use A4 size (8.25 inches wide by 11.75 inches long).
Similar to margin selection, when you select the Size command, there is a drop-down list of default pages
sizes, as Figure 3.10 shows. You can select from these options or choose to create a custom page size. Note
that the size selections include materials other than standard pages, such as envelopes.
Figure 3.10 You can select from a variety of predetermined page sizes for your document, or create a custom paper size if desired,
such as for a poster or invitation. This figure shows the entire drop-down list as two panels. (Used with permission from Microsoft)
Columns
You may be familiar with the column format in print media such as newspapers and magazines, where the text
on a page is separated into multiple, vertical columns. Sometimes columns are desired in specific types of
Word documents, such as newsletters or brochures. They can also be useful if you have a long list of short
terms and want to optimize page space by utilizing columns instead of having a large expanse of white space.
Word has many options for creating columns. To do this, you can select a section of text, go to the Columns
drop-down menu, and select from common column layouts. Menu options include columns of equal size, or
options where there is one narrower column on the side of a wider column. If you want to customize a column
to be of a specific width, or you want more than three columns in one page, choose More Columns. In Figure
3.11, you can see the options. The dialog box shows a preview of how the document will look. A line between
the columns is possible, as seen in the dialog box.

Figure 3.11 (a) More Columns opens a window where you can (b) customize their width and spacing. Columns are common in certain
types of documents, such as newsletters and brochures. (Used with permission from Microsoft)
Working with Section Breaks
Sections in Word are especially useful for long documents. A section allows the user to partition part of the
document, such as front matter, body text, and back matter, and apply different styles and formatting to each
section, while still maintaining all the text in one document. Sections are also important when creating a table
of contents and assigning page numbers in a large report. These concepts will be covered in more detail in the
chapter on Document Preparation.
The division of a document into front matter, body text, and back matter is more common in longer
documents, such as extensive reports, booklets, and manuals. Front matter typically includes the title page,
the table of contents, and prefaces or forewords. The body contains the main text of the document. The back
matter may include appendixes, an index, a glossary, or references.
Regardless of how you partition a document, having sections allows you to apply different styles to each
separately, including page numbering, page orientation, and formatting. Consider an example where your
document has a title page and a table of contents, and the main text begins on the third page. You don’t want
a page number to appear on the title page, but you would like the main content to start on page 1. You can
achieve this with a section break.
First, go to the Insert tab, select Page Number, and add page numbers to your document. The market trends
report is expected to be quite lengthy. Including page numbers in the WorldCorp market trends report will be
essential to help readers navigate through the document to the areas that are of interest to their needs.
To insert a section break, go to the Layout tab, click on the Breaks drop-down menu, and select the Next Page
section break, as Figure 3.12a shows. This will start a new section on the next page. Then, choose where you
want your page number to appear. As Figure 3.12b shows, it will be on the bottom right. Then, right-click on
the page number in that new section and choose “Start at 1” from the dialog box that appears. You can use
this feature to apply different page numbering styles, such as using Roman numerals in front matter.

Figure 3.12 Section breaks (a) allow you to have different page formats for different areas of the document. Panel (b) shows that the
number will be at the bottom of the page. (Used with permission from Microsoft)
Another advantage to having different sections in a document is that you can accommodate different graphics
well. This can be helpful when working with graphics that are best suited for landscape orientation, for
example. As with the page numbering, you can change the orientation for a specific section. Figure 3.13 shows
successive pages of a document with different orientations.

Figure 3.13 Inserting sections in your document allows you to change the page orientation between sections. (Used with permission
from Microsoft)
Learning Objectives
• Format font types, sizes, and styles
• Modify paragraph styles in a document
• Use headings for reader and internal organization
• Adjust settings for how text and graphics flow together
You want your WorldCorp market trends report to look professional. To achieve this, you need to consider how
the content should be formatted for its intended audience. Formatting applied to content includes line
spacing, font type and size, alignment, and the use of organizational features like headers. Many employees in
the organization, including those in upper management, will view the report, so you need the report to show
your professionalism and skills in your role in the marketing department.
Formatting Font
There are many ways to change your text formatting in Microsoft Word. The most basic ways of adjusting your
text are through the font, font size, and font style (bold, italic, or underlined).
The default Word font is currently Calibri. (Formerly, it was Times New Roman, and could change again.) Fonts
are described as either serif or sans serif (Figure 3.14). A serif font is one that has short lines on the ends of
the parts of each letter, whereas a sans serif (“without” serif) font doesn’t have those embellishments on the
characters. Serif fonts are usually considered easier to read when there is a large amount of text being
presented, and sans serif fonts are often considered to have a more contemporary look. For accessibility,
3.3 • Formatting Document Content in Microsoft Word 157

simple fonts such as Arial are a better choice to accommodate all readers. Fonts that are curvy or more artistic
in nature are difficult to read and decipher, particularly for people with vision-related impairment. However,
curvy and artistic fonts may be used to attract attention and add flair to promotional materials, such as
brochures.
Figure 3.14 The top three fonts are common serif fonts, while the three on the bottom are sans serif. Note the differences in the
lines on the ends of the letter strokes. (Used with permission from Microsoft)
You can select fonts using the drop-down menu within the Font options on the Home tab. There are many
fonts in Word, most of which are not appropriate for business reports because they are too ornate or
decorative. You should think carefully about the type of font you want to use and what it will convey to its
readers. You want to stay professional and avoid “fun” fonts like Comic Sans and Papyrus. Font choice also
affects the readability of your document. Script-like or blocky fonts can be difficult to read, especially with long
documents. Additionally, some fonts are more appropriate for headings or logos instead of the body of a
report or document.
MAC TIP
Mac offers some fonts that are not included in the Microsoft OS version, and, by default, is missing some
that can be added by downloading and loading the fonts into the application.
To adjust the font size, go to the Font Size drop-down menu, directly to the right of the Font menu on the
Home tab. There are other ways to adjust the font in a selection in a document, but this is the most direct way
to make the changes. The default font size is 12-point, but you may want to make your font larger or smaller.
Most documents use fonts in sizes 10- to 12-point. For your market trends report, you will probably want an
11- or 12-point font for your main body text, and a larger size for your report title and section headings. You
should ensure your font size is easily readable, especially if you plan to provide printed copies of your
document.
You can apply additional styles to your font, such as bold, italic, or underline, using tools in the Font command
group (Figure 3.15). There are also options for special text applications, such as adding superscripted text (text
that is raised above the line) and subscripted text (text that appears below the line), and changing font color.
Additionally, you can easily change the capitalization style through the Aa drop-down menu. This allows you to
set a selection of text in all capitals, all lowercase, or to capitalize each word, such as is common in headers or
titles.

Figure 3.15 (a) The Font command group lets you select your font and font size, apply special treatment like bold or italic, and set
case. Selecting the arrow (a) opens the dialog box (b) where you can apply multiple formats at once. (Used with permission from
Microsoft)
Formatting Paragraphs
Paragraph formatting entails customizing the way the text appears on the page and how it flows from one
paragraph to the next. Specifically, this includes line spacing, tab indentations, and alignment justification of
text.
As you learned in Formatting Document Layout in Microsoft Word, line spacing determines how much space
there is between the lines of text within a document. There are different advantages to single-spacing versus
double-spacing. Most business documents, such as emails and printed letters, use single-spacing. This means
that each line of text comes right after the other, with very little space between them. However, double-spacing
may be used in working documents, and can be useful when there are multiple collaborators and you are
using Track Changes. This allows for better visibility for the changes or edits, and makes it easier to see the
revisions in progress. Double-spacing means that there is a complete line of space between lines. In addition
to single-and double-spacing, users can use 1.5-spacing, or set custom spacing between lines within a
paragraph (Figure 3.16).
You can also specify spacing between paragraphs, which is different from the line spacing within a paragraph.
For example, you might want your paragraphs single-spaced, but want a visual break between paragraphs.

Figure 3.16 The Paragraph command group offers a variety of line spacing options in (a) a drop-down menu or (b) in more detail in a
dialog box. (Used with permission from Microsoft)
Paragraph separation is typically indicated in one of two ways: by indenting the first line of the paragraph with
a tab indentation as Figure 3.17a shows, or by adding a space between paragraphs, as you can see in Figure
3.17b. In the latter case, the paragraph is usually not indented, as the space serves the same purpose as the
indentation (i.e., to indicate a new paragraph). Most documents, including those used in business, have small
0.5” indentations at the start of each new paragraph as the default setting. If indentations are too small, they
are difficult to distinguish, and large indentations can look awkward and confuse readers.

Figure 3.17 Paragraphs can be indicated by (a) a first-line indentation or (b) by spaces between paragraphs. The latter works well in
documents where page count is not an issue as it could make for a longer document. (Used with permission from Microsoft)
Paragraphs can also be formatted with different alignment, or justification, styles (Figure 3.18). In documents,
the most common alignments for the body of the text are left-justified or fully justified. Left-justified means
that the text all lines up in a straight line along the left margin, but where text ends on the right margin varies.
Fully justified text lines up in a straight line along both the left and right margins. This produces a clean and
professional look and is often used in publishing or print materials. However, full justification can also lead to
awkward gaps within lines of text if the material contains a lot of long words or specialized content.
Determining which alignment is appropriate for a document depends on the audience. For example, if you
submit your WorldCorp market trends report for publication in an industry journal, it should be fully justified.

Figure 3.18 Most documents set the main text with either (a) left alignment or (b) full justification. (Used with permission from
Microsoft)
Other alignment options include centering text and right alignment. Centering is often used to give special
treatment to a particular element of content. Right justification is often used in financial data, where, for
example, numbers align best if they align on the right.
Headings
A heading helps readers understand the organization of a document by breaking it into meaningful chunks.
Different heading levels can be used to create a hierarchy of content that also helps users best understand the
material. In Word, headings can be set using styles that give them additional functionality, such as quickly
displaying an outline of your document and providing the ability to link to or between sections. You can also
generate a table of contents using headings.
As an example, let’s select three section titles from your market trends report. Let’s say that the major sections
of your report are as follows:
• Introduction/Executive Summary

• Industry and Market Analysis
• Competition
• SWOT (strength, weaknesses, opportunities, threats)
• Recommendations/Key Findings
• Summary
Open a blank Word document and type in the first three headings from the list above. For each header, select
the text, go to the Styles command group, and select Heading 1 (H1). H1 represents the top-level heading,
which you might want to use for a title or a high-level section title. As you can see, the font size and the color
changes automatically because you are selecting from the preset heading styles in Word. Repeat this
formatting for your next two headings. If you open the Navigation pane, you will now see that your three H1
headings appear in outline format (Figure 3.19).
Figure 3.19 (a) Headings serve as organizational signposts for a reader, collecting passages into sections and providing a hierarchy.
(b) Headings can also help you navigate documents. (Used with permission from Microsoft)
Heading hierarchies use the design of the heading to indicate levels of sections. The heading levels are usually

referred to by numbers (such as Heading 1) and sometimes the shorthand H1, H2, H3 is used. Word’s default
heading styles are designed to have a logical and intuitive hierarchy, which typically includes font size, and
sometimes font style. In general, color should not be used to indicate levels in a hierarchy since this is neither
logical (i.e., it is not clear why one color would be higher or lower than another) nor accessible (some colors
are not readily conveyed to users who may be visually impaired or have other accessibility needs).
Adjusting Graphic and Text Layouts
If you are using graphics in your document, you will need to determine how the graphics and text should
interact in the layout. When you insert a figure into a text document, the figure can be positioned in several
ways in relation to the text using the text wrapping menu, as Figure 3.20 shows. Text wrapping refers to how
the text is placed around an image or figure you place in the document. Text wrapping is accessed through the
Layout tab in the Arrange command group. Your wrapping style may depend on the size of the graphic, as well
as its purpose. If it is an important figure being discussed in the text and/or if it has a caption, you may want to
clearly separate it from the text with the “Top and bottom” option, allowing the text to flow above and below
the image, but not to either side of it. If the image functions more as a design element, such as a logo or
photo to add interest, you might have the text wrap around it.
Figure 3.20 The wrapping style of how an image and text interact should be based on the purpose of the image. (Used with
For example, let’s assume you want to add an image of one of WorldCorp’s products to the market trends
report. As you may recall, WorldCorp sells products such as computer accessories, laptops, and TVs. When
discussing trends in the laptop industry, you may want to include a picture of a laptop from a top-selling brand
in the industry, such as HP. To insert the image into the report, place your cursor in the area of the report
where you want the image. Then, copy and paste the image into the market trends report. Then, from the
Layout tab, select the Wrap Text tool and select the appropriate text wrapping style to present a professional
look for the inserted picture. The Wrap Text tool can also be accessed by right-clicking on the inserted image or
figure, as shown in Figure 3.21.

Figure 3.21 The default when inserting a picture is to have the picture inserted where the cursor is located “In line with text.” (Used
Notice that you can change the wrapping style using the tool that appears in the upper-right corner of the
image when you paste it in the document (Figure 3.22).
Figure 3.22 You can choose to have the picture inserted with text wrapping blocked around the picture using “Square.” (Inserting the
picture “In front of text” does not present a professional appearance as it hides some of the text.) (Used with permission from
Microsoft)

Learning Objectives
• Use the tools in the Review tab
• Use the Editor tool
To put together the market trends report, you will need to gather information from several departments. This
information will likely include past sales data, information about current major vendors and customers, an
evaluation of the major competitors, and other related content. To ensure the accuracy and integrity of the
content, you want to have each department review the data specific to their sector. You also want to have the
report reviewed by a peer colleague and your supervisor to ensure it is correct and of the quality expected.
Word offers collaborative tools in the Review tab that make it easy to solicit, see, and implement feedback from
other stakeholders.
Review Tab
The Review tab is vital for teamwork between collaborators of documents. Many documents are created in
collaboration across functional departments, and each contributor to the document needs to record their
changes and suggestions so others can review them. The Review tab also has several proofreading tools you
might need for editing a document, such as a thesaurus.
Proofing Tools
As a student, you have probably been instructed to spell-check your work before handing it in. Word offers
spell-check by simply selecting Spelling and Grammar on the Review tab. This tool will automatically check
your spelling and grammar according to the dictionary and other language parameters in Word (which you
can adjust from the default settings if desired). A dialog box will appear, and Word will give the option to
accept or reject each of its corrections. It should be noted that spell-check will not always check when a word is
misused.
For example, if you have typed “four” instead of “for”, spell-check will not indicate a misspelled word. The
document creator will still need to proofread the document and not rely entirely on the Spelling and Grammar
check tool.
Word gives its users many options for customizing their dictionary and language preferences. For example,
you may frequently use the abbreviation “e.g.,” in your business documents, which means “exempli gratia,” or
“for example.” If you don’t add this abbreviation to your Word dictionary, it may be labeled as a spelling
mistake. “Id est” is another Latin term you might see, which means “that is to say.” After you add these words
to your dictionary, Word will stop flagging them as an error (Figure 3.23).
Figure 3.23 Adding regularly used new words to your dictionary will save you time when spell-checking a document. (Used with

Another language customization feature is setting the proofing language. Word comes with dictionaries for
several languages, as well as a variety of English dialects, including British, Canadian, Australian, Caribbean,
Singaporean, New Zealander, and American English. After you set your preferred dialect, Word will check your
spelling and grammar according to that dialect. For example, if you choose American English as your preferred
dialect, the Spelling and Grammar tool will mark the word “favour” as an error and suggest the American
spelling “favor.”
Comments
Comments are used for calling attention to any content in your document that you want to solicit input on or
note for yourself. You can also use comments to flag spelling or usage queries, provide instructions to others
reviewing your document, remind yourself to address something later like adding a graphic or fact-checking a
statement, or ask questions about the content. To add a comment, select the segment of text in question, and
then select New Comment from the Review tab, as shown in Figure 3.24. You can then type within the
comment and click the arrow when you’re done to make sure the comment sticks.
Figure 3.24 Comments can be used to communicate collaboratively within a document, or to add notes to yourself. (Used with
When working in a document with comments, you can reply to any comment to add additional information or
start a dialogue about a specific item. Once comments are addressed and are no longer needed in the
document, you can either delete or resolve them, as Figure 3.25 shows. Deleting a comment removes it
completely from the document, whereas resolving a comment retains the comment in a history stored digitally
with the document.
3.4 • Collaborative Editing and Reviewing in Microsoft Word 167

Figure 3.25 Comments can be either deleted or resolved when they are no longer needed. (Used with permission from Microsoft)
In a collaborative business document like your market trends report, you may find that another collaborator
added content that was not ideal. The next collaborator or editor in the process could flag this content with a
comment and send the document back to be revised. When the collaborator is done making the changes, you
or they can resolve the issue.
Tracking Changes
The shared effort of writing a document across departments and functions is achieved through the Track
Changes tool on the Review tab. Once turned on, this tool literally tracks the changes a user makes to a
document, using a different color to highlight each user’s edits. Once the document is saved and passed along
to the next collaborator, that next user can clearly see what has changed from the original document. This
makes collaborating on a document asynchronously—that is, not at the same time—easy to do.
Sometimes, you might work in a document that goes back-and-forth between you and one or two colleagues,
and you review each other’s changes and resolve comments at each pass. In other cases, all feedback may be
collected and processed by one person. In the latter situation, after all collaborators have added their inputs to
the document, a final author decides what changes are going to be kept for the final draft. This person might
be a project manager or higher-level editor, depending on the workflow and organization of your company’s
editing process. This type of editing cycle—sending documents to various stakeholders for revisions and/or
input—is common in many industries. An editing cycle may repeat multiple times before the document is
finalized. Using Track Changes and comments allows for many iterations of the editing cycle, all while
maintaining clear version history and control.
The Tracking command group offers options for which changes or markups are shown. You can toggle
between No Markup and All Markup to see tracked and clean versions of a document (Figure 3.26). The Show
Markup selections allow you to turn off Formatting revisions so you can focus more easily on content changes.
There is also an option to turn on/off feedback from specific reviewers. These possibilities are helpful when
you have a document with a lot of markup and want to focus on one area of input in particular.

Figure 3.26 (a) Users can adjust how much markup they see, as well as (b) what types or markups are shown and which reviewers’
feedback is displayed. (Used with permission from Microsoft)
Collaborators, or a final author, have the option to accept or reject each change that has been tracked. While
reviewing changes, you can hover over any individual edit to see who made the edit and when, as shown in
Figure 3.27. The Changes command group on the Review tab has the option of accepting or rejecting the
various tracked edits as they are reviewed. You can also select to accept all changes in the document without
reviewing them individually.
Figure 3.27 (a) Track Changes tells you who made a revision, and at what time, and (b) lets you accept or reject each suggested edit.

Résumé Peer Evaluation
A résumé is a summary of your work experience that you use when applying for a job. You might not have a
résumé at this point, but you will probably need to create one in the near future. One option is to start with
a template that you find online or in Word or Google Docs and create one on your own. However, you might
consider starting at the career services office at your college. The career counselors in that department can
help you craft a professional résumé for your job search. You will first be asked to develop a list of your
previous jobs and the responsibilities that you had while working in those positions. Then, the career
counselor will ask about what type of job you are looking for now and your career goals in general. All of
these aspects will be reflected in the résumé you develop. The next step will be to create a first draft of your
résumé. The counselor will likely give you some tips and maybe even a couple of examples to reference
when creating your résumé. You can expect that your résumé will go through several edits and evaluations
before you have a final product.
Both Word and Docs have the tools you need to get feedback on your résumé drafts from the career
services department. You can share the file with others and have them insert comments or make revisions
to your résumé. Through the tools in the programs, you are able to see revisions made, who made the
revisions, and respond to comments. The collaboration tools in Word and Docs make it easy to get feedback
so that you can create a polished résumé to help you secure the perfect job.
Protect
If you do not want certain collaborators to change a document, you may configure your document so that
future readers of a document can change only certain components. In the Protect command group on the
Review tab, select Restrict Editing. This will offer two types of restrictions that you can set, as Figure 3.28
shows. The first, Formatting restrictions, lets you specify which elements of a document can be edited (see
Figure 3.29). For example, you might allow editing only to the main text and not allow it to headers or tables.
The second option, Editing restrictions, limits the level of editing others can do—from none, to commenting
only, to only tracked revisions. Those restrictions can be further customized to allow different restrictions for
different users.
Figure 3.28 Document protections can be added by restricting editing to certain components of a document, or to limited levels of

editing. (Used with permission from Microsoft)
Figure 3.29 (a) Formatting restrictions can get quite detailed; however, they’re important to set to keep your document’s style from
becoming inconsistent. (b) Editing restrictions for other users can range from allowing others to work freely, to work in Track
Changes, or to “read only” and not make any changes. (Used with permission from Microsoft)
MAC TIP
Protect menu options on a Mac also include password protections, document review protections, and
privacy. There is also a menu button for Always Open Read-Only.
Editor Tool
The Editor tool in Word adds another level of document support with a more comprehensive editorial review.
Essentially, it is like a virtual editor, which goes beyond simple spelling and grammar checking. The Editor tool
is on the Home tab and can also be found on the Review tab. Simply click on the icon, and it will review your
document and provide a report and score. You can set the Editor to review for formal writing, professional
writing, or casual writing.
The Editor tool will check for spelling and grammar errors, as well as potential improvements, providing an
explanation of the issue and a suggested revision (Figure 3.30). In addition to spelling and grammar, it will
check for clarity, conciseness, formality, punctuation conventions, inclusiveness, vocabulary, conciseness,
clichés, and many more. In fact, the Editor tool checks for over 150 different issues with readability in
documents. For each item, it will give a rationale and suggested improvement that you can accept or reject.

Figure 3.30 Editor will provide explanations and suggested revisions for errors of spelling, grammar, clarity, inclusivity, conciseness,
and more. (Used with permission from Microsoft)
3.5 Document Design
Learning Objectives
• Apply themes and styles to a document
• Use the Page Background command group
When creating your WorldCorp market trends report, you may choose to use custom formatting or existing
formatting to add styles to your document. You can achieve this via the options on the Design tab, by using
existing templates in Microsoft Word, or through combining those options to customize a template. Some
companies may have existing templates with logos, fonts, or colors that are part of the company brand. The
Design tab offers many options for quickly changing the graphical formatting of your document, applying
styles across the entire document so you do not have to manually make each change. You can change the
color scheme, fonts, and paragraphs, either manually or using the themes and styles in Word.
You may also opt to use a template. Templates are predesigned documents for a variety of purposes, including
reports, résumés, flyers, invitations, posters, and more. The advantage of a template is that it already has a
design applied. However, you need to ensure the template you select is appropriate for your audience and
purpose, and that your content will fit well in the template.

Using Styles and Themes
Your supervisor has suggested that you apply a theme to the WorldCorp market trends report. A theme is a
cohesive set of fonts, font sizes, and colors that can be applied to your whole document. However, before you
apply a theme to your document, you must “code” your document’s style. Styles are preset formatting for font
type and size, line spacing, and other formats that are used to change the appearance of text in a document.
Generally, you choose the style for the document before beginning to input the text. By choosing the style, you
are coding the document so that Word knows how to format various sections. These codes tell Word which
parts of the text are body text, titles, subtitles, and so on. Without these style codes, the theme won’t know
how to apply itself to your document.
Styles Pane
Before you can implement styles, you first must label, or code, all the styles in your document. This means
selecting parts of the text and using the Styles pane on the Home tab to identify them. For example, all body
text must be selected and the Normal style applied; all headings must be labeled as Heading 1, Heading 2, and
so on. Once all your text has a style applied, then you will be able to use the themes and styles to full capacity.
You can change the default fonts and font styles in the Styles pane, as Figure 3.31 shows. For example, if the
default Normal font is Times New Roman, you may want to change it to Calibri. Then, when you select a
segment of text and choose the Normal style, it will make the font Calibri, not Times New Roman. In effect, you
are telling the program what you consider as “Normal” text font in this instance.
Figure 3.31 The Styles pane allows you to assign each part of a document a functional style, which can then coordinate with Word’s
existing themes. Hovering over each style choice will reveal the changes to the text block in which you have placed your cursor. (Used
This is the manual way of applying styles. But the real power in using styles is to simply use them as identifiers
for your text so that themes can “read” and style the text properly. For example, it wouldn’t matter if you chose
Calibri as your Normal font style; if you select the “Madison” theme, for instance, the new Normal font will
automatically change to Arial, because that is what comes with the theme. Different themes have different
Normal font settings. To see what font a theme uses, you will need to select the theme and see the fonts it
uses. Now, let’s explore how to apply a theme and why it works so well with styles.
Applying Themes
Let’s revisit the different headings of the market trends report we worked on in Formatting Document Content
in Microsoft Word. Go to the Design tab and select the drop-down menu called Themes. You’ll see that there
are over a dozen default themes built into the software (Figure 3.32). As an exercise, choose the “Ion” theme
for your document. Selecting “Ion” changes all the available styles in your document. If you want to further
change the theme, you can change the color scheme using the Colors menu on the Design tab. There are
many different color palettes to choose from. Word offers these preset palettes because designers have
determined that the colors work together well to give documents a cohesive, professional appearance.
3.5 • Document Design 173

Figure 3.32 Word offers a variety of themes, each with its own set of fonts, colors, and styles. (Used with permission from Microsoft)
You can change the colors and fonts associated with the selected theme by choosing the menus on the Design
tab. Choose the Green color group and Arial font and apply it to the report.
When you change the color and font, all headings and titles of the section will change in one step. There is no
need to select each heading one by one because you already coded your document with the correct styles
before you applied the theme, so the theme knows which text is which type of heading, and so forth. In the
template, the current font of the Normal text is Corbel. By selecting the Fonts drop-down menu, you can
change all of the Normal text and/or Headings font. Go to the bottom of the drop-down Fonts menu and select
Customize Fonts. A new dialog box will appear with all the fonts installed in Office, as seen in Figure 3.33.
Choose a new font and select Save and the headings will be changed.

Figure 3.33 You can modify the fonts in components of a theme, such as headings, and they will change from (a) the default font
associated with that theme to (b) the customized font you select to apply. (Used with permission from Microsoft)
Page Background Command Group
The Page Background command group on the Design tab allows users to apply a page border, page colors,
and watermarks. A watermark is a lightly colored image, logo, or text that exists in the background of the
document. Like changing the page background color, adding a watermark will apply to the whole document.
Some companies choose to use watermarks to indicate the status of a document (e.g., “Draft”) or to imprint
their company name on each page of the document. To insert a watermark, select the Watermark icon and
choose Custom Watermark, as you can see in Figure 3.34.
3.5 • Document Design 175

As an example, let’s add a watermark to the market trends report to indicate that it is a private, internal
document. Type “Confidential” into the Custom Watermark dialog box and have it run diagonally across the
page. There are a few options to alter the text’s appearance on the page. For instance, if you want to change
the text to be less visible, choose Semitransparent. You can even use an image, like a company logo, as a
watermark.
Figure 3.34 You can insert customized watermarks such as company logos using the Custom Watermark option. (Used with

Figure 3.35 Watermarks are used to display letters or images on the page background. (Used with permission from Microsoft)
Learning Objectives
• Describe the major features of Google Docs
• Understand how to create a Google Doc in Google Drive
WorldCorp uses both Microsoft Office and Google Docs to conduct its daily business activities. These activities
are with both internal and external groups. For example, you might be sharing confidential sales data with the
internal marketing department at WorldCorp, but also share a version of the same information with less data
to external vendors. Both programs offer advantages: Microsoft has decades of being the industry standard in
word processing, spreadsheets, and presentation software, while Google offers a user-friendly design and
collaborative features.
In this section, you will revisit your market trends report, using Docs instead of Microsoft Word to create it. You
will see how Docs is different from Word and how to use it to your advantage.
Menus
What tabs are to Word, menus are to Docs. In Word, the tools we use to prepare documents are arranged in
tabs and then in command groups within those tabs. In Docs, the tools are arranged in menus instead of tabs.
There are some similarities between the names of the menus and tabs: For example, you have the Insert tab in
Word and the Insert menu in Docs. Docs also has a nice, user-friendly feature in which the tools that are used
more frequently, such as some of the alignment tools and the font tools, are on a toolbar under the menu.
This toolbar is called the action bar, and it is a static menu bar; it doesn’t change, like Word’s ribbon. This
keeps those tools handy so that it is faster and easier for the user to change items in the document. Many of
the tools on the action bar are similar to what you will find on the Home tab in Word. The menus in Google
3.6 • Navigating Google Docs 177

were covered in more detail in the Essentials of Software Applications for Business chapter, which discussed
the essentials of the Google programs.
Edit Menu
This menu is similar to the Edit menu in Word. Looking at Figure 3.36, you can see that this menu has
commands such as Select All, Undo, Redo, and Find and Replace. As in Word, the keyboard shortcut Ctrl+Z will
undo the last action you took, while Ctrl+Y is the opposite: It redoes what you have undone with Ctrl+Z.
MAC TIP
On a Mac, these commands are Command+Z and Command+Y, respectively. Any time a Ctrl+ function is
used on a Windows computer, the corresponding function key on a Mac will be the Command key.
Paste without formatting is a useful tool for copying and pasting text only, without any of the source
formatting (such as font, font size, or color). This is particularly helpful when copying and pasting from an
email or website.
Figure 3.36 The Edit menu has the standard copy, cut, and paste commands. (Google Docs is a trademark of Google LLC.)
View Menu
The View menu contains tools for looking at your document in different ways. It lets you see the file in three
different modes: editing, suggesting, and reading. It also gives the user options for things to toggle on and off,
such as the ruler and section breaks. The document outline found in the View menu (Show outline) is similar to
the Navigation pane outline view in Word (Figure 3.37). Showing the equation toolbar will let you add math
notation. Show section breaks allows the user to see where their document sections begin and end. Lastly, the
Full screen view is a view of the document that increases the window size to fit your whole screen (you won’t
see the Windows Start menu or your toolbar), and the window borders are seamless.

Figure 3.37 The View menu gives the user different options for how to view the document. (Google Docs is a trademark of Google
LLC.)
Insert Menu
The Insert menu has many tools and features that are available in Word, yet in Word, these commands are
distributed throughout different tabs. Inserting images, graphs, or tables works the same way in Docs as in
Word, but inserting drawings is unique to Docs. With Docs, you can choose to insert a drawing and either
make a drawing on the spot, or insert a drawing that is already saved in Google Drive.
From the Insert menu, you can also add conventional document features such as footnotes, headers, page
breaks, bookmarks, and special characters (Figure 3.38). There is also a way to insert math equations using the
Equation command. You will find some differences between the programs and how they deal with such
features.

Figure 3.38 The Insert menu’s central function is to add objects and document features to the document. (Google Docs is a
Format Menu
The Format menu shown in Figure 3.39 is the source for formatting text, paragraphs, indents, line spacing,
columns, and lists. The page’s headers and footers, numbers, and horizontal or vertical canvas are also
formatted here. As with Word, the user needs to select the text area that they want to change, and then select
the tool needed to modify it. Additionally, tables that were inserted using the tools in the Insert menu can be
further stylized to a professional look using the formatting tools available here, such as adjusting cell shading,
cell borders, and font.

Figure 3.39 The Format menu contains all the tools for modifying the text or whole document. (Google Docs is a trademark of
Google LLC.)
Tools Menu
The Tools menu has some interesting features that Word doesn’t have, such as the Explore command. The
Explore command is a unique feature in the Google suite of programs that uses machine learning to offer
suggestions and predict what information you might need as you are creating files. For example, the Explore
command lets you search the web for the citations you have but need to complete, or references that you
don’t have and want to find. It can also suggest other Docs and Sheets that you own or are shared on that may
be referenced or connected to your current document. The Explore command can also suggest images that
might be connected to what you are currently working on. These images can be from your files or from images
on the web. Both citations and references will be formatted in the manual of style of your choice—APA or MLA,
for instance. The tools for checking spelling and grammar and word count function in a similar way to Word.
You will learn more about the Explore command in Collaborative Editing and Reviewing in Google Docs.
Docs also contains a tool for tracking changes, similar to Word’s Track Changes. This tool, available through a
drop-down menu in the top right of the document window, allows the user to choose between Editing (normal
editing of your own document), Suggesting (tracking your changes), and Viewing (view-only), as shown in
Figure 3.40.

Figure 3.40 Track changes, or Suggesting, is accessed not from a menu, but from a drop-down menu on the right side of the
document screen. (Google Docs is a trademark of Google LLC.)
Through the Tools menu (Figure 3.41), you can choose Review suggested edits, which allows you to view the
suggested edits one by one and choose whether you’d like to accept or reject them. The Tools menu also
contains the Preferences window, which offers some of the general settings for your documents, such as
whether to use Smart Quotes and autocapitalization. (In Word, the Preferences are contained in the File menu,
which is covered in the chapter on Essentials of Software Applications for Business.
Figure 3.41 The Tools menu contains some tools for proofreading and collaborating in groups. (Google Docs is a trademark of
Google LLC.)
Creating a Doc
We are going to begin by creating our market trends report, starting with industry analysis information. The
most direct way to create a new Doc is to log in to your Google Drive. Once you are in the Drive, you can create
a new Doc by selecting the New plus sign, as discussed in the chapter on Essentials of Software Applications

for Business. Then, choose Google Docs from the list. This will automatically open a new window with a blank
document. You could also hover over the arrow to the right of the Google Docs icon and choose Blank
document or From a template to create the new file. As an alternative, once in your Drive, you can create a
new document by selecting the Google Apps icon, as Figure 3.42 shows. This will open a drop-down menu, and
you will choose which app to access, in this case that would be Docs for the Google word processor
application. A new tab will appear in your browser with the Docs. Here, you can choose to open from recent
documents or create a new document either by a template or an entirely new file (by choosing blank).
If you select the first icon, Blank, Docs will open a blank canvas, similar to how Word opens its blank
documents. You can also create a new document using a template. There are many kinds of default templates
in Docs’s Template Gallery, including résumés, letters, project proposals, work notes, brochures, newsletters,
legal agreements, and several educational document templates (like essays, reports, class notes, and lesson
plans).
Figure 3.42 (a) Choose + New to create a new file type in your Google Drive. (b) Notice you can also use this menu to create a new
folder or upload a file that is already created. (Google Docs is a trademark of Google LLC.)
Learning Objectives
• Modify document formatting
• Create different types of sections
• Modify the page setup
3.7 • Formatting Layout and Content in Google Docs 183

Your market trends report is coming along in Google Docs. In this section, you’ll learn how to format it and
modify the page setup, similar to the way we modified the document in Microsoft Word. We are starting with
the same information that we used in the previous sections, and instead now learning how to format the
document using the tools in Docs. This will give you firsthand experience with the differences and similarities
between the two programs. You will also learn that Docs, like Word, has the ability to include section breaks,
and each section can have different formatting if needed.
Document Formatting
There are different key formatting options that you can do at the start of each document, such as set the
paper size, normal text font, line spacing, inserting columns (if desired), and more. You can also select the title
text of the headings and insert sections. The indent options and margins are important, too. You can certainly
change these items at any point in the document creation process, but by thinking through some of the
formatting at the beginning, you can make using additional tools, such as inserting a table of contents, a bit
easier. Determining some formatting choices at the beginning can help with collaboration and readability as
you work toward a final document.
Formatting Fonts and Modifying Styles
To modify the font in any way after you have typed in the document, you first must select the text you want to
format, then either use the commands in the window menus or with icons and tools in the action bar. As
Figure 3.43 shows, you can select a word and then use the action bar to change the font type, make another
word bold, and make another word larger. You can also select a word and use the Format menu to change it.
Figure 3.43 Font formatting can be done through (a) the action bar or (b) through the Format menu. (Google Docs is a trademark of
Google LLC.)
The drop-down pane lists these items for selection:

Styles also have a similar function in Docs as they do in Word. The styles code your document so that it is
easier to apply formatting throughout. Docs comes with a set of default styles, like Normal text, Title, and
Subtitle, but these can be customized using the Options choice at the bottom of the style combo box. Applying
a style is critical for applying custom fonts and colors to a document. It is also essential when creating an
outline or table of contents for your document.
In Figure 3.44, you can see how to change the style from Normal text to Heading 2. First, you select the text,
then go to the action bar to select the style type.
Figure 3.44 The drop-down Styles menu gives the user a preview of what the different available styles look like. (Google Docs is a
As you can see in Figure 3.45, the text style has changed. The heading text was also added to the document
outline on the left. This is an important feature of styles in Docs. As you continue to apply styles within a
hierarchy, the outline in the document pane will reflect that hierarchy. For example, you can see that “Industry
and Market Analysis” is now listed on the outline as a heading. This can be particularly useful when managing
long documents, which Document Preparation covers.

Figure 3.45 Formatting text as a heading means it gets automatically outlined in the document pane. (Google Docs is a trademark of
Google LLC.)
Formatting Spacing, Indentation, Columns, and Lists
Changing the line spacing in a Doc is quite simple. You can easily change a whole paragraph’s line spacing
without having to select the whole paragraph: Just put your cursor anywhere in the paragraph and go to the
Format menu and hover over Line spacing. Then, choose the spacing you want (Figure 3.46).

Figure 3.46 The line spacing formatting options give the user more options than the standard paragraph line spacing. (Google Docs
is a trademark of Google LLC.)
Notice that you have the option to add a space before a paragraph or remove a space after a paragraph. When
you are constructing a long document, it might help the readability in long blocks of text to add some extra
space in between the paragraphs. This tool will allow you to add that line space either before or after.
Docs also makes aligning and indenting text simple. As with modifying the line spacing, you can place your
cursor anywhere on a single paragraph and adjust the alignment for the whole paragraph. You can either
choose an indent from the action bar, or go to the Format menu, then hover over Align & indent, then choose
how you want to align the paragraph. If you want to align many paragraphs, just select them all together with
the mouse, and then follow the same steps.
To indent a body of text, the first line of the selection is indented to the right five spaces, which is the
convention for indenting the first line of a paragraph. To do this indentation, press the Tab key on your
keyboard. But if you want to move the entire paragraph to the right, click anywhere in the paragraph and go to
the Format menu, then hover over Align & indent, and lastly, select Increase indent (Figure 3.47). Increase or
Decrease indent can also be used to create tiers within lists, like bullets and numbers. This creates a hierarchy
of bullets or numbers in your list (Figure 3.48).

Figure 3.47 You can choose indenting from the Format menu to indent selected text. (Google Docs is a trademark of Google LLC.)

Figure 3.48 Only the selected text is indented over to the right. The rest of the text remains left-aligned. (Google Docs is a trademark
of Google LLC.)
Docs also makes it easy to create and format columns with a single click. To quickly change the text to be set in
two or three columns, as in a newsletter or email advertisement, just put your cursor anywhere on the text, go
to the Format menu, hover over Columns, then choose the number of columns you desire (Figure 3.49). You
can do this in the Format menu as well. You do not have to do anything like selecting the whole section or
document because the column formatting will apply to the section or paragraph you are in. If you want to
apply it to multiple paragraphs, you will need to manually select those paragraphs.
For the WorldCorp market trends report, let’s try two columns for the two paragraphs in the Industry and
Market Analysis section. This might make sense if we want to add a chart or a table of data below the text.
Begin by selecting the body text that you want to format. Then, go to the Format menu using the steps
outlined above and place the paragraphs into two columns. It should now look like Figure 3.50.

Figure 3.49 Formatting text into columns adds more space below the text for additional items in the document, such as images or
charts. (Google Docs is a trademark of Google LLC.)
Figure 3.50 The columns present a professional look with the alignment of the text. (Google Docs is a trademark of Google LLC.)
Lastly, let’s review the Bullets & numbering tool. This tool has many useful applications, in business and in

personal documentation. It is used to create lists in your document. To show how useful lists can be, see the
unformatted chunks of text in Figure 3.51. The text is unorganized and hard to read.
Figure 3.51 Lists are used for visual appeal as well as organizational purposes. (Google Docs is a trademark of Google LLC.)
To make this text into a bulleted or numbered list, select all of it, go to Format, hover over Bullets &
numbering, then hover over Numbered list or Bulleted list, and choose one. Figure 3.52 shows what the
content would look like if you had chosen bullets. Alternatively, for new text that has yet to be typed, you can
use the action bar and choose your list type first, then type the text desired.

Figure 3.52 Bulleting text is preferable in professional documents when you have lists of items that you want to call out without
numbering them, which could convey a hierarchy or steps. (Google Docs is a trademark of Google LLC.)
Working with Section Breaks
Adding sections to your document is important for formatting headings and creating the table of contents. To
add sections in a Doc, place the cursor where you want the section to begin, then go to the Insert menu and
look for the Break command group. Select Section break (Continuous) if you want the break to stay on the
same page, or Section break (next page) to start a new section on a new page, such as starting a new chapter.
Let’s practice using the continuous section command with our market trends report. Recall from earlier in this
chapter, the major sections of a market trends report are as follows:
• Competition
• SWOT (strength, weaknesses, opportunities, threats)
• Summary
Add the remaining headings into the Doc and be sure to format the headings as you did previously using
Heading 2. Add the headings in the order in which you see them here. You do not have to worry about the
alignment at this point, as we are just working on getting the sections defined. As Figure 3.53 shows, if you
insert a section before each heading, you can visualize the headings on the left document outline pane. As you
insert a continuous section break, Docs automatically moves your text further down, about two lines, as you
can see with the heading “Competition.” You can now change the format of each separate heading, as each is
its own section. Continuous section breaks are useful when you want to rapidly change one section’s format,
and not have to manually select the entire section’s paragraphs. Sections can also be used to have different
headers and footers, page numbers, and margins than the rest of the document. They can also be helpful to
break up the monotony of reading a long document.

Figure 3.53 Section breaks are added using the Insert menu. (Google Docs is a trademark of Google LLC.)
If you want to view the section breaks as Figure 3.54 shows, go to the View menu, and select Show non-
printing characters. The document will display a light blue dotted line where the section break is. Deleting a
section is now easy because you can easily see the line; simply place the cursor at the left of the line and press
the Delete key on the keyboard. (Note that section breaks must be deleted using the Delete key from the left in
Docs; you cannot put your cursor to the right of the section break and use the Backspace key to remove it.)

Figure 3.54 From the View menu, choose Show non-printing characters to show the blue dotted lines where section breaks have
been placed. (Google Docs is a trademark of Google LLC.)
Page Setup
As in Word, the Page Setup commands are for selecting the paper size and orientation (horizontally or
vertically). In Docs, it is all done from the File menu; Page Setup is near the bottom of the File menu. In Figure
3.55, you can see the options in the dialog box. The first combo box is for choosing whether to apply page
setup to the whole document, or just a section. You can also adjust the paper size; there is a combo box with
popular paper sizes like letter and legal. Additionally, you can change the margins to create custom margins.
You can also adjust the margins manually on the top of the window, using the mouse to move the margin
markers on the ruler (Figure 3.56). Many of the page setup tools in Docs are straightforward and minimalistic.
Google programs are intentionally designed to be user-friendly, and this is just one example of how easy it can
be to make changes to your document.

Figure 3.55 Margins are set in the Page setup dialog box. (a) These are the margins if you choose an Executive size document. (b)
These are the margin sizes for the common Letter type document. (Google Docs is a trademark of Google LLC.)
Figure 3.56 You can also set margins by using the arrows in the ruler. (Google Docs is a trademark of Google LLC.)
LINK TO LEARNING
Docs also has numerous keyboard shortcuts that can help you perform tasks faster. These shortcuts are for
font formatting, line spacing, indent formatting, making lists, applying styles, moving and resizing objects,

and adding citations or comments. Docs can also be manipulated through the Alt commands, to move
around in the window menus. These Google Docs keyboard shortcuts (https://openstax.org/r/
78DocsShortcuts) can be found at Google’s support page.
Learning Objectives
• Use the Tools menu and collaboration functionality
Google Docs has many desirable features, but one of its biggest strengths as a word processing software
program is its ability to facilitate collaboration among multiple users. People like to use Docs for the ease of
sharing documents, tagging contacts, and inserting internet-enabled comments because these features make
working together easy. Microsoft Office has these capabilities as well, but because Google is free to use, many
people and small businesses prefer it. Nevertheless, many businesses use both because some features
function better in one product, and other features function better in the other. Google’s collaboration features
have been part of the apps from their inception. These features allow real-time edits to be seen by other users.
In the early drafts of the market trends report, you will use Docs for collaboration, because many in your
department are more familiar with the collaborative features in Docs.
In this section, you will take your market trends report and learn how to work on it with other employees at
WorldCorp, getting them to insert and verify data that you need to complete your task.
Recognizing Collaborators
The collaborative power of applications today is unparalleled. Internet capabilities have spurred new ways
of working together and applications have incorporated these capabilities to provide collaborative features
across a range of suites, including the two discussed in this textbook, Microsoft Office and Google
Workspace. You can leverage not only the embedding capabilities across these suites, but you can also then
create and modify these files and documents across individuals and teams.
While ease in this collaboration is well-established, less obvious is how to credit collaborators who are
contributing to these files. Internet-enabled collaboration makes recognizing collaborators easier because
user histories and versions can be tracked. Depending on the purpose of the document, you may or may
not be listing its authors and contributors. It is important to follow your company’s established protocol
when identifying and recognizing collaborators formally; regardless, one should always at a minimum
recognize contributions informally. This may come in an email when presenting the file or verbally during a
presentation.
Tools Menu and Collaborating
The Tools menu options include spelling and grammar, citations, the Explore command, tools for reviewing
changes in Suggesting mode, and the dictionary. The Docs Tools menu contains some of the same tools that
are found on the Review tab in Word. These are tools and commands to make your document professional and
polished, as well as enable collaboration. These tools make collaboration between cowriters and coeditors
possible, as everyone can review the suggestions and comments, tag others in the comments, and add
citations and references.

Spelling and Grammar
Before sending or sharing any document in the workplace, you want to make sure it is as error-free as
possible. You can do that by accessing the features of the Spelling and grammar command in the Tools menu.
The dialog box shown in Figure 3.57 has the same functionality and overall feel as Word, and it operates in the
same way, too, resolving each incident one-by-one.
Figure 3.57 The spelling and grammar checking tool in Docs is similar to Word’s. Always check that the suggestion is correct before
accepting it. (Google Docs is a trademark of Google LLC.)
As in Word, Docs offers users the option to add words to a Personal dictionary, so that they are not flagged as
errors by the spell-checker tool. To access the Personal dictionary, go to the Tools tab and hover your cursor
over the Spelling and grammar command. In the drop-down menu that appears, select Personal dictionary.
You can manually add words to it from there.
Citations and Explore
Citations are what give credit to sources. Sources should receive credit for contributing to your report, but
citations are also vital to avoid plagiarism. Citations appear in many different kinds of documents, from
educational papers to business plans. As you learned in Navigating Google Docs, Google’s Explore command is
an automated feature that is used in conjunction with citations. Word has a similar command called Smart
Lookup, but it only allows you to search the internet, not get autogenerated citations.
Assume that you have a list of web pages that you used as the bibliography for your WorldCorp market trends
report. Without automation, you would need to manually type in the website title, address, and date for each
source you are citing, whether it is in a simple list at the bottom of the report, or as a footnote, or even in a
separate document. With automation—that is, the Explore command—this task could become much less time-
consuming.
As you are writing the report, you can cite the source, and have Docs do the formatting of the reference. You
can cite the source either as a footnote or in the body of the text itself. Citing with footnotes is made easy with
Docs. Just select a sentence or word and go to the Explore icon at the bottom of the page (Figure 3.58).
3.8 • Collaborative Editing and Reviewing in Google Docs 197

Figure 3.58 The Explore button is a gateway to formatting references. (Google Docs is a trademark of Google LLC.)
A sidebar will appear, where you can once again search for the source in a Google Search (Figure 3.59). When
you have found the referenced site again, just use the Google Search feature of citation formatting.
Figure 3.59 The right side of the figure shows the references for the highlighted information. (Google Docs is a trademark of Google
LLC.)
Then, click on Cite as footnote on the Google Search Explore sidebar (Figure 3.60).

Figure 3.60 If you have a document that needs multiple sources formatted, the cite as footnote will be a handy tool. (Google Docs is
a trademark of Google LLC.)
The Explore tool automatically adds the citation on a footnote, using the citing format of the manual of style of
your choice (Figure 3.61).

Figure 3.61 Using the Explore tool lets you add citations rapidly. (Google Docs is a trademark of Google LLC.)
Suggesting Mode
When you share the market trends report with your colleagues for their input, you need to make sure that
everyone’s individual edits are captured in a clear way, similar to Track Changes in Word. The way to do this is
through Suggesting mode, as the chapter on Essentials of Software Applications for Business introduced. To
turn on Suggesting mode, go to the top right of the Docs window and look for the drop-down menu that says
Editing. As you click on it, select Suggesting, as Figure 3.62 shows. In this mode, every time you add text, it will
be surrounded with a bracket. If you delete something, the text will get a strikethrough. All of these changes
will be accompanied by a comment box that shows a check or a cross. To accept the change, choose the check;
to reject, choose the cross.
The key to making sure your colleagues can make these suggested changes in the first place is to make sure
they know to turn on Suggesting mode when they begin working on the document. You can either inform your
colleagues about this manually or share the document with them in Comment-only mode by selecting
Commenter when you share the document with them.

Figure 3.62 (a) Google’s version of Track Changes is called Suggesting mode. (b) When you make an edit to the document, you can
also add comments to other users about the edit. (Google Docs is a trademark of Google LLC.)
Reviewing Suggested Edits
You may want to create a document outlining the processes and workflow of the changes to your document,
particularly if there are multiple people working on it. You may want your report to be edited in a certain order,
perhaps with differing levels of access to the document. Or, you might want several people to work on it at the
same time. In the end, because you are the person in charge of producing the report, you will likely want to
review the overall result, after all changes have been added by others, so that you can accept or reject all of the
changes. This is where you will use the Tools menu’s Review suggested edits command. If the document is

filled with suggestions, it might be hard to read, so this feature is highly recommended, as it simplifies the
process of reviewing.
As Figure 3.63 shows, the drop-down box will display the options of Preview Accept All or Preview Reject All.
This is like the Track Changes feature combo box that says All Markup and No Markup. If you Preview Accept
All, you can see the document as if all the suggested edits were accepted. This will also make the document
easier to read. If you are satisfied with the changes, then you can just select Accept All. In contrast, the Preview
Reject All shows the original document before this version, without the current version’s changes, and it
doesn’t show brackets or strikethroughs as well. This way, you can control whether the document is
progressing properly or communicate with some collaborators if there is an issue with their additions or edits.
Although this function is available, it is not advisable to simply accept or reject all suggested edits in the
document. You should plan to review each suggested edit throughout the document and make the
determination about the edits one by one. You can review the suggested edits individually by using the up and
down arrows in the Review suggested edits tool in the Tools menu.

Figure 3.63 As you work in Suggesting mode, your changes are tracked and recorded. The font color changes for additions and
strikethrough is used to show deletions. (Google Docs is a trademark of Google LLC.)

Learning Objectives
• Access and use versioning features in Google Docs
• Access and use versioning features in Microsoft Word
This section delves into a feature of Microsoft Word and Google Docs called versioning. Versioning refers to
the technology where programs store multiple iterations of files until they are approved and saved. Essentially,
several edited versions of the file are maintained on an online server, as well as the original document.
Versioning technology can give you some peace of mind that your original document is saved somewhere, and
that any changes will need to be accepted (approved) before the final document is saved.
There are many user-friendly options in Docs’s versioning, as you can clearly see all of the changes created
within each version, as well as the time stamps for when each version was made. With this versioning
technology, your team can edit a document simultaneously, and everyone will see the changes happening and
what changes were made before you started working with the document. You will also see when other
collaborators add or edit the text. This sharing of the views of the document adds accountability to the work
on the final version of the document. It can be used to enhance communication about the rationale for
suggestions when comments are used. In Word, there are fewer options for accessing and using version
history features, but they do exist if you keep your documents stored on Microsoft’s cloud service, OneDrive,
or on a SharePoint server.
When you are creating the market trends report, you will be sending the draft to key personnel in various
departments to contribute to the report. Using these collaboration features will help as the document moves
through each stage toward a final, accurate report.
Versioning in Docs
With versioning, you no longer have to worry about losing your files if your laptop battery dies. You do not
have to be concerned if your program suddenly shuts down before you had a chance to save that last
paragraph you typed. Docs has a feature that, as long as you are connected to the internet, autosaves every
change you make to the file. There is no Save or Save As command because Docs is constantly saving in
Google Drive, which creates version histories. This version history can be accessed by going to the File menu,
then hovering over Version history, then selecting See version history. A sidebar will spring up to the right, as
shown in Figure 3.64, listing many versions of the file, each with a time stamp and the name of the person or
people using it at the time it was saved. With this Docs feature, it is not necessary to save multiple drafts of the
same document. An alternative way to access the version history is by clicking on the title bar that says, Last
edit was . . ..

Figure 3.64 You can see the last edit of the document from version history. You can also access version history by clicking above the
action bar. Version history is a Docs’s feature that lets you see all your little changes in a document writing process. (Google Docs is a
To quickly see new changes in a file, Docs has a See New Changes alert. It appears where the date normally
appears, next to the Help menu. If you select that, you’ll be able to see the recent changes from other
editors—specifically, you will see all the changes that you haven’t seen since the last time you opened the file.
This functionality is useful for quickly and easily seeing changes from collaborators without having to access
the version history.
Is Transparency Always the Right Choice?
Suggesting mode in Docs and Track Changes in Word serve the same purpose: Both help teams collaborate
and share documents. These functions also help teams maintain accountability on the document’s
grammar, usage, style, guidelines, and subject matter inaccuracies or faults. Google automatically logs the
chain of events of the addition or editing of text by time and collaborator, tracking who made each change
and when they did it. Between the Suggesting mode tool and Docs’s version history, the person in charge of
the document or team can monitor the progression of the document and increase the efficiency and speed
3.9 • Versions and Version History 205

of its completion.
When sharing documents between a client and a vendor, there could be concerns about access to all the
information in the document or the version history. Similarly, a supervisor might not want an employee to
see the comments and edits in a document summarizing their job performance and proposed salary
increase until they are ready to present it to the employee. That information might be important for the
human resources department to keep but does not need to be shared with the employee. So, although
Suggesting mode and Track Changes can assist with transparency and accountability, it can also be
problematic if information is shared to the wrong audience or before the document is ready to be shared
with others.
Now think about different circumstances in your life in which tracking changes and version history could be
helpful, harmful, or both. How would you store your different versions?
Browsing Versions
In Docs, all these versions of the same file are organized by date, with the newest on top (Figure 3.65). The top
version in the history is the most current and is open by default. You can check the date of the current version
on the title bar, right beside the name of the file. You can check the name of the collaborator who made the
edits by their name on the bottom of the time stamp, but also by the color of the circle next to the name, as
each collaborator will have a different color circle. If multiple people worked on the file, their usernames will
be listed below the time stamp, along with their color circle on the side.
The changes on the versions themselves are shown in highlighted font, similar to the Track Changes feature in
Word. But unlike Track Changes, each editor’s changes will not be identified with a different color. Just the
changes overall will be highlighted. If you want to find out who made the changes, hover the mouse above the
text you want to query, and the name of the collaborator will appear. If you don’t want to look at this highlight,
as it may be distracting, go to the bottom of the sidebar and uncheck Show changes.

Figure 3.65 You can check the date of the current version and the collaborator who made the edits. The changes are highlighted and
show who made them. (Google Docs is a trademark of Google LLC.)
Figure 3.66 If you want to find out who made the changes, make sure Show changes option is checked so you can hover the mouse
above the text you want to query. (Google Docs is a trademark of Google LLC.)

Naming Versions
In Docs, the versions do not have a name; they simply just show a time stamp. If you like a certain version and
want to keep it for future reference, or if you want to save it because it shows the progress of the file, select
that particular version and give it a specific name so that it’s easy to find. Select the three dots next to the time
stamp and a context menu will appear, from which you can choose to Name this version, as shown in Figure
3.67. As you finish typing the name, the time stamp will still appear, yet above it will be the name of that
version. This will keep track of the important changes in a collaboration.
Figure 3.67 (a) Naming the version can be useful, as there are many steps and processes in completing a business report. (b) Here,
the business report happens to be on marketing what are known as “the four Ps:” product, price, place, and promotion. You may
learn about these in the workplace. (Google Docs is a trademark of Google LLC.)
To name the current version, go to the File menu, then Version history, then Name current version. Next, type
the name of this version in the dialog box and click Save.
After you finish your document, you might have named some of the versions, and you might just want to see
only the named versions on the Version History sidebar. You can toggle the unidentified versions on and off,
on the top of the sidebar with the option Only show named versions, as you can see in Figure 3.68.

Figure 3.68 The named versions might be the most important or relevant ones. (Google Docs is a trademark of Google LLC.)
Making a Copy of a Version
To make a copy of a version, you will also use the context menu for the specific version. The menu has the
option to make a copy, in which you can make a new separate file from this document. (It is like Save As in
Word, in which you can save a version with a different file name.) If you use the Name this version command,
you will not create a separate file; it will still be the same document. However, it may be better in some
situations to have separate files with descriptive names to them, as you would with different saved Word
versions of a document. Many companies have file naming conventions to help them keep track of versions,
such as “project#_document_name, ver#”, followed by the initials of the collaborators who made the changes
(e.g., “WC05_Market_Trends_Report_ver1_AC”).
Having copies of the same file, but as different versions, is an option if you want to download these versions to
your business’s computer desktop or hard drive, instead of keeping them online. Having a different version
can also be useful if you want to send this version to a client or any third party. When a copy is made of any
version of a document, it is saved as a new Doc, without the version history attached to it. The comments and
suggestions are also not copied.
You might find that at some point, you would like to preserve some content from an older version, but not the
whole document. In this case, you can go to the older version and look for the information that you want to
keep, then right-click to show the context menu, and select Copy. Then, go to the newest version and place the
cursor where you want the recovered paragraphs to be, and right-click to the context menu Paste. This will
keep your newest version, while adding the older paragraphs.
In addition to saving a copy by the context menu of the three dots, there are other commands available in the
list of versions. Right on top of the window of each version there are two different commands you can choose
from, zoom in and print, as shown in Figure 3.69. Some people like to have hard copies of versions of
documents for archiving purposes.
Figure 3.69 When browsing versions, you can always print a version you want save. (Google Docs is a trademark of Google LLC.)

Restoring Versions
There may be instances when you want to revert to a previous version of the document. This is called version
restore. This could occur for a variety of reasons. For example, you might realize some key information that is
now needed was in a previous iteration of the document. Your team could also agree that a previous version
might be preferred after additional edits are made. This feature of versioning in Docs can offer you some
assurance that even if a document has gone through several stages, the previous work on the document is not
lost and can be accessed through Restore.
On the main window, where the versions are being read, there is a notification on the top right corner
displaying the number of edits of that particular session, as Figure 3.70 shows. Next to the number of edits are
two arrows; these are toggles for viewing the session changes. The first change of the May 6, 6:19pm session
was to change the date of the marketing report.
You can also restore a version without having it on the main window display by selecting the three dots beside
the version and selecting Restore this version. The newer version will not be the current version anymore, as
the older version now supersedes it.
Figure 3.70 (a) Google keeps track of the number of edits in the document, as you can see on the top right. (b) You can use the
arrows to move through the edits to determine if you want to keep the changes. (Google Docs is a trademark of Google LLC.)
If, after reviewing each change, you decide that one of the older versions is better than the current one, you
can select the large Restore this version button at the top of the window (Figure 3.71).

Figure 3.71 Google gives you the option also to restore the document to a previous version. (Google Docs is a trademark of Google
LLC.)
Keep in mind that the number of versions displayed on the sidebar does not show all the versions available. If
you go to the sidebar, you’ll see that the time stamps are typically a certain length of time apart, as you can see
in Figure 3.72. That means that there are hidden versions from when the editing was taking place. Each
version has many changes that were happening seconds or minutes apart. You can access these micro
changes in each session by clicking on the triangle on the left of the version.

Figure 3.72 (a) The versions are both time and date stamped. (b) You can restore to a particular version, make a copy of the version,
or rename the version. (Google Docs is a trademark of Google LLC.)
To quickly see new changes in a file, Docs has a See New Changes alert. It appears where the date normally
appears, next to the Help menu. If you select that, you’ll be able to see the recent changes from other
editors—specifically, you will see all the changes that you haven’t seen since the last time you opened the file.
This functionality is useful for quickly and easily seeing changes from collaborators without having to access
the version history.
Versioning in Microsoft Word
Microsoft Office has many options for accessing version histories but can be done only if the file is stored in
OneDrive or SharePoint Figure 3.73.

Figure 3.73 The version history in Microsoft Word desktop is activated if the document is located in OneDrive. (Used with permission
from Microsoft)
If you have a desktop version of Word, you have to sign in to your Microsoft account. You will be able to access
the last 25 versions of your file on OneDrive (that is, if your file is stored on OneDrive), as you can see in Figure
3.74.

Figure 3.74 When you choose Version History from Info, you will see a pane open on the right side of the document with the
versions that are saved. (Used with permission from Microsoft)
You can access your version histories in Word by going to the File tab and selecting History. If you have a
Microsoft 365 Word subscription, you can access the version history by going to the File tab, then Info,
followed by Version History. There you can see the versions available and browse through them. You can also
choose to restore a previous version, as Figure 3.75 shows. Moreover, if you have SharePoint Server or
SharePoint365, the possibilities of versioning are much more powerful, allowing as many as 500 versions to be
retained, as you can track a version’s history, view multiple earlier iterations, determine who can edit or write
on the files, control the number of versions stored, and more.

Figure 3.75 (a) Microsoft 365 also has Version History that is also accessed through the File tab. (b) Select a version from the pane on
the right to see that version of the document. (Used with permission from Microsoft)
LINK TO LEARNING
SharePoint is more pliable than Google Drive, but it is not free. Unless your company is paying for a
corporate license, you would need to pay a fee per month per user for the standard version (Plan 1), and
you would need to have the desktop Microsoft 365. The current plans are priced between $5 and $23 per
month. Visit the Microsoft page comparing SharePoint plan options (https://openstax.org/r/78SharePtPlans)
for more information.

If you want the Microsoft 365 applications integrated with SharePoint, you should choose Office 365 E3.
This article gives you an idea of the additional capabilities SharePoint has (https://openstax.org/r/
78SharePtVersion) and how users can benefit from versioning.

Chapter Review
Key Terms
action bar toolbar, located beneath the menus, that contains the more frequently used tools in Docs
alignment justification of text on the left, right, or both when formatting a document
comments digital margin notes that collaborators can create, reply to, resolve, or delete
Editor virtual editing tool that reviews several aspects of your document’s writing, and can be set for
different styles
Explore command unique feature in the Google suite of programs that uses machine learning to offer
suggestions and predict what information you might need as you are creating files
heading key term or phrase that describes the content in a section of the document; can be used to generate
the table of contents
landscape horizontal orientation of a page so that it is wider than it is tall
line spacing spacing between lines of text in a document
margin edges of the document page that are left blank
Navigation pane Word feature that lets users view documents as thumbnail pages or outlines, or to search
for specific text within a document
portrait vertical orientation of a page so that it is taller than it is wide
proofreading process of checking a document for spelling and grammar mistakes
sans serif type of font that does not have short lines at the end of each part of a letter; considered easier to
read in large blocks of text
section partition of a document used to apply different formatting to different sections of text
serif type of font that has short lines or embellishments on the ends of the parts of each letter
style tool in Microsoft Office that is used in conjunction with the Themes tool; it lets the user customize a
theme’s color, font, and font size
Suggesting mode Google Docs’s version of the Track Changes tool in Word; it records the changes made by
collaborators on a document
text wrapping feature in Word that allows the user to insert an image or object, and have the text wrap
around it in the way that the user decides
Theme tool that lets the user change the color scheme of an entire document
Track Changes feature in Word that records what changes different users make to a document, allowing a
group of people to collaborate in writing and editing the same document
version restore feature in cloud server services like Google Drive and OneDrive that allows the user to
restore previous versions of their document
versioning technology where programs store multiple iterations of files until they are approved and saved
watermark text or image that is placed on the background of pages

Summary
• Word’s functions and features are located in customizable tabs at the top of the user interface. The most
frequently used tabs include Home (to set document styles), Insert (to insert graphics or other elements),
Layout (to adjust margins and page settings), Review (to use comments and track change), and View (to
adjust how you see a document).
• The Navigation pane is a sidebar that allows the users to view the document in various ways. It gives the
option to see an outline of the document, see thumbnails of the pages, and lets users find and replace
text.
• Document formatting includes page setup configurations, such as paper size, page margins, orientation,
and the use of columns or sections.
• Section breaks allow different formatting to be applied to different sections of a document.
• Options for formatting font types, sizes, and styles are on the Home tab. Using appropriate document
formatting helps make business documents more readable.
• The Layout tab is used for modifying paragraph styles in a document.
• Headings are a good tool for organizing your document, can be viewed in the Navigation pane, and can be
used to make a table of contents.
• When arranging objects such as images, graphs, charts, or tables around your text, use text wrapping
settings that optimize the purpose of the graphic.
• The Review tab includes proofing tools like spelling and grammar check, commenting, Track Changes, and
document protection.
• The Editor tool conducts deep grammar and style checks on your document.
3.5 Document Design
• Themes are color and design schemes that autoformat document styles. The user can modify the theme
to their liking by modifying the styles.
• You can use the Page Background command group tools to make large changes to your whole document,
such as changing the background of your page and applying a watermark. These are options are found on
the Design tab.
• Docs has a menu protocol similar to other word processing applications, including File, Edit, View, Insert,
Format, and Tools menus. The commands in each menu have similarities to the ones in Word, but Docs
also offers unique features and abilities, such as the Explore command. Docs also features the action bar,
which contains some of the more frequently used tools in Docs.
• In order to create a new Doc, you must log in to your account and access Drive.
• All document formatting in Docs is done by using the action bar or the Format menu. The functionality of
the formatting tools is similar to Word, although where the formatting tools are located can be a bit
different.
• Docs offers section breaks that enable the user to differentiate the formatting from one part of the
document to the next.

• Page setup is located in the File menu and is part of document formatting, too. The configuration options
are minimalistic in nature, which makes Docs very user-friendly.
• The Tools menu in Docs contains many of the same functions and features as the Tools menu in Word. The
Suggesting mode in Docs allows for users to work on one document simultaneously.
• Both Docs and Word have versioning capabilities that can save and restore previous versions of your
document. Docs frequently autosaves your document, capturing minute-by-minute changes. These
versions can be accessed, named, copied, and restored, which gives the user much flexibility when it
comes to keeping track of different versions.
• Word versioning only occurs if you keep your document stored on one of its cloud services like OneDrive
or SharePoint. It contains many of the same features as Docs versioning.
Review Questions
1. Which tab in the ribbon is the default tab that displays when you open a document file?
a. the Insert tab
b. the View tab
c. the Layout tab
d. the Home tab
2. What is one function of the Navigation pane?
a. It helps the user locate web pages.
b. It helps the user access help files.
c. It helps the user find a specific word or phrase in their document.
d. It helps the user find synonyms.
3. What is the purpose of the Page Setup command group?
a. It is used to set page margins and the page size.
b. It is used to wrap text and align text.
c. It is used to insert object and pictures.
d. It is used to insert WordArt or a signature line.
4. Where is the command for putting a section break located?
a. on the Layout tab, in the Breaks drop-down menu
b. on the Insert tab, in the Page Break drop-down menu
c. on the Insert tab, in the Text Box drop-down menu
d. on the Layout tab, in the Column drop-down menu
5. What is the difference between indenting a paragraph and aligning it?
a. aligning a paragraph will center or position it left or right, whereas increasing the indent will add
space in that selection
b. increasing the indent will center and indent left or right, whereas aligning will add a tab space in that
selection
c. aligning a paragraph can increase the indent when you place it in the center or left or right
d. indenting a paragraph can increase the alignment when you place it in the center or left or right
6. What is the default text wrapping when inserting a picture or an object?
a. behind the text, at the point where the cursor is located

b. in front of the text, at the point where the cursor is located
c. in line with the text, at the point where the cursor is located
d. square around the text
7. What can Track Changes do?
a. see who made what changes to a document
b. add comments to changes made
c. search for changes to specific words
d. use Smart Lookup to select text in a document
8. Where are the two places the Editor tool is located?
a. on the Insert tab and on the View tab
b. on the Review tab and on the References tab
c. on the Home tab and on the Review tab
d. on the Home tab and on the Design tab
9. A ________ is a cohesive set of fonts, colors, and line spacing that can be applied to an entire document.
a. style
b. watermark
c. theme
d. template
10. What is the main use of a watermark?
a. to add a text or an image behind the body text of all pages
b. to insert an image on top of the header on all papers
c. to apply different font formatting throughout the document
d. to delete the page background on every page
11. Word count is found in which menu in Docs?
a. Edit
b. File
c. Tools
d. Format
12. What do you need to do first before creating a new Doc?
a. Create a template.
b. Click the New plus sign.
c. Go to the File menu.
d. Log in to Drive.
13. How does the user apply a new font to an entire paragraph in Docs?
a. Select all of the text, then either go to the Format menu or to the action bar to select a font type from
the combo box.
b. Place your cursor anywhere in the paragraph and choose the new font from the action bar.
c. Navigate to the Format menu and select a new font.
d. Select the entire paragraph and choose the font type from the Edit menu.
14. Where is the option to view section breaks in a Doc?
a. on the action bar
b. in the View menu

c. in the Tools menu
d. in the Format menu
15. Page setup is found in the ________ menu.
a. Edit
b. File
c. Tools
d. Format
16. What is the main purpose of Suggesting mode?
a. to request comments from your coworkers
b. to collect feedback on your products
c. to gather voice messages in a chat like interface
d. to keep track of added and edited text by different collaborators
17. What are the two ways to access version history in Docs?
a. Go to the File menu, or click on the date link right beside the title bar.
b. Go to the action bar and click on the Style combo box or click on the title bar.
c. Go to the Explore icon on the bottom or click on insert equation on the View menu.
d. Go to the Edit menu and click on Select All, or use Ctrl+A.
18. What is the purpose of naming versions?
a. to have a record of the important changes in the progression of the document
b. to download the file’s versions in order to have a hard copy on your computer
c. to email each version to collaborators
d. to have track changes recorded so that the team knows about the changes
Practice Exercises
19. Go to Papers and reports (https://openstax.org/r/78PprRprtTemp) at Office.com. Choose a report template
to download for Word by scrolling through the thumbnails. (Note: Do not choose a “premium” report.
These require a subscription to access.) Select a report that is more than one page. Open the report
template in Word and change the view of the report on the screen using some of the options on the View
tab. What are some advantages/disadvantages of each of the view options?
20. Go to Papers and reports (https://openstax.org/r/78PprRprtTemp) at Office.com and search for a “Student
Paper” template for Word by typing into the search bar. Open the report template in Word and click on the
Navigation pane. Examine the result. How could the Navigation pane be useful if you were using this
template to prepare a document report for a class?
21. Find an online article that interests you. Copy the information into a new Word document. Save the
document using a relevant file name. Change the orientation of the document between portrait and
landscape. Adjust the margins and line spacing as needed to give the document a professional
appearance.
22. Go to the website of a magazine of your choosing and copy the text from an article. Select the entire
article, including the article’s images. (You can remove any advertisement images after you paste
everything into Word.) Paste it all into a Word document. All the images will be pasted along with the text;
they will appear in separate lines. Now, follow the steps you learned in this section to position and align
the images in a way that looks pleasing and professional.
23. Write out the step-by-step procedure for protecting a document that you will share with other
collaborators, whom you do not want changing the document formatting.

24. Find an article online and copy and paste the information into a Word document. Access the Editor tool
and examine the suggested edits. Go through the edits and determine which suggestions you want to
keep.
25. Find a recent sports news article online. Copy and paste the text into a new Word document. Choose a
style and theme. Make some adjustments to the color scheme of your selected theme.
26. Copy and paste the text of an email into a Word document and format the email to appear as a WorldCorp
memo. Add a watermark to indicate the memo is a confidential draft.
27. Using the two approaches outlined in this section, create a new Docs file for the market trends report.
Which approach do you think you will use more often and why?
28. Create a new Doc using a template of your choice. Go to the appropriate menu and place a drawing in the
template.
29. Your supervisor has asked you to complete a two-page newsletter in Docs. The canvas will be landscape.
The first page will have single-spaced paragraphs in four columns, and the second page will have one
column with paragraphs that have two indent spaces from the left. That hollow area will be occupied with
an image. How would you accomplish this, given what you have learned in Formatting Layout and Content
in Google Docs?
30. Find an article on the internet that is at least three pages long. Copy the entire article and past it into a
new Doc. Use the skills from this section to reformat the text to a new font type. Insert section breaks as
appropriate. Make section headings bold.
31. Your supervisor has assigned you to write a set of company guidelines for making reports. You need to
include a section on how to collaborate on documents in Docs. List below the essential items to include in
this instructional guide for employees.
32. Find a news story online from a news outlet of your choice such as NBC, CNN, etc. Then, select one of
today’s top stories. Copy the material into a new Doc. Make some formatting changes to the document
such as changing the font style or line spacing as you learned in a previous section. Then, examine the
version history. Use the version history to look at the changes you made.
33. Select a topic and search for it on Wikipedia. Copy the material into a Word document and save the
document in SharePoint or OneDrive. Make some changes to the document such as line spacing,
formatting fonts, or adding lists. Close the document and reopen the document. Make additional changes.
Using the skills learned in this section, examine the version history. Access the previous version and
restore the current document to the previous version.
Written Questions
34. Describe how the Navigation pane can be used when working with a long document.
35. Where are the two places where you can find the margin commands? Explain the steps for each one.
36. Why is readability important for business documents?
37. Discuss some accessibility options that you should consider when creating a document.
38. Explain the difference between serif and sans serif fonts. Provide an example font of each.
39. Why are headings useful?
40. What does the Editor tool do that extends beyond a typical spell-check?
41. Why might you use both comments and Track Changes in a document?
42. What is a theme, and why would you use one?

43. Explain what the action bar is and how it can help you when creating a document in Docs.
44. Explain the process for creating a new Doc.
45. How do you modify document section formatting in Docs?
46. Why would you insert different sections in a report?
47. Describe how the Explore command might be useful when writing a research paper for a class. Provide an
example.
48. Why would looking at version history be helpful in developing the final version of documents? Explain,
giving at least five reasons.
Case Exercises
49. You have been assigned a semester-long research project covering a topic of your choosing. This topic
must be something that directly impacts your college experience. For example, you might choose to
research how students purchase books for classes, or student opinions of campus dining facilities. To get
started, search for an appropriate business template and create a proposal for your research. Use the
template as a guide to lay out the plan for the research project. Keep in mind that you will need to
construct a report at the end of the project that includes the following sections: introduction, research
question/problem, literature review (background information on the topic), methods used to collect data,
results of the research, key recommendations, and conclusion.
50. The next step to completing your research project is building the framework for the full document. Start
by adjusting the margins of your report template so that the left and right margins are 1” and the top and
bottom are 1.25”. Insert the following headings: Introduction, Research Problem/Question, Literature
Review, Methods, Results, Recommendations, Conclusion. Now, add section breaks between each
heading. Be sure to save the document so that you can build from here.
51. Set up your document to track changes, and start to insert comments for yourself on what information
you will include in each part of the research report. Also be sure that you have formatted the document to
be double-spaced, as is typical line spacing for reports.
52. Apply a theme to the research report document you have started. Change the chosen theme’s colors. At
this point, you will notice changes in fonts for the most part as the rest of the document has not been
added.

Figure 4.1 Learning how to properly format a document can make your documents look more polished and professional. (credit:
"wocubtech (microsoft) - 114" by WOCinTech Chat/Flickr, CC BY 2.0)
Chapter Outline
4.1 Microsoft Word: Advanced Formatting Features
4.2 Working with Graphics and Text Tools in Microsoft Word
4.3 Managing Long Documents in Microsoft Word
4.4 Google Docs: Enhanced Formatting Features
4.5 Working with Graphics and Text Tools in Google Docs
4.6 Managing Long Documents in Google Docs
Chapter Scenario
Your supervisor has read the first pages of the WorldCorp market trends report, which you have written with
the collaboration of your coworkers. Your supervisor adds some edits and comments, and is ready for you to
finalize it. This means inserting final art, updating charts and graphs, adding navigational tools such as
bookmarks and headings, tidying up the organization and appearance of the document using lists, and
formatting the bibliography.
Using the advanced formatting tools in Microsoft Word and Google Docs means understanding these
programs and their features in more detail. These tools enable the user to go beyond writing and formatting a
basic text document, and will lead to the production of documents and reports that look and feel professional.
Document Preparation
4

Learning Objectives
• Use advanced configuration tools in Word
• Insert and format page numbers in a document
• Insert and format headers and footers in a document
• Insert and format a list
Your supervisor at WorldCorp has asked you to revisit the market trends report that you started in the Creating
and Working in Documents chapter. The report needs to have multiple sections that may need different types
of formatting based on the content in the section. You may need to update the headers and page numbers, as
well as add numbered or bulleted lists to summarize main points. You will also need to insert graphics and
charts to enhance the report.
This chapter covers how to take the market trends report to the next level by learning to insert visuals and
formatting items, such as a table of contents, as you would expect to see in a professional report. First, you will
work on the Industry and Market Analysis section from the previous chapter. Then, you will build content for
the other important sections.
To get started, revisit the market trends report you created in the Creating and Working in Documents chapter.
Using the skills from that chapter, format the headings for the document as shown below, using a theme you
find professionally appealing. Use the following section headings for the document:
• Competition
• SWOT
• Summary
You created the Industry and Market Analysis section in the last chapter. You can use that document as the
starting point. See Figure 4.2. The chosen theme is “Berlin,” with the colors changed to Blue II, but you can
choose a different theme for your document if you prefer.
226 4 • Document Preparation

Figure 4.2 The first draft of the report has its major headings, under which you can add body text. (Used with permission from
Microsoft)
Advanced Configuration
As you learned in the chapter Essentials of Software Applications for Business, the File tab contains the
configuration options for Word. As the market trends report evolves, you will be collaborating with others to
produce the final report. You want to make sure the document options are set so that you can keep track of
the contributors to the document. Recall that you can enter Word’s settings by choosing Options from the very
bottom of the File menu. The Word Options dialog box shown in Figure 4.3 shows eleven different sets of
settings tabs, from General to Trust Center. It is helpful to learn about these settings because the settings in
Options allow you to adjust the editing options, save options, and sharing options for the program. The
options can be adjusted to your personal preferences as you work through the document on your own and
4.1 • Microsoft Word: Advanced Formatting Features 227

collaborate with others.
Figure 4.3 The Word Options dialog box offers many different choices for configuring your settings. (Used with permission from
Microsoft)
MAC TIP
To view the same General options in Word, click the Word tab and choose the Preference tab. That is where
you will find many of the options discussed here.
First, the General tab lists information about the user. This will auto-populate based on the software
registration and computer settings. You can change the document’s username, which means that all of your
comments and tracked changes will have your name associated with them. You also have the option of turning
on “Real-time collaboration,” in which your changes to the document will be broadcast to the document’s
collaborators. (This feature is similar to Google Docs’s concurrent editing notification of documents.) This is
available to users who are working on a shared file through Microsoft 365. The document must have already
been shared with the collaborators, and they need to have been given permission to edit the document.
The second tab is Display. This tab includes options for adjusting how the text is seen on-screen. One of the
more important options is the ability to turn the formatting marks on and off because it enables you to see if
you have line breaks or extra spaces, as well as formatting settings in your text. Hidden characters that direct
how text is displayed but that don’t show when the document prints are called formatting marks. They have

their roots in the paper-and-pencil editing process in which editors used standard markings or symbols to
indicate different things. For example, the ¶ is used to represent a hard return (i.e., a new line). These
formatting marks might be similar to the editing and revision marks that you may have seen when getting a
graded paper back in an English class.
The third tab, Proofing, contains powerful tools for reviewing document edits. From this tab, you can turn
various autocorrections on or off. Word provides the user with several convenient autocorrections, such as
correcting for two capital letters at the beginning of a sentence, capitalizing a sentence that starts with a
noncapitalized word, and correcting commonly misspelled words. You can also access the number of custom
dictionaries that you have saved. A custom dictionary is essentially a collection of defined words that you
provide to Microsoft. When you are typing in Word and use a word that is not in the default dictionary, you can
choose to have the word added to the dictionary in the program. For example, when you type “WorldCorp” in
Word, it will be identified as spelled incorrectly (see Figure 4.4). If you right-click on the misspelled word, Word
gives you suggestions or you can choose to have the term added to the dictionary. This will create a custom
dictionary by default that can be added to each time you choose to Add to Dictionary.
The key benefit to making a custom dictionary is that you can populate it with appropriate words and
terminology for documents that you work with frequently. This way, they will not come up as a spelling
mistake or a term used incorrectly when using spell check. A word of caution: When you add words to the
dictionary, they are added in exactly as you spell them, even if you accidentally misspell them. You should
make sure when you are adding words to the dictionary that they are indeed spelled correctly.
To look at the custom dictionaries that are currently saved, click on Custom Dictionaries. You can also review
and edit the word list in the dictionaries. This can be useful when you are writing different types of documents.
For example, in legal documents, you might use one custom dictionary, and in economics research
documents, you might use another.
Figure 4.4 Adding words to the custom dictionary can be helpful if you use noncommon words or acronyms regularly. (Used with
Another important tab is the Advanced tab. This one is the most versatile of the tabs, as it contains options for
formatting, autocorrect, cut and paste, sizing of images, document viewing and display, and printing. These

settings are considered more advanced because they go beyond basic settings. You might find some helpful
settings in Advanced that you did not know you could change that could improve your efficiency with the
program. The additional settings are separated into several major groupings:
• Editing
• Cut, Copy, Paste
• Link Handling
• Pen
• Image Size and Quality
• Chart
• Show Document Content
• Display
• Print
• When Printing This Document
• Save
• Preserve Fidelity
• General
• Layout Options
• Compatibility Options
As you can see, the list of settings is quite extensive. Spend a little time browsing through all the items that
you can change or add to Word documents. You might also enable some commands or settings to see how
they work for you as you construct the market trends report.
There are instances in which you might want easy access to some frequently used tools. You can add those to
the Quick Access Toolbar, as the chapter on Essentials of Software Applications for Business discussed. By
default, the Quick Access Toolbar is located in the upper left of the Word window above the ribbon, and it has
three default commands: Save, Undo, and Redo. By customizing the Quick Access Toolbar, you could easily
access heavily used commands, such as Word Count or Insert Comment.
The last tab to discuss is the Trust Center (Figure 4.5).

Figure 4.5 The Trust Center shows privacy settings that you can customize in Word. (Used with permission from Microsoft)
As you select that tab, you’ll see a button that says Trust Center Settings; select that next. Then, you’ll see the
many tabs of the Trust Center. Under Privacy Options, you will find Document Inspector. If you select
Document Inspector, you will be prompted with a list of items the inspector will scan for. Make sure the
Document Properties and Personal Information option is selected. Click Inspect and the tool will scan the
document for hidden information in the file such as your personal information or comments that are linked to
your name. After scanning, a results window will appear often with a warning that all of your personal
information will be removed if you continue with this process, as shown in Figure 4.6. Sometimes, for example,
you may need to send the document to a third party, and you don’t want to send all the versioning of the track
changes or comments.

Figure 4.6 Word has many configurable settings that can help the user customize the program and make creating and editing
documents as easy as possible. Selecting Document Inspector allows you to remove your personal information from a file. (Used
Page Numbers
Most professional documents need page numbers. You will likely see page numbers on business plans,
marketing plans, strategic plans, or any kind of business report. The process of adding page numbers to your
document so that they automatically update as you build the document is called page numbering. Recall from
the Creating and Working in Documents chapter that to insert a page number, you go to the Insert tab, and
then find the Page Number drop-down menu. You can choose to place the page number in four different
places: top, bottom, margins, or current position. Normally, business reports have the page numbers at the
bottom of the page, and you can choose to have your page numbers on the left, center, or right. You can also
format the page number field with various fonts and styles, as you can see in Figure 4.7.
Let’s add page numbers to the market trends report. To begin, go to the Insert tab and then go to the Header
& Footer command group. Choose the drop-down arrow at Page Number and choose Bottom of Page. For this
example, choose Accent Bar 2, which adds the page number on the bottom right of the page with some nice
formatting. Notice when you add page numbers, you get a Header & Footer tab that allows you to make
additional changes to the page numbers if desired.

Figure 4.7 The Accent Bar 2 page numbering style automatically chooses a font and style for your page numbers. (Used with
You can tailor your page numbers to your differing document sections. You can choose to start your
numbering in a different place than the beginning of the document, as seen on the Header & Footer tab
options. For example, if you have a cover page, you generally do not include a page number on that page. It is
also possible to only number the pages in one particular section. You may choose the number format (Roman,
alphabetic, or Arabic numerals). You could choose to have the pages numbered per section rather than
numbering the document in its entirety starting from one. This is rare, however. You will most likely see a
business document numbered from the beginning and continuing on in each section rather than starting over.
Headers and Footers
Have you ever opened a book and seen the title at the top of every page? This area of the page is called the
header, in which you can put essential information about the document, such as the name, chapter name,
author, and page numbers. The header will appear on every page of your file by default, but you can change
this if desired, as will be discussed later in this section. If you glance at the bottom of a page, you may see the

text “Page x,”; this is part of the area of the page called the footer. Many documents simply use the footer for
page numbers, but you may also add your contact information, the document file name, or the contact
information and logo of your company.
For the WorldCorp market trends report, we want a header that indicates the title of the report, along with the
year. To insert a header, go to the Insert tab and look for the Header icon drop-down menu. As with page
numbers, headers come in a few different formats. Choose the Banded format, as Figure 4.8 shows.
Figure 4.8 Just like the page numbers, the headers can be plain text, or formatted with designs. (Used with permission from
Microsoft)
To insert the desired header information, simply click on the header itself to add the header text. From here,
there are additional options to edit the header using the commands in the Header & Footer command group,
as shown in Figure 4.9. The Document Info and the Quick Parts commands on the Insert tab can also help you
add your document information or company information.
Figure 4.9 When you insert a header, the Header & Footer tab appears, where you can make further adjustments as desired. (Used
In Figure 4.11, you can see all that data available to the header. Select Company Address, for example; note
that the information contained in these fields is in the document properties as covered in Essentials of

Software Applications for Business. If these fields have not been filled out in document properties, the tool will
simply insert “Company Address” into the header. You will have to enter the required information there.
The header is fully viewable by default, but sometimes you may want to hide it when writing the document,
rather than seeing the white space dedicated to the header. To toggle off the header, go to the View tab, and
select either Read Mode, Web Layout, Outline, or Draft. The only view mode in which the header can be seen is
Print Layout.
Some business reports do not have a header on all pages or have different headers on odd versus even pages;
this is called an alternating header. For example, you might want to include the report title on the even pages
and the section title on the odd pages. To accomplish this effect in your document, just click on Different Odd
& Even Pages. This way, one page will not have the header, and one page will.
Figure 4.10 You can type directly into the header area, just as you would in the main page area. (Used with permission from
Microsoft)

Figure 4.11 You can set up the document to include useful, company-specific properties that can quickly be added to the header.
The steps to insert a footer are exactly the same as inserting a header: Select the drop-down menu Footer. The
header, footer, and page numbers should have similar designs so that your document has a cohesive feel.
Lists
As you are crafting documents, you may find that some information is better suited to a list, rather than a
paragraph of text. You learned about lists in the chapter on Creating and Working in Documents, but here you
will go into more depth. Lists are useful for summarizing a long topic. The market trends report will certainly
include lists, such as a list of competitors, major markets, and major product lines. Pulling information into a
list can bring it to the reader’s attention and help the flow of the document by preventing it from getting
bogged down in page after page of paragraphs. You can choose to put text into a list after typing into the
document or you can select your list type before beginning to compose the text.
There are four types of lists in Word: bulleted, numbered, lettered, and multilevel. A multilevel list has two or
more different levels, and often combines different types of lists, such as numbers and letters, or bullets and
Roman numerals. Different types of lists are appropriate for different purposes. For example, numbered lists
are useful for indicating a sequence or order, while bulleted lists can be good for summarizing. Any type of
list—numbered, lettered, or bulleted—can be made into a multilevel list.
Numbered and Lettered Lists
To create a numbered or lettered list from text already in the document, select the lines of text you want to
create a list from and choose the Numbering drop-drown menu from the Home tab. In Figure 4.12, you can

see the list format we chose: a number with a period after it. You can further customize your list by choosing a
different starting number or letter, or by continuing your list from a previous page or list. This can be useful if,
for example, you start a numbered list on one page, have a paragraph or two of text, then want to continue
with the same numbering sequence. Select the entire list, go to the Numbering drop-drown menu, and select
Set Numbering Value.
Figure 4.12 (a) Both numbered lists and lettered lists are available in the same drop-down menu. (b) You can choose to start your list
at any number, or continue from a previous list. (Used with permission from Microsoft)
You can also change the indentation in the list. Select the entire list and go to the Layout tab. In the Paragraph
command group, you will see fields for typing in custom indents. In the Left box, type in your desired indent
amount; 0.5 inches is a standard amount.
Bulleted Lists
Creating a bulleted list is a similar process. But unlike a numbered list, a bulleted list does not create a
hierarchy. Instead of selecting the Numbering drop-down list, choose the Bullet drop-down list, and select the
type of bullet you want to use for your list, as shown in Figure 4.13. You can either create your bulleted list
from regular body text, or you can convert an existing numbered or lettered list to a bulleted list. To change
from numbered to bulleted format, just reselect the list and go back to the Bullet drop-down menu and select
the new format.

Figure 4.13 Different bullet designs may indicate different things. A checkmark list, for example, might be useful for a to-do list.
Multilevel Lists
Suppose you need to make an outline of the market trends report using the headings for the sections of the
report. Because the report is so long and detailed, it is too complex for a simple numbered or bulleted list; you
will need to use a multilevel list. A multilevel list will help indicate different levels of importance and hierarchies
within the report. Type the list of headings below into a blank document to start the outline for the market
trends report.
Introduction/Executive Summary
Industry and Market Analysis
Industry Type
Industry Category
Industry Characteristics
Trends
Stability
Market Segmentation
Total Available Market
Target Market
Market Segments
Competition
Direct Competitors
Uniqueness
SWOT
Strengths
Weaknesses

Opportunities
Threats
Recommendations/Key Findings
Key Findings
Next Steps
Summary
As they are listed now, there is no indication of what headings go with other headings. It is just a list of words
and phrases.
To make this list of headings a multilevel list, first select the whole list with your cursor. Then, choose the
Multilevel List drop-down menu from the Paragraph command group on the Home tab. Choose the Current
List from the menu. But as you can see in Figure 4.14, you have other options for formatting your multilevel
list. You can also define a new list style if you do not want to use any of the available options by choosing
Define New List Style. Your list should now be numbered chronologically. You won’t see any changes right
away, but when you add indents, the different levels in the list will appear.
Figure 4.14 (a) Some of the multilevel list formats include text and symbols. (b) The multilevel lists will appear to be a typical, one-
level numbered list until you indent the subheadings. (Used with permission from Microsoft)
You add the indents with the Tab key on your keyboard. You can also add indentations using the Increase

Indent tool on the Home tab in the Paragraph command group. Place your cursor at the start of a sentence in
the list and press the Tab key or click the Increase Indent button, as shown in Figure 4.15. You can see that
once you add the indent, the type of list changes. There are numbers at the top level, lowercase letters at the
middle level, and Roman numerals at the third level. You can change the format of your multilevel list by
selecting your list and going back to the Multilevel List drop-down menu. This process can be done with
lettered or bulleted lists, too.
Figure 4.15 More levels can be added to any level of the list by increasing the indent. (Used with permission from Microsoft)
As a final activity for this section, let’s add these new subheadings to the market trends report (because it is
easier to insert them at the beginning rather than going back later when creating a table of contents). Insert
the additional headings not in your current draft into the market trends report. Format the headings as
Heading 3 and Heading 4, as you learned in Creating and Working in Documents, based on the outline just
created. For example, Industry and Market Analysis is Heading 2, Industry Type would be Heading 3, and
Industry Category would be Heading 4. This will help as we build out the rest of the document toward a final
draft (Figure 4.16).

Figure 4.16 Notice the various levels of headings have a slightly different font color and style. (Used with permission from Microsoft)
LINK TO LEARNING
As you continue to become familiar with Word and grow more comfortable with its different tools and
buttons, you will want to hone your own lifelong learning skills. This textbook covers a great deal of all that
is available in Word; however, programs are always changing and being upgraded. Microsoft offers
excellent support and tutorials about its various products, and these support pages are invaluable in
keeping current with not only Word, but all Microsoft products. Visit Microsoft’s support page on the
Advanced tab (https://openstax.org/r/78SupportAdvan) to learn more and become familiar with Microsoft
support pages.

Learning Objectives
• Insert and modify a table
• Use tools in the Illustrations command group to enhance documents’ visual appeal
• Use the Text command group to enhance and format documents
• Use the Symbols command group to insert special characters and equations
The WorldCorp market trends report will include more than just text. It will incorporate graphics and images to
visually convey the information in the report. Some of these graphics are needed to show the relationship
between product lines and distribution centers. Other graphics are used to visually summarize information. In
this section, you will learn about the tools for creating engaging, professional graphics within Word.
Tables
Tables are a critical feature of many business documents. They are typically the most popular way of
presenting results and/or data. They are particularly useful for presenting simple data with only one or two
variables. You can easily glance at a table to see, for example, how many sales were made in a given month by
a given group of salespeople. In other words, tables are a good way of presenting a limited amount of
information in an easy-to-read format. Keep in mind that they are not best suited for complex data or
information sets with multiple variables, as the tables can quickly become overloaded with information and
hard to read.
You need to create a table to summarize WorldCorp sales information for the market trends report. The
following columns will be needed: Product, Quantity, Price, Revenue. This information will be arranged in four
rows to represent the four different product lines. (Remember that rows are represented horizontally from left
to right, and columns vertically from top to bottom.) To insert a table, go to the Table drop-down menu on the
Insert tab and select the number of rows and columns you want for the table by hovering over the squares
(see Figure 4.17). For this example, you need four columns and five rows (the products plus the column
heading row). You can add more rows or columns after the table is created if needed.
Figure 4.17 The Table tool provides an easy-to-use visual guide for creating tables. (Used with permission from Microsoft)

When you insert the table, the ribbon changes, giving you two additional tabs for changing the formatting and
layout of the table. In Figure 4.18 you can see two new tabs: Table Design and Layout tab. These tabs open
automatically when a table is inserted into the document. You can modify the table as a whole by selecting one
of the Table Styles in the new Design tab. Select the whole table, then Table Styles, and then choose style; we
have chosen one with alternating white and blue rows. You can now add the desired text to the table with the
new table style.
Figure 4.18 With the built-in styles, you can customize the table for a more visually appealing look. (Used with permission from
Microsoft)
To add new rows or columns to your table, go to the other new tab, Layout. There are options for adding rows
and columns above and below, or to the right and left, of the one you currently have your cursor on. This
makes it easy to expand your table as you add more information. Select the area in the table you want to
expand such as the column or row. Then, choose the applicable tool from the Layout menu. In this example,
we chose Insert Below and Insert Right. In Figure 4.19, you can see an added row to the bottom of the table,
and a new column named YoY Same Month. (“YoY” stands for “Year over Year.”)
Figure 4.19 The Layout tab tools are used to make physical adjustments to the table, such as inserting or deleting rows or columns.
Illustrations Command Group
The Illustrations command group is for inserting images, shapes, SmartArt, or charts. For the market trends
4.2 • Working with Graphics and Text Tools in Microsoft Word 243

report, you will be inserting some graphs and charts that show the size of the market and other related
information. You might also want to include images of new developments in the industry or current products
on the market from competitors. The Creating and Working in Documents chapter covered the arrangement
and aligning of objects. This section will cover how to insert different types of objects.
Inserting Pictures
When inserting a picture into your document, you can choose to get a picture from the internet, from stock
images in Office, or from a picture saved on your computer. (Always make sure you are not violating copyright
or using pictures from proprietary sites without giving proper credit to the image creator or site.) In a business
report, you might want to include images of your products or your office building. These photos will probably
already be saved on your computer or be available on your shared company hard drive. To add a picture from
a file saved on your computer, go to the Insert tab, choose Pictures, then select This Device from the drop-
down menu (Figure 4.20). From the dialog box, choose the picture file you want to insert. The picture will be
inserted at the location of your cursor.
You may also choose to insert some stock images available through Office. Stock images are photos or other
images that are already licensed for general use through whatever platform you are using. There are stock
image repositories, such as Getty; Office has its own repository of stock images, which you can access by
selecting Stock Images from the Pictures drop-down menu. These images are searchable and include photos,
icons, and cartoons.
Figure 4.20 (a) Word makes it easy for you to insert images from a variety of locations into their document. (b) The Office stock
images give you different options for more generic images or cartoons. (Used with permission from Microsoft)
Word also gives you the option of inserting a picture directly from the internet. If you choose Online Pictures, a
dialog box will open, with Microsoft Bing’s image search available, as Figure 4.21 shows. This might be a nice
option if you want to include a picture of a competitor’s product in the market trends report.

Figure 4.21 Bing’s image search tool helps you look for images by categorizing them by topic. (Used with permission from Microsoft)
Let’s find images of laptops for the WorldCorp market trends report. Let’s include one stock image and one
online picture. For now, insert the images in a blank document just for practice. Later, you can insert the
images into the market trends report if you desire. Open a blank document and go to the Insert tab.
Choose Picture and then choose Stock Images. Choose the Icons tab and, in the search bar, type “laptop”
(Figure 4.22). This will narrow our search to icons, or simple black-and-white illustrations, rather than
photographs. This type of image might be useful in a report because it is clear and simple. Notice that when
an icon is inserted into the document, a new tab, Graphics Format, appears on the ribbon. The Graphics
Format tab will appear when you insert something like an icon or a cartoon into your document. This tab gives
you the tools to make adjustments to the icon that you inserted.

Figure 4.22 (a) Word gives you different categories to help you narrow down your search. (b) The Graphics Format tab offers tools
for applying different styles, effects, and other features to your image. (Used with permission from Microsoft)
Now, let’s find a picture of a laptop from the internet. Choose Online Pictures and type “laptop” in the search
bar. This will initiate a Bing web search for that key term. Notice that you can also search by license; here, we
have chosen to search for images under the Creative Commons license only. To select an image, click on the
picture and choose Insert (Figure 4.23).

Figure 4.23 Bing is the search engine used for images because it is also a Microsoft product. (Used with permission from Microsoft)
In this case, because you are inserting an actual full-color image, such as a photograph, the tab added to the
ribbon is the Picture Format tab, not the Graphics Format tab. As with the Graphics Format tab, this tab gives
you the tools to make adjustments to the picture and its placement in the document, as Figure 4.24 shows.

Figure 4.24 When images are used from the web, be sure to recognize copyrights and give credit for images when appropriate.
Although this image is a stock photo with an unknown author, other photos you may use will show the author's name and the
photo's license in the copyright line that Bing automatically generates. (Used with permission from Microsoft)
Shapes
The Shapes drop-down menu is a useful command if you are designing an ad, flyer, newsletter, or other
graphic-heavy document. Shapes are graphical symbols, like arrows, rectangles, circles, and lines, that can be
formatted in different ways. These can be useful in business documents because they can help call attention to
certain topics or data without being as eye-catching as a photograph. For example, you might want to insert
an arrow shape in the market trends report to draw attention to a specific item in a graph or chart. Or you
might want to use a circle to outline a key part of a table. However, keep in mind the professionalism and visual
appeal of the document you are preparing. Shapes might not be appropriate in all situations.
In Figure 4.25, you can see the wide range of shapes that you can add to your document. Let’s add an arrow to
a table that we might use in the market trends report to highlight an important number in the table. This table
contains television sales data for WorldCorp. We will revisit some of this data as we move through the
spreadsheet chapters.
We want to point out the highest quantity sold in the table. To insert an arrow, go to the Insert tab,
Illustrations command group, and select Shapes. Select the arrow you want to insert. In this example, the
single line arrow (third over from the left) is selected, as shown in the figure. When you select the shape, you
will get a black “+” as the cursor. Use that plus sign to insert the shape and to size the shape as you choose.

Figure 4.25 There are many shapes for adding emphasis and visual appeal to your documents. (Used with permission from
Microsoft)
After you select and insert a shape, the Shape Format tab is added to the ribbon, as shown in Figure 4.26. You
can change the color of the shape, add visual effects, align the object, use a word wrap, and change the
position of the item.
Figure 4.26 The Shape Format tab is used to change the color, size, and other features of the shape. (Used with permission from
Microsoft)
SmartArt
SmartArt is a tool in Word that lets the user design organizational charts or flowcharts. It is also part of the

Illustrations command group. It is similar to Shapes, but has the shapes prearranged in useful graphic
formats, such as flowcharts. In Figure 4.27, you can see the different organizational graphs and charts
available. This section covers three important types of SmartArt: Lists, Process Charts, and Hierarchy Charts.
Figure 4.27 There are various business charts that you can design in SmartArt. (Used with permission from Microsoft)
SmartArt Lists
Microsoft Word: Advanced Formatting Features covered basic numbered and bulleted lists. But there are other,
more visually complex options in SmartArt that an employee might have to use when creating documents that
contain deeper levels of content than, say, a memo or introductory letter to a customer. SmartArt can also be
used to outline an organizational structure to show reporting relationships between employees and
managers.
To insert a SmartArt list, select the SmartArt icon from the Insert tab and click on the List menu to see all the
options for Lists. Figure 4.28 shows a Horizontal Bullet List, which we can use to list the strengths and
weaknesses of WorldCorp in the market trends report. Click OK to insert the SmartArt. As you insert it, the
SmartArt Design tab is added to the ribbon, which has options for modifying the SmartArt. Figure 4.29 shows
what a Horizontal Bullet List SmartArt looks like.

Figure 4.28 SmartArt also includes helpful hints on how to use each type of list best. (Used with permission from Microsoft)
Figure 4.29 Using the text boxes, you can enter the relevant information into the SmartArt graphic. (Used with permission from
Microsoft)
Process Charts
Another type of SmartArt is a process chart. This is one of the types of charts that Word offers to enhance
documents and is commonly used in business. A process chart is a way of graphically representing a multistep

process. Most business processes or workflows can be diagrammed; think about the many steps needed to
publish a book or deliver a parcel. These process charts visually organize the steps or major components in a
process so that everyone involved can understand what their role is in the workflow. Workers involved in the
process may use process charts to check project status or determine which worker or department to consult to
move a task along. For your market trends report, you might want to use a process chart to show the
sequence of departments that the report will need to move through for approval.
Complex engineering, such as in manufacturing plants, has numerous processes happening at the same time,
with each set of processes being dependent on another set. The charts offered in the Process option can help
encapsulate the different types of workflows in a company.
In Figure 4.30, you can see a flowchart that needs to be filled. As with the Horizontal Bullet List, the boxes are
empty when the SmartArt is initially inserted. To add text, simply click on the text brackets and enter the
desired information. Notice there is a line that connects each box to the next one in a down than up pattern,
indicating the flow sequence.
Figure 4.30 This type of SmartArt is called a Vertical Bending Process chart. It can be used to show many different steps in a linear
workflow, without taking up too much space on the page. (Used with permission from Microsoft)
LINK TO LEARNING
Check out this tutorial to learn about creating flowcharts (https://openstax.org/r/78CrtFlowchart) in detail.
This site provides basic terminology and a step-by-step walk-through on how to create a simple flowchart
using the Shapes commands and a more complicated flowchart using the SmartArt commands.
Now let’s add a process chart to the market trends report. Open a blank document and go to the Insert tab,
SmartArt, and click Process. Choose the first option, Basic Process, and click OK (Figure 4.31). You can also
change the colors using the tools on the SmartArt Design tab using the change colors palette on the tab
(Figure 4.32).

Figure 4.31 Becoming familiar with a Basic Process chart will lay the foundation for progressing to more complex charts in SmartArt
that you might need later in the workplace. (Used with permission from Microsoft)
Figure 4.32 The default color scheme is blue and white when the process chart is inserted, but there are many color options to make
the process chart look more professional and visually appealing. (Used with permission from Microsoft)
Hierarchy Charts
Another chart often used in corporate settings is the hierarchy chart. These charts typically show the chain of
command at a business; in other words, who supervises whom. In a large corporation like WorldCorp, there
may be hundreds of hierarchy charts. Every manufacturing center may have dozens, one for each functional
department. You could consult these hierarchy charts in a company organizational manual, or online, on the
company’s intranet. In Figure 4.33, you can see the inserted hierarchy chart of WorldCorp’s marketing

department.
Figure 4.33 You can see the chart formatting and design options on the ribbon on this hierarchy chart. (Used with permission from
Microsoft)
Understanding Types of Organizational Charts
Many companies will include an organizational chart (“org chart” for short) within their internal
documentation provided to employees. These serve as important documents that visualize the structure of
the company, as well as the chain of command within its service units. Hierarchy charts can help you
construct an organizational chart quickly. Before you begin, you will want to identify the type of
organizational structure your company has adopted.
Hierarchical organizations will have a clear and linear chain of command, usually organized by product or
function, with power primarily held at the top. These are mechanistic, or bureaucratic, organizations. They
tend to be formal, with a narrow span of control within each unit. Organic structures are more fluid and
flexible. Matrix organizations are a great way to try out a more organic organizational structure, while still
maintaining some aspects of a mechanistic structure. In a matrix, employees may report to more than one
reporting line and therefore power (and responsibility) is distributed. Dotted lines in such a chart would
show informal or secondary relationships. So, before embarking on creating an organizational chart for an
organization, first understand its structure to select the most appropriate chart type.
Charts
Charts are another type of visual representation available in Word. While tables present just data, and
SmartArt figures show relationships, charts can show both. Word charts include many types of charts that are
likely familiar to you, such as bar charts, line graphs, and pie charts. Charts can use data from another source,
such as a Microsoft Excel spreadsheet, to create the visual representation.

You can create charts in Word using the tool in the Illustrations command group. You will use some of the data
from the sales data in Figure 4.25 and Figure 4.26 to create a bar chart of the quantity sold for each product.
When you finish inputting the data, you will see the chart in your document (Figure 4.35). First, select the Chart
command in the Illustrations command group, and choose the type of chart that you want to design. Let’s
choose a bar chart, also known as a Clustered Column chart (Figure 4.34). As you select OK, Word will
immediately open an Excel window so that you can enter the data. When you finish inputting the data, you will
see the chart in your document. As with the other types of graphical representations that we’ve covered, once
you click on the chart, a new tab will appear in the ribbon. Click on the chart and you can further format the
chart using the Chart Format tab that appears. You can also edit the data in the chart or table using the Edit
Data tool on the Chart Format tab, as shown in Figure 4.36. You can choose to edit the data in Word. If you
choose this option, an Excel window will open in Word with the data used to build the chart. If you would like
to save the data as an Excel file, choose Edit Data in Excel. This will open the Excel application. Here, you can
edit the data, but also save the information as an Excel file.
Figure 4.34 Within each chart type, there are many further options for customization. (Used with permission from Microsoft)

Figure 4.35 As you create a chart, Word will create a new Excel file embedded in the document. You can choose to open the data in
Excel using the Edit data tool. (Used with permission from Microsoft)
Figure 4.36 You can change the design and type of chart using the Chart Format tab. (Used with permission from Microsoft)
It is worth noting that when you are looking to design a chart, typically you can use Excel as a starting point for
creating your chart. This is often a much easier approach than starting your chart in Word; this process is
covered in Working with Spreadsheets. After creating the chart in Excel, you would then copy and paste the
chart from Excel into Word or import the file into Word.

Text Command Group
Like the Illustrations command group, the Text command group is located on the Insert tab. It houses the Text
Box, Quick Parts, WordArt, Drop Cap, Signature Line, Date & Time, and Object commands. These commands
are all related in their functionality, as they are tools to insert autogenerated text or specially designed text.
Text Box
You may have seen a text box, either in a Word document, on a website, or in a print article. It is simply a self-
contained square with some text inside. Figure 4.37 shows text box options. The text box is often used in
highly graphical documents, such as an email ad, but you may also add a text box for inserting a meaningful
phrase, idea, or data that you want to stand out from the rest of your document. The advantage of a text box is
that you can format the rest of the text in your document to wrap around it in different ways, which you will
learn about later in this chapter. In essence, it treats a box of text as if it were an image.
Figure 4.37 Text boxes such as this Banded Sidebar can help make your report more visually appealing and easy to read. (Used with
Quick Parts
The Quick Parts command in the Text command group was also part of the Header & Footer tab that you get
when you insert a header or footer. This is an alternative path to quickly add information to the document.
Through this menu, you can add a number of items to your document. The first option, AutoText, will
automatically add either the author’s initials or name to the header of the document. Another option under
Quick Parts is to add additional information such as the company mailing address (as shown in Figure 4.38).
The Fields option adds fields for a more specialized feature of Word called Mail Merge, which will be covered in
the Advanced Document Preparation chapter. This information will only be added if this information was
added to the document properties, as you learned in Essentials of Software Applications for Business.

Figure 4.38 Key company information, such as address, email, and phone number, can also be added through the Quick Parts tool.
WordArt
WordArt is a type of stylized font available in Word. WordArt can be used to add colors, shadows, or borders to
text. In can also be used to change the text to be vertical or even diagonal. While it is appropriate to use in
graphic-heavy formats, such as front pages of business reports, newsletters, or brochures, it is not appropriate
for more text-heavy or professional documents, such as business correspondences, the inside of a business
report, a résumé, or a cover letter. That said, using WordArt in your document can be a fun way to experiment
and add color and creativity to it. WordArt could also be used to start the creation process for a logo, although
many businesses will use a graphic design company to create corporate logos.
Let’s practice with the company name, WorldCorp, to get an idea of what WordArt can do for plain text. To
insert WordArt, select the WordArt icon from the Text command group Figure 4.39. Choose a style, and a box
with “Your text here” will appear on the page, as shown in Figure 4.40. The ribbon will change to add a Shape
Format tab, where you can change the color, the font effects, and the position of the WordArt object. Replace
the text in the box with “WorldCorp” and choose a design that incorporates blue as the color because this is
the company’s primary color. Changes are made using the options in the WordArt Styles command group. You
may place the WordArt object behind or in front of other objects, or align it in a certain position within the
document, as you would with an image.

Figure 4.39 Whatever you type in the WordArt box will initially be center aligned. You can change text alignment by going to the
Paragraph command group under the Home tab. (Used with permission from Microsoft)
Figure 4.40 (a) When you insert WordArt, you will get another tab on the ribbon to further customize the text. (b) You can send the
WordArt forward or backward using the Arrange command group. (Used with permission from Microsoft)
Drop Cap, Signature Line, Date & Time
The formatting options in the Text command group can be seen in books, reports, and other kinds of stylized
texts. For instance, you have probably seen a drop cap in a novel or journal article: It’s when the first letter of
the first sentence is large or in a stylish font, and the rest of the text is wrapped around it. To achieve this
effect, select the first letter and choose the Drop Cap drop-down menu from the Text command group (Figure
4.41). Once there, you will see options for font style and placement. You can choose Drop Cap Options to
change the font type and size. Generally, drop cap is not used in professional documents such as the market
trends report. We are just using it here for illustrative purposes. As you can see from the figure, the large letter
T is a bit distracting in the report.

Figure 4.41 (a) You can choose from among a few different drop cap styles. (b) The drop cap design is a decorative style that you
might have seen at the start of a novel or magazine editorial. (Used with permission from Microsoft)
You have probably seen a signature line in many emails and letters in Word. The signature line is an
autogenerated graphical object that has your name, job title, and email address, as Figure 4.42 shows.
Figure 4.42 The signature line on (b) is what you will see once you fill the dialog box in (a). (Used with permission from Microsoft)
The Date & Time command is an autogenerated time stamp of the date or/and time format of your choosing,
as Figure 4.43 shows. You might want to include the date and time stamp to your market trends report as it
moves through the development process. This can help you keep track of the edits that are made in the
document at various stages of writing or through the different departments at WorldCorp that will contribute
to the report. You could include this information as a header or footer in your document. Note that if you use
the Date & Time command, it will update to the current date and time, even if you did not make any changes
to the document.

Figure 4.43 You can choose among different date and time formats, depending on the style of your company and what kind of
information you want captured. (Used with permission from Microsoft)
Inserting an Object
The final item in the Text command group is Object. An object is anything that is inserted into the document
rather than simply typing text. An object can be a wide variety of things, including graphics (WordArt), images,
charts and graphs from Excel, links to a web page, files from a program such as Adobe Reader, among others.
When you insert an object, Word will create a link to the object and you will be directed to this object when you
click on it; it will open in a separate window. This action might be helpful if you want to direct someone to a
file, such as an Excel spreadsheet, without having to actually include all the information in the Word document.
You can also insert an object that links to an outside source, such as a web page. The Object tool can also take
text from another file and place that in the current document. This can help you save some time, instead of
copying and pasting information from one document to the next. You might consider using this feature for the
market trends report because you will have different departments working on different sections of the report.
To insert an object, go to the Object tool in the Text command group on the Insert tab. There are two options
in the tool: Object and Text from File, as shown in Figure 4.44. When Object is chosen, a dialog box appears, in
which you can select all sorts of file formats if you were to Create New, or Create from File. Create New means
that you will create the file within the Word document in the chosen format such as Excel or Adobe. You could
also choose to have the link to the object as an icon in your document rather than the first page of the inserted
object being displayed. Create from File means that you can use an existing file to insert into the document.
The Integrating Applications chapter covers inserting objects in more depth, as it includes the integration of
Office programs.

Figure 4.44 (a) You can insert an object or use text from another file in your document. (b) When you choose Object, you can create a
new object or use an existing file. (Used with permission from Microsoft)
Symbols Command Group
The Symbols command group is also part of the Insert tab. A symbol is a special character not found on most
keyboards, and includes characters such as currency symbols, en dashes and em dashes, arrows, Greek letters
(often used in economic or financial math), and many other characters. Figure 4.45 shows some of the
character choices available in Word.

Figure 4.45 You can use the Subset combo box to look for the category you are looking for, to help narrow down your choices. (Used
The Equation command is for inserting mathematical equations into the document. The drop-down arrow by
the Equation tool allows you to see some built-in equations from common calculations, as Figure 4.46 shows.
Figure 4.46 Several built-in equations are available in the Equation tool. (Used with permission from Microsoft)
You can also choose to insert a new equation if none of the built-in options meet your needs. When you insert

the equation (either new or built-in), a new tab appears on the ribbon called Equation. Here, you can choose
the math notation of your choice and build your own equations. This is especially useful for economic and
finance research, engineering reports, or any other kind of quantitative discipline or science. You can even
draw the equation that you want to insert, and Word will recognize the numbers and symbols. Select Ink
Equation from the Equation drop-down menu. This allows you to use the mouse or your finger to draw the
equation symbols if your touch screen or pad allows this (Figure 4.47).
Figure 4.47 (a) The Equation tool can be helpful in making your documents look professional when you need to incorporate
mathematical equations. (b) Word has the ability to read your drawings and recognize the symbols. (Used with permission from
Microsoft)
Learning Objectives
• Use the tools in the Pages command group
• Utilize Format Painter to apply formatting in a long document
• Use some of the tools on the References tab
• Create bookmarks for document navigation
Long documents underscore the importance of good navigation tools. Imagine working through a 200-page
report, only to have to scroll endlessly through chapter headings to find what you are looking for. This is why
tools like cross-references, bookmarks, tables of contents, and tables of figures are so important. They allow
you to quickly access different parts of your document, as does the document outline, available in the
Navigation pane.

In a business setting, these navigation tools are especially important. Think about your market trends report
for WorldCorp. The high-level executives reading your report will need to be able to quickly glance at the table
of contents and read a few pages of the report, without having to scroll or flip through many pages of text. In
fact, they likely don’t need to read the whole report; they will read the executive summary and skip around the
report to graphs that interest them. (The executive summary is a short overview at the beginning of the report
that highlights the main points of a long report.)
This section discusses the different command groups and tools that make long documents more user-friendly.
The Pages Command Group
The Pages command group is on the Insert tab, and it contains three commands. The most used one is Page
Break; this command allows the user to finish writing on the current page and start writing on a new page.
(You can also access many of these same tools on the Layout tab in the Page Setup command group.) Adding a
page break can be particularly useful at the end of a chapter or section. To insert a page break, place the
cursor where the break will be (the start of the new page), and select the Page Break option. You may also just
use the keyboard shortcut Ctrl+Enter to place a page break. If you turn on the ability to view hidden
characters, you can see exactly where the page break is on your page (see Figure 4.48). You can also view it
easily in the Print layout option on the View tab. Here, we can add a page beak at the end of each major
section of the market trends report.
Figure 4.48 Page breaks make the subsequent text start on the next page. Here, it was placed at the end of the Introduction/
Executive Summary, so that the Industry and Market Analysis section started on a new page. (Used with permission from Microsoft)
There is another command, Blank Page, which is not as commonly used as Page Break, but can be impactful in
long documents such as reports and textbooks. These intentionally blank pages are added to provide a sense
of closure or finality before a new chapter or section begins; they make a bigger impact than just a page break
because they leave a full page empty. This convention is more often used in the publishing world when
needing to, say, start a new chapter on a right-hand page.
4.3 • Managing Long Documents in Microsoft Word 265

To insert a blank page, go through the same steps as inserting a page break: Put the cursor where you want
the blank page to be, and select the Blank Page icon.
The last command to discuss in the Pages group is Cover Page. Adding a cover page, or title page, is a
common practice for long documents. It is an informative page that contains basic information about the
report, such as the title, authors, publishing date, and the department or/and division. Some companies or
organizations follow specific guidelines about title pages; formally written reports that follow the Chicago
Manual of Style, for instance, do not include any graphics, and the components must follow a set alignment
and format. Yet many business reports do not strictly follow any set manual of style, or may simply follow their
company’s brand guidelines. It is appropriate in many business settings to use graphics, such as a logo or
photograph, on a title page, as in Figure 4.49.
Insert a title page to your market trends report. To insert a title page, select the drop-down menu of the Cover
Page command, and choose a design. Word offers many different options for layouts, fonts, colors, and styles.
Just update the text and add an image, if applicable.
Figure 4.49 Word comes with some built-in styles and layouts for cover pages, some of which include spaces for graphics. (Used with
Format Painter
Another tool in Word that helps manage long documents is the Format Painter. Format Painter is a command
on the Home tab. It is used to copy formatting from another document or section of the same document. This
can be useful when you have formatting in one section of the document that you want to copy over to another
section, saving you the time and effort of having to format the new document or section again manually.
To use the Format Painter, select the area of the document from which you want to copy the formatting, then
choose the Format Painter command. If you single-click the Format Painter, it will only allow it to be used once.
To use it multiple times, double-click the Format Painter. It can then be used until you click the Format Painter
icon again or press the Esc key. The mouse pointer will change to a little brush, then with the brush, you select
all the areas you want to apply the formatting to. Word will automatically mirror and apply the new formatting.

If the document has a lot of chapters, if the document outline is multilevel, or if there is a lot of different
elements in the previous document, then the Format Painter will not work perfectly. You might need to fix
some pages or areas of the newer document. For example, when you have bullets, the Format Painter will not
copy over the bullets, but instead will only copy the formatting of the text.
Format Painter is a useful tool for when you want a whole document to have the same formatting, particularly
if that document contains copied and pasted text from multiple sources or collaborators. In Figure 4.50, we
selected a phrase from the first paragraph, then chose Format Painter and used the brush to select the entire
target paragraph. As you can see, the selected text now has matching formatting to the header.
Figure 4.50 The Format Painter is useful for applying multiple types of formatting to a single chunk of text. (Used with permission
from Microsoft)
References Tab
The References tab is for working with citations and the front/back matter of books. This is an important tab
for anyone who is creating a document with many sources, such as a journal article or economic report. It is
also helpful when dealing with long documents that include many sections such as the market trends report.
Managing a table of contents, a citation list, or a bibliography manually can be unwieldy, and, fortunately,
Word provides lots of tools to help users keep these organized and looking professional.
Let’s review the different command groups on this tab. The first command group is the Table of Contents
group. This contains tools for helping the user insert or modify a table of contents. The Footnotes command
group is for managing and inserting footnotes and endnotes. The Research command group has two useful
tools. The Search tool can be used to find information, definitions, and images online. The Researcher tool
allows you to search for sources for information contained in the document. You can then insert the citation or
link to the source using the tool. You simply click on the Research tool and type the search term or phrase into
the navigation window. The Citations & Bibliography command group is for inserting, formatting, and
managing your references. The Captions command group is for when you are working with figures and tables
and want to add captions to later create a summary of the figures in your document. The Index command
group is for building an index, like what you would find at the end of a textbook. The Table of Authorities is a
command group that lawyers use when they need to cite cases and statutes. This next section walks through
some of the commands you might find most helpful in this tab.
Table of Contents
If your document is formatted properly, Word will automatically generate a table of contents for you. You can
select from a few different styles, which is useful for ensuring that your table of contents matches the look and
feel of the rest of your document. Let’s examine the requirements for a table of contents and what you need to
have in your document to create a good one.

Headings for Tables of Contents
In the Creating and Working in Documents chapter, we discussed how to insert headings and why these are
important for navigating long documents. We also mentioned how to access your document outline in the
Navigation Pane. Recall that as you insert different levels of headings (H1, H2, H3, etc.), the Navigation Pane
will read the document automatically and display them for you in the form of a document outline. This is
particularly useful for long documents, as you can see the outline of the entire document without having to
scroll all the way through hundreds of pages of text.
The reason these headings are relevant to generating a table of contents is that the table of contents uses the
headings in the same way as the document outline. When you set up your H1s, H2s, and H3s, Word will
automatically use those to generate a multilevel table of contents.
Section Breaks for Tables of Contents
In the chapter on Creating and Working in Documents, we also briefly reviewed how to insert section breaks
and why they are important. Recall that there are two types of section breaks: continuous section breaks and
page breaks. Continuous section breaks are used when you want a new section but want to remain on the
same page. They can also be used if you want to have different margins on two different areas of the same
page, or to add columns for one section of the text. Page breaks, however, begin a new section on the next
page. These do everything the continuous section break does, but simply adds a new page. These are useful
for when you want to start a new chapter, for example.
Both types of section breaks are important for generating your table of contents. When you create a table of
contents in Word, the program automatically generates page numbers based on the page numbers in your
sections. You may have continuous page numbering throughout your document, and so in this case, the table
of contents will not be concerned with your sections. However, if there is different page numbering in different
sections, the table of contents will reflect this.
Inserting a Table of Contents
You need to have added your headings and sections for the table of contents to work. In the market trends
report, we formatted the headings for each major section and the subsections in those sections. Recall the
headings were formatted using the Style command group on the Home tab. To insert a table of contents using
the headings we have defined, go to the first page of the first section. For the report, we want to include the
table of contents after the cover page. So we will go to the Introduction/Executive Summary heading. Leave a
blank line before the section heading by pressing Enter to move the first section downward as least one line,
as shown in Figure 4.51. This will determine the placement of the table of contents. It should appear before
the actual report starts, so before the first section of the document. Now, go to the References tab, choose the
drop-down menu called Table of Contents, and choose any of the preset formats. Choose Automatic Table 2 for
the market trends report; it will look like Figure 4.52. Conveniently, the table of contents has clickable
hyperlinks by default, meaning that you can press Ctrl on the keyboard while clicking the mouse on any part of
the table of contents and it will take you to that part of the document.

Figure 4.51 Creating a hyperlinked table of contents in Word allows the reader to click right to each section, directly from the table of
contents. (Used with permission from Microsoft)

Figure 4.52 The table of contents is arranged using the headings we defined when composing the document. (Used with permission
from Microsoft)
Note that any time you update your document, and add or delete any headings, you will also need to update
your table of contents. You can do this simply by putting your cursor anywhere on the table of contents and
selecting the Update Table button. This will automatically update your headings and page numbers.
Footnotes and Endnotes
A footnote is a way to add notes to a document, and/or a way to cite a reference. A footnote appears at the
bottom of the page where the reference occurs. When you add a footnote, a small superscript number or
symbol will appear above your text, and then the footnote will automatically be added to the bottom of the
page. This is an easy way to add a reference to a source or other general notes. For example, the author may
want to add a related thought or comment about the text and have it appear at the bottom of the page in the
form of a footnote, so that the reader can quickly and easily read it.
An endnote is similar to a footnote, except that the note appears on a page at the end of the document.
Endnotes are typically part of the back matter. They are useful for when you want to have all of your references
and comments in one place. However, having them at the end of the document makes it harder for the reader
to read them in the moment.
To insert a footnote or endnote, place your cursor at the end of a sentence, and choose the Insert Footnote or
Insert Endnote command on the References tab. Word will automatically take you to the bottom of the page
(for a footnote) or the end of the document (for an endnote) and add a short line to indicate where the
footnote/endnote space will be.
For the market trends report, we need to add a footnote to provide the reference for the information about
laptop sales in the industry. We will place the cursor at the end of the sentence (at the end of the word “billion”)

as the place where the footnote notation will be inserted (Figure 4.53). The actual footnote will be inserted at
the bottom of the page as a blank footnote. You can then insert the appropriate citation for the footnote. In
this case, the website for the reference was copied and pasted into the footnote (Figure 4.54). To format the
text in the footnote, click on it twice, and the whole line will be selected, then right-click on it and select Style.
You can change the font type if you click on Modify. You can further change the footnote type, as there are
many standard layouts of how to present a footnote, as Figure 4.55 shows. Enter the citation/text for the
footnote.
Figure 4.53 The superscript “1” indicates that there is a footnote at the bottom of the page. (Used with permission from Microsoft)

Figure 4.54 Footnotes will be numbered in the body of the document and numbered at the bottom of the page where the footnote
is inserted. Include the citation for the reference in the footnote. (Used with permission from Microsoft)

Figure 4.55 The style of the footnote font can be formatted using a wide variety of built-in styles. (Used with permission from
Microsoft)
An endnote will look exactly the same as a footnote. The only difference is that it is at the end of the document
instead of at the bottom of the page. For the market trends report, we could use endnotes to identify the
departments that contributed the specific information in the sections or to add additional context to a
statement in the report.
For both footnotes and endnotes, you have the option of changing the numbering system. Word will
automatically use numbers (for footnotes) or Roman numerals (for endnotes), but you can change this.
Double-click to select the endnote or footnote, then right-click it to activate the context menu, and select Note
Options where you can change the numbering format. If you want to change the font or layout, select Style
from the context menu.
Table of Figures
A table of figures is similar to a table of contents, except that instead of listing your document’s headings and
section breaks, it lists the captioned figures, such as tables and images. This is useful in documents with a lot
of statistical analyses, for instance, in which readers will need to easily and quickly find specific graphs or
charts. It can also be useful in documents like business reports, where you might want to have a list of the
different data tables. Like a table of contents, there are a few requirements that must be met before the table
of figures can be generated.
Captions
For Word to automatically generate your table of figures, you need to insert captions for each of them. Let’s
first insert a summary chart of data using the skills learned earlier in the chapter into the market trends
report. To “caption” a figure, select the entire figure, then choose Insert Caption (see Figure 4.56). In the dialog
box that appears (see Figure 4.57), the caption is automatically generated to be “Figure 1,” but you can rename
it to whatever you like. There are also options where you can choose the placement of the caption. Do the
same for all the figures in your document. Once all your figures are captioned, then you can insert your table

of figures.
Figure 4.56 You must use the Insert Caption tool to make sure all of your captions will appear in the table of figures. (Used with

Figure 4.57 (a) You can use the default text for captions or type in your own information. (b) The caption is placed below the table in
this example, and is formatted according to the Style formatting used for the rest of the document. (Used with permission from
Microsoft)
Inserting a Table of Figures
As with inserting a table of contents, first go to the top of your document where you will want your table of
figures to appear. Typically, a table of figures is placed right below the table of contents. Now that we have
labeled our table with a caption, we can create a table of figures to see how it works. As seen in Figure 4.58,
insert a page break, and choose the Insert a Table of Figures command from the References tab. Word will

automatically “read” the existing captions, and a table of figures will be generated.
To make your document neat and organized, add the title Table of Figures on top, and insert another page
break to separate the Table of Figures page from the beginning of the document.
Figure 4.58 You can change some formatting options when you choose Insert Table of Figures. (Used with permission from
Microsoft)
Figure 4.59 The table of figures should look similar to a table of contents, but without the multilevel tiers. (Used with permission
from Microsoft)

Linked Bookmarks
Another helpful tool for navigating long documents is the bookmark. You can add bookmark links throughout
your document for better navigation. Place the cursor where you want the bookmark to link up to—a section
header, for example, or the beginning of an important paragraph—and go to the Insert tab and click
Bookmark. In the dialog box, type a name for your bookmark Figure 4.60. In this case, we chose to bookmark
the start of the body text. Now, select a word that will link up to the bookmark, right-click on it, and select
Hyperlink from the context menu. The same hyperlink dialog box will appear, but this time select Place in This
Document. Click on the bookmark you just made, and then click OK; the link will be set Figure 4.61. Conversely,
if you want to remove a bookmark from Word, click the Bookmark command in the Insert menu, locate it, and
then select Delete.
Figure 4.60 When creating Bookmarks, make sure to choose a descriptor word that has meaning to the content you are designating.

Figure 4.61 The bookmark is now set. Linking a section of text to a bookmark eases navigation through a long document. (Used with
Another reason to use bookmarks is to help digital readers of your document navigate back to important
sections of the document while they read. For example, you can add a link at the end of each chapter that says,
“Go to Table of Contents.” To do this, first place a bookmark in front of the table of contents as Figure 4.62
shows. To locate the roster of bookmarks, click the Bookmark command on the Insert tab, and then click Go to.
If you want to relocate the bookmark, place the cursor where you want the bookmark to be relocated to, then
open the Bookmark dialog box, click the original bookmark’s name, and then click Add. This will update the
new location.

Figure 4.62 When you create the bookmark at the table of contents, you will be able to see it in your roster of bookmarks. (Used with
Next, move to the area of the document where you want to link the table of contents. Go to the Insert tab and
select Link. From the Insert Link window, choose the bookmark you just created. In the text box that appears,
write the text you want readers to see (“Go to Table of Contents”), then choose Place in this Document as
shown in Figure 4.63 and Figure 4.64. Choose the placement in the document and click OK.

Figure 4.63 Remember to name your hyperlink something that will be helpful to the reader. (Used with permission from Microsoft)

Figure 4.64 Readers can simply click on the inserted hyperlink to go straight to the table of contents. (Used with permission from
Microsoft)
SPOTLIGHT ON ETHICS
Academic Integrity
When you are creating documents, especially long documents that might include research or data that has
been created by others, it is essential that you give proper credit. You might have encountered citing
sources when completing a research report for a class. We have an ethical obligation to cite sources to
acknowledge the work of researchers and their findings from the studies. If proper citation is not given to
material that is not your own, this is called plagiarism. Plagiarism is part of a broader category called
“academic integrity.” Academic integrity goes beyond giving credit for work that is not your own, but it also
covers issues such as cheating on a test or paying to have someone create a research report for you.
This is not to say that we cannot use information from others to support our thoughts or to help us develop

a new understanding of the material. Instead, it means we have to acknowledge that the information came
from another source and we are using their research in our work. From the researcher’s standpoint, a
measure of the quality of the research is the number of times the work is cited by others. This is similar to a
product online having a large number of five-star reviews. The more the research is cited by others, the
higher the credibility of the information.
Learning Objectives
• Insert and format page numbers
• Insert and modify a header/footer
• Insert and format a list
The market trends report has been composed thus far in Microsoft Word. However, it could have just as easily
been composed in Google Docs. Docs has many of the same features that we see in Word. Some people prefer
working in Docs as it can be more user-friendly than Word, particularly its features involving collaborating with
others.
Many of Docs’s advanced formatting features are similar to those in Word. Just like in Word, you can insert and
format page numbers, headers, footers, and multilevel lists. Some customizable features that are present in
Word may not be present in Docs, but some users might prefer fewer choices, as it facilitates a more user-
friendly program. Here, we will revisit many of the tools we covered earlier and apply them to the market
trends report in Docs. We will start with an earlier draft of the report where we began the chapter (Figure 4.2).
MAC TIP
Mac computers come with Safari as the default internet browser. While Docs works just fine in Safari, it
functions better in Google Chrome. Chrome is also a Google product and, as such, comes with integrations
that work seamlessly with Docs, such as browser extensions and notifications, as well as supports Chrome-
only features, like voice typing.
Page Numbers
The tool for placing page numbers into a Google document has fewer customizable formatting options than
the tool in Word. There are only two page number styles: top right or bottom right. These are both available in
the Insert menu. Let’s start with the market trends draft and add page numbers (Figure 4.65). If you select
More options, a few more customization options appear. You can choose to have your page numbers start
counting from the second page of your document, which could be useful if your first page is a cover page or a
table of contents. You can also start your page numbering at a certain number (i.e., other than the number 1),
as shown in Figure 4.66. The page number is always placed in the header or footer.

Figure 4.65 Although the default page number doesn’t seem to allow the user to insert the number on the left or in the center, you
can align it later using the alignment tools in the action bar. (Google Docs is a trademark of Google LLC.)
Figure 4.66 You can choose to have the page numbering continue from a previous section, which can be useful when creating long
documents with multiple sections. (Google Docs is a trademark of Google LLC.)
One convenient feature of Docs is its ability to easily add a page count to your page number. First, you insert
your page number, then manually type the word “of” after it (Figure 4.67). Then, go to the Insert menu, click
Page numbers, and select Page count (Figure 4.68). This will add a field that gives the total number of pages in
the document. Now, your page count should appear as “# of #” (e.g., “1 of 5”) (Figure 4.69).
4.4 • Google Docs: Enhanced Formatting Features 283

Figure 4.67 Use the Insert menu to insert page numbers. (Google Docs is a trademark of Google LLC.)
Figure 4.68 The Page count feature allows the reader to see how many total pages there are in the document or that section.
(Google Docs is a trademark of Google LLC.)
Figure 4.69 Adding a page count to your footer helps the reader know how far they’ve read. (Google Docs is a trademark of Google
LLC.)

Headers and Footers
You can add headers and footers to your document in Docs. The Headers & footers command is also located in
the Insert menu. Once you have added your header or footer, you can choose to further configure it by
choosing Options, the blue command that is located on the header or footer itself. This Options button opens
to a drop-down menu with a few choices. If you select Header format or Footer format, you will see a dialog
box with the option of applying certain header/footer settings to a section of the entire document, as seen in
Figure 4.70. You can also control the height of each header/footer in inches, as well as choose to not have the
header or footer appear on the first page. This latter choice is useful in documents for which you have a cover
page. Simply tick the box Different first page. When you are finished configuring the headers/footers, select
Apply.
You can edit and format the text contained in the header/footer as you would text in any other part of the
document: by manually changing the font type; applying bold, italic, or underlined format; adding an image;
or choosing a different alignment.
Figure 4.70 Once the header or footer is inserted, you can use the formatting tools on the action bar, such as centering the header,
just like with page numbers. (Google Docs is a trademark of Google LLC.)
You can also add a horizontal line that visually separates your header or footer from the rest of the text. This
can add a neat and professional look to your document. Just put the cursor where you want the line, go to the
Insert menu, and choose Horizontal line, as shown in Figure 4.71.

Figure 4.71 Insert the horizontal line via the Insert menu, just as you did for the header or footer itself. (Google Docs is a trademark
of Google LLC.)
Figure 4.72 The horizontal line creates a nice separation between the document and the header. (Google Docs is a trademark of
Google LLC.)
Once you have made all your adjustments in the header/footer, just place your cursor anywhere in the body of
the document to exit from the header/footer editing mode, or, alternatively, press the Esc (escape) key on the
keyboard.
Remember that using the View menu, you can change the preview of the header/footer. Make sure that you
are viewing the document with Print layout checked so that you can view your headers and footers. If you
choose to work without the Print layout option checked, you won’t see the headers/footers.
Lists
The chapter Creating and Working in Documents briefly discussed how to insert a bulleted or numbered list in
Docs. In this section, we will use the document outline we used earlier in this chapter to create a multilevel list
in Docs.
To access numbered, lettered, or bulleted lists, go to the Format menu and choose the Bullets & numbering
option. This will open a drop-down menu, where you can see your choices for customization. You can also
access lists (numbered and bulleted) from the action bar (Figure 4.73).

Figure 4.73 There are two ways to insert a list into your Doc: through the Format menu, or via the action bar. (Google Docs is a
Because adding lists to your document is generally done for organization and visual purposes, you want to
make sure they are easy to read and showcase the most important information. For all list types, you can
increase or decrease the space between the lines. This can help with readability. To do this, select the whole list
and go to the Line and Paragraph spacing command and choose a wider or narrower space, as shown in
Figure 4.74. You can also change the color of the text, which could be useful for helping your list stand out
from the rest of your document. Select the text you want to format and use the action bar command for Text
color.

Figure 4.74 In Docs, all types of lists can be formatted just like normal text. (Google Docs is a trademark of Google LLC.)
Numbered and Lettered Lists
To create a multilevel list, choose the style of list you want, then use the Tab key to indent your lines. We want
to create an outline of the headings and subheadings for our marketing trends report. This will give
collaborators an idea of the format for the report, as well as allow us to use the outline to allocate sections to
certain people or departments to fill in the content. For example, Figure 4.74 shows a straightforward
Numbered list from the Insert menu, but Figure 4.75 shows one with multiple levels. You can create these list
levels by using the Tab key, which will increase the indent on the line, creating a sublevel. If you want a further
sublevel, press the Tab key twice, making it a subcategory of the category. You can also do this by using the
Increase indent command in the action bar.

Figure 4.75 Multilevel lists are helpful for showing hierarchies and how categories are structured. (Google Docs is a trademark of
Google LLC.)
Bulleted Lists
Unlike numbered and lettered lists, bulleted lists do not have an obvious sequence. Docs offers different types
of bullets to indicate the multilevel layers, which you can customize (Figure 4.76).
The process for creating a multilevel bulleted list is the same as for numbered and lettered lists: To create
another sublevel below your current level, press Enter to go to the next level, then press Tab or use the
Increase indent command to add it. In Figure 4.77, you can see the result of the new multilevel list using
bullets instead of numbers. The best practice is to use bulleted lists only if they are no longer than half a page;
after that, a numbered list is more effective. You can change the bullet type by clicking in the bulleted list,
going to the Format menu, then choosing List options from the Bullets & numbering tool (Figure 4.78).

Figure 4.76 Several choices are available for multilevel bulleted lists. (Google Docs is a trademark of Google LLC.)
Figure 4.77 Rather than using a numerical order, the bullets change for each level when you use the Tab key. (Google Docs is a

Figure 4.78 Docs offers a lot of customizability for its bulleted lists. (Google Docs is a trademark of Google LLC.)
Checklists
A checklist is a useful type of list option in Docs that has several everyday applications. You may use them to
make a printed to-do list, such as a list of tasks or errands to carry with you when you are away from a
computer. Or you may want to add a checklist to a guidelines document for other people to be able to print
out and reference, or use digitally. For example, it could also be useful for the multiple rounds of editing that
will be needed for the market trends report. As the document progresses through the various departments for
editing and revision, each department could tick a box when their round is complete, indicating that the
document has been approved by the various departments.
A checklist is inserted the same way as any other type of list, except that it is technically listed as a subtype of a
bulleted list in Docs. That is, you follow the same process as adding a bulleted list, but then just make sure to
choose the option that shows the checklist. As you can see in Figure 4.79, the to-do checklist is complete.

Figure 4.79 A checklist can be printed and used with pen and paper, or the boxes can be checked digitally. (Google Docs is a
Learning Objectives
• Insert special characters and equations
• Insert and modify an image
• Use the Google Drawings tool
• Insert and modify a table
Google Docs has many of the same graphic-insertion tools as Microsoft Word, and often functions in a similar
way. You can add tables, images, and WordArt, just like in Word. But Google also offers an embedded app
called Google Drawings that lets the user have a little more freedom with designing charts and shapes. It is
also seamlessly connected to Google Photos and Google Drive. This section will delve into these tools in more
depth.
Inserting Special Characters and Equations
Docs has a way for the user to insert special, nonstandard characters and symbols directly into the text. In
Docs, this function is accessible from the Insert menu. However, Google has some interesting functionality that
Word doesn’t have, such as drawing symbols, a higher degree of searchability, and automatic replacement.
Special Characters and Symbols
From the Insert menu you can see Special characters, as shown in Figure 4.80. You can insert any of the
characters you see on the first screen, just by selecting one in Figure 4.81. But you may need a character that
doesn’t appear here. One way to find a character is to look by category. Choose the Symbol combo box on the
left and select another category. Options are Punctuation, Numbers, other languages, and many other groups,
as you can see in Figure 4.82. These are top-level collections of character types and include lots of special

characters that are more than just symbols.
When you change the top-level collection to be, for instance, Emojis, the special character selections will
change, as shown in Figure 4.83.
Figure 4.80 Special characters are inserted from the Insert menu. (Google Docs is a trademark of Google LLC.)
4.5 • Working with Graphics and Text Tools in Google Docs 293

Figure 4.81 The special characters dialog box offers a number of different choices, as well as the option to draw a symbol or search
by keyword. (Google Docs is a trademark of Google LLC.)

Figure 4.82 When selected, the Symbol combo box opens up a long list of different categories. Each category has a different set of
characters and symbols. (Google Docs is a trademark of Google LLC.)

Figure 4.83 Here, the category selected from the combo box was Emoji. You can see that only emojis are shown in the main window.
If you do not have time to look through the categories for a character, you can draw the character and Docs
will search for one that looks similar to your drawing. If your character cannot be located through the drawing
tool, you can type a description in the query box.
If you have symbols or special characters that you use frequently, then you could add these symbols to the
Automatic substitution roster. This roster allows you to quickly and easily add in a symbol or special
character without having to access the Special Characters menu. For example, whenever you type the word
“pi,” Docs will substitute the pi symbol for the word.
The Automatic substitution tool is in the Tools menu, under Preferences. In the dialog box that appears, select
the Substitutions tab and add in your custom substitution, as Figure 4.84 shows.

Figure 4.84 Adding symbols to the Automatic substitution tool can make it easier to insert frequently used special characters.
Equations
If you want to insert math notation or equations, go to the Insert menu and navigate to the Equation
command, as shown in Figure 4.85. As you do, the Equation toolbar will appear directly below the main toolbar.
From there, you can access the different groups of mathematical operations, brackets, Greek letters, and other
math notation. This toolbar allows you to write custom math equations.
Figure 4.85 Use the Insert menu (a) to access the Equation toolbar. This toolbar (b) has an easy-to-use interface for inserting
mathematical notation, such as Greek letters. (Google Docs is a trademark of Google LLC.)

LINK TO LEARNING
To access all possible symbols for a given font, you might need to get the Unicode value. Every symbol has
its own unique numerical identifier, called the Unicode value. Visit this Unicode Lookup website
(https://openstax.org/r/78UnicodeLookup) to see different Unicode values.
Inserting an Image
Docs has a few more interactive options than Word when it comes to inserting images. Because Docs is a
Google product and you are typically online when you are using it, there are some integrations with other
Google services, like Photos and Drive, that make inserting your own images easy. First, go to the Insert menu,
and select Image. As seen in Figure 4.86, you have a number of different options: You can choose to get the
image from your computer, do a Google Image search, insert a photo from your Drive or your Photos account,
type in a web address where the image is located, or insert an image from the camera on your laptop/tablet/
smartphone. This huge array of options allows for a lot of personalization. Keep in mind copyright protections
for images that you might find on the internet. Be sure to cite properly when using images that are
copyrighted.
Figure 4.86 Docs features many different, integrated ways of inserting images into your Doc. (Google Docs is a trademark of Google
LLC.)
Let’s revisit the market trends report and insert an image of a world map that you can use to show where
WorldCorp’s major markets are located. First, place the cursor where you would like the image inserted. You
will insert the image at the end of the Industry and Market Analysis section, so you will want to place your
cursor at the beginning of the next blank line. Go to the Insert menu and choose Search the web, as shown in
Figure 4.87. Select the image you like and click Insert (Figure 4.88).

Figure 4.87 When you select Search the web, a navigation pane will open on the right side of the screen. Use descriptive search
terms to get a narrower result for what you need. (Google Docs is a trademark of Google LLC.)

Figure 4.88 The image will be inserted at the location of your cursor in the document. (Google Docs is a trademark of Google LLC.)
If you want to edit the image, simply select it with your cursor; Docs gives the user many ways and options for
modification. You will first notice that when you have the image selected, a small toolbar will appear below the
image. From here, you have options for text wrapping, sizing, and rotating, as Figure 4.89 presents. If you
want even more configuration options, choose Image Options from the action bar, and a sidebar will appear.
From here, you can modify all the above options with more detail, such as specific margin sizes. The action bar
now displays, on the right side, tools for accessing image borders, cropping the image, and replacing the
image.

Figure 4.89 Select Image options from the action bar when the image is selected for additional formatting options. (Google Docs is a
Using the Google Drawing Tool
Google’s Drawing tool is an interactive tool that allows the user to create custom shapes and insert preset
shapes. Drawings is its own application that can be accessed either by going to Google Drawings
(https://openstax.org/r/78GoogleDraw) or through applications such as Docs. You can create drawings and
save them to your Drive. Creating custom shapes or drawings can be particularly useful if you want to insert a
specific shape or combination of shapes that isn’t available in the roster of preset shapes. The Drawing app
also gives the user the option to insert standard preset shapes or WordArt.
Creating and Modifying Custom Drawings
To create a new drawing, go to the Insert menu and select Drawing. Docs will open a dialog box to another
app called Drawings, as shown in Figure 4.90. Through the interface, you can add straight lines, curved lines,
WordArt, freehand drawings, and more. This can be a particularly useful tool if you are working on a computer
with a trackpad or touch screen. You can also change the color and thickness of the lines in your drawing.
When you are finished with the drawing, just select Save and Close, and your drawing will appear in your Doc

where your cursor is. You can change the position of the object by aligning it using the action bar align tools,
or you can resize it by using the mouse over the edges of the object (Figure 4.91).
Figure 4.90 Drawings gives you many options for formatting text and adding shapes to visually enhance your document. (Google
Docs is a trademark of Google LLC.)
Figure 4.91 Once you insert the drawing into your document, you have further options for placement and sizing. (Google Docs is a
If you want to insert an existing drawing, you need to have uploaded it first to Drive, as Figure 4.92 shows. To
do this, go to the Insert menu, choose Drawing, then From Drive. You will then have to locate the item in your
Drive and choose whether you want to Link to source or Insert unlinked. Link to source means that you are

creating a live link from your original Drawing in your Drive, so that your drawing will be automatically
updated if you change the original drawing. Insert unlinked means that you are inserting a static copy of your
drawing into your current Doc.
Figure 4.92 You can link the drawing to the original file, then it will update if you change the Drawings file. (Google Docs is a
Inserting Shapes
When you are creating new drawings, you might instead want to use the preset shapes. Drawings has
numerous arrows, circles, squares, callouts, equations, and more, which you can select and add via the
Drawing app, as shown in Figure 4.93. While on the canvas, these can be resized and modified in numerous
ways.
Drawings also has other commands, such as adding lines and text boxes, the fill paint bucket, line width
controls, and font color and type modifications (plus all the standard font formatting commands)—all
accessible from the Drawing app toolbar, as shown in Figure 4.94. For the market trends report, your
supervisor has asked that you create a graphic to show the flow of the report from department to department.
The report will originate with the marketing department, then move to the finance department, and finally to
the operations department. We can use Drawings to construct such a process flowchart. It is worth noting that
in Docs, you need to construct your process flowchart manually, piece by piece, whereas in Word, you can use
the preset SmartArt charts and shapes to create one. This means that creating graphics such as flowcharts and
organizational charts is a bit more labor-intensive in Docs than it is in Word. You will learn more about this in
the section on Inserting Charts.
To create your process flowchart, you first need to insert three rectangular shapes, one for each step in the
process (i.e., each of the departments). Then, you will need two arrows and three text boxes. To speed up the
process, you can copy the shape you inserted and then paste it in the Drawings window. This works for lines
and text boxes as well. Let’s change the fill color to a darker blue so that it is in line with the WorldCorp brand.
From the tool menu, select Shape (to insert the rectangles) and Line (to insert the arrows). As you are lining up
the images, Drawings will give you red guidelines to show when the images are in line with each other.

Figure 4.93 Docs gives you many different shapes options to work with (a), which can come in handy when creating your own
custom flowcharts (b). (Google Docs is a trademark of Google LLC.)

Figure 4.94 You can make the fill color disappear by using the Transparent option. (Google Docs is a trademark of Google LLC.)
Inserting WordArt
Google’s WordArt feature is similar to the one in Word: It is a way to add stylized text to your document. In
Google, this feature is available through the Drawing app. When you are in the Drawing app, go to the Actions
drop-down menu and select WordArt. A small box will appear, in which you type your text. If you want to
change the color, font type, transparency, borders, and other elements, you can do so using the Drawings
toolbar commands. Press Enter to finish (see Figure 4.95).

Figure 4.95 In Docs, WordArt is part of the Drawings app. You can apply all the same formatting as you would to a shape or custom
drawing. (Google Docs is a trademark of Google LLC.)
Inserting Charts
Drawings has many shapes and connectors so that you can build your organizational charts or flowcharts from
scratch. Unlike Word, which comes with the SmartArt options for preset flowcharts, organizational charts, and
more, Docs requires that you make your own charts. This can, however, lead to more customization and
personalization of the shapes and types of charts you can make in Docs. You can see in Figure 4.96 how to
create an organizational chart from scratch by adding boxes, filling them with a light blue color, and
connecting them with lines. This is just like the simple process flowchart we made in the section on Inserting
Shapes, except the boxes are arranged a little differently.

Figure 4.96 There are ways to make hierarchy charts in Drawings using both shapes and lines to connect the levels. (Google Docs is a
Tables
Inserting and modifying tables in Docs is similar to the same process in Word. To add a table, go to the Insert
menu, navigate to Table, and hover your cursor over the number of rows and columns you want, as shown in
Figure 4.97.

Figure 4.97 The maximum number of columns and rows in a table is 20 x 20. (Google Docs is a trademark of Google LLC.)
From this menu, the maximum width and length of a table is 20 x 20 cells, but you can add more columns and
rows later by using the Insert column left/right or Insert row above/below tools, as shown in Figure 4.98. This
menu is accessed by right-clicking when your cursor is anywhere in the table. You may also merge cells by
selecting the cells and right-clicking to show the context menu and choosing Merge cells. This functionality is
useful when you want to merge cells in the top row to create a header row, for example. If you want to delete a
row or column, simply select it and right-click to Delete column or Delete row. The same process works for
deleting the whole table: Select it, right-click, and choose Delete table.

Figure 4.98 Right-clicking anywhere within the table gives you many options for adjusting your table. The menu makes it easy to
add, delete, or alter existing rows and columns. (Google Docs is a trademark of Google LLC.)
As for applying formatting changes within the table, you can select the cells to format and use the action bar
to change the borders and the background color, as shown in Figure 4.99.

Figure 4.99 Using the Background color tool allows you to fill certain table cells with a specific color. (Google Docs is a trademark of
Google LLC.)
You can change the size of the table by selecting it and right-clicking on it to show the context menu, and
selecting Table properties. The Table properties dialog box (see Figure 4.100) is where you can change the
dimensions of the rows and columns (by setting a set width or height in inches), table alignment within the
page, cell text alignment, cell padding, and more.
Outside of this dialog box, you can make some changes manually. For instance, you may change an individual
column or row height or width by dragging the borders of cells; the mouse pointer will change shape to a two-
arrow cursor. You can also make all rows and/or columns the same size by selecting the whole table and right-
clicking it, then selecting Distribute rows or Distribute columns.

Figure 4.100 Docs offers limited options for table formatting. (Google Docs is a trademark of Google LLC.)
Learning Objectives
• Utilize Paint format to apply formatting in a long document
• Insert and modify a table of contents
• Use linked bookmarks and hyperlinks
Google Docs has tools that can help users construct and navigate through long documents. The market trends
report will have multiple sections containing information that is best presented in varied ways. There are three
tools in Docs that this section will cover that are especially helpful: Paint format, Table of contents, and
Hyperlinks.
Paint Format
The Paint format command in Docs is the equivalent of the Format Painter in Microsoft Word. You use it in the
same way: selecting a format you want to copy from the original source, choosing the Paint format icon from
the action bar (it looks like a small paint roller), and using the cursor to apply it on the target text.
In Docs, you can even copy and apply the same original source format multiple times. Once you make your
selection, you are able to apply it many times in different areas of the document. To do this, you need to
double-click the Paint format icon, after which it will stay locked, as shown in Figure 4.101. (Word’s Format
Painter behaves the same way.) After you are done formatting all the text you need, you can unlock it by
clicking once on the icon again; then, the mouse pointer will return to normal.
4.6 • Managing Long Documents in Google Docs 311

It is not advised to use the Paint format tool to apply a style to an entire document with multiple different
features, such as tables and multilevel lists. The Paint format tool may not apply the style in exactly the way
you want with these kinds of special formatting. Additionally, note that in Docs, you can use the Paint format
tool with one open document only.
Figure 4.101 (a) First, select the text with the formatting you want to copy, then click on the Paint format tool. (b) Use the tool to
highlight all the text to apply the new formatting to. As you can see, the body text now has the same format as the header text.
Table of Contents
As in Word, a table of contents in Docs requires that you have your headings properly styled, your section
breaks in place, and page numbers.

Headings for Tables of Contents
What Word calls Styles is called Paragraph Styles in Docs. We previously touched on the importance of these
styles in Docs in the Creating and Working in Documents chapter when we discussed the use of the View menu
to activate or hide the document outline. Moreover, we carefully went over headings and their significance for
the document when we described the font formatting, and how it can be accelerated with the use of styles.
Here, we will discuss how the use of styles helps you manage long documents by helping to structure your
table of contents.
Docs will automatically read your styles and headings and autogenerate the table of contents from that. For
instance, you may have an H1 (Heading 1) for a chapter title, and H2 and H3 headings for subsections. You can
see Google’s default heading styles in Figure 4.102. We can add the table of contents to our WorldCorp market
trends report because we have already formatted the various sections of the report with headings.
Figure 4.102 Docs comes with a few default styles, but you can customize them all to suit your needs. (Google Docs is a trademark of
Google LLC.)
All of these styles can be modified using the Options menu. You can modify any of the heading styles, or even
the Normal style. If you like these styles and will use them frequently, select Save as my default styles. These
will be the default styles for every new document you create.
Changing your styles can be useful when working with long documents. Say that you want to change the font

type of all the document’s Normal style text. The first thing to do is to change a particular paragraph by
selecting it, and then changing its font type to your desired font. While the text is still selected, go to Styles and
hover over Normal text. Then, click Update ‘Normal text’ to match, as Figure 4.103 shows. That will change all
the document’s Normal paragraphs to have the new font type. Labeling the text Normal every time gives the
user the power to automatize the font formatting.
Figure 4.103 Updating your styles can make automating font changes throughout a long document simpler. (Google Docs is a
Once you have labeled your headings and styled your document properly, the headings will appear in the
document outline. This is a good place to check that your headings are correct before you create a table of
contents. You can preview all the headings and should be able to quickly catch if something is styled
incorrectly. If you see a mistake, simply select that heading and Docs will take you there. From there, you can
select the incorrectly styled text and make it the correct heading style.
Inserting Section Breaks for Tables of Contents
We stressed the importance of section breaks in the chapter Creating and Working in Documents. Section
breaks are necessary when creating a table of contents if you want to have different page numbering in
different sections. If your page numbering is continuous throughout the entire document, you would not need
section breaks to create a table of contents. You only need the section titles to be formatted as a Heading
Style. However, if you want the page numbering to restart with each section of the document, you would need
to also include a break at the end of each section.
Once you have applied correct formatting to all of your headings and placed your section breaks, inserting
your table of contents is easy. Go to the Insert menu and choose Table of contents. There are two types: one
with page numbers and one with blue links and no page numbers. The option with page numbers is a good
choice for either print or digital publishing. If you plan on printing out your report, you want your readers to
be able to use the table of contents effectively and be able to flip to the correct page. Digital readers can still
click on the page number and be taken there automatically. The option with only blue links and no page

numbers is a good choice if your document will only be used by digital readers.
Let’s now add the table of contents to the WorldCorp report in Docs. First, go to Insert, then go to the bottom
of the menu and choose Table of contents (see Figure 4.104). Select a type, and the table of contents will be
inserted at the location of your cursor (Figure 4.105).
Figure 4.104 Docs shows the two different options for tables of contents in the Insert drop-down menu. (Google Docs is a trademark
of Google LLC.)

Figure 4.105 The table of contents is automatically generated if you have established the section headings with the appropriate
formatting from the Styles menu. (Google Docs is a trademark of Google LLC.)
Normally, business report writers add the table of contents when they are finished with the report. But in
Docs, it is easy to add the table of contents at the beginning and update it as you go along. For example, each
collaborator might add new headings to the document as they write or revise, which you would want to see
reflected in the table of contents. Once their work is complete, you would simply select the refresh button
(“Update table of contents”) or right-click to “Update table of contents,” to update the table of contents (Figure
4.106). This will tell Docs to recheck the document, and reread for new, modified, or deleted headings. The
table of contents will automatically update with the new document structure.
If you want to change the table of content’s appearance, just select it, and then use the action bar to apply
formatting changes as you would to normal text. You can change the font type, change the size of the font, or
choose to bold or italicize the font.

Figure 4.106 The table of contents can be updated as collaborators contribute to the document. But they will need to make sure they
format section headings appropriately. (Google Docs is a trademark of Google LLC.)
Hyperlinks, Bookmarks, and Links to Other Files
Hyperlinks can be input in various ways in Docs. As in Word, these help with citations and navigation in long
documents. First, you need to select the text you want to make into a link, then you can choose to use the
menus or the right-click context menu to create the link. You can see both methods in Figure 4.107. They both
lead to a dialog box that asks for the web address, which you input, and then click Apply.

Figure 4.107 You can make a link (a) using the menu method or (b) right-click method. (Google Docs is a trademark of Google LLC.)
If you want to add a link to another part of the same document, you can create a link to a specific heading. Use
the Headings and bookmarks option that comes up in the Link dialog box. Select the text that will be the link,
then right-click to Link, and you will see all the titles that the user styled to be headings, as Figure 4.108
displays. You will choose the part of the document that you want to link to.
You may also link to a certain part of the document that is not a heading. This requires first creating a
bookmark. For example, suppose you want to reference a table or figure in your document. You must first add
a bookmark next to the table or figure, then you can link to that bookmark. To add the bookmark, place your
cursor next to the table or figure you want to link to, then go to the Insert menu and click Bookmark (Figure
4.109). Then, when you want to link to that bookmark later on in the document, you do the same steps you did
for creating a link to a heading: Select the text you want to turn into a link and right-click to Link. The dialog
box will show the Headings and the bookmarks option. You can choose the pertaining bookmark, as Figure
4.110 shows. (To undo the bookmark you just made, click on it to select it, and then click Remove.)
For linking to another document, you need to already have the document in Google Drive. Go to Drive’s file
options to make a public shareable link. The linked document will not be accessible to someone unless they
have access to the document, meaning that the document has been shared with them. Copy this link address.
Next, open the document where the link will be placed, and select the text to be linked, then right-click to Link.
In the dialog box, paste the public shareable address of the other document, and click Apply. Or, skip the
pasting method, and select one that has been shared already in the link dialog box, as in Figure 4.111.

Figure 4.108 Having your headings already styled can be helpful when creating links and bookmarks to them. (Google Docs is a
Figure 4.109 Right-clicking allows you to link directly to the selected text. (Google Docs is a trademark of Google LLC.)

Figure 4.110 Creating bookmarks can help digital readers of your document navigate to different parts of the document without
having to scroll through many pages. (Google Docs is a trademark of Google LLC.)
Figure 4.111 Linking isn’t only for within documents but to other documents as well. In this case, the business letter has already
been shared. (Google Docs is a trademark of Google LLC.)

Chapter Review
Key Terms
Automatic substitution feature in Docs that allows the user to type a word and have it automatically
replaced with a predetermined symbol or special character
bookmark tool that lets the user connect different parts of the document using links
checklist type of bulleted list that adds a checkbox to the beginning of each line
drop cap when the first letter of the first sentence in a paragraph is in a large, stylized font
endnote note or citation at the end of the document
footer bottom part of the page within the bottom margin, which you can see and configure in Print Layout
viewing mode
footnote note or citation at the bottom of the page
Format Painter tool in Word that lets you copy the formatting of one area of a document to another area of
the same or other file
formatting marks symbols Word uses to tell the user where a space, line, or the like are in the document;
these are usually hidden unless the user chooses to see them
header top part of the page within the top margin, which you can see and configure in Print Layout viewing
mode
hierarchy chart type of chart that visualizes the chain of command or supervision at an organization
multilevel list type of list that has hierarchical levels with different bullet styles for each level
page numbering ability of Word to number your pages in documents; they can be in the header or in the
footer
Paragraph Styles Google formatting tool similar to Word’s Styles; used to create headings and apply
document-wide formatting so that you can generate a table of contents (and document outline)
process chart way to represent a multistep process in a document; it shows the steps in the process, the
order in which to do them, and the dependencies for an outcome
reference method of giving credit to the texts and other sources you used to furnish your document with
information or data
SmartArt tool in Word that lets you design organizational charts or flowcharts
symbol special character not found on the keyboard such as currency symbols or Greek letters
table of figures list of graphs, tables, or images that are in the document
title page cover page of a document
Trust Center part of Word’s configurable options, which lets you personalize your privacy settings
WordArt tool in Word that lets you create artistic text

Summary
• Word includes some advanced configuration settings, such as the Word Options dialog box. This dialog
box is full of different categories of settings, including General settings, Display settings, Proofing
customizations, and the Advanced tab, which lets you configure a vast array of settings of different
categories.
• Page numbers in Word are easy to add and highly configurable. They have preformatted graphical
designs, styles, and numbering systems.
• Headers and footers can be inserted into Word documents using the tools on the Insert tab. As with page
numbers, headers and footers can be customized to meet your needs.
• Types of lists include numbered, lettered, or bulleted. Each type of list has multilevel capabilities.
• Tables can be inserted into the document to summarize information into rows and columns. The tables
can be customized with a wide variety of styles, colors, and fonts.
• You may insert images, shapes, SmartArt, charts, and screen captures into Word using the tools in the
Illustrations command group. SmartArt is a tool that lets you design different types of organizational
charts, such as process and hierarchy charts.
• The Text command group contains commands that let you insert autogenerated fields into your
document, like Quick Parts, Signature Line, and Date & Time. It also has text-designing tools like Drop Cap,
WordArt, and Text Box.
• Word also has a large collection of symbols and equations that can be inserted in the document.
• The Pages command group has the Page Break, Blank Page, and Cover Page commands. These tools are
used for adding and managing pages in your document.
• The Format Painter is a useful tool that lets users copy the exact formatting from one section of text and
apply it to another place in the document.
• The References tab contains many useful tools for navigating long documents. From this tab, you can
generate a table of contents, a table of figures, and add footnotes and endnotes.
• Adding bookmarks helps readers easily navigate within a long document.
• Docs gives the user a few ways to customize page numbers in the document.
• Headers and footers can be added to the Doc and formatted using the tools in the action bar.
• Making multilevel lists in Docs is similar to the same process in Word. But Docs also has checklists, which
are unique to Docs and are a form of bulleted list.
• Docs interactive character map allows you to search for symbols and special characters using text,
Unicode references, or by drawing it.
• With the Drawings tool, the user can easily create a custom shape and insert it into their Doc.
• Drawings has some SmartArt capabilities, but they are not as robust as Word’s.
• Tables are formed in almost exactly the same way as in Word: by having a drop-down menu with an
interactive row and column designer.
• The Paint format command in Docs is the same as Format Painter in Word. It can copy text formatting to
apply it to another area of the document.

• Section breaks and headings are important for producing tables of contents automatically.
• Hyperlinks and bookmarks can be used the same way in Docs as in Word; they help the user navigate the
document.
Review Questions
1. How do you add a level to a multilevel list?
a. Go to the Insert tab and choose bulleted list.
b. Use the Tab key or use the Increase Indent tool.
c. Highlight the text and choose multilevel lists from the Layout tab.
d. Insert a numbered list from the Home tab and press Enter after each line.
2. In the Word Options dialog box, where can you add paragraph marks?
a. the General tab
b. the Proofing tab
c. the Advanced tab
d. the Display tab
3. Where would you go to remove your personal information when sending a file to someone else?
a. the General tab in Options
b. the Accessibility tab
c. The Trust Center tab in Options
d. the Display tab
4. How would you quickly insert a special character to indicate something is copyrighted ( © )?
a. using SmartArt
b. using symbols
c. changing the font
d. inserting a header
5. What is the main purpose of SmartArt?
a. to create flow and process charts
b. to create a column chart of data
c. to add visual interest to text with shading and shadows
d. to add a screenshot to a Word file
6. Where would you go to insert a signature line?
a. the Symbols command group
b. the Tables command group
c. the Text command group
d. the Illustrations command group
7. How can Format Painter be used in long documents?
a. to add section breaks to the document
b. to set up the headings for the table of contents
c. to quickly copy formats from one section of a document to other sections
d. to add bookmarks, hyperlinks, and captions
8. What do you need to do before you can insert a table of contents?
a. Add page breaks, section breaks, and cross-references.
b. Add section breaks and headings.

c. Add headings, page breaks, and page numbers.
d. Add bookmarks, hyperlinks, and captions.
9. What is the function of the Caption tool?
a. It inserts autogenerated text to footnotes.
b. It labels all figures, which then can be used to build a table of figures.
c. It labels headings, which can then be used to build a table of contents.
d. It inserts a reference for the image or table.
10. What are the two ways to create sublevels in a multilevel list?
a. the Tab key and the Increase indent command in the action bar
b. the Enter key and the Increase indent command in the action bar
c. the Alt key and the Decrease indent command in the action bar
d. the Ctrl key and the Decrease indent command in the action bar
11. Where do you find headers in Docs?
a. on the Insert menu
b. on the action bar
c. on the Tools menu
d. on the Edit menu
12. What are the two default page number styles in Docs?
a. bottom left and top right
b. bottom left and top left
c. bottom center and top center
d. bottom right and top right
13. What is one way to insert a drawing from Google Drawings into a Doc
a. You can upload the drawing directly from your desktop.
b. You can drag-and-drop a drawing from your desktop.
c. You can upload or link to an existing file in Drive.
d. You can create a new one from a vector-graphics tool within Docs.
14. How would you insert the copyright symbol ( © ) into a Doc?
a. Go to the Insert menu and choose Special characters.
b. Find the copyright symbol online and copy and paste it into the document.
c. Insert it as a drawing.
d. Go the Insert menu and chose Image.
15. Which menu do you need to access to add a table of contents to a Doc?
a. the Insert menu
b. the Format menu
c. the Tools menu
d. the action bar
16. How do you link to a table in another part of a Doc?
a. Use the Link tool on the Insert menu and copy the link.
b. Create a bookmark to the table and copy the link.
c. Choose the Link Objects option from the Insert menu.
d. Add a heading to the table, and then link to the heading.

Practice Exercises
17. Find and read a business article or report of at least 4,000 words. As you are reading it, make a detailed
multilevel outline of the contents. The outline should be at least one full page long. Apply headers and
page numbers. Use single-space and a 12-point font.
18. Using the skills learned in this section, customize the Quick Access Toolbar to include the following
commands: New document, Print, Copy, and Paste. Describe the steps you took to accomplish this.
19. Using SmartArt, create a detailed flowchart of the processes involved in a typical household task, such as
making a sandwich or doing laundry. Choose an appropriate graphic to show the flow of the task to be
completed.
20. Using the tools in the Text command group, compose an offer letter for a job opportunity. The letter
should include today’s date, a signature line, and company information. You can create a company name
and address or use an actual company and its information.
21. Go to Papers and reports (https://openstax.org/r/78PprRprtTemp) at Office.com and download a report
template. Using the template, insert both a footnote and an endnote into the document. Add some text to
each and modify the text using the skills learned in this section.
template that has section headings already formatted. Using the template, insert a table of contents into
the document.
template that has a table of contents already formatted. Using the template, insert a bookmark several
pages into the document that will take you back to the table of contents in the report.
24. Create a multilevel to-do list for your weekly tasks. You can decide the level of detail needed in the list and
you can combine both home activities, recreational items, and school-related work in the list. Add and
center the page numbers, and add a relevant header.
25. Find a report template from the template gallery in Docs. Use the template to insert page numbers (or
change the location if the template already contains page numbers) and insert a multilevel outline into the
report.
26. Search the internet and find a picture of an organizational chart for a company. Using that as a guide,
create the chart in a new Doc using the techniques covered in this section.
27. Create a table using the list of weekly tasks you created a checklist for in Google Docs: Enhanced
Formatting Features. Use the tools and skills you learned in this section to create an easy-to-read table
that outlines at least two different categories of tasks (e.g., Work Tasks, Recreational Tasks). Your table
should have at least one merged cell and at least two different fill colors.
28. Using a longer business article with headings, add section breaks as appropriate. Format the headings to
use in the table of contents. Add page numbers with the finished section breaks. Then, on the first page,
insert a table of contents.
Written Questions
29. What are a few advantages of adding headers to a document?
30. Describe the process of adding page numbers to a document. What things should you consider as you are
adding page numbers?
31. How can you format a table without manually changing the borders and colors?

32. How would you insert a special character into a document? Also, if you use this special character
frequently, what might make the process faster in the future?
33. What is the difference between a table of figures and a table of contents?
34. Why would you use a page break or insert a blank page in a business report?
35. Explain how the Format Painter can be used in long documents.
36. How can you change the position of the page numbers in Docs?
37. Why is a checklist useful?
38. How does Google’s automatic substitution feature work, and how do you use it?
39. How does Docs’s process for inserting an image offer more options for personalization than Word?
40. Why would you change the Normal font type in a document? Why would this be helpful when working
with a large document?
41. What are some of the advantages of using section breaks in a table of contents?
Case Exercises
42. Cleveland-Cliffs is the largest steel producer in the United States. Their management team released their
brand guidelines manual.
The Cleveland-Cliffs Brand Identity Standards manual (https://openstax.org/r/78CCBrandManual) includes
guidelines for their logo, letterhead, allowed font types, and so on. They also have more guidelines for
specific documents like brochures (p. 27), posters (p. 29), flyers (p. 32), print ads (p. 34), and more. We will
revisit these Brand Identity Standards throughout the chapter, and use our applied skills and knowledge to
create a newsletter. See page 30 of the Brand Identity Standards for Cleveland-Cliffs’s guidelines for
creating a newsletter.
A. Start with a blank document. With what you have learned from Creating and Working in Documents,
insert two columns. (We will show you how to insert the sidebar text boxes later in this chapter.)
B. Insert headers with WorldCorp’s information.
C. Insert page numbers in the header using a professional style that incorporates some color. WorldCorp
uses blue in their logos and marketing materials, so consider a blue color when styling and formatting
the page numbers.
43. Let’s continue building our newsletter using the Cleveland-Cliffs Brand Identity Standards manual
(https://openstax.org/r/78CCBrandManual).
A. Design a SmartArt hierarchy chart. You can assume that the screen panel division is headed by a
divisional manager, who supervises the sales, finance, human resources, purchasing, manufacturing,
and R&D departments.
B. Create a table containing information on different TV technologies (use this CNET article on the best
TVs (https://openstax.org/r/78BestTVs) as a reference) and explain the differences. Design the
complexity and formatting of the table by yourself.
C. Insert a banded text box to one side. This side text box will take the place of the “Inside This Issue” and
“Did you know?” text boxes in the sample in the Brand Identity Guidelines. You can use your new
banded text box for adding quotes and highlights to your newsletter. For now, do not include a table of
contents (we will add that when we learn more about tables of contents in Managing Long Documents
in Microsoft Word).
44. Let’s continue building our newsletter using the Cleveland-Cliffs Brand Identity Standards manual
(https://openstax.org/r/78CCBrandManual). Take the newsletter that you started on in Word and upload it

to Drive. Open it in Docs.
A. Insert headings into the newsletter. You can choose to make different areas of the document H1, H2,
or H3. Use the Paint format tool to apply the headings, instead of applying the styles manually.
B. Insert bookmarks next to important images in the newsletter. Add at least one link to one of these
bookmarks somewhere in the newsletter.
C. Lastly, insert a table of contents at the top of the newsletter.

Figure 5.1 Advanced word processing features allow you to create complex documents such as invoices, custom envelopes, business
cards, and much more. (credit: modification of “Please pay this amount” by miguelb/Flickr, CC BY 2.0)
Chapter Outline
5.1 Creating Different Document Types in Microsoft Word
5.2 Mail Merge in Microsoft Word
5.3 Creating Forms in Microsoft Word
5.4 Creating Different Document Types in Google Docs
5.5 Creating Forms in Google Docs
5.6 Advanced Collaboration in Google Docs
Chapter Scenario
Microsoft Word includes some specialized features that can be used in a variety of ways, for both business and
personal use. These features are designed to save you time. For your WorldCorp market trends report, you can
use these features to gather information from employees in different departments, communicate with
vendors and customers, and even create forms to be used for human resources purposes.
The chapters on Creating and Working in Documents and Document Preparation focused on the basic
functions of constructing effective documents in Microsoft Word and Google Docs. In this chapter, you will
learn enhanced capabilities in Word and Docs that go beyond simply creating a document. You will also spend
some time reviewing additional types of documents you might encounter in business, such as invoices and
cover letters.
Advanced Document Preparation
5

Learning Objectives
• Create a template
• Create a business memo
• Create a letterhead and an envelope
• Create a business card
• Create a brochure and a flyer
• Create an invoice
• Create a business plan
• Create a résumé and a cover letter
Having different document types ready to go can be useful, in both everyday life and your professional life.
When it comes to something like applying to jobs or schools—a task that requires writing a similar document,
multiple times—you don’t want to waste time by starting from scratch for each application. You can do this by
using a template, which we learned about in Creating and Working in Documents. This section will show you
how to create your own template for a few different document types, including memos, letters, envelopes,
business cards, brochures, flyers, and invoices.
Templates
In Creating and Working in Documents, we defined what templates are and where to find them in Microsoft
Word. There are also a number of templates available on the internet. Word has web search capability so that
you can look for additional templates on templates.office.com, as you can see in Figure 5.2. On the Office
template website, there are thousands of templates that can help entrepreneurs and small businesses start
making their business more systematic. You can find Word templates for email advertisements, calendars,
brochures, memos, business cards, invoices, business plans, warehouse receipts, and more. Once you
download the template, you can populate it with data and further modify its appearance.
Figure 5.2 You can search for templates using the desktop version of Word, or you can go to your web browser and download the
templates. (Used with permission from Microsoft)
Using prebuilt templates can be incredibly useful, but sometimes you might use a custom document type
often enough that you want to save it as your own template. To do this, go to the File tab and use the Save As
330 5 • Advanced Document Preparation

command to save the document with the .dotx extension. That will save the document as a template. This
means that every time you open this .dotx file, a new file will be created, with all your formatting already in
place. Once you make your edits to the new document, use the Save As command again to save the template
file (.dotx) as a standard Word document file (.docx), making sure to choose the .docx extension to keep the
changes. This will ensure that your edits are saved to a new document not to the template file. The .docx files
are standard Word documents used for editing and sharing, while .dotx files are Word templates used for
creating new documents with a consistent format and style. These same steps need to be followed when
building a template for any kind of file, whether it is a memo, envelope, brochure, flyer, or invoice.
LINK TO LEARNING
While Word comes with many fantastic templates installed, there are many more available online that are
free and can be used with Word. A Google search will garner thousands of available templates. You will
likely come across Canva (https://openstax.org/r/78Canva) in your search. Canva does provide access to
some free templates; however, these files must be edited in that service and are saved and downloaded in
file types that are not necessarily fully compatible in Word. When searching for templates, be sure to verify
they are indeed compatible with Word and come from a verified and trusted source.
Business Memos
Word has templates for memos and newsletters. These are similar forms of communication in that they both
inform a large group of new changes or trends in a company and may call for action. Yet there are some
differences. Memos are used internally, while newsletters are for external audiences. Memos also usually have
a standardized format. Newsletters have more freedom of form and may incorporate a lot of graphics. Like
brochures and flyers, both have been digitized in the form of emails.
Despite the widespread use of email, printed business memos are still commonly used to communicate
important information within a company. Memos typically follow a specific format, which formal company
email transmittals may also do today. One common structure is to include an opening thesis statement, the
main issue, and a closing statement. The opening is an introduction, and it may recall some relevant past
activities, or current activity. The main issue should include the changes that are being announced to the
company. The closing is a reminder of the current project general objectives. It may also include a
complimentary closing, such as, “Thank you for your kind attention,” or something similar. Last comes the
signature, which is the sender’s name, job title, and email address.
Like an email, a memo should always include fields for To (the employees), From (typically management), and
CC, which stands for “carbon copy.” In the 1980s, before personal computers, letters were typewritten, and a
piece of carbon paper was inserted between two sheets to make a copy of the letter. The copy created by the
carbon paper was the “carbon copy,” or “CC.” CC’ing others is a process still used in emails today, although of
course there is no physical hard copy involved.
Memos should also include fields for the Date and a Subject. You can see a memo template that was
downloaded from Microsoft’s template page (https://openstax.org/r/78MicTemplate) in Figure 5.3.
5.1 • Creating Different Document Types in Microsoft Word 331

Figure 5.3 Today’s emails have copied the classic style of a business memo. (Used with permission from Microsoft)
Newsletters can follow a similar format but consider that your audience will be different. You may want to use
different language, incorporate graphics, or include more details. Newsletters may not only communicate
information and updates to an external audience but are often used as advertising. Microsoft’s newsletter
templates are a good place to get started if you are not sure how to format your newsletter.
LINK TO LEARNING
Newsletters are the most popular email advertisement form. Read this step-by-step guide to writing a
newsletter (https://openstax.org/r/78WrtNewsletter) at Readz.com. You can find advice on newsletter
creation, the audience, the types of newsletter formats, idea prompts, and more.
Letterhead and Envelopes
A letterhead is a type of heading that contains company contact information and a logo. It can be used in
many scenarios, both personal and professional. Figure 5.4 shows an example of a professional letterhead for
a business. The logo and company contact information will go at the top right of the document. The
information in the template is generic so that you can customize the template with your specific company
information.

Figure 5.4 Using the letterhead templates can make creating a brand/image for your company easier by providing prebuilt designs.
Business letterheads are also used in conjunction with company envelopes. You may have preprinted company
envelopes with the company logo on them. If not, you can create one using templates. When corresponding
by mail, it is much more professional to have a printed envelope with the recipient’s information, rather than
have handwritten details. While we will cover creating envelopes for larger mailings in the next section, here
we are focused on printing one or two envelopes.
Word has templates and other customizable capabilities to create printed, custom envelopes. You just need to
fill in your address with your name in the left corner, and fill the recipient’s data in the middle. To print the
envelope, you will need to load the envelope in the correct orientation in the printer. Then, you will go to the
File tab and select Print. Printers can vary by brand, so consult the owner’s manual for your printer or search
online for the proper way to print an envelope.
Using the Envelopes command is another solution, and it allows for more customization. You first need to
make sure that your address is saved into Word’s settings. This is done through the Options command, located
on the File tab. Selecting the Options command will open a window, and inside that window you will see a tab
called Advanced. This is where you can set your address, as Figure 5.5 shows.

Figure 5.5 The Advanced tab of the Word Options window is where you can make sure your address is saved. (Used with permission
from Microsoft)
MAC TIP
From the Tools menu, click on Envelopes. You can make formatting changes here. Also, in the Tools menu,
there is an option for Labels, which has a similar functionality for preparing mailing labels.
Next, go to the Mailings tab and select Envelopes. In Figure 5.6, you can see the dialog box that will appear.
The blank address is the recipient’s address, and on the bottom is your autogenerated mailing address. If you
want to change the envelope size, choose Options, and you will see a combo box with the standard sizes
(Figure 5.7). When you finish typing the recipient’s address, click on Add to document.

Figure 5.6 The Envelopes and Labels dialog box shows you a simple preview of what your customized envelope will look like. (Used
Figure 5.7 The Envelope Options dialog box allows you to customize the placement of addresses, as well as set custom printer
settings. (Used with permission from Microsoft)
As Figure 5.8 shows, the envelope is inserted as the first page of the document, and along it, there is a section

break. If you want to repeat the styling and envelope size again, it would be a good idea to create the envelope
in a new blank document, and then save it as a .dotx.
Figure 5.8 This is what the Envelope command will ultimately generate. (Used with permission from Microsoft)
Business Cards
A business card is a small, typically wallet-sized card that contains your contact and company information. It is
usually given to clients or potential clients when you meet them, so that they have your contact information
easily available. Business cards may be provided to you by your company, or, if you are self-employed, you may
make them yourself. They usually contain basic contact information, like your name, your position (title) with
the company, your phone number, and your email address, in addition to some eye-catching design elements,
like a logo or image. Business cards are usually printed on thick, sturdy paper called cardstock. Many
companies will order business cards for their employees using approved company designs and layout; at
WorldCorp, the marketing department is responsible for providing business cards to employees. However, if
you are a small business owner or freelancer, you might have a need to create your own business card.
You can easily design a business card in Word and send it out for printing at a business card printing shop,
where you will likely have a few different cardstock options (lighter or heavier weight, glossy or matte finish).
You could also purchase the cardstock and print the business cards on your own. This paper is generally
perforated and some major paper companies that produce this type of paper have templates for their
products in Word. Some of these printing companies may want your design in .pdf format. As we discussed in
Creating and Working in Documents, having a document in .pdf format means that the design elements will
not change at all, no matter who opens the file. If you send the printing company a design in .docx format,
some elements might move when they open the file depending on which program they are using to open and
print the file.
In Figure 5.9, you can see most of a business card template that we downloaded from Microsoft. The page has
ten business cards per page. Simply fill out the information in the fields provided. Once you fill in one area of
the first card, it will auto-populate the same area in all the remaining cards.

Figure 5.9 Using a business card template can make designing your cards easy. (Used with permission from Microsoft)
Brochures and Flyers
Both large and small businesses use advertisements to display what the company offers and detail the
specifications of the offer. Brochures and flyers are a printed form of advertisement. Although many
advertisements are found on the internet these days, printed ads are still popular. Flyers tend to be graphic-
oriented, contain minimal text, and often advertise an event or temporary promotion. Brochures can be an
introduction for a company or specific product and may be used for a longer duration than a flyer.
As with many documents discussed so far, the best way to create a brochure or flyer is to download a template
from Microsoft, and then fill in the information. Because brochures and flyers can be image-heavy and can
have complicated layouts, using a template is the fastest and easiest way to create them. With a template, you
can establish a base layout, and then easily change the images and the color scheme.
In Figure 5.10 and Figure 5.11, notice the default design of a brochure from Microsoft’s template page
(https://openstax.org/r/78MicTemplate) called Business Brochure. The brochure is two pages, as it is designed
for double-sided printing. The brochure is also set in a three-column layout that is meant to be a trifold design.
The layout is there, and all you need to do is change images, the color scheme (if desired), and the text.
At WorldCorp, the marketing department plans a holiday toy drive each year. Your boss has asked you to
create a brochure with the details for the drive to be distributed to all employees. You can use this template to
create the brochure for the event. We will walk through the steps to create this brochure in the following
sections.

Figure 5.10 This template is a trifold design. When folded, the panel on the right is the cover and the panel in the middle is the last
page. (Used with permission from Microsoft)
Figure 5.11 Designing the brochure from an existing template saves time. (Used with permission from Microsoft)
To change the two images, right-click on one of them and select Change Picture, as shown in Figure 5.12, then
browse to the folder where the image is and select Insert.

MAC TIP
On a Mac, the command is Control+right-click.
If the new image is too wide, use the command Crop from the Picture Tools Format tab. To change the color
scheme for the whole brochure, go to the Design tab and click on the Color drop-down menu, as in Figure
5.13. Changing the colors this way will change the color palette for the whole brochure. Finally, to change the
actual text, put your cursor on any of the panels of the brochure and change it manually. In this example, you
changed the pictures and the text on the first page of the brochure to include details of the toy drive at
WorldCorp.
Figure 5.12 The pictures can be customized to your needs either from stock photos, photos on your computer, or photos you find
online. (Used with permission from Microsoft)

Figure 5.13 The color scheme can be changed using the Design tab. (Used with permission from Microsoft)
To create a flyer, choose a flyer template from Microsoft’s templates, and follow the same steps as for creating
a brochure. As you can see in Figure 5.14, flyer templates are just one, single page, meant to be printed single-
sided on one sheet of paper.

Figure 5.14 A flyer is similar to a brochure, but it is printed on one single-sided page. (Used with permission from Microsoft)
Invoices
An invoice is an important document. It is essentially a bill given to a customer for a product or service
provided by a company. You may encounter invoices either as a recipient or the sender. If you are the one
purchasing a good or service, you will receive an invoice. The invoice tells you how much you need to pay. If
you are the one selling the goods or services, you will need to create the invoice yourself, then send it to the
company or person making the purchase. In both cases, an invoice should always explain what was provided,
sold, and what is owed.
There are many kinds of invoices for many kinds of businesses, but all invoices should have a date, invoice
number, description of the goods sold or services performed, the quantity, the price per item, the total, and
the payment due date. The Microsoft 365 collection of templates has many designs and types of invoices by
industry. Using a template to design your invoice can be helpful because invoices often include complex table
formatting that can be difficult to design. The invoices can vary based on whether you are providing a service,
such as maintenance (for which you might charge an hourly rate), or providing an actual product, like
WorldCorp’s laptops and TVs (for which you might charge a per-price fee or flat rate).
You can create an invoice by following the same steps outlined above for brochures and flyers: by creating a
new document and selecting an invoice template. Just as you would with the other document types, click in the
text boxes to make the necessary adjustments to the information in the invoice. Figure 5.15 shows some of the
different invoice templates available.

Figure 5.15 Invoices can be customized to include the company logo and include custom fields, such as sales tax or discounts. (Used
Business Plans
A business plan is a document that describes a company’s plan for growth and profitability. Business plans
may have different uses and applications depending on the type of business and stage of growth that the
business is experiencing. For instance, some start-up business plans are used to seek funding for a venture.
They may describe a detailed short-term plan for the company’s first few months of activity, then a broader
long-term plan for future growth. There are also business plans for established companies, such as capacity-
building business plans. These types of plans are used to explain why a company needs funding to buy a new
capital asset, such as a manufacturing plant, or to refurbish an existing one. The business plan templates you
will find in the Microsoft Office database will give you a head start on designing and formatting your business
plan, but keep in mind that these templates will not give any advice on what to include or what kind of
language to use in your business plan. For that, you can get some examples of an already-made business plan
online. Figure 5.16 shows an example of the first couple of pages of a business plan template in Word.

Figure 5.16 The purpose of a business plan is to discuss the road map for opening or expanding a business. (Used with permission
from Microsoft)
Résumés and Cover Letters
As you start your career and begin your job search, you will want to present yourself as a serious candidate,
ready to take on challenges. One way to put yourself on the right track toward professionalism is by having a
résumé. A résumé displays your work experience, academic degrees, and overall skills. Some résumé experts
say that you should limit your résumé to one or two pages, but depending on the position, you may want to
describe your studies and experience in more detail.
Like business cards, résumés can be simple or more imaginative. While a visual, graphics-heavy résumé may
be eye-catching, a plain text document may be more practical. When you apply for a position, you will often be
directed to an area of the company’s website where you are prompted to upload your résumé to their system.
Then, using computer software, they scan the document for critical information such as keywords, years of
experience, and skills, and then filter the résumés that meet the desired job requirements. These computer
programs do not read drawings and designs well, so a creative or graphics-heavy résumé may not be
interpreted well by this technology.
If you need to print your résumé, it is appropriate to add your personal letterhead to the top of the document.
While letterheads are often used to present company information, as we learned earlier in the chapter, you can
also create a personal letterhead. This type of letterhead is essentially a professional branding of your
personal data, displaying your name, position (if applicable), mailing address, email address, and telephone
number. It might have a simple graphic design, like a solid color bar, or a more intricate design or logo. Using a
consistent letterhead across all your communications will add a look of professionalism and could help
increase your job prospects. That consistency confirms to the potential employer your ability to see “the bigger

picture” and your ability to visualize the tied-together documents.
Another way to use your personal letterhead is on a cover letter. Cover letters always have a distinct purpose:
to present you as a person, and your skills and relevant experience, in a brief manner. Writing a letter on your
own personal letterhead shows professionalism, as well as gives the recipient an opportunity to write back or
respond. Like a business memo, there is a specific way to structure a cover letter. It should always include the
date, your letterhead, the recipient’s address, salutation, complimentary closing, and signature. The body of
the cover letter should address these aspects in different paragraphs, usually in this order:
• The introduction: discussion of the job position that is being offered, and your interest in applying.
• The second paragraph: your work history summary. You need to be brief and cover the main points of
your career. Also include the relevant skills you possess for the job. If you are applying for a management
position, include your management responsibilities in past jobs, for example.
• The third paragraph: description of how you fit the job offered. You might also want to add your overall
career objectives here, and explain how this job furthers these.
• The conclusion: a closing paragraph that includes your willingness to be right for the job, and your
motivation for applying to this company.
Normally, cover letters are one page, and at most, two pages. You may adjust the mentioned format by adding
new paragraphs to add more detail on your work experience and skills.
The templates covered in this section can help you develop your personal letterhead and cover letter. There
are several options for résumé and cover letter templates in Word. Figure 5.17 shows a sample cover letter,
and Figure 5.18 shows just a few of the options available through Microsoft. As with the other templates,
simply replace the generic text in the template with your specific information.

Figure 5.17 A cover letter is a complement to your résumé and specifically outlines how you are a good fit for the position to which
you are applying. (Used with permission from Microsoft)

Figure 5.18 Choose a résumé template that not only matches your personality, but also coincides with the type of job you are
applying for. (Used with permission from Microsoft)
Creating Brand “You”
As you grow in your own profession, you might want to consider developing your own brand. This will
include how you present yourself on social media, as well as all media and supporting documents you
might use to advertise yourself and your “product”—you. Corporations often use brand guidelines to
ensure consistency across all brand items, such as business cards, letterhead, envelopes, and logos. Here
are logo guidelines from Mitsubishi Motors (https://openstax.org/r/78MitsubLogo) for example. These
guidelines give specific details on how to use, and not use, the company logo in different circumstances.
When developing your own personal brand, consider using the following steps:
1. First, investigate personal brands. Canva offers a guide to personal branding (https://openstax.org/r/
78CanvaPersBrnd) that can help. Seek out individuals who do this well. What elements are they using
and why is their strategy effective?
2. Next, design your business card. You might also want to consider developing your own logo; however,
there are many free, online resources available that can help you with this. Once you have a business
card, design your other stationery.
3. Finally, develop a memo and invoice design from scratch. These will be important as your personal
business grows, and you have regular business communication and contracts to support your business.
Learning Objectives
• Understand the purpose and function of mail merge
• Set up a main document for mail merge
• Set up a source document for mail merge
• Complete a mail merge
As companies grow, they may need to scale up their production methods. This can be a complicated process.
An increase in size usually means an increase in revenue, but this comes at the cost of an increase in units
produced or services rendered. As a result, companies need to find ways to make their everyday business

process more efficient and automated.
One form of automation is the streamlining of communication with customers. With an increase in volume, the
sales team needs to handle hundreds or thousands of clients every day. This can be made easier through the
use of form letters, which are a kind of template for communication. In form letters, the content of the letter is
the same for all recipients, but certain information may be personalized or customized. The mail merge tool in
Word is one way to create these autogenerated letters. Although there are third-party companies that offer
these large mailing type services, the mail merge features in Word are free and simple to learn.
What Is Mail Merge?
Many businesses stay in touch with their clients and customers using some form of communication. Some of
these communications may be printed ads; some may be email newsletters. These communications are
sometimes personalized with the name of the recipient. How do businesses automate this personalized
process? One way to do this is by using mail merge. Mail merge is a tool in Word that lets the user write a
form letter or advertisement, while leaving some areas of the document blank. These blanks are fields that can
be programmed to contain personalized information: the recipient’s given name, phone number, address, or
any other type of customized field.
The mail merge tool makes sending letters or emails to hundreds or thousands of people relatively easy. The
process typically begins with the composition of the communication that you want to send to the recipients;
this is referred to as the main document. The main document will have blank spaces, or fields, where
personalized information will go. Then, you need to create your source document, a separate document that
has all the required information that will go into the blank customizable fields, such as postal addresses or
email addresses. The source document can be a document that already exists, such as a list in Microsoft Excel
or Access (we will talk about these programs later in the text). Or, you can create a new list of names and
addresses. A business may already have this document in Excel or Access, as some businesses keep a running
contact list. Finally, information in the source document and the information in the main document are
combined to create the merged document. This merged document will show the personalized customer
information in the designated blank fields on the main document, then multiply this form by the number of
recipients. For example, if the form letter is one page and you have fifty clients, Word will create a merged
document of fifty letters that can be printed.
Let’s walk through an example of how to use the mail merge tool to send out a set of personalized letters to
customers. You will learn how to build a main document, your source document, insert merged fields, and
merge to finalize your letter.
The Main Document
The first step of the mail merge is to compose your main document. The main document could be an existing
document, a template (.dotx) document, or a brand-new document. In this example, let’s use a business letter
template as the main document. You can type it up yourself based on the example in Figure 5.19, or use the
text provided in the downloadable Mail Merge document (https://openstax.org/r/78DataFileMM). This letter
will be sent to WorldCorp customers, informing them of the upcoming holiday hours for the warehouses so
that they can plan for delayed shipments.
Figure 5.19 shows a form letter to inform the customers of the holiday closures. The template used is called
Business Letter (simple design) to create the letter. We also added a simple WorldCorp logo at the top of the
letter. We have highlighted in green where we want the mail merge tool to create the personalized fields.
These are not the actual fields, yet; this highlighting is simply to help us mark those locations for when we do
add them. In this letter, we will insert the customer’s address and the greeting line with their name. You can
certainly use more fields than these. But for this example, keep it simple so you can learn the process.
5.2 • Mail Merge in Microsoft Word 347

Figure 5.19 Templates can be used to create the main document for mail merge. (Used with permission from Microsoft)
The Source Document
The source document needs to be a listing created in Excel or Access. But this walk-through will build a new list
rather than using an existing list. You will build the new list with just a few customers so you can see how mail
merge works. But remember, mail merge can be used with many customers and is virtually limitless. The
capacity of the mail merge is limited by the capacity of your computer.
The source document is built with the intended recipients. To begin, go to the Mailings tab, Select Recipients,
and choose Type a New List from the menu (Figure 5.20).
MAC TIP
Under the Mailings tab, click on Select Recipients, and choose Create a New List.
Notice there are two other choices: Use an Existing List and Choose from Outlook Contacts. When you have
finished entering in the information for the customers, click OK.
Figure 5.20 Although you can create a new recipient list, if you have a long list, it is better to work from an existing file. (Used with

When you choose to create a new list, a dialog box will open so that you can build your list of recipients. Here,
you type in the relevant information for the mail merge, as shown in Figure 5.21. By choosing Customize
Columns at the bottom of the dialog box, you can add or remove the fields that you are not using. Make sure
you add all the information you think you will need for your custom fields. When you do the final mail merge,
you will only be able to choose from the defined information you provided in the source document. For this
example, we need the customer name and address.
Figure 5.21 You can customize the fields used in the list. (Used with permission from Microsoft)
When you finish selecting the fields needed for the mail merge, you will be prompted to save the list as a new
file for use as the source document in the mail merge (see Figure 5.22). The default location for the file is in a
folder called “My Data Sources” (Figure 5.23). You might consider a descriptive name to tell you that this file
contains data used in a mail merge.

Figure 5.22 When you finish entering the information, click OK to save the file. (Used with permission from Microsoft)
Figure 5.23 The list will be saved as a file with a special extension so that Word knows the list is the source document for mail merge.
Merge Fields
Now that you have created the main document, and created and saved the source document, you now need to
insert the merge fields into the main document. First, insert the blank fields on the letter so that Word can
automatically fill them with personalized information: First name, Last name, Address, City, State, and Zip. In
Figure 5.24, you can see the icons in the Write & Insert Fields command group on the Mailings tab. These give

us some common merge fields: Address Block, Greeting Line, and Insert Merge Field. For this example, use
Insert Merge Field. When you select the option, you will notice that the fields available in the drop-down list
are the fields from your source document. Therefore, make sure the fields in your document are descriptive
and as separated as you would like them to be, for example, if you are sending a mailing out to voters,
consider whether you should include all the members of the household in one mailer, or if you should address
them separately (in which case, you should list each of their names individually).
To insert the field, put your cursor where you want the field inserted into the letter. For our example, we want
“Address_Line_1” to replace our highlighted green street address placeholder (see Figure 5.25). Simply click on
the field from the list and it will be inserted at the cursor location. Repeat this process for the other fields.
Notice the fields are denoted by “« »”. This notation tells Word to get the relevant information from the source
document to put into that line in the document.
Figure 5.24 The fields in your source document are in the Insert Merge Field drop-down menu. (Used with permission from
Microsoft)
Figure 5.25 Be sure to remove the green highlighting in the document as we just used this to show where we wanted to insert the
merge fields. (Used with permission from Microsoft)
Now that we have our source document with all of the customer information saved, and we have inserted the
custom fields into the main document, we can complete the mail merge process. First, you should always
preview the document to make sure it looks as it is supposed to. Go to the Mailings tab and select Preview
Results, as shown in Figure 5.26a. This allows you to see all of the letters with the actual, personalized
information in place, as in Figure 5.26b. All the merge fields you designated in the main document will be
substituted by the actual information. You can use the left and right arrows at the top-right area of the ribbon

to toggle between recipients.
Figure 5.26 (a) Before you complete the merge, preview the results so that everything looks as it should. (b) Notice the fields have
been replaced with the first name in our recipient list. (Used with permission from Microsoft)
If everything looks okay, then you can complete the mail merge. Go to the last icon on the Mailings tab, Finish
& Merge. The drop-down menu gives you options to edit, print, or send emails with the merged documents. In
this case, we are going to mail the letters to the customers, so we will choose Print documents from the list. If
there were any issues when you previewed the letters, you could select Edit Individual Documents to make the
necessary changes. When you choose to print, you are given the option to select which ones you want to print.
We will choose “All” for our example. The Print dialog box will open with the default printer displayed. You can
choose to send the letters directly to the printer now by selecting OK, or you can choose to print the file to a
.pdf file so that it will be saved. This .pdf file will have four pages, one for each of the four recipients in the

source document list.
What you have just walked through is a mail merge from scratch. There is also a “Step-by-Step Mail Merge
Wizard” that guides you through the same steps. You can use mail merge for a wide variety of applications,
such as creating name tags for an event; making labels for mailing packages/letters; creating envelopes,
business cards, or postcards; or sending emails to a large group. Even though the tool is called mail merge, its
capabilities go beyond simply creating a mailing.
LINK TO LEARNING
Visit Microsoft’s detailed support page on doing a mail merge (https://openstax.org/r/78MicMailMerge) to
learn more.
Further support can be found on Redtail Technology’s sample mail merge templates (https://openstax.org/
r/78RTMailMerge) page, which has some examples of downloadable form letters.
Learning Objectives
• Understand the Developer tab and its usage
• Use the tools in the Controls command group
• Create a fillable form in Microsoft Word
This section reviews how to build a fillable form in Word. Fillable forms can be very useful in businesses. These
forms can be emailed to recipients as attachments and the recipients can fill in required information into the
form quite easily. The fillable form creates fields that can be filled in by typing directly into the Word document.
You can also insert checkbox fields, drop-down menus, and long text fields into the form. Fillable forms have
many applications in business, such as gathering information on new hires that you might later want to put
into a database, or obtaining company information from vendors for billing purposes. The primary purpose of
the fillable form is to facilitate electronic completion while keeping the integrity and formatting of the
document. Individuals can only input information into the fields you have identified. The rest of the document
is locked from editing or deleting.
Figure 5.28 shows a simple example of how a fillable form can be a useful tool. If you wanted to gather
information on a new vendor, for example, you could create a simple document, email it to the vendor, and
have the vendor send the completed document back to us. However, as Figure 5.27 shows, if you just create
the form as a typical, printable Word document, it is difficult for the vendor to input their information. They
would need to edit the form itself in order to fill it out, which is not ideal. With a fillable form, the vendor
simply inserts their information into the provided fields and the rest of the document is protected from
editing. The fillable form can also be enhanced with decorative features, such as the company logo.
5.3 • Creating Forms in Microsoft Word 353

Figure 5.27 As information is entered into the form, the underline is replaced with the text. (Used with permission from Microsoft)
Figure 5.28 A fillable form gives a more professional appearance and can be customized with the company logo or letterhead. (Used
Developer Tab
To create surveys in Word, you need to enable the Developer tab. This is typically not one of the default tabs
in Word, so you need to manually add it. Go to the Options command on the File tab, then on the Customize

Ribbon tab, then enable the Developer tab.
MAC TIP
To add the Developer toolbar on a Mac, you will need to go to Word, then select Preferences, then go to
Ribbon & Toolbar. In the Search box, type “Developer.” Select the Developer tab from Suggestions. In the
dialog box under the ribbon header, select the box that says Show Developer Tab.
The Developer tab serves several purposes, as Figure 5.29 shows. In addition to containing the tools needed to
design fillable forms, it also contains the tools to create computer programs (macros) in Word, to protect and
restrict access to your document, and other advanced tasks.
The majority of the features on the Developer tab are for more advanced uses of Word and are outside the
scope of this text. This section focuses on the Controls and Protect command groups, which contain the tools
we need to create and secure our fillable form.
Figure 5.29 Making a form in Word uses these control commands. (Used with permission from Microsoft)
Controls Command Group
The Controls command group includes several different icons to represent the fields you can use in your form.
Figure 5.30 identifies the icons you will be using to create the form. The remaining icons in the command
group are used for building sophisticated templates in Word. The controls we are using in this example are
called content control fields. These fields give people a space to type in, add a date or image, or choose their
response from a list. In other words, they are interactive fields that can be specially programmed to receive
input from recipients. The content control fields create a user interface that seeks input from the respondent.
Figure 5.30 The controls you see with the “X” are not used when creating fillable forms. (Used with permission from Microsoft)
The top-level commands are for inserting text or images into your form. The inputted answer will use either
rich text or plain text. Rich text allows the user to use bold, italic, and underlined font, different font types, and
so forth, whereas plain text does not allow these types of font formatting. This distinction is important if you
plan to print the form and want the text to appear with specific formatting. In general, the plain text response
will suffice, as most respondents will not need to add formatting to their answers. The Insert Picture command
(the landscape icon) is for letting the respondent add an image to their answer; this command may be used to
ask the user to upload their profile picture, for instance.
The middle-level commands are for asking multiple-choice-type questions and for setting the date. The first
(leftmost) in this row is the checkbox. This handy option reduces the amount of information that needs to be
typed into the form. For example, the form could have a list of all departments at the company, and the
respondent could simply check the box of the department that they work in, rather than type in the response

manually. You could also have multiple-select questions that ask the survey taker to “check all boxes that
apply.”
The combo box and the drop-down list also ask the respondent to select from a set of preset choices. The main
difference between the two is that the combo box lets the individual type a message after their selected
answer, whereas the drop-down list forces them to choose between the options. The last (rightmost) command
is the Date Picker, which allows the individual to select a date when they are completing the form. The
respondent can choose any date with the Date Picker, such as their birthday or their date of hire.
The Design Mode tool is used to customize the prompts that appear as the survey taker fills out the form. You
can use this to customize the prompt to the respondent; this can be more helpful to the survey taker than the
generic default text (e.g., “Click or tap to enter text”).
The last item you may use in the command group is the Properties tool. This tool allows you to modify the lists
associated with the combo box and the drop-down list. It becomes active once you have added a combo box or
drop-down list to your form.
Creating a Form
Before adding the fields, you should first develop the plan of the form. One way to do this is to type out the
information or questions that you will ask into a blank document. Creating the form using a table is one option
for presenting a professional appearance; this format helps keep everything organized and neatly aligned. The
table should have two columns, and as many rows as you will have questions. Using only two columns allows
you to put the questions in one column and the answer fields in the other. The column on the left will have
your questions, and the column on the right will have the fields for the respondent’s answers. You should
change the table borders (in Table Properties) so that they are transparent, making it so that the respondent
cannot see them. This way, the questions and answers remain aligned, but they will not appear to be in a table
format to those viewing the form. Alternatively, you could choose to not use a table to create your form. In this
case, the questions and answer fields would need to each be manually aligned.
For this example, let’s use a table to create a fillable form. In your role at WorldCorp, you have been asked to
collect information from all department office managers regarding their need for preprinted company office
supplies. Your department (marketing) is responsible for all office supplies that include the WorldCorp logo. A
large order is placed each quarter for items such as letterhead paper, envelopes, notepads and pens with the
logo, and business cards. To help facilitate the process, your supervisor has asked you to create a fillable form
that can be emailed to each department’s office manager to gather information on items that will need to be
ordered.
Creating Questions and Control Fields
To begin, start with a blank document and insert a two-column table. Type all your questions in the left
column: information on the department, whether they need items ordered, and the quantity and type of items
are needed. Figure 5.31 shows how the information will be gathered from the various departments. Because
this is just the draft form, we have noted in parentheses the type of control that will be used for that question.
You can go back and remove that information after you have inserted the fields. Notice that the table lines are
still visible in this initial draft version. To remove the lines from the table, use the Borders tool in the Paragraph
command group on the Home tab.

Figure 5.31 Your form should have a tidy and professional appearance. This could mean removing the lines around the table and
inserting the company logo. (Used with permission from Microsoft)
Then, insert the control fields—where the respondent will put their answers—in the right column. First, insert
the Date Picker control field, as Figure 5.32 shows. Notice the text says, “Click or tap to enter a date.” This is not
very descriptive. You can change this in Design Mode to be more descriptive. Design Mode lets you change the
preset instruction text. To turn on Design Mode, simply click it in the Controls command group. You are now
able to change the default text to be more specific such as “Enter Today’s Date” (Figure 5.33).
Figure 5.32 The default text inserted with the control fields is not very descriptive, so you may want to replace it with your own, more
detailed text. (Used with permission from Microsoft)

Figure 5.33 Your custom text should be descriptive enough so that the user knows exactly what they need to put in the field. (Used
Continue with the remaining questions and enter the field and specific prompter text for each question. Figure
5.34 shows how the form should look at this point. Now, go back to each question and examine the properties
to determine if changes need to be made. Notice that a bulleted list and the insert signature tool were used in
the right column. (You learned these skills in the Creating and Working in Documents and Document
Preparation chapters.) Note that the notes in parentheses were also removed.

Figure 5.34 Changes to the line spacing in the table now make the form more visually appealing. (Used with permission from
Microsoft)
Now that you have the form constructed and the control fields inserted, you can customize each control field if
necessary. To do that, you need to select the control field, and then choose the Properties command. A dialog
box will appear for that control, as shown in Figure 5.35 for the first field, “Today’s Date.” Here, you can change
the format of the date to be entered. There are only a few options for the text boxes. You can change the font
and the fill color. You can also choose to have the control locked so that it cannot be deleted. For this example,
use the default settings.

Figure 5.35 By checking the “Content control cannot be deleted” box, you can protect the field. (Used with permission from
Microsoft)
For the multiple-choice questions, the drop-down lists, and the combo boxes, the setting up takes a little bit
longer. You need to manually add the choices to the list for each question type. In your form, you need to write
out the departments so that the office manager can choose the appropriate department. To do this, go to the
Properties for the drop-down list (see Figure 5.36). At the bottom of the dialog box, locate the drop-down list
properties. Here is where you will add the various departments. By default, the only option is Choose an Item.
We need to remove this item and add the departments. Click on Choose an Item and select Remove from the
options on the right. Now, choose Add to add each department.
Notice that the Display Name and Value Name are the same. There is really no need to change this, but you
can change it if you want the respondent-facing choice to look different from what is actually logged as their
response. For example, you could have the Display Name (i.e., what the respondent sees in the drop-down list)
to say Accounting, but the actual Value that is displayed when they choose Accounting is “Acct.”
Continue in this same manner to add all the departments as shown. If desired, you can change the order of
the options in the list by choosing Move Up or Move Down (Figure 5.36). For a more professional look, consider
placing the items in alphabetical order.

Figure 5.36 With a drop-down list, use Properties to define each of the categories in the list. Generally, the display name and the
value should be the same. (Used with permission from Microsoft)
Finally, you need to format the checkbox field. As with the other control fields, you can change the font and
style (see Figure 5.37). But with the checkbox, you can also change what type of symbol is used in the box. For
example, you can choose a heart instead of an X for the form. To do this, choose Change next to Checked
Symbol. Choose what type of symbol you want for the checked box (see Figure 5.38).

Figure 5.37 The default symbol for the checked box is an X. (Used with permission from Microsoft)
Figure 5.38 Choose Symbols from the drop-down menu in the Font field to find the heart. (Used with permission from Microsoft)
You could adjust the properties of each control field as you enter them into the document. However, it is often
easier to add the fields first and then go back and make the needed customizations to each field with the
Properties tool.
When you have finished formatting all the control fields, make sure you have saved the document. You can
now turn off Design Mode by clicking the tool in the command group. Now is also a good time to add some

visual elements to the form, such as the company logo or other elements to make the form more visually
appealing. You should also remove the borders around the table. Figure 5.39 shows what the finished product
might look like.
Figure 5.39 Notice that when the drop-down list is selected, the various departments show up. (Used with permission from
Microsoft)
Protecting the Form
When you are finished with the form, you need to protect the file before sending it to the various office
managers. This will ensure that they cannot edit the questions and controls—that they can only provide
responses. The way to protect the document is similar to the process described in the Creating and Working in
Documents chapter. To protect the document, select the Restrict Editing command from the Developer tab and
a sidebar will appear. You can also access the Restrict Editing command from the Review tab. This sidebar will
give you options for preventing editing from happening on the file, as shown in Figure 5.40.
When you send the file to others, be sure to send the file as an attachment to the email rather than sharing
the document link. If you have saved this file in your OneDrive and share the document as a link, your original
file will be changed. You should instruct them to save the file under a different name and to send the file back
as an attachment.

Figure 5.40 Before sending the survey form, you need to prevent clients from editing the document. (Used with permission from
Microsoft)
LINK TO LEARNING
There are a lot of detailed privacy considerations when conducting surveys. A considerable number of laws
are in place to protect consumers when participating in corporate surveys. Visit the Information and Privacy
Commissioner of Ontario’s Best Practices for Protecting Individual Privacy in Conducting Survey Research
(https://openstax.org/r/78IPCOPrivacy) site to learn more.
Learning Objectives
• Create and share a template
• Create a business memo
• Create a letter and associated letter for mailing
• Create a business card
• Create a brochure and a flyer
• Create an invoice
Like Microsoft, Google has ready-made templates for many types of documents. This section will walk through
how to make different types of documents using these templates, as well as how to upload other templates
and create documents from scratch. In contrast to Word, Google gives users the power to share their
documents with the public or internally, simply by uploading them to Google Drive and granting permissions
to download them. Using a simple URL, anyone can find and use publicly available, user-generated templates.
Google also has its own default Template Gallery, which contains a few different types of templates for
workplace documents such as project proposals, meeting notes, newsletters, and contracts. However, the
document types we will cover in this section—that is, many of the same ones we covered in Creating Different

Document Types in Microsoft Word—do not have existing templates in the Google default Template Gallery.
We will walk through how to approach creating these documents using a few different methods.
Templates
All the documents covered in this section can be saved as your own template. If you want to publish a
template so that everyone can use it (i.e., to all Google users worldwide), you may do so. When you are
finished formatting your document, you can go to Google’s template gallery (https://openstax.org/r/
78GoogTemplate) and select Submit a template at the top. Note that not all Google accounts can submit
templates. This feature is available only with the paid Business and Education programs in Google.
After you submit a template, Google will ask you to browse for the file in your Google Drive, then you can enter
a description so that people who search for a certain kind of document (for example, an invoice, memo,
business card, or cover letter) will be able to find it. Next, select the category the document fits in, and the
language of the written text. Finally, click on Submit template to finish the process.
Another way to publish a template is to share it with others in a shared location so that your collaborators or
coworkers can access it. (The chapter Creating and Working in Documents covered how to share documents
with others.) Then, you can send the template to your coworkers by email, by sharing the link. The only caveat
with sharing templates is that shared templates should not be directly edited because this would alter the
template itself. You can set this shared template to “View only” if you are concerned about this happening.
Otherwise, explain to the collaborators that when accessing the document, they should not edit it. Instead,
they should use the Make a copy command.
If you would like to access a Google template (not the user-generated templates) in Docs, go to File, New, and
choose From template gallery. This will give you the listing of the templates available. Notice they are
categorized by usage (business, education, and so on).
Business Memos
We reviewed the business memo’s goals and overall form in Creating Different Document Types in Microsoft
Word. These basic understandings remain true when you are creating a memo in Docs. The only difference
between Docs and Word is how you access the template to create one.
There is no default business memo template in Docs. Google’s Template Gallery has plenty of templates,
including ones for cover letters and project proposals. This means that you have to search the internet for one,
upload one from Microsoft, or create it from scratch.
One way to find a user-generated business memo template is to go to Google’s search engine and type “memo
template site https://docs.google.com” into the search bar (see Figure 5.41). This will search for all public
templates with the description “memo template.” However, this will get you a wide range of templates, so you
should evaluate them carefully to find a memo format that you like and that looks professional.
5.4 • Creating Different Document Types in Google Docs 365

Figure 5.41 There are a lot of user-generated templates available on docs.google.com. (Google Docs is a trademark of Google LLC.)
You could also use a template from Microsoft and convert it to a Google Doc. We chose to use a template from
Microsoft’s productivity template page (https://openstax.org/r/MicTempMemo) here. Use the same template
we used in Creating Different Document Types in Microsoft Word Figure 5.42. Save it as a .docx file, then
upload it to Google Drive. While you have the uploaded template open in the Docs window, choose Make a
copy, to keep the original file as a template. Then, you can fill in the required memo fields with your own
information.

Figure 5.42 Uploading and editing a template from Microsoft is easy. (Used with permission from Microsoft)
Letterhead, Letters, and Envelopes
The process and requirements for making a letterhead are the same in Docs as they are in Word. You fill it out
with the same components—name, address, other contact information—which are placed in the same location
on your documents (at the top). You can use a letterhead for any kind of business or personal correspondence,
but this example will use a cover letter. Although Docs does not have a specific template called Cover Letter in
its default Template Gallery, it does have a few that are simply called Letter.
First, start at the welcome screen, which is the first screen you see when you navigate to docs.google.com.
Select Template Gallery at the top right. If you are using a business account, you will see a tab with your
business name at the top left, and a tab that says General. If your company has its own templates, you will see
them in the first tab. But look at Google’s default templates first and choose General. Scroll down until you see
templates for Letters. Some of the templates would work as a letterhead template (Figure 5.43). Select the
template you like, and Google will automatically open a new document for you. Simply replace the template
text with your information on the letterhead (name, address, phone, email address), then add today’s date, the
recipient’s name and address, and the body text, as Figure 5.44 shows.

Figure 5.43 Access the Template Gallery when you create a new Doc in the upper-right corner. (Google Docs is a trademark of Google
LLC.)
Figure 5.44 Google’s letter template has some classic formatting and tasteful colors. (Google Docs is a trademark of Google LLC.)
To print and mail the letter, take the professional step of having a custom-printed envelope. To create and

modify an envelope in Docs, you have two options: get a user-generated template or template from Microsoft,
or install an add-on. Unfortunately, there are no default envelope templates in the Template Gallery, so you
have to get creative.
To use the first option, you must do a manual search in your browser’s search bar. (This is the same process we
used to find a business memo template.) Type in “envelope template site docs.google.com,” and you will see a
number of user-generated envelope templates. You can select one of these and add the information of the
addressor and the addressee. These templates could be modified.
The other option involves installing an add-on. There are several recommended add-ons from Docs’ users in
forums. An add-on is an addition to the base software program. Add-ons can be very specialized, such as
specific add-ons for graphic design, or they can be more general, such as the one we can use to make printed
envelopes. To search for an add-on, go to the search bar at the top right side of the screen, as shown in Figure
5.45. Here, you can search for a mail merge add-on, which will give you the tools to print envelopes. A tip is to
find an add-on that many users have downloaded and installed, so you know that it is effective. You can also
filter the results to show which will work with specific programs and by price. There are many free add-ons for
general usage. The more specialized add-ons might require you to pay a fee. You can see the add-on’s name,
rating, and number of users at the bottom of each result listed. To access the add-on, click on it in the
Extensions menu (see Figure 5.46).
Figure 5.45 Add-ons can increase the functionality of Docs for more specialized tasks. You can install an add-on to print envelopes
and other mailing options using mail merge. (Google Workspace is a trademark of Google LLC.)

Figure 5.46 The new add-on will be in the Extensions menu. Click on add-on to access its tools and features. (Google Docs is a
LINK TO LEARNING
There are many add-ons that increase the capabilities of Docs. As you have read throughout this book,
Word typically offers more features than Docs. Yet, if you install many specialized add-ons, this gap
becomes smaller. Read this article on popular add-ons for Docs (https://openstax.org/r/78DocsAddOns) to
learn more.
Business Cards
As with other document types discussed so far, Google does not have a default template for business cards.
You have a few choices on how to move forward: upload a Microsoft template to your Drive, find a user-
generated template, or install an add-on.
To use a Microsoft template, go to Microsoft's template page (https://openstax.org/r/78MicTemplate5) and
choose the same business card template you used in Creating Different Document Types in Microsoft Word.
You will be making some changes to it in Docs. You can use a letter-size paper to print the cards, but
remember that business cards should be on cardstock, and may need to be professionally printed.
You can also look for a user-generated template on docs.google.com. As with the other template types, type
“business card template site https://docs.google.com” into your browser’s search bar or search engine to look.
Once you find a template, you can add your information and company logo as usual. You may also change the
design of the template by adding shapes and lines from Google Drawings (see the chapter on Document
Preparation.)
Brochures and Flyers
Docs has some default templates for brochures and flyers. But the brochures are not formatted in the
traditional trifold way. In fact, the brochure templates are very similar to the flyer templates in Google.

Figure 5.47 shows a two-page brochure template. Note that it is a trifold format, like we saw in Creating
Different Document Types in Microsoft Word. To create a trifold brochure, you can use a Word template and
open it in Docs. You might have to adjust some of the spacing when using a Word template in Docs, but it
gives you a good framework to start designing your brochure.
Figure 5.47 Brochures in Docs look a little different than traditional brochures. Using a Word template can get you started on a
trifold brochure, but you might have to make some adjustments to the formatting and borders. (Google Docs is a trademark of
Google LLC.)
SPOTLIGHT ON ETHICS
Image Usage and Restrictions
The internet has put any number of resources at our fingertips. As we create documents, we may want to
include images or graphics to augment the visual appeal of the document or to highlight certain
information. Of course, many of us do not have the skill to create these on our own. Here, the internet can
be very useful—you can conduct an image search on just about any topic and find relevant images, and
then copy and paste, or save and insert, these images. But, first, you need to determine whether the
creator has given permission to do so; otherwise, you are taking a work that isn’t yours and using it in a way
that the creator didn’t intend.
Most images you find will have an associated license or require attribution, as they are created by someone
else, usually for someone else. Normally, a large company like WorldCorp would have a paid subscription to
a site such as AP Newsroom (https://openstax.org/r/78APStockImages) for a repository of licensed stock

images.
However, you can also find many open-source images that are available freely and without cost. Wikimedia
Commons (https://openstax.org/r/78WikimediaComm) is one popular open-source image repository. But,
even here, you must carefully read the different licenses associated with the image in question. While some
images on Wikimedia Commons may be public domain—that is, without any copyright restrictions at
all—others may have varying types of Creative Commons (https://openstax.org/r/78CreatCommons)
licenses, which may come with restrictions on usage and attribution.
The most permissive type of Creative Commons license is a CC BY license. According to Creative Commons
“This license allows reusers to distribute, remix, adapt, and build upon the material in any medium or
format, so long as attribution is given to the creator. The license allows for commercial use.”
The least permissive type of license is a CC BY-NC-ND. First, the creator must be given attribution. Second, it
allows for use and distribution in any format but can’t be altered and can’t be used for commercial
purposes.
There are varying degrees of Creative Commons licenses between these two types.
Invoices
As with the other document types, there is no default template in the Template Gallery for invoices. Luckily, we
can still search through the huge number of user-generated templates by searching for “invoice template site
https://docs.google.com.” This internet search will return all public templates that people have added to their
own Google Drives. After you find the invoice template of your choice, you can save it by going to the File
menu, and selecting the Make a copy command, as Figure 5.48 shows.

Figure 5.48 When you find a desirable Docs template from a user, you can get it by clicking on Make a copy. (Google Docs is a
Again, you can always import a Microsoft template and modify it in Google. For example, try using the same
template you chose in Creating Different Document Types in Microsoft Word. As you start to work on the
invoice, you can update it with company-specific information and logos. To save it as your own template, go to
the File menu, and select Make a copy. Then, go to your Drive and rename it to “invoice template” or
something similar.
As with any other template, you may want to restrict editing permissions so the template itself cannot be
changed, as the chapter on Creating Different Document Types in Microsoft Word explains. By setting the
permissions to “View only,” every time you open the template for a new invoice, you would have to use the
Make a copy command in order to create an editable version. Then, from your new editable version, you may
proceed to change the data and save it under a different name.
Learning Objectives
• Create a fillable form using a template
• Create a fillable form from scratch
• Distribute the form and view responses
Google released Google Forms in 2008 as a feature of Google Sheets. It became a stand-alone product in 2016
and became its own program, which enabled Google to add more features to it. Forms helps you create an
online form that tabulates responses and analyzes information gathered from the form. This is the main
5.5 • Creating Forms in Google Docs 373

advantage of using Forms over creating a fillable form in Word. Forms not only collects the responses, but can
also summarize the responses for you. You just need to plan the questionnaire, write and design the
questions, and email the form link to respondents. It has an easy-to-use interface, like other Google products,
and includes additional features to help you sort through and understand the form responses. Because you
are collecting the responses electronically through the Forms app rather than having the responses saved in a
document file, you have many more options for how to view and summarize your responses. In the Forms app,
you have options to view individual responses, download the responses to Sheets, and view graphs that
summarize all of the responses collected.
In the marketing department at WorldCorp, there are many uses for Forms. Forms might be more useful to
the marketing department at WorldCorp because it is much easier to create a form and collect information in
Google as compared with creating the form in Word. The process to create a form in Google is much more
direct and Forms also summarizes the information collected right in the application. As the Google programs
are web-based, we will use the web browser to construct the questionnaire, and the clients will receive an
email with a link. After respondents answer the questions, Forms can automatically create graphs to
summarize the responses, which you can import into other documents or programs if needed.
Form Templates
Creating a Form is like creating any other Google file. Begin in your Google Drive, select the New drop-down
menu, and find Google Forms, as seen in Figure 5.49. From here, you have the choice of creating a survey from
a Blank form or From a template. For this walk-through, we will choose From a template, but we will review
how to create one from scratch in Creating a New Form. The advantage to using a template is that you can
choose a form that is already similar to the one you might have in mind. Using a template from the Template
Gallery (Figure 5.50) will help save you time, as all you will need to do is modify the questions and answers,
and then add some new questions as needed.
Some of the templates in the Template Gallery are designed with specific purposes in mind: event invitations,
contact information requests, order forms, work requests, and customer feedback surveys. As Figure 5.51
shows, most templates just have a few questions, and are meant to be modified and added to.
Figure 5.49 To begin creating a form in Google, you can either start from scratch (blank form or quiz) or use a template. (Google
Drive is a trademark of Google LLC.)

Figure 5.50 When creating a form from a template, choose a category that is close to what you want to create. (Google Forms is a

Figure 5.51 Most form templates have only a few sample questions to get you started. (Google Forms is a trademark of Google LLC.)
Creating a New Form
If you want to create a form from scratch, select Blank form from the drop-down menu. The form will start with
a blank document that says “Untitled form.” As in Docs, rename this file by clicking on the title bar to type the
new name of the form. All new forms also have a blank space for a description, just below the form’s title. The
respondent will see the description, so it needs to be informative to them, as Figure 5.52 shows. It is important
to name the form; otherwise, you are not going to be able to find it easily in your Drive later.
Now, you can begin typing the questionnaire. Use the first sample item in the blank form—a multiple-choice
item—or choose a different type of question using the drop-down menu on the right. There are eleven types of
questions, as Figure 5.53 shows. Table 5.1 explains each type of question and what it is used for.

Figure 5.52 Add your first question to the form by choosing the type of question from the menu. Be sure to customize the form with
a title and short description. (Google Forms is a trademark of Google LLC.)
Figure 5.53 Forms has similar question types compared with Word’s form controls. (Google Forms is a trademark of Google LLC.)

Type Description
Short
Answer
These are open questions (the answer can be anything). Similar to the “plain text” controls in
Word.
Paragraph
These are open questions. Similar to the “plain text” controls, but you can answer with a lot
of text and paragraphs. There is no Rich Text Format control in Forms.
Multiple
Choice
The multiple choice question is like the “combo box” in Word. You can include an “Other”
option. The “Other” option can be typed.
Checkboxes
The checkboxes are the same as in Word controls, but in Forms, you can have an “Other”
open answer as well.
Drop-down
The drop-down is like the “drop-down list” control in Word. The survey taker has to choose
one option. There is no “Other” option.
File Upload The survey taker can upload a document or a picture file (or any other file extension).
Linear
Scale
It is a scaling question that can be configured to start from “0” and end at “10.”
Multiple-
Choice Grid
This is a kind of multiple choice, which the survey taker has to choose one per row or
column. There are many rows/columns.
Can be used for Likert scales.
Tick Box
Grid
This is a kind of checkbox, which the survey taker has to choose one per row or column.
There are many rows/columns. Can be used for Likert scales.
Date This makes the user choose a date, like the “date picker” control.
Time This makes the user choose a time. It can be 24h or AM/PM format.
Table 5.1 Types of Form Questions Choose the question type that will give you the information you need. You have eleven question
types to choose from.
You should learn the various question types, as there are many interesting options for how to set up your
form. There is a sidebar that lets you add a new question, as well as several additional commands, as seen in
Figure 5.54. The additional commands on that sidebar are importing a list, adding a text description (similar to
the Design Mode instructive text in Word), and inserting an image or video for the question. Lastly, there is a
command for making different section breaks; this can be used as a way to divide up the form, which can be
useful if the form is chunked into different topics or if it is several pages long. For example, the demographic
questions could all be in one section, and the TV viewing questions could be in another.

Figure 5.54 The sidebar lets you add new questions or import older ones from previous forms. (Google Forms is a trademark of
Google LLC.)
There are two toolbars in Forms. The top toolbar is used for themes. The bottom toolbar (Figure 5.55) gives the
writer more question-level configuration options. It contains the Duplicate question command, the Delete
command (the trash icon), and the Required toggle. If you select the Duplicate icon, Forms will repeat the
previous question, so that all you need to do is edit the question instead of writing it again from scratch. The
Delete command is for removing the question from the list. The Required toggle allows the form creator to
make the question mandatory; in other words, the respondent must provide an answer for this question
before sending their final responses. In the form, the mandatory question will be followed by a red “*” to
indicate that the question is required. The last item is the three-dots menu drop-down menu that contains a
few more question-level settings, like letting you add a description to the question, manage the list of
questions, and change the order of the questions.
Figure 5.55 The bottom toolbar has tools too, like toggling a requirement of the question. (Google Forms is a trademark of Google
LLC.)
Importing Questions
Importing questions means adding questions from another form or form template to your current form. You
can do this by choosing the Import button on the sidebar (as seen in Figure 5.56). This will take you to the
gallery of form templates (Forms) or your archive of saved forms (Recent) that you have created. Select any
one of these, and you will be taken to that form, where you will see the questions on a sidebar, as Figure 5.57
shows. In this example, we selected the Customer Feedback Form Template. Select the questions you want to
import by ticking the checkboxes. When you are finished making your selections, select Import questions from
the bottom of the sidebar. If you want to add questions from multiple forms, you will have to do the same
steps over again for each form.

Figure 5.56 You make creating a form easier by importing questions from templates or from previous forms you have created. You
can select Recent to access the files in your Drive to search for the form you want to use for importing questions. (Google Forms is a
Figure 5.57 You can choose to import all the questions in a form into the current form. (Google Forms is a trademark of Google LLC.)
If you want to import questions from a form that you wrote in Word, the easiest route is to create a new
question using the type you need, then copy and paste the text from the other file. This is the most direct
approach. Forms will not automatically recognize the type of question you want (such as drop-down list or
checkbox), but if you create the question first, then you can paste the specific text into that question. There are
add-ons that you can download to help facilitate importing questions from other file types, but using a copy/
paste method can be a simple, easy way to get the information from one file into Forms because it involves

fewer steps and is often less complicated than using an add-on.
Let’s use the fillable form that we created in Word and copy the information from a couple of the questions
into Forms using this approach. First, create a blank form in Docs and open the fillable form you created in
Word. Recall that the first line on the office supply order form is “Date.” In the blank form, you can set the first
question to use the date question format type. We can then copy and paste the text from the Word fillable
form into the question we just created. This approach is not necessarily importing the questions from the
Word fillable form, but it provides a simple way to get the information from one file type into Forms.
Customizing the Form Settings and Theme
Although you cannot change the font or text formatting within the form questions, you can change the form
theme, which applies some formatting changes globally throughout the form. In the top toolbar in Forms, you
will find commands for document formatting and applying themes, as Figure 5.58 shows.
The first command, the painter’s palette icon, is for changing the overall survey form theme. When you select
this, a sidebar, Theme options, will appear, with theme and background color configurations (see Figure 5.59).
From here, you can choose an image for the header, such as a custom design or a company logo, as well as
change the color scheme of the document or change the font type of the whole document. There are only four
font types available.
The second command, the eye icon, is for previewing, and it displays the survey how the survey taker would
see it. This can be a handy tool for previewing the form before it is sent to the survey takers.
The third command, the gear icon, is the Form Settings. When you access the Form Settings, you will see three
tabs. The General tab gives you configurations for the survey takers, such as letting you collect the emails of
survey takers, sending the survey takers an email receipt, limiting the takers to only do one survey response,
and other configurations, as shown in Figure 5.60. In the Presentation tab, you can change some of the
appearance options for your survey, such as the confirmation message, the order of questions (e.g., shuffled
or in the same order each time), and other options. The third tab is Quizzes, which contains configuration
settings for survey types and is used more commonly in the education industry.
Figure 5.58 The top toolbar is for previewing the form or for settings. (Google Forms is a trademark of Google LLC.)

Figure 5.59 The colors can be adjusted to reflect your company’s brand. (Google Forms is a trademark of Google LLC.)

Figure 5.60 You can add your company’s logo on the theme options. (Google Forms is a trademark of Google LLC.)
Now, go back to your Office Supply Order Form. Build out the rest of the questions from the form that we
created in Word. We can use some of the tools now to customize the theme to make it more visually appealing
and professional in appearance. Figure 5.61 shows an example of some customizations that you might choose
to include in the form.

Figure 5.61 Notice the asterisk following the questions that are required. (Google Forms is a trademark of Google LLC.)
Distributing the Form
The last command of the top toolbar is the Send button, which lets you start the actual surveying process.
After you press Send, you’ll have four options of how to distribute the survey: you can type your clients’ email
addresses and send it to them directly; get a public link, which you can paste into an email; embed the survey
into a website; or post the survey to a social media account (Figure 5.62).
If you choose to send it by email, you will need to copy and paste or manually type in all of the recipients’ email
addresses. You’ll be able to write the body and subject of the message, but there are limitations to the length
and style of the message. You cannot do any text formatting or add graphics in this interface like you would if
you constructed the email in your email program and included the form link. Note that the recipients will not
see the other recipients’ email addresses in the list. Also, there is no way to use the email addresses in your
Google Contacts or other contact list. This approach is best for a small number of recipients. If you expect to
send the form to a large number of people, it is better to use your email program to send the form with the

link.
The second option is to send the form via a public link. You can copy this link and paste it anywhere. For
example, you can save it for later use, and send it to clients after a business activity has passed (e.g., after a
successful purchase). You could also paste it into an email and send it to your recipients that way.
The third option is embedding, which will give you the .html code so that you can insert the form link on the
company website. When you choose this option, the HTML code will be displayed. You can then copy that code
and use it to embed the form on a website. This option can be used when you want the responders to go to
your company’s website to answer the questions.
Figure 5.62 There are four ways to share the survey to the clients. Choose the link option to send the form through your email
program. The form can also be embedded into a website using the html option. (Google Forms is a trademark of Google LLC.)
Lastly, you can send the form via social media. Forms has Facebook and Twitter (now X) icons on the right side
of the Send form dialog box. Selecting one of these will allow you to embed the form directly onto your social
media page or feed for others to access.
Viewing Responses
Once you send the survey, you may want to wait a few days for individuals to respond. You can consult the
response statistics by going to your form and looking at the top of the form screen. By default, you are viewing
the Questions tab, as seen in Figure 5.63.
Figure 5.63 Even before the survey is complete, you can check the response statistics. (Google Forms is a trademark of Google LLC.)
If you choose the Responses tab, you’ll be taken to the responses report page, as shown in Figure 5.64. At the

top of the Responses report, there is a Google Sheets icon command; if you choose this, all the report output
will be exported to your Sheets app, and from there you can download the file as an Excel file or CSV. Forms
provides some basic visualizations for the response. If you want more in-depth analysis, you might use other
programs more suited for statistical analysis.
When you want to close the form to new responses, you can toggle the Accepting responses lever on the right
side of Responses tab. This means that no one can submit any more responses to your form.
Figure 5.64 When you are finished accepting responses, you can get the results in Sheets. (Google Forms is a trademark of Google
LLC.)
LINK TO LEARNING
Forms is not just used to create surveys. Read this article on creative ways to use Google Forms in the
workplace (https://openstax.org/r/78GoogFormWork) to learn more. Forms can also be used in your
personal life. Read this article on some very unique uses of Forms (https://openstax.org/r/
78GoogFormPers) to learn more.

Learning Objectives
• Use advanced sharing settings in Google Docs
• Use advanced editing level and access settings in Google Docs
• Use advanced settings to view comments and suggested edits
The WorldCorp market trends report needs to advance fast, and the best way to do that is by multiuser
collaboration. By using Google’s cloud service, Google Drive, you can have multiple users work on their portion
of the report simultaneously. As you work in the document, you may see these collaborators typing all at the
same time, as they have their own cursor with their username. This kind of online, synchronous collaboration
will speed up the review and revision process.
Advanced Sharing Settings
The chapter on Creating and Working in Documents discussed basic sharing capabilities of Google Docs. But
understanding the more advanced settings in Docs can maximize your work in the app and help you get the
most out of collaborating in it.
Docs allows up to one hundred persons working on the document at the same time. This can be useful when
many people need to view a file at once, such as real-time meeting notes or a report being discussed on a
conference call. But keep in mind that some of the same limitations exist in Docs as they do in Word Online:
having many people working and editing the document at the same time can cause problems. When several
individuals are working on the same file at the same time, you might see text shifting around, people making
changes in areas you just changed, or conflicting information added by different collaborators.
Fortunately, you can see how many people are accessing the document, and who they are, as seen in Figure
5.65. You can communicate with them using the Google chat software called Google Meet, as Figure 5.66
shows. Collaborators can also chat directly in the document by adding comments as they make edits and
revisions. You can also see where your document collaborators are typing by choosing their icon in the title
bar. Docs will jump down to where their cursor is in the document. The collaborator’s cursor uses another
color, and it moves as the collaborator types.
You can check who has access to this document (at all times, not just when they are online and active) when
you click the Share button at the top right of the document. This will reveal a dialog box displaying all the
people who have been granted permission to view, edit, or comment on the document, as you can see in
Figure 5.67. As you are collaborating on documents with colleagues at WorldCorp, it is helpful to be able to
restrict editing to certain individuals, while receiving comments from others. With Docs, you have the ability to
see where changes are made and by whom.
5.6 • Advanced Collaboration in Google Docs 387

Figure 5.65 When sharing the document, you can determine how they can or cannot change the file. (Google Docs is a trademark of
Google LLC.)
Figure 5.66 Docs allows for a lot of interactivity and communication. (Google Docs is a trademark of Google LLC.)

Figure 5.67 Changes are highlighted with the name of the editor who made the change. (Google Docs is a trademark of Google LLC.)
Sharing Without Adding Collaborators
There may be times when you want certain people to have access to a Doc, but they do not have a Google
account. Or, you may not want to add them as a formal collaborator to the document, but rather just give
them access to review the document instead of making edits. Luckily, there are ways to do this in Google.
To share the document with people who do not have a Google account, you should generate a shareable link,
and choose Anyone with the link. This is accessed through the Share option in the upper-right corner of the
screen. You can then choose the access level (Viewer, Commenter, or Editor), generate the shareable link, and
copy it into an email or elsewhere for everyone to access, as shown in Figure 5.68. These contributors with no
Google account will be able to open and edit the document with an Anonymous user name.
You may also want to share your document with a third party, without adding them to your group of
collaborators. This can be done using the command Email this file found in the File menu, as Figure 5.69
shows. This command sends the file as a .docx or .pdf to their email.

Figure 5.68 Non-Google account editors can enter and contribute using an anonymous username. (Google Docs is a trademark of
Google LLC.)
Figure 5.69 The Email in this file command allows you to share your document with a third party without adding them to the list of
contributors. (Google Docs is a trademark of Google LLC.)
You may also convert the document into an embedded document so that it is published on a web page. The
command Publish to the web, located in the File menu, will open a dialog box (Figure 5.70). Here, you have
two options: either to provide a Link to the file or create the .html code to embed the information directly on
the web page. Using either method will make the information available to anyone on the internet, so use
caution when choosing to publish information from a Google file to the web. Check the box Automatically
republish when changes are made if you want the embedded object on the web page to be updated when you
change the document. If you do not choose this option, you will need to update the embedding when changes
to the document are made. Then, click on Start publishing and the .html code will be generated, as shown in
Figure 5.71. Copy and paste these codes onto your web page.
The other option of Publish to the web is to get a public link, as shown in Figure 5.72, which can be shared via
social media or in an email. This public link is different from the Anyone with the link shareable links, because
the public link is searchable in search engines.

Figure 5.70 Publishing to the web makes the document available on the internet and is searchable on the web. (Google Docs is a

Figure 5.71 Be sure to check the box to automatically update the information published if changes are made in the source
document. (Google Docs is a trademark of Google LLC.)
Figure 5.72 The public link can be shared now either through email or your website. (Google Docs is a trademark of Google LLC.)

Advanced Editing Access Settings
The chapter on Creating and Working in Documents discussed the different levels of access you can grant your
collaborators. Granting someone Editing access to your Doc means that they can make any changes they want
to the document. They do not have to track changes, or work in Suggesting mode, if they do not want to. This
is the most open of all sharing settings.
One way to give someone editing access to a Doc is via a shareable link. The user that opens a shareable link
can be restricted in different ways. You can set up the settings to restrict the opener of the file by selecting
Anyone on the internet with this link can edit. As we’ve learned, non-Google users can access shareable links
that have the designation of either Anyone with the link or Public link (Figure 5.68). The other option,
Restricted, allows sharing and collaborating, but with some limitations. If you check this option, the editor,
commenter, or viewer combo box disappears, as seen in Figure 5.73. This means that the link will only open for
people who are listed as collaborators. Figure 5.74 summarizes the kinds of restrictions on shareable links.
Figure 5.73 With the restricted link, only people who were shared at in the past can see the document. (Google Docs is a trademark
of Google LLC.)
Figure 5.74 These are the kinds of shareable links available.
For all types of shareable links, there are the three standard types of readers of the document, as seen in
Figure 5.75. Again, there is also a Share with people settings options at the top-right corner of the Share dialog
box. If you uncheck Editors can change permissions and share, it will prevent editors from changing access
and adding new people. This allows editor recipients to edit, comment, or read, but doesn’t allow them to
share the document. The other option, if unchecked, is directed at commenters and viewers, as they cannot
download, copy, or print the document.

Figure 5.75 These are the kinds of collaborators available.
Advanced Settings for Viewing Comments and Suggested Edits
Once you are ready to view comments in a Doc, navigate to the top-right area of your document and click on
the Comment history icon (shown in callout 1 in Figure 5.76). Then, click on the bell icon to view and
customize notification settings (shown in callout 2). As shown in Figure 5.77, if you choose Only yours, the
email notifications of changes on the document will be sent to you only if you are being mentioned by an @
operator, or if someone edits some passage you wrote. If you choose None, you will not be notified by email,
even if the changes and comments (and mentions) are related to your written passages.
Figure 5.76 You can view the comments made on a document by choosing the comments tool. (Google Docs is a trademark of
Google LLC.)
Figure 5.77 Adjust the notifications for the document so you will know when comments or changes are made. (Google Docs is a
Once you have chosen your notification settings, return to the Comment history icon. In Figure 5.78, you can
see the sidebar that appears when you click on the icon, showing the comment history. You can view all
comments together in this sidebar. Without the sidebar, you would have to scroll down the screen slowly, to
see all the comments on the document. (The sidebar is similar to the Review pane in Word.) If you want to filter
the comments on the sidebar, you can click on the Comments drop-down command, and filter by For you,

Open, and Resolved (Figure 5.79).
Filtering by For you gives you all comments that are directed to you directly with the @ symbol. Filtering by
Open gives you all comments that are marked as open, regardless of who the comments are directed toward.
And, finally, filtering by Resolved shows all the comments that have been marked resolved and are no longer
active comments to address.
Figure 5.78 The comment history sidebar shows all of the comments made in a document, and includes information like usernames,
timestamps, and comment status. (Google Docs is a trademark of Google LLC.)

Figure 5.79 You can easily see all comments on a long document all together using the comment history. (Google Docs is a

Chapter Review
Key Terms
add-on third-party application that can be added to Google, which extends the basic functionality of a
program with features that are not already included
Anyone with the link accessibility limit in Docs’s shareable links, in which the Doc can be accessed by
anybody with the link, even if they do not have a Google account
business plan document that describes a company’s plan for growth and profitability
cardstock sturdy kind of paper material, typically used for business cards
Comment history feature in Docs that places all comments on a sidebar for easy viewing
content control fields placeholders for the type of questions that the respondent will use to respond
Design Mode tool that lets the form composer type a description of the question that instructs the survey
taker how to answer
Developer tab tab that is used for forms, macros, and managing add-ons or templates; it is not one of
Word’s default tabs
form document type that has blanks for the recipient to add their information
invoice bill that indicates what goods or services one party has sold to another; it usually displays the
quantity, price per unit, and total
letterhead contact information and name of a person that is placed on top of letters
mail merge tool in Word that lets you auto-populate certain field types, such as name and address
main document document that will have merge fields added to it; it will be auto-populated with the
information from the source document when mail merged
merge fields blank fields that get auto-populated with the information imported from the source document
merged document completed mail merged document, with all information auto-populated
Publish to the web most public way to share a Doc; publishes the document so that it is searchable by
internet search engines
Restricted accessibility limit in Docs’s shareable links, which only allows users who have already been shared
on the document to access it
résumé document that displays a job seeker’s work experience and academic degrees, along with their skill
set
source document spreadsheet or other document that serves as the source file for the information that will
go in the merge fields in your main document
Submit a template feature in Docs that lets the user submit a saved template for use in the public Template
Gallery

Summary
• Being able to create different types of documents in Word is an important skill. You can either use a
template or create them from scratch.
• Although many people use email, printed business memos are still common, and the way they are
composed is important to know.
• It is also important to know how to create and format documents on letterhead and printed envelopes.
Letterheads display your name and contact information, while printed envelopes help add a look of
professionalism to your communication.
• Business cards can be designed in Word and printed by yourself, or by a printing company using cardstock
paper. They display your contact information.
• Brochures and flyers are forms of print advertising that can also be used digitally.
• Invoices always contain what you or your company is billing a client for. Microsoft has a large number of
templates you can create an invoice from.
• A business plan usually has a standard layout, which a template can help you with. But it can be helpful to
look at samples of business plans online so you can understand what kind of language to use in the plan.
• When looking for a job, it is important to have a polished résumé and cover letter. The professional look
and feel of your documents can go a long way in helping you start your career.
• Mail merge is a tool in Word that can personalize dozens or hundreds of form letters. It allows the user to
designate merge fields for any type of customized client data, such as names, addresses, or other details.
• To do a mail merge, you first need to create your main document, or the document that contains the letter
or information going to your recipients. You can temporarily designate where the custom fields will be by
highlighting them.
• Next, you need to create or access a source document. A source document is the place where you have all
of your recipients’ information. The information you include here will go into the custom fields in the main
document.
• You complete a mail merge by combining the main document and the source document. The resulting
item will be the merged document. Word will create one letter for each recipient you designated in a
single document.
• The Developer tab is part of Word’s set of command groups, but it does not appear by default, and needs
to be manually activated. It is used for making forms, macros, handling add-ons/templates, and other
advanced processes.
• Fillable forms are built using the tools in the Controls command group of the Developer tab. This
command group contains options for content control fields, which are used for creating different types of
questions for forms. The respondent uses the content control fields to answer the questions in the form.
• Creating a fillable form in Word is a multistep process. You should first create your questions, then choose
the question types, add in the content control fields, then finally edit the properties for each question.
• Docs lets you create and publish your own templates. It does not have as many templates as Word in its
default Template Gallery, but it does allow users to search through user-generated templates on the
internet.
• There are no default templates in the Template Gallery for business memos, envelopes, business cards,
flyers, brochures, or invoices, but these can all be made from scratch in Google Docs.

• Forms is part of the Google workspace of software programs that allows the writer to send a form
electronically, and automatically tabulates their answers. Google provides some templates that users can
base their forms on.
• Forms also allows for creating forms from scratch. Users can choose from a wide array of question types,
add multimedia questions, and apply different themes.
• The results from responses collected through a form can easily be downloaded into Sheets for data
analysis.
• You can share a document using an email or a shareable link. There are three types of shareable links:
public links, anyone with the link, and restricted.
• Docs allows many users to edit and type in a document concurrently. This can be done with layers of
permissions, from editor, to commenter, to reader.
• Comment history collects all comments into a sidebar. This can save time for the user because this way,
they do not have to scroll through the entire document.
Review Questions
1. What are the key components of a business memo?
a. the business logo, the memo sign, the heading, the body text
b. the letterhead, the addressor’s address, the addressee’s address, the body text
c. the business logo, the name, the job position, the contact details
d. the cover, the back cover, the inside flap, the inside center
2. Why might you want to design your own letterhead?
a. It shows professionalism.
b. It demonstrates mastery of a complicated skill.
c. It helps define your career.
d. It keeps your information private.
3. Which document is given to a customer for a product or service provided by a company?
a. Cardstock
b. Letterhead
c. Memo
d. Invoice
4. What is the overall purpose of a business plan?
a. A business plan is optional with today’s technology.
b. A business plan is a document that describes a company’s plan for growth and profitability.
c. A business plan should include details about company invoices.
d. A business plan should summarize a company’s interest and motivation for applying for funding.
5. What is the source document in mail merge?
a. the file where the field information is located
b. the list of fields you will be using in the mail merge
c. the Word document where the fields are located
d. the file where the fields are inserted
6. Merge fields in a document are identified using what denotation?

a. Parentheses ()
b. Double brackets [[ ]]
c. Double angle brackets << >>
d. All caps
7. What is the objective of Design Mode?
a. to customize the preset text labels of each form control
b. to add images to the fillable form
c. to change the preset logo of your company
d. to format the appearance of the form questions
8. Which tab is used for creating forms in the Windows version of Word?
a. Design
b. References
c. Developer
d. Layout
9. What Word tool is used as a placeholder for the types of questions you will have in the form?
a. Design Mode
b. comment
c. merge field
d. content control field
10. ________ are used to enhance Google Docs’s functionality to do more specialized tasks.
a. Templates
b. Extensions
c. Add-ons
d. Forms
11. How do you navigate to the templates in Docs?
a. Go to the File menu, then New.
b. Go to the Insert menu, then Drawing.
c. Go to the Extensions menu, then Add-ons.
d. Go to the View menu, then Mode.
12. What is one quick way to create business cards in Docs?
a. Use a business card template from the Template Gallery.
b. Create a new document from scratch.
c. Go to the Tools menu.
d. Use a Microsoft template.
13. What is one advantage to using a template to create a new form?
a. The template already has a few questions to get you started.
b. The template has all the built-in questions you need.
c. Templates have preset themes that cannot be changed.
d. The template you choose comes with responses.
14. What is the first thing you should do when creating a form from scratch?
a. Find a template to start.
b. Rename the form.

c. Add your first question.
d. Customize the theme.
15. What does embedding the form on a website do?
a. displays the form directly on the home page of the website so that respondents can enter in their
answers
b. ensures that you reach the greatest number of respondents to fill out your form
c. gives you the .html code so that you are able to insert the form link on the company website
d. links the company website in the title of the form
16. How do you check to see who has access and what kind of access to a Google file?
a. Select the comment button at the top-right corner of your document.
b. Go to the View menu.
c. Examine the file’s version history.
d. Choose the Share button.
17. How do you open the comment history sidebar?
a. Select the comment button at the top-right corner of your document.
b. Go to Google Drive and right-click your document to see its version history.
c. Navigate to your document’s File menu and then toggle Suggesting mode.
d. Go to the Insert menu and then choose the Comment command.
18. What does the command Publish to the web do?
a. creates a link for you to email to respondents through the internet
b. allows you to link or embed the document as a web page
c. publishes the document information to social media sites
d. sends the file to Google Docs templates online
Practice Exercises
19. Design an invoice for the sales of screen panels using a Microsoft template. The client wants 25 LEDs with
64” screens, 99 LCDs with 55” screens, and 15 QLEDs with 75” screens. Use the following information:
Client: Doe’s Electronics
Client Address: 123 Doe Street, Doe City, Virginia, 12345
Use today’s date to date the invoice. Search for the unit price of these TVs on the internet.
20. At this point in your life, you might have a résumé of your own. Let’s look at it critically and revise it.
Choose a template as described in the chapter, then copy and paste your information into the résumé you
are updating for yourself.
21. Write a business memo for your department at WorldCorp using one of the Microsoft memo templates.
The memo should announce to WorldCorp employees that there is a new set of company brand
guidelines, and that all employees at WorldCorp need to upgrade their logos and design in their
letterheads, envelopes, and business cards.
22. Use mail merge to create envelopes using the names/addresses we used in the example in the chapter.
Use a fictional WorldCorp address found on the main document as the return address.
23. WorldCorp is sending a letter to its clients thanking them for their participation in a survey. Write the
“thank you form letter” for the main document from scratch, or use one of the templates from Redtail
Technology (https://openstax.org/r/78RTMailMerge). Adjust the merge fields as needed to include the
company name. Add five company names, street addresses, city, state, and zip code by creating a new list
as outlined in the chapter. These five names and addresses can be made up, or you can use the data in the

downloadable List Names worksheet (https://openstax.org/r/78ListNamesWkst). Perform the mail merge
of the “thank you form letter,” and use the Edit Individual Documents command for the final mail merge.
24. Design a new form for your WorldCorp coworkers. You are holding training sessions on the new company-
wide computer system, and you need to know when your coworkers can come. Attendance is mandatory,
but the coworkers can choose their own time slot and date. Make a form with the necessary information
(name, position, department, time, date).
25. Create a form that could be used when contacting a new business client for cell phone/tablets for
employees. You will want to gather enough information about their needs to provide them an accurate
quote for monthly costs. Information that you will collect could be decision maker’s contact information,
number of employees, estimated usage of phones/data, how many phones/tablets might be needed, and
other related information. Be creative in selecting the correct question type for the correct form controls.
26. Go to the Extensions menu in Docs. Find a free add-on for business cards. Install the add-on and create
business cards using your own information.
27. Find an invoice template from the Google user-generated templates and create a generic invoice. Find an
image, as a symbol or simple design, to add to the invoice.
28. Use Forms to create a party invitation from scratch. You want to collect names and see how many people
plan on attending a party you are hosting. You might consider what type of party you are planning (e.g., a
graduation party) and other relevant information in order to generate appropriate questions. Consider
adding questions about food allergies or preferences when creating the invitation.
29. Find a template for a customer feedback survey. Modify the template with a different theme and font
style. Change a couple of the questions to different question types and reorder the questions.
30. Write a sample business memo to your WorldCorp coworkers, describing the upcoming market trends
report. Create the memo in Docs. Using the Publish to web option, publish the document to the web using
the two methods: link and embed.
31. Create a Doc detailing a plan for completing an assignment for one of your classes. You could create the
plan based on when the assignment is due and include items such as the date on which you will begin
work on it, what you will need to complete the task, and other related items. Share the Doc with a friend
using the skills in the section. Change the permissions so that the friend can add comments and edit the
Doc.
Written Questions
32. How could templates help your professional presence as a business consultant? Explain.
33. What is the objective and general form of a business card? Explain.
34. What are the similarities and differences between a brochure and a flyer?
35. What are some advantages of using mail merge?
36. Describe the process of inserting fields into the main document.
37. Describe the various content control fields used in creating fillable forms.
38. Explain the purpose of the combo box control.
39. Describe the process of submitting a template to Google. Why do you think Google allows only certain
users to publish templates for others to use?
40. How do you use a Word template in Docs?
41. What are the advantages of Forms over the .dotx surveys you can produce in Word?

42. What is the objective of a public link?
43. What are the main differences between a Public link and an Anyone with the link shareable links?
44. How is Editing access different from Commenting access in a Doc?
45. Explain a potential concern you might have using a public link for collaboration on document.
Case Exercises
46. Campaignmonitor.com is a company that helps entrepreneurs set up a user-friendly email advertisement
campaign. It has lengthy guidelines on how to design a professional email ad (https://openstax.org/r/
78EmailAd) and lots of infographics and screen captures of excellent examples.
A. Now that you are more knowledgeable on email ads, design your own brief “flyer”-type email. Go to
Microsoft’s template (https://openstax.org/r/78MicTemplate) page and type "flyer" into the search bar
to find a flyer template that you like. Try to implement the lessons from campaignmonitor.com when
you design your own.
B. The flyer can be about a product or organization you are familiar with, such as a school group or the
brand of cell phone you use. Include a description of the product or organization and the overall
features that are appealing.
47. Use the form that you just completed for the Practice Exercise about new customer leads. Using the skills
you learned in Mail Merge in Microsoft Word, create a mail merge to send this form via email to the five
recipients we used in that section. You will need to create fictional email addresses. You can use the
format first initial + last name@company.com for this exercise. Include yourself (use your real email
address) so that you can see how mail merge for emails works. (Note: When you complete the mail merge,
you will get undeliverable email error messages because you used fictional email addresses.)
48. You have been hired to your “dream job.” How could you use the Google Survey feature in your chosen
profession?

Figure 6.1 Working on a slide presentation can be done individually or collaboratively, depending on the tools you are using. (credit:
modification of “A group of people having a meeting” by Darlene Alderson/Pexels, Public Domain)
Chapter Outline
6.1 Presentation and Design Essentials
6.2 Designing a Presentation in Microsoft PowerPoint
6.3 Formatting Microsoft PowerPoint Slides: Layout and Design Principles
6.4 Adding Visuals and Features to Microsoft PowerPoint Slides
6.5 Designing a Presentation in Google Slides
6.6 Creating Google Slides: Layout and Text
6.7 Adding Visuals and Features to Google Slides
Chapter Scenario
The ability to communicate your vision and ideas effectively will be critical to your growth and success at
WorldCorp. As a new hire, the company’s human resources department will ask you to make a presentation
introducing yourself to other employees. This assignment has two purposes. First, it allows the company to get
to know you better. Second, it trains you in the two most popular presentation software programs: Microsoft
PowerPoint and Google Slides. (There are other presentation software programs available, such as Prezi,
Keynote, or Canva, but PowerPoint and Slides are used more often.) This chapter explores the basics of these
two programs.
PowerPoint launched in 1990 and has grown in complexity with each new iteration of Microsoft Office. It’s hard
to imagine, but many of the features that users rely on in PowerPoint today were available when it was first
released on Windows 3.1. Examples include importing pictures to make them editable, adding transitions
between slides in slideshows, incorporating sound and video into slides, and adding/changing fonts
throughout the presentation. Over the years, the options have expanded. Image and sound quality have
become a premium in today’s world. PowerPoint has been able to keep up with the ability to process high-
definition images and sound. It now includes a design editor that helps users hone their graphic design skills.
While PowerPoint provides tools for designing visually appealing presentations, it is not a dedicated graphic
design program like Adobe Photoshop or Illustrator.
Preparing Presentations
6

Slides, which debuted in 2006, offers many features similar to those of other presentation programs. Like
other Google products, Slides relies on an internet connection. It integrates well with Google Docs and Google
Sheets and offers advanced collaboration tools. Slides has continued to advance and adapt to multiple screen
types and user needs.
Your first WorldCorp presentation is already scheduled: You will need to present My Life in a Snapshot. This
presentation is slated to last for five minutes in front of your entire 25-person marketing team. It is designed
as a formal introduction in which all new team members participate.
Learning Objectives
• Understand why and when presentations are used in business
• Understand the importance of knowing your audience and defining your presentation goals
• Describe two essential qualities of good digital presentation design
• Create an appropriate plan for a presentation
Whether we are in front of an audience or in an online meeting, today’s workers should know how to create
digital presentations to help communicate their ideas to diverse and different types of audiences. Our starting
point is learning how to create a digital presentation, or slideshow. Each slide can contain text, pictures, videos,
bullet item lists, WordArt—just about anything.
WorldCorp uses presentations for sales, training, internal communication programs, and external
communication within its ever-growing community. This is accomplished by using the power of words and
imagery to engage audiences. Always keep in mind that the person who delivers a presentation is front and
center to their audience. Microsoft PowerPoint and Google Slides are tools to help facilitate the presentation
for the presenter—not a distraction that takes away from the presentation. This chapter will help you
understand both elements (the person and the program) as you construct your first presentation at WorldCorp
called My Life in a Snapshot.
Why and When Presentations Are Used in Business
WorldCorp is a large, expansive corporation with a vast community of stakeholders. Business presentations in
numerous operational settings share information with internal stakeholders such as employees, managers,
and executives. They also are used to communicate with external stakeholders, such as customers, vendors,
shareholders, and the local community. The marketing team and public relations (PR) professionals are
typically the ones responsible for communicating messages to external stakeholders. But whatever your title
within an organization, you may be expected to know how to build and give presentations.
For example, an employee in the human resources (HR) department may be expected to design and present
on topics, such as business ethics or sexual harassment training, that are mandatory for all employees. These
presentations could be used multiple times to help educate the entire team by using multiple presenters. Or a
presentation may show something fun, such as the end-of-the-year awards celebration. A presentation can
have any number of purposes, uses, and audiences. Your first presentation as a member of the marketing
team will help you make a strong first impression with your coworkers.
Presentations typically fall into one of several categories: to educate or train, to sell an idea, or simply to
convey information to others. The size of your audience doesn’t matter—even a one-on-one meeting may still
necessitate the creation of a presentation. The location doesn’t matter, either. Technology has provided ever-
growing opportunities for communicating effectively and efficiently. Often, a Zoom call, sharing a laptop
screen, or screen casting to a TV may be the perfect option to conduct a presentation.
406 6 • Preparing Presentations

Keep in mind that a business presentation could be the audience’s first introduction to the topic. Audience
members will expect the presentation to give them some information they can use to start their decision-
making process.
As a new hire at WorldCorp, you need to craft a presentation to introduce yourself to the leadership in the
marketing department as part of your training program. The My Life in a Snapshot, presentation poses a
typical workplace presentation challenge: You have a limited amount of time to effectively express a complex
topic. My Life in a Snapshot may feel like it takes longer than five minutes to fully explain. How can decades of
information be condensed into such a narrow window of time? To achieve this, considering your audience’s
requests and their needs becomes front and center.
Understanding Your Audience and Purpose
When you are conducting a presentation, your purpose should not be what you want to do; instead, it is what
you want your audience to do as a result of listening to what you expressed. Your audience will consist of
twenty-five WorldCorp employees. Ask yourself: What am I trying to convey? What is the best way to convey it
to my audience? How will my presentation affect them? These are the questions you need to ask when
developing a sense of purpose in a presentation.
You should also know how long your presentation should be. The recommended length will vary depending on
the purpose and content of the presentation. In many cases, the length of your presentation is predefined. In
that case, it will be up to you to maximize your use of limited time to cover everything you need to address.
Planning, crafting, and practicing your presentation are all critical in ensuring the audience gets the most out
of the available time.
Essentials of Good Digital Presentation Design
By following the best practices and helpful tips outlined here, you will be better able to craft effective digital
presentations. Two important concepts to keep in mind are consistency and coherence. Consistency refers to
the presentation having a uniform look and feel. You can achieve this by having a unified color scheme or a
defined layout for each slide in the presentation. Coherence—how all the elements work together to
communicate the intended purpose of the presentation—includes the slides and the presenters themselves.
The purpose or key message of the presentation should be the focal point when creating a presentation.
Keeping the purpose at the forefront will help with both consistency and coherence. Consistency and
coherence work hand in hand when creating an effective presentation. These two concepts will be explained in
more detail in the following sections.
Consistency as an Essential Design Quality
WorldCorp has developed a corporate-wide PowerPoint design template that makes it easy for team members
to maintain consistent brand messaging. Most companies will have established templates and style guides for
creating presentations. Consistency is the quality of always behaving or performing in a similar way, or of
something always appearing or occurring in a similar way. Font styles, background color themes, and
company logos are built into the brand to maintain consistent messaging. WorldCorp’s corporate color is blue,
as we saw in the previous chapters on creating document files. To be consistent with WorldCorp’s brand
image, we want the presentation template to follow that same color scheme. All the slides in the template will
have a similar layout that includes the slide title and some visual elements with the blue WorldCorp branding.
A consistently designed presentation would not use a different color scheme and layout for each slide. This
would appear chaotic and unprofessional. Likewise, you would expect a consistently designed presentation to
use similar font types and size on each slide. Figure 6.2 shows an example.
6.1 • Presentation and Design Essentials 407

Figure 6.2 Presentations designed with consistency in mind align with the company’s corporate brand, such as using the company
logo and color scheme. (Used with permission from Microsoft)
Coherence as an Essential Design Quality
In addition to slides needing to be consistent in design, the presentation must also be coherent. Each slide
should have a logical reason for being a part of the entire slideshow and should connect to the overall purpose
of the presentation. Good digital presentation design will enhance both the presenter and whom they
represent. As you advance in creating digital presentations at WorldCorp, design will become part of your own
messaging and branding of ideas. In designing a digital presentation, coherency refers to the smooth and
logical flow of the slideshow while connecting to the overall message you want to convey. A coherent
presentation includes elements and text that are connected to each other logically. For example, if a
WorldCorp employee is presenting a quarterly sales recap for their team, a coherent presentation will be
centered on sales data, include visuals and text related to sales goals, and maintain an overall professional and
businesslike appearance.
The presenter should also be dressed in business attire, to match the goals of the presentation. See Figure 6.3
for a sample agenda slide for a coherent sales presentation.

Figure 6.3 A coherent presentation will have a unified message that is focused on the purpose of the presentation. (Used with
Create a Plan Before Getting Started
To create an effective presentation, you will need to become a storyteller. Start by thinking about how you
want the presentation to unfold. As with dividing an essay into paragraphs, you will need to find an easy way
to separate out the distinct topics in your presentation while also building a cohesive storyline that connects
them. When you choose the ideas that you want to emphasize and the order in which you want to present
them, you are building a plan. This plan will help much like developing an outline for a paper.
Before you begin designing the storyboard for My Life in a Snapshot, you will want to sketch out (either
digitally or by hand) a general plan for the content of each topic. A plan can allow you to organize the content
of your presentation in a visual and logical manner. It breaks down the presentation into individual slides and
shows the flow and progression of information. This can help ensure that the presentation is clear and easy to
follow and that all the important points are covered.
LINK TO LEARNING
One of the tools that can aid the process of developing stories with imagery is a storyboard. A storyboard
divides the elements of a story into impactful moments, each with its own setting, characters, and storyline.
Writers, directors, cartoonists—all sorts of creators use—storyboards.
Crafting a workplace presentation shares many of these storytelling best practices. Watch this video to view
an example of storyboard creation and storytelling (https://openstax.org/r/78Strybd) to see how
6.1 • Presentation and Design Essentials 409

storyboarding can aid in presentation design.
For this project, your outline will cover five topics. Each topic should be unique, with each section of your
presentation clearly distinguished from the next. Let’s revisit the example of the quarterly sales goals
presentation that we discussed in this chapter's section on Coherence as an Essential Design Quality. The
presenter wants the presentation to be informative about WorldCorp’s sales performance last quarter, as well
as help set the stage for next quarter’s goals. One way to approach this is to remind the audience of the sales
goals first. Then, present the sales results from this quarter. Next, talk about how the results connect to the
overall company goals for the quarter or year. And then, finally, discuss how this quarter’s performance can be
used to set goals for the next quarter.
This linear method can be easily sketched out using the bulleted list tool in Microsoft Word or Google Docs
that you learned about in previous chapters. You can then use this outline to create the slides for the
presentation. Figure 6.4 shows an example of a presentation plan using a bulleted list.
You could create a similar outline for your My Life in a Snapshot presentation to help you plan out the slides
and flow of the presentation.
Figure 6.4 A good starting point for a presentation is to put together an outline of the key information you want to share. Each top-
level bullet point could be its own slide. (Used with permission from Microsoft)
Once you have your presentation planned out, you will need to revisit its length and whether your plan can be
achieved within the amount of time that you have. Rather than rewriting the entire presentation, you can look
at your presentation in terms of topics, and see which topics can be lengthened or shortened. For example, if

you think your presentation will take twenty minutes but you have only ten minutes, start by considering
whether you’ve devoted too much time to the introduction. You could also consider which details, examples, or
other potentially extraneous information to remove to shorten other sections. Remember, you don’t need to
cut an entire topic out of your presentation if you can shorten it instead. With time and practice, you will learn
how to make fine adjustments to the different topics in your presentation.
Learning Objectives
• Create a new slideshow from a blank presentation
• Create a presentation from a theme or template
• Understand the functions of the Home tab
• Understand the functions of the Design tab
• Understand the functions of the View tab
At WorldCorp, Microsoft PowerPoint presentations are used company-wide for a variety of purposes, such as
presenting quarterly sales data or providing training for new sales personnel. As part of the Microsoft 365
suite, PowerPoint has characteristics similar to those of other programs such as Microsoft Word and Microsoft
Excel. PowerPoint is divided into various tabs, which appear across a ribbon that helps you organize your
actions.
In general, creating a storyboard or outline of a presentation, as outlined in the previous section, is a great
starting point, and this is the approach we will use to build My Life in a Snapshot. To get started, this section
provides an overview of the PowerPoint program, with a review of several tabs within the ribbon that you will
use to develop your first slideshow from scratch. As we start using the primary elements of PowerPoint, you
will begin to develop an understanding of how the program works with examples to provide context.
The vast capabilities of PowerPoint enable WorldCorp employees to present complex ideas, facts, and figures
in the form of easily digestible visuals. Allowing users to create visual representations of information on the
blank canvas slides can allow viewers to interpret, engage with, and expound on what they’re seeing.
Let’s begin by using the blank canvas approach to crafting a presentation.
Getting Started
Open PowerPoint and choose a blank presentation (the first option). You should see a screen that looks like
Figure 6.5, with an arrow highlighting the desired choice. If you want to open an existing presentation, select
Open from the left sidebar and search for the file. Another option is to start with a PowerPoint template—a
predesigned set of slides that you can use as a starting point for creating a new PowerPoint presentation.
Templates include a defined layout and color scheme, and they often include sample text and images that you
can replace with your own content. Using templates is a way to save time and ensure consistency in the design
of your presentation. Like many organizations, WorldCorp has a preset template that is often used for external
communications, such as presentations for clients. However, for the My Life in a Snapshot presentation, you
are not restricted to using the template, as this is an internal presentation and is more informal.
In this example, you will start with a blank presentation. After opening this blank document (by double-clicking
on Blank Presentation), you should save it to your computer or to the cloud using a file name that is
identifiable to the content of the presentation. As seen in Figure 6.5, select the Blank Presentation option on
the Home screen indicated by the arrow.
6.2 • Designing a Presentation in Microsoft PowerPoint 411

Figure 6.5 Choosing Blank Presentation in PowerPoint means you will start your presentation from scratch. (Used with permission
from Microsoft)
In a blank presentation, the initial slide PowerPoint provides is blank except for two placeholders: one for the
title and one for the subtitle. When you choose a blank presentation, none of the design elements are defined
in advance. The Title Slide layout that is provided by PowerPoint can quickly be altered. Most presentations
should have a title. Additionally, the program opens to the Home tab found within the ribbon, as seen in Figure
6.6. Now, the blank canvas is ready for you to craft My Life in a Snapshot for your team at WorldCorp.
Figure 6.6 After selecting Blank Presentation, PowerPoint provides loose guidance on where to place a title and subtitle. You can
delete these boxes if desired. (Used with permission from Microsoft)
Creating a Presentation with Themes and Templates
Many companies tend to already have a theme developed for use with company presentations. A
presentation’s theme refers to the overall design and layout of the slides, including elements such as color
scheme, font choices, and graphic elements. Themes are useful because they give you an easy way to create a
consistent presentation by using preset fonts and color schemes. If you had chosen a theme instead of a blank

presentation, the initial slide would show the same elements, but with the design features of the theme
applied. A theme can also include predesigned slide layouts, which can be used to create a cohesive and
consistent look throughout the presentation.
Within the New tab, as seen in Figure 6.7, selecting a theme allows the designer to set the tone and style of the
presentation, which can help to engage the audience and convey the message more effectively. Themes can
be either built-in or custom-made, depending on the software you are using. PowerPoint offers numerous
themes that you can apply and search for in the search window.
Figure 6.7 PowerPoint shows thumbnails of the different themes, allowing the user to get an idea of the style and color palette of
each one before selecting the one they want. (Used with permission from Microsoft)
Another option that users have is to select a template instead of just a theme. Unlike a theme, a template is a
blueprint of a group of slides that can help meet the topic of a presentation. Templates can contain layouts,
fonts, colors, and background styles much like a theme. Much like a résumé template in Word, for instance, a
template in PowerPoint prompts the user, suggesting sections and topics to include. As an example, a classic
conference presentation might have a specific cadence and style. Slides will be arranged to meet the needs of
a conference with suggested slides and topics to include. Theme and template options are worth considering
and searching for, especially if a theme matches the overall type of presentation you plan to create.
There are benefits to creating a PowerPoint presentation from a theme. First, this approach provides
consistency. The program will offer multiple slides with various concepts, all using the same color pattern,
style, and texture. A theme allows users to focus on the presentation message without distraction from
differing designs, although it does not necessarily guarantee that they will understand the message.
Additionally, starting with a theme ensures that all the slides in the presentation will have a professional
aesthetic design and layout, making it look polished. Aesthetics is the study of how things look and how we
perceive and respond to them. It can also refer to the overall look and feel of something—for example, the

aesthetics of a website or a building.
PowerPoint themes often include a multitude of predesigned slide layouts, which can save time and effort in
creating your presentation. You can click into the various text boxes or image boxes to provide the required
content, copying the desired layouts that work best for you and deleting those that don’t.
Marketing Toolkits
Most companies now offer their internal stakeholders Marketing Toolkits to use. Marketing Toolkits provide
users with the logos, color schemes, outlines, photo depositories, and ideas on what the company is
looking for when designing marketing materials. Digital presentation information is almost always included
in the toolkit.
With advances in cell phone technology and social media’s growing presence in our lives, companies can
now maximize their marketing reach by enlisting their entire workforce into marketing. By providing
accessible content for creators and guidelines, any employee can now be a part of promoting their
employer.
Not all employees will embrace a Marketing Toolkit. It is only as effective as leadership and the culture of
the company allow. See if any companies you know have a Marketing Toolkit online. Does the company
toolkit offer guidelines for PowerPoint presentations? Presentations to external stakeholders can be a
valuable marketing opportunity.
The themes that PowerPoint provides can be customized to reinforce your company’s image and message by
matching the company’s branding and style. The visual design and layout of themes can be chosen to convey
the message or tone of the presentation in a more effective way, which can make it more engaging for the
audience. These themes can also be easily modified to include different colors, fonts, and graphics, allowing
you to personalize the presentation while still maintaining a consistent design.
Home Tab
Themes are helpful, but to learn PowerPoint more deeply, you will also need to learn how to create a
presentation from scratch. Start by getting to know the Home tab. The tools found on the Home tab are used
to create the general structure of the slideshow, as seen in Figure 6.8. As an introduction to this group of tools,
we will review five key commands, which are circled in the figure: New Slide, Layout tab, the tools in the Font
command group, the tools in the Paragraph command group, and Design Ideas.
Figure 6.8 The Home tab houses five foundational commands in PowerPoint: New Slide, Layout, Font, Paragraph, and Design Ideas.

Using the outline laid out in Figure 6.9, you can create a slideshow from a blank document to present to the
team. From here, you can see how a well-planned presentation of ideas can be created in the form of a
PowerPoint slideshow.
Figure 6.9 A storyboard works well to help plan out your presentation before you start designing the slides.
New Slide
Following the outline in Figure 6.9, the presentation requires five distinct groups of information arranged in
numerical order with subtopics. In PowerPoint, you will want to add five slides, each of which will represent
one of these groups. To do this, go to the New Slide command group and, with your mouse, select the green
button on New Slide four times. (Reminder: PowerPoint provides the first slide by default.) Note that you can
change the layout at any time after creating a slide. For this exercise, any layout will do to get started. The
default layout provided is fine.
Once complete, there should be five slides listed in the thumbnail pane on the left side of the screen. (Figure
6.10 shows the first two of five.) You can then use the thumbnail feature to click in and out of individual slides
as we develop and edit content that meets the storyboard criteria.
Figure 6.10 Your presentation screen should show five slides going down the left side. (The figure shows the first two.) (Used with

Now that you have created five new slides, you can edit and format them. It’s a good idea to use the same
steps to edit and format each. For example, you might create a step called “adding text,” ensuring that every
slide that needs text will receive text. The first slide, which is similar to a cover page for the presentation,
requires a standard title and subtitle, and these are provided by default.
Layout
The next command in the Home tab (see Figure 6.8) is Layout tab. When you open the drop-down menu in
Layout, you will see that PowerPoint offers nine basic layout options, which are designed to provide variety,
balance, and consistency to each presentation design. (One of the options is “blank.” This layout gives you a
blank, white canvas to build from, enabling you to design an infinite number of layouts.) For your WorldCorp
presentation example, use the default layout Title Slide for the first slide. A title slide is a slide layout that
provides space for a title and a subtitle. (Note that you are not using a template here.)
To add your content, click into each text box provided (it says “Click to add title” and “Click to add subtitle”).
Start by typing “My Life in a Snapshot” in the first text box. In the second text box, type your name, followed by
your title at WorldCorp and your geographic location, as seen in Figure 6.11.
Figure 6.11 Slide number one is a title slide, with two lines for you to fill out. (Used with permission from Microsoft)
Next, in the thumbnail panel, select each slide and change the layout for the rest of the slides. Depending on
the content of your presentation, it can be helpful to have different layouts on different slides. This
presentation will use three different layouts to accommodate different types of information. Follow along by
selecting each slide from the thumbnails, then selecting the Home tab, followed by selecting the layout option
from the ribbon. You can choose to have information on the slide presented in a different way by changing the
slide layout. For example, you could have two groupings of text side by side, as is shown in Figure 6.12, or have
the content on the slide grouped all in one area. Make sure to change the layout setting so it accurately
reflects the recommendations found in Figure 6.12.

Figure 6.12 (a) The Title Slide layout has large text to display the title of your presentation. (b) One layout option is to have a title for
the slide with one grouping of text under related to the title. (c) Yet another layout option is to put two groupings of text on the slide
displayed side by side. (Used with permission from Microsoft)
Font
Font choice plays a big role in PowerPoint presentations. Each letter, number, or symbol on a slide can be
adjusted to a specific design. Using these options allows you to make your text more visually appealing. The
process for selecting or changing a font is similar to the way you change a font’s details in Word. In
PowerPoint, however, you will often have much less text to manipulate than in a Word file, and the text is
usually much larger so an audience can easily view the information from a distance.
When you change font characteristics, be sure to choose what will best meet the audience’s needs. There are a
few easy rules of thumb to follow when you create text for a presentation to a large audience. One of them is
what’s known as the seven-seven rule—that each slide should have no more than seven lines of text and each
line of text should have no more than seven words. This will help prevent you from relying on punctuation or
sentence structure to convey your message. When it’s necessary to communicate via paragraphs of text, Word
may be a better tool to distribute those types of communication either as handouts along with the
presentation or in lieu of the presentation altogether. But, remember, this is only a rule of thumb. It is
acceptable to deviate by a few words or lines based on the message and content of the presentation. The point
is to keep the slides clear and simple and not to distract from the presenters themselves. Best practices can be
a great help in keeping the audience front and center in your mind and staying focused on the purpose of
your presentation.
Fill in the required text as displayed in Figure 6.13. As with changing the layouts, click on each thumbnail,
select the required text box, change the font to meet your needs (including the type and color of the font), and
adjust the font size as needed. Type the required information (this will be your chance to start explaining who

you are to your team), and then make sure to review your work for any errors. Take your time. Word choice can
be a challenging task. Make sure that every slide is accounted for. Then, you’re ready to move on to the next
step of designing My Life in a Snapshot.
Figure 6.13 It can be helpful to choose a font style and size at the planning stage, even before your slides are final. Filling in the
information in slides (a) through (e) will help you better visualize the presentation content from the audience’s perspective. (Used
A variety of presentation styles are available, so be sure to take note of the things you like and dislike in the
presentations you attend as you develop your own style preferences. Consider the contrast between the text
and the background. How easy is it to read the text while listening to a presenter? Does the text work both

compressed on a laptop screen (as in a Zoom call) and displayed on a 176-inch projector screen designed for a
room full of people? You will notice that the font size and choice are large and easy to read in this project.
Later, as you explore the many available options, you are likely to find that the text font needs to match the
theme of the presentation.
Next, consider the text. Is this the appropriate content to display? As an example, in Figure 6.14, you can
compare the options for our closing slide choice. Is the use of a graphic image of a question mark the best
option, or would a written question, as in the center image, be more effective? In some cases, a combination
of pictures and text may work best. There is no perfect answer—PowerPoint gives you many options. But at
some point, you will need to make decisions. No matter how creative the formatting of the text, a combination
of content may be a better option when deciding what layout and kinds of content to use.
Figure 6.14 Different types of content on a slide—picture only, text only, or a combination of text and picture—can convey different
messages to your audience. (Used with permission from Microsoft)
Paragraph
Both the font and the paragraph options have functionality only when a text box has been selected. As with
the paragraph options, Office offers a helpful array of choices for line spacing, adding bullets, numbering,
aligning text, and adding or removing columns. If the default bullet points or line spacing options provided in
the text box layouts are incorrect or missing, this can be a place to add or change the required element. You
can make changes within a text box either by selecting the entire text box or by selecting only the location you
want to change.
Design Ideas/Designer
The latest option group Microsoft has built into the newest PowerPoint versions is the Design Ideas tab (also
called the Designer tab in different versions of PowerPoint). (Refer again to Figure 6.8.) This is an on/off button
that provides advanced slide layouts and “smart” options when turned on. The Design Ideas feature increases
the options available to you as the content creator of My Life in a Snapshot—or any presentation you may be
called on to create.
Select the first slide in your presentation, which is typically the title slide, and type in the title of the
presentation. As the title is added, you can see how quickly a few words can shape an entire slide. Turn on the
Design Ideas option in the Home tab. You will notice several options to the right of the screen. These options
are often unique to the words and layout you provide. In this step, select an option that fits your personality,
and the transformation will occur. An example is provided in the comparison Figure 6.15 from an employee
who started not too long ago in WorldCorp’s South Asian Marketing division. The image on the left was the
general text the WorldCorp team member typed into the default Title Slide layout. The image on the right is
the option they chose that best matched their personality, which was created and offered by the designer in
PowerPoint. Keep in mind that the Design Ideas option is available for only one slide at a time.
Because the Design Ideas option was turned on, it reviewed the text within the text boxes and considered
several complete design options that could apply. Starting with a very limited bit of information, the Design
Ideas option could add multimedia content (3D models, pictures, background themes); alter the text
alignment, color, size, and formatting; change the layout; and create an entire theme representing the
keywords on the page. It could even add simple animations, such as a snowflake background with snowflakes

gently falling. Having these action components is like having an entire production team on call to quickly
merge your ideas with existing collaborative content to make exquisite slides.
Figure 6.15 The Design Ideas feature can create themes and layout combinations based on your specific presentation. (Used with
Design Tab
Instead of using the Design Ideas feature, you may want to design your PowerPoint yourself. The wide range
of design options in PowerPoint allows you to change the overall look and feel of your presentation, quickly
and easily. By using the built-in templates, color schemes, and slide layouts, you can transform the roughed-
out text that you added earlier to polished, professional-looking presentation slides without spending much
time and effort on design. (You will learn more about this process in the chapter on Giving Presentations).
Rather than using the Design Ideas feature, which only formats a single slide at a time, the Design tab
provides a collection of tools for altering color schemes and layout designs for all of the slides at once. For
example, you could change your entire color palette with just a few clicks of the mouse, applying the design to
all the slides according to their predefined layout. Additionally, the option to change the slide layout makes it
easy to organize the information in a way that is easy for the audience to follow and understand.
In summary, the Design tab in PowerPoint will help to make the process of creating a presentation faster,
easier, and more professional-looking, by allowing you to communicate your message in the best possible way
for your audience. Building new content for presentations is like building anything else: To do a professional
job, you need professional tools, and you need to know how to use them.

Now it’s time to select the design and variation recommended in Figure 6.16. The first command group on the
Design tab focuses on themes. Each theme is unique and modifiable. We have a particular theme we want you
to use for the remainder of your slides. Hold down the Control key on your keyboard (Ctrl). With your mouse,
select slides 2, 3, 4, and 5 from the thumbnails. Go to the top of the screen and choose the theme circled in
Figure 6.16. The theme will be applied to only the slides you selected. Your uniquely designed title slide will
remain. Remember to save your work. You will quickly notice how themes and variations can elevate your
design.
Figure 6.16 Selecting the Design tab and changing the theme and variation of the slides that were selected (slides 2–5) allows the
title slide to be different but brings consistency to the remaining slides. (Used with permission from Microsoft)
For more ideas, you can turn to the Design Ideas pane at the right of the slide area, as shown in Figure 6.16.
(Note that in this figure, the Design Ideas option is called Designer.) For even more ideas, click on See More
Design Ideas at the bottom of the pane. This can be accomplished by selecting a particular slide. On the ribbon
on the Design tab, the Designer/Design Ideas option will illuminate on the far-right side. Click on the icon and
then scroll down, and you can click again on See More Design Ideas. If you have Microsoft 365, your app will be
updated as designers add new themes.
The next command group on the Design tab is titled Variants. Variants are essentially modifications you can
make within a single theme. These provide a way to add a different overall look. This group initially displays
four different color schemes to use with your theme. It lets you change the color combinations, font, or
background, or add special effects. For every theme you choose, you can alter the color scheme and font
combination (title and regular text). Make sure in your slideshow for My Life in a Snapshot that you have
selected both the theme and the corresponding variation of the theme.
Figure 6.17 displays other variant settings that you can customize, including fonts, effects, and background

styles. These options can be accessed in the Design tab, within the Variants ribbon, using the down arrow
option. Colors, Fonts, Effects, and Background Styles all become options with a multitude of choices.
Figure 6.17 These are the options offered in the Variants command group. Think of them as “variations on a theme,” or a deeper
level of control over your design. (Used with permission from Microsoft)
Selecting the arrow to the right for Colors extends a drop-down list that displays many preset color scheme
possibilities, plus a Customize Colors option that allows you to change all of the colors in a scheme. The Font
variant lets you pick different fonts for title text and body text. The Effects variant, or Artistic Effects, applies a
graphic effect or filter to your slides, such as making them look like a sketch or a painting. Effects can be
applied to a single slide or to all slides within the presentation.
The last command group on the Design tab is Customize, which gives options to change the slide size and
format the background appearance. You won’t need to use this option for your first presentation, but it is a
helpful tool to learn for your future presentations. The slide size command offers two principal choices of
aspect ratio, which is the relationship of the slide’s width to its height: standard (compatible with older screen
sizes), with an aspect ratio of 4:3, and widescreen (for today’s HD environment), with an aspect ratio of 16:9
(Figure 6.18).
Figure 6.18 Changing the aspect ratio will apply to your whole presentation. (Used with permission from Microsoft)
Also found in the Customize group of commands is the Format Background command. Click on it and you will
see the menu as shown in Figure 6.19. This command lets you change the background of a slide by changing
the fill to a solid color, gradient fill, pattern fill, and so on. Select fill and then hover over each of the circles to
see the available color and background options.

Figure 6.19 This customized background makes use of a gradient fill. (Used with permission from Microsoft)
Format Background contains all the options for changing the background: Solid fill, Gradient fill, Picture or
texture fill, and Pattern fill. Each option has its own set of elements to adjust. Solid fill is just that—choose a
solid color for your background. Gradient fill lets you choose the way the color is spread across the slide, the
intensity or transparency of the color, and the shape the background effect follows as it moves across the slide.
Finally, you can fill the background with a pattern or a photo.
There are many ways to customize a theme to meet your specific needs. Different color combinations, fonts,
effects, and background styles are all elements you can use to customize your presentation. Even small
changes may be transformative.
View Tab
The next tab to review is the View tab. To have a basic understanding of PowerPoint, you will need to know the
general purpose of several view options. Within the View ribbon, there are seven command groups. The first
three are circled in Figure 6.20, starting with Presentation Views.

Figure 6.20 PowerPoint has many different options for viewing your presentation, from both viewer and behind-the-scenes
perspectives. You can zoom in on areas, enlarge the screen entirely, view the elements in different colors, and arrange the windows
so you can click through them more easily. (Used with permission from Microsoft)
When creating slides, you will typically work with the Normal View, the default view that PowerPoint opens
within a new presentation (Figure 6.21). The large window shows the current slide, and the other slides are
shown as thumbnails down the left side of the window. The large window gives you plenty of room to focus on
developing content and layout for each slide while you can also jump in and out of each slide through the
thumbnails.
Outline View shows a list of the slides on the left, highlighting the text rather than the actual slides as pictures.
In Outline View, you can scroll through the text of each slide rather than having to jump in and out of
individual slides. This can be a great aid when reviewing or organizing text, as seen in Figure 6.22. (You may
have noticed that we changed our title slide to match the theme of the rest of the slides. Now the presentation
has a more consistent design.)
Figure 6.21 In Normal view, you can see thumbnails of your presentation. (Used with permission from Microsoft)

Figure 6.22 In contrast, Outline View only shows an outline of the text on the slide. (Used with permission from Microsoft)
Slide Sorter is an option that lays out slides in order, allowing you to move them around with a drag-and-drop
of the mouse. This view is useful when you want to add or delete a slide or change their order.
For example, suppose a team member creates a photo album to introduce themselves, with each slide
consisting of a single photo. If they select thirty photos, creating an album with thirty slides, Slide Sorter View
can help them edit the album by adding or deleting a photo and by arranging the photos in the desired order.
In My Life in a Snapshot, with only five slides to edit, this view would be overkill. But with a larger presentation
with many more slides, a Slide Sorter View can be a helpful option.
Notes view (or Notes Page) displays a single slide with the notes below the text or image. These notes are
typically designed for the speaker. They may be reminders, citations, or any various notes that the presenter
wants to have at their fingertips. This can be handy when a user wants to add or edit a large amount of text. If,
for example, they have a lot of text on a slide but are not sure yet which words might be best to highlight for
the audience, this area of notes can provide a collection place for content.
The Reading View displays slides one at a time, as they would appear in a slideshow. Utilizing the View option
allows you to take any one of the five slides and adjust the size of text boxes and change alignments—all while
seeing most of the screen.
The Master Views option group may be a bit advanced for this introductory review, but we will provide a brief
example. Within this group, the Slide Master is simply a template of the slide, breaking apart the individual
components of the slide layout. This is a time-saving method for creating professional and consistent
presentations. You can start with one of the PowerPoint themes or a blank slide, add or change the colors, add
borders, change the font, and change or create a layout of your own. You can insert text boxes and object
placeholders. When you do this on a master slide, you create a template that unifies the slides in a slideshow.
When you have completed a slide that you want to keep as a master slide, select File, Save As, choose a
location, and, in file type, choose PowerPoint Template. This is now a Master Slide template that you can use

repeatedly.
Handouts Master and Notes Master are specialized viewing modes for specific tasks. The Handouts Master
options allow developers to create a template for the PowerPoint printed handout for audience members.
Slides can be arranged; titles, dates, and notes can be laid out. Within the Notes Master option group, the view
of the slides and printable notes can be arranged as you desire.
6.3
Formatting Microsoft PowerPoint Slides: Layout and Design
Principles
Learning Objectives
• Format the layout of each slide
• Understand best practices in design principles
It’s time to transform the five slides from My Life in a Snapshot by manipulating the layout and adding options.
Formatting the layout of each slide in Microsoft PowerPoint is the process of adding, subtracting, and/or
adjusting the arrangement of elements such as text, images, and shapes on a slide. You may want to format
the layout of a slide in PowerPoint to make it more visually appealing and effective for your audience.
PowerPoint includes many options for altering the layout of the slide. The slide layout can be changed by using
the tool on the Home tab in the Slides command group. From the Home tab, select Layout tab from the Slides
command group. Here, you will see a listing and image of the layout options.
We have used three types of layouts in My Life in a Snapshot. Here are some commonly used slide layouts:
• Title Slide: This layout includes a title and subtitle and is typically used for the first slide of a presentation.
• Title and Content: This layout includes a title, subtitle, and one or two content boxes that you can use for
text or media. This layout is typically used to give an overview of the presentation and the main topics to
be covered.
• Comparison: This layout includes two content boxes, which can be used to present different types of
information, such as text and images, or to compare and contrast two pieces of information.
• Section Header: This layout is used to create a slide that can be used as a header for a section of a
presentation. It typically includes a title and subtitle, with a distinctive design.
• Content with Caption: This layout includes a content box and a caption box, which can be used to present
a single image or other media and provide additional information about it.
These common PowerPoint slide layouts can help you create a clear and effective presentation structure. You
can add, remove, or customize placeholders as you need, as well as use combinations of these layouts to
create a unique, personalized presentation. PowerPoint also offers a variety of built-in slide layouts that you
can use to create different types of slides.
Formatting Layout
When you design your slide layouts, arranging text boxes and other objects becomes key in making sure they
are positioned in an effective manner. In this section, we will review the Alignment Guides option within the
View tab and discuss the numerous built-in layout designs that PowerPoint can offer.
Alignment Guides
As stated previously, getting things to look exactly how you want them to appear next to each other is crucial
to maximizing the design power of PowerPoint. But it can be difficult to align objects with other objects on a
single slide, or objects with text, using only your mouse. Under the View tab, you will find a helpful alignment
tool that you can access by checking the Guides box. When this box is checked, there will be two dashed lines
on the presentation slide, one centered vertically and the other centered horizontally.

When you hover your mouse over one of these lines while holding down the Ctrl key, the cursor turns into a
double line with arrows. Drag the line to where you want one guideline to be and let go of the mouse. When
you do this, another line is created.
MAC TIP
Hold down the Option key, not the Ctrl key, to turn your cursor into a double line with arrows.
You can continue to add guidelines anywhere on your slide to insert and align objects, text boxes, photos, and
so forth. (In the section on Adding Visuals and Features to Microsoft PowerPoint Slides, we will cover inserting
objects and images.) See Figure 6.23 for a visual example of what the guides look like after adding them to a
slide. (If you see that the Guides box is checked but no lines are apparent, just uncheck it and check it again.
That will usually bring the guides back into view.)
Figure 6.23 The lightly colored dashed lines set off a narrow margin around the slide. (Used with permission from Microsoft)
LINK TO LEARNING
Not every presentation has to be delivered by a person. There are many reasons why creating a self-
running presentation is valuable. Many companies will design a presentation that can be left unattended in
a booth or kiosk, at a trade show or convention, or saved as a video and sent to a client list. A self-running
presentation can also help address time-related constraints. Read Microsoft’s steps for creating a self-
running slideshow in PowerPoint (https://openstax.org/r/78MicroSelfRun) to learn more.
Design Principles
In this section, you will learn about some basic design principles that are best practices for designing your own
slides or choosing a theme for your presentation. You’ll find out how to use proximity, alignment, repetition,
contrast, and white space to make your design elements stand out.
6.3 • Formatting Microsoft PowerPoint Slides: Layout and Design Principles 427

Proximity
In photography, proximity refers to nearness—the distance between the camera and the subject being
photographed. In the context of PowerPoint, it refers to the distance between the audience and the subject
matter being presented. You can control the relative proximity within a PowerPoint slide. In photography,
proximity can affect the composition of the photograph by changing the relative sizes of the elements in the
frame. For example, if the camera is positioned close to a small subject, the subject may appear larger in the
frame; if the camera is positioned farther away, the subject may appear smaller. The proximity of the camera to
the subject can also influence the overall look of the photograph. A photograph taken from a close distance
may have a more intimate or detailed appearance, while one taken from farther away may have a more distant
or expansive look.
Proximity is an important consideration in designing PowerPoint layouts because it can affect the composition,
perspective, and overall look of each slide. In Figure 6.24, you can see two different sizes of the budget sheet.
The first one is effective for an overall view of what the document looks like. The second one is more effective
if you want the audience to be able to read it. If so, it’s preferable to zoom in as close as possible to that
content.

Figure 6.24 These slides show two examples of proximity as it relates to how information is displayed to the audience: (a) displays a
chart with a distant proximity to the subject matter and (b) displays the same information, but with the audience in closer proximity.
Alignment
Aligning objects or text on a page adds organization and creates a sense of cohesion, making your content in
general more usable. When alignment exists on a slide, the human eye knows where to focus, and the slide is
more comfortable to view. In PowerPoint, alignment is the way that text, images, and other elements are
positioned on a slide. Proper alignment is important because it helps to create a cohesive, professional-looking
presentation. When elements on a slide are aligned, they are more visually balanced, which can make the slide
look more organized and appealing to the audience. Properly aligned elements can help guide the viewer’s eye
6.3 • Formatting Microsoft PowerPoint Slides: Layout and Design Principles 429

and create a natural flow from one element to the next, making the presentation easier to follow and
understand. In addition to the Guides checkbox that we reviewed in the section on Formatting Layout, there
are also checkboxes for Rulers and Gridlines. Ticking these boxes will show additional lines on the slide that
will help you align your slide elements.
Repetition
Repetition is the use of similar or identical elements, such as colors, fonts, or design elements, across multiple
slides in a presentation. In a slideshow, repetition—especially when similar elements are repeated across
multiple slides—can make the presentation feel more polished and professional and make it easy for the
audience to follow and understand. Repetition also promotes a consistent look and feel for the presentation.
Repetition of important elements such as headings or key points can establish a visual hierarchy that guides
the viewer’s eye and makes your presentation easier to follow.
Repetition of visual elements is a good way of reinforcing the key points you want to establish with the
audience because they know where to look. In this way, repetition makes the main message of your
presentation more memorable and connected for the audience.
Contrast
In presentations, contrast refers to the use of different elements, such as colors, fonts, and other design
elements, to focus attention and create visual interest. You may want to use contrasting colors, such as
complementary colors or light and dark shades, or contrasting fonts, such as a bold or decorative font for
headings and a simple font for body text. Using contrast helps create a hierarchy and makes your presentation
easier to follow.
Using contrasting design elements, such as different shapes or patterns, can help to add visual interest and
break up the slide into distinct sections. Overall, contrast is a useful tool in presentations because it can help to
draw attention, create visual interest, and make the presentation more effective and engaging for the
audience. Notice how in the new title slide of My Life in a Snapshot (Figure 6.21), the title is in large font, the
subtitle is in small font, and the colors used are off-white, red, and black. The different font sizes and colors
contrast with one another and create an engaging, yet professional, appearance.
White Space
The last design element to consider within this section is white space. White space, also known as negative
space, is the unoccupied areas of a slide that are not filled with text or other content. By leaving enough white
space around text and other elements, you can make the content easier to read and understand. White space
can be used to create visual interest by creating balance and separating different elements on the slide. By
surrounding a key point or element with white space, you can draw attention to it and make it stand out.
Additionally, using white space consistently throughout a presentation can help to create a cohesive look and
feel. It is an important element of slide design and can be used in a variety of ways to enhance the readability,
visual appeal, and effectiveness of a presentation. Filling your slides with text or images will make them look
too busy and hard for your audience to read. Using the Designer tool to suggest different layouts can help add
white space and sustain interest throughout the presentation with aesthetically pleasing slides.
Another principle that underlies all the design principles reviewed in this section is known as the rule of
thirds. This is a basic principle of photography and design that suggests that an image can be divided into
nine equal parts by two equally spaced horizontal lines and two equally spaced vertical lines. It is essentially a
tic-tac-toe game board!

Applying the Rule of Thirds
The rule of thirds theory suggests that if you place the important elements of the image along these lines,
or at their intersections, your photo or design will be more balanced and will have more visual interest. By
placing the main subject of your photo or design along one of the lines or at an intersection, you can create
a sense of tension and dynamism that draws the viewer’s eye into the image. Additionally, using the rule of
thirds can help you avoid placing the subject of your image dead center every time, which can make for a
static and uninteresting composition.
Although the rule of thirds is not a hard-and-fast rule, it is a useful guideline that can help you create more
visually appealing and dynamic compositions in your slide creations and layouts. Figure 6.25 provides an
example of a grid created according to the rule of thirds.
Figure 6.25 This is an example of how you might set up alignment guides using the rule of thirds. The red stars show some of the
ideal positions to place either text or images. (Used with permission from Microsoft)
There are other composition models you can use, as well. The point is that in design, composition is the basis
of it all. You want a well-composed layout and placement of text and images, aligned so that the eye moves
easily about the slide.
Learning Objectives
• Add tables to slides to organize and present data in a grid format
• Insert images into slides
• Add written information to slides
• Use symbols to enhance visual appeal
• Include equations to represent complex mathematical concepts
• Utilize WordArt to maximize the impact of text
• Use the tools in the Illustrations command group to increase the design appeal of slides
Adding visuals and features to Microsoft PowerPoint slides makes your presentation more engaging and
interesting for the audience. It’s best to do this after the text has been formatted and the general layout
established. Visuals such as images, charts, and videos can help to break up text and make the presentation
more visually appealing, keeping the audience engaged and making it easier for the audience to understand
and remember the information. Additionally, using relevant, high-quality images will help make your
presentation look more professional.
6.4 • Adding Visuals and Features to Microsoft PowerPoint Slides 431

Adding Tables
A table in PowerPoint is a structure for organizing and presenting data in a grid format. It is similar to the
Table feature in Microsoft Word. In Figure 6.26, the Table option has been selected within the Insert tab. You
will not need to include a table in your My Life in a Snapshot presentation, but tables are regularly included in
professional presentations.
Figure 6.26 The Insert Table option on the Insert tab of PowerPoint is identical to inserting a table in Word. (Used with permission
from Microsoft)
There is a grid located directly under the Table option, followed by Insert Table. Using the mouse, click and
hold to select the desired number of cells you want to include. In the figure, a 3 x 5 table has been
highlighted—specifically, three cells horizontally and five cells vertically. A 10 x 8 grid is provided, but if this size
is too limiting, the Insert Table option enables you to build a grid all the way up to 75 x 75. Keep in mind that
the facts and figures contained in your table need to be visible and easy for your audience to understand.
The Draw Table option allows you to create a table by literally drawing it on your slide. As you select the option,
the cursor becomes a pencil. You can first draw the table border and then sketch out cells that meet your
needs. This option is especially useful when you’re not looking for a perfectly symmetrical grid. If you prefer to
create tables within Microsoft Excel, you may prefer the last option within the table group, Microsoft Excel,
which opens an Excel worksheet inside the slide. You will have to save the Excel sheet as its own document, but
it will be stored within the PowerPoint slide.
Adding Images
The Images command group, located to the right of the Insert Table option, gives you the following options:
Pictures, Screenshot, and Photo Album. In general, an image is a visual representation of a scene, object, or
information, often captured or created through digital means. In today’s technological world, your cell phone
is also a professional camera with advanced formatting options, enabling you to share photos instantly on
social media and in texts and emails. Adding photos and screenshots in PowerPoint can be just as effective.
Those saved files can be at your fingertips to add to your presentation.
One good option is to use the Pictures feature to add an image to your PowerPoint presentation, either from
your device or from the internet. You can also add a stock image—a preexisting photograph or illustration
that you can purchase for use in websites, brochures, presentations, advertisements, and other forms of
media. Stock images are created by professional photographers and illustrators and are usually sold through
online stock image agencies. These images can be used by anyone who buys the rights to use them, rather
than having to commission a photo or illustration specifically for their project. Stock images can be used to
supplement or enhance a presentation, brochure, or website by adding relevant and interesting visual

elements. They can also be used to illustrate a point or idea, by providing an image that represents a concept
or feeling. Stock images can save time and money, avoiding the need to create new images specifically for
your project.
Stock photos are often fairly generic and not specific to a location or brand. For example, you can use a stock
photo of a team working in an office environment to illustrate teamwork in the workplace. Many stock photos
are considered to be available in the public domain and therefore are free to use, although this is not true of
all stock photos. Be sure you keep copyright issues and licensing requirements in mind when using stock
photos in your presentation. You can find websites of stock photos such as Vecteezy or Shutterstock. Some
companies may have licenses or accounts with these websites. Some stock photo websites focus on specific
styles and types of photography, such as photos showcasing diverse groups of people.
To personalize My Life in a Snapshot, add two photos from your personal collection to the last slide. To add a
photo from your computer to a PowerPoint slide, follow these steps:
1. Open PowerPoint and select the slide on which you want to add the photo.
2. Click on the Insert tab in the ribbon at the top of the screen (Figure 6.27). In the Images command group,
click on Picture, then select This Device. (This means that you will be inserting a picture from your
computer.) If you want to add a picture from your phone, you can email the photo to yourself and
download it to your computer. If you want to use a picture from the internet, again, download the picture
and save it to your computer. A window will appear, allowing you to browse your computer for the photo
you want to add. Navigate to the folder where the photo is located, select it, and then click the Insert
button (Figure 6.28).
3. The photo will be inserted onto the slide. You can then move it around by clicking and dragging it to the
desired position. You can also resize the photo by clicking and dragging the handles (small squares)
around the edges of the photo (Figure 6.29).
Figure 6.27 PowerPoint also gives users the option to access stock photos or online pictures directly from the Insert Picture menu.

Figure 6.28 After you locate the image file on your device, choose Insert to place the image on the slide. (Used with permission from
Microsoft)

Figure 6.29 Once you have placed the image, you can resize it and move it on the slide. (Used with permission from Microsoft)
To format the picture, first select it with your cursor and then use the options under the Picture Format tab,
such as cropping, adjusting brightness and contrast, and adding a border. The Picture Format tab only shows
up if the picture is selected. When you are finished, save your presentation by clicking on the File menu and
selecting Save. By following these steps, you can add photos from your history that will be shared with
WorldCorp’s team.
The Picture option supports all picture formats. Notice that when any of the three pictures are highlighted/
selected, the Picture Format tab opens, as shown in Figure 6.30. This new ribbon tab will appear all the way on
the right end of the ribbon. The first command group, Adjust, lets you adjust and add corrections to the actual
picture, such as its color, brightness, and transparency. The last command group in this ribbon, Size, is helpful
to know. The Size group within the Picture Format ribbon contains a feature called Crop, which is available in
most Microsoft Office programs.
Figure 6.30 The Picture Format ribbon opens automatically when you select any kind of image. (Used with permission from

Microsoft)
Having the ability to crop a picture to a preferred size can be a time-saver. You no longer need to find a perfect
image, but only a piece of the image that is perfect for your needs. Notice in Figure 6.31a how much ice is in
the picture. The ice skates appear small in relation to the entire slide. By cropping some of the ice out of the
picture, then enlarging the image to fit the space (Figure 6.31b), you can emphasize what you want your
audience to see.
Figure 6.31 Parts (a) and (b) show a before-and-after example of how a picture can be cropped to expand the focal point. (Used with
Adding Text
A great way to add a well-placed description of an image is to insert a text box. Let’s add a text box to your My

Life in a Snapshot presentation, as shown in Figure 6.32.
To add a text box, open the PowerPoint presentation to the slide where you want to insert the text box. Click
on the Insert tab in the top menu. In the Text section, click the Text Box button. Click and drag on the slide to
create the text box. Type or paste your text into the text box that describes each photo that you selected to
share with the WorldCorp team.
Figure 6.32 By default, text boxes will not have visible borders unless you choose to add them. This gives a seamless look when
placed next to or on top of an image. (Used with permission from Microsoft)
You can use the Shape Format tab to customize the text box, such as changing the font, color, or size of the
text, just as you did when adding text to existing text boxes provided by PowerPoint in the various defined
layouts. Once finished, you can move the text box around by clicking and dragging it, much like any other
object or image within the slide.
Adding Symbols
You can add symbols to a PowerPoint slide to enhance the visual appeal of your presentation and to make it
more engaging. Symbols can include anything from emojis to arrows to creative shapes, like hearts. You can
use symbols to represent different ideas or concepts, to emphasize certain points, or to create a visual
hierarchy, arranging the elements of your design according to their level of importance. The purpose of visual
hierarchy is to guide the viewer’s eye to the most important information or elements first, then to less
important information. It’s a good idea to use symbols sparingly, and only when they add value to your
presentation, so they don’t become distracting. This first presentation doesn’t require the addition of a symbol,
but the steps for adding one to a slide are as follows:
1. Open the PowerPoint slide where you want to add the symbol.
2. Click on the Insert tab in the top menu.
3. In the Illustrations command group, click the Symbol button. A menu will appear with a selection of
symbols. Choose the symbol you want to use and click on it to add it to the slide. (Note that these steps
may vary slightly depending on the version of PowerPoint you are using. In some versions, Symbols is its
own command group on the ribbon.)
You can also use the Format tab to customize the symbol by changing its size, color, or shape.
It is helpful to know the most common types of symbols that you can use in a PowerPoint presentation:

• Icons: simple, graphic symbols that you can use to represent concepts or ideas, such as an icon of a light
bulb to represent an idea or an icon of a person to represent a customer
• Arrows: used to direct attention, to show cause and effect, or to indicate a process
• Emojis: used to add a personal touch or to create an emotional impact
• Shapes: can include simple symbols such as check marks, stars, and hearts; they can be used to
emphasize a point or to indicate a positive or negative aspect
Always note that the symbols you use in your PowerPoint presentation should be appropriate for the context,
audience, and purpose of the presentation.
Adding Equations
Another feature to consider inserting in PowerPoint slides are designed equations. An equation is a
mathematical statement that shows the relationship between two or more quantities, using mathematical
symbols and operators. Equations are used to describe a wide range of physical, biological, and economic
phenomena, and are central to many areas of science and engineering. Simply click on the option on the
Insert tab and select from a list of drop-down options. (Note that the Equation option will be grayed out unless
your cursor is active on the slide canvas.) A new tab, Equations, will appear on the ribbon, revealing many
options for inserting and editing equations.
Adding an equation to a slide in PowerPoint can enable you to represent complex mathematical concepts in a
clear and concise manner, making it easier for your audience to follow your presentation. Equations can
convey a level of technical expertise and professionalism, which can be especially important in the STEM fields
(science, technology, engineering, and mathematics). They can be used to emphasize certain points in your
presentation, such as key formulas or important calculations. Using equations to support your arguments can
increase the credibility of your presentation and give your audience more confidence in your claims.
Additionally, you can use PowerPoint to create interactive equations that allow the audience to manipulate
variables—a useful option in fields like education and training.
You will not be asked to add an equation to My Life in a Snapshot. However, it is important to remember that
when adding anything, even equations, to your PowerPoint slides, they should be formatted correctly and
should be used in a way that supports the overall message of your presentation. The process for inserting and
editing equations is covered in more detail in the chapter on Document Preparation.
Adding WordArt
In PowerPoint, WordArt can add visual interest to a slide by using different font styles, colors, and effects that
are prebuilt and designed for maximum impact. This can make your presentation more engaging and
memorable for your audience.
WordArt can be used to emphasize important points or quotes in your presentation, making them stand out
from the rest of the text and allowing for more creative expression than a simple text box. For example, you
can create shapes, bend text, and add different effects to make your text more appealing than what is offered
in a simple text box.
WordArt can be used to give your presentation a consistent look and feel, which can be especially important
when creating presentations for work or business purposes as the exaggerated font is easy to duplicate across
different slides. Additionally, WordArt can be used to create a visual hierarchy, making it easier for people with
visual impairments to read your slide.
Now, let’s put this tool into action. As seen in Figure 6.33, start by selecting the fourth slide, Goals, to work on.
This slide tells the audience about your short-term and long-term goals within the coming year at WorldCorp.
To clearly separate the goals, we will use WordArt to change the headings for each.
1. Start by highlighting the heading “Long Term.”
2. Select Insert, WordArt, and then choose a style.

3. Once selected, WordArt will appear in the center of the slide. Delete the original text box.
4. Select and drag over the WordArt text in replace of the original heading.
5. Repeat these steps for “Short Term” using a contrasting style choice (Figure 6.34).
Figure 6.33 WordArt can enhance your text beyond simple formatting, adding elements such as gradients, fills, and shadows. (Used

Figure 6.34 Giving slightly different styles to “Long Term” and “Short Term” helps differentiate the lists. (Used with permission from
Microsoft)
WordArt should be used sparingly, and only when it adds value to your presentation. It’s also important to
make sure that the WordArt doesn’t distract from the main message of your slide. Always consider if a text box
is more appropriate due to the length or positioning of the statement. In addition, consider if the provided text
needs to be formatted.
Shape Format Tab
You can easily create and change WordArt within the Shape Format tab. To format WordArt in PowerPoint,
open the PowerPoint slide where you want to format the WordArt. Click on the WordArt that you want to
format. Click on the Shape Format tab in the top menu. Use the options in the Text Effects and WordArt Styles
sections to change the font, color, and effects of the WordArt. Additionally, you can use the Text Fill and Text
Outline to change the fill and outline color of the WordArt. There are numerous options to explore and
evaluate on what may work best.
Use the Text Box to change the size and shape of the text box that contains the WordArt. Use Arrange to
change the position of the WordArt in the slide and use 3D Rotation to rotate the WordArt, as seen in Figure
6.35. As with all additions and changes, use WordArt sparingly, only when it enhances the overall look and feel
of your presentation and adds emphasis to certain points—but not every point!

Figure 6.35 Rotating your WordArt-formatted text gives a dramatic appearance. Use caution when employing this feature, as it can
sometimes be too informal for business presentations. (Used with permission from Microsoft)
Adding Illustrations
Much like adding images, illustrations can have a lasting impact in a presentation. An illustration is an image
that’s “handmade,” so to speak, using either tangible elements such as pens and pencils or digital elements
such as media. In this case, please take note of understanding the copyrights of the original work before
selecting illustrations. In this section, we will walk through how to add a star to your presentation along with
exploring some of the various illustration options. There are several types of illustrations that can be inserted
in PowerPoint, including:
• Shapes: basic shapes such as rectangles, circles, and arrows, as well as more complex shapes like
flowchart symbols and callout shapes
• Icons: simple, symbolic images that can be used to represent concepts or ideas
• Charts: bar charts, line charts, and pie charts that can be used to present data in a visual way
• SmartArt: predesigned graphics that can be used to create diagrams, lists, and other types of illustrations
• 3D models: models that allow you to rotate and zoom in on an object to show it from different angles
These types of illustrations can be used to make slides more engaging and memorable and to effectively
convey the intended message. Now, we will take a closer look at shapes, icons, and the use of charts.

Shapes
To add a shape to a slide in PowerPoint, first click on the Insert tab in the ribbon at the top of the PowerPoint
window. Click the Shapes button in the Illustrations command group. Select the desired shape from the drop-
down menu; in the next step of your project, you will be looking for the shape of a star (Figure 6.36). Click and
drag on the slide to create the shape. Shapes can be resized and positioned to enhance text and images on
slides.
Now, it’s your turn to add a shape to My Life in a Snapshot. When selecting the area to draw the shape,
consider that it can be formatted later on to fit more exactly. It may take several attempts and practice to get
the hang of working with these digital drawing tools. Simply select the corners of the shape and position the
shape according to the location in Figure 6.37.
Figure 6.36 PowerPoint includes a large inventory of shapes that can be used to enhance your slides’ visual appeal. (Used with

Figure 6.37 Dragging any of the dots will allow you to resize your shape. Select and hold the curved arrow to rotate your shape.
Icons
Icons can be used in PowerPoint slides to enhance the visual appeal and convey information in a more exact
manner. An icon is a small graphic symbol that represents a specific function, feature, or tool. Icons can be
added much like Shapes by selecting the icon you want and then drawing it on the slide. These, too, can be
resized and formatted after being placed on the slide.
Icons are slightly different from shapes in that they are intended to be universal messaging tools used to
illustrate a point or concept for your audience. You might use a compass icon to indicate “direction” or a heart
icon to indicate “emotion.” You can also use icons as bullet points to make your slides more visually interesting
and easier to read, or you can add them to diagrams and flowcharts to help clarify the meaning of different
elements instead of using text. You can use premade icons from the PowerPoint library or from the internet, or
you can also create your own icons by combining different shapes and formatting them as you want, using
different colors, sizes, and other options to convey your message effectively.
Charts
PowerPoint provides various types of charts, including column, bar, line, pie, and scatter charts. To add charts
to your slides, go to the Insert tab, Illustrations command group (Figure 6.38). You can customize your charts

with formatting options such as color, labels, and legends. Additionally, you can import data from external
sources, such as Excel and Microsoft Access, to create your chart in PowerPoint. This is another element you
won’t need to use in your My Life in a Snapshot presentation, but it will be a useful tool when presenting data.
Figure 6.38 Inserting a chart allows you to provide a visual representation of numbers and data in your presentation. (Used with
Depending on your settings, inserting a chart may automatically open Excel so that you can input data to
create your chart. Experiment with this process so that you can better understand how to create your data,
series labels, and categories.
SmartArt
SmartArt can be effectively used in a PowerPoint slide to visually represent information or ideas. It can be used
to create diagrams, flowcharts, organizational charts, and other types of graphic organizers. To use SmartArt
in a PowerPoint slide, you can select the Insert tab, then click the SmartArt button. This will open a menu of
different SmartArt options to choose from, as seen in Figure 6.39.

Figure 6.39 SmartArt offers a list of options to select from with a preview screen on the right side. (Used with permission from
Microsoft)
Once you have selected the desired SmartArt option, you can enter the text or information that you want to
include in the graphic, as you would in a text box. You can also customize the appearance of the SmartArt by
changing the typical colors, shapes, and layouts. Each option is designed toward a particular function, such as
showing a linear process (like a flowchart) or relationships in a company (like an organizational chart). Take
your time looking through these options to ensure that the intent matches the design.
3D Models
One of the newest options that PowerPoint is offering is adding 3D models to a slide. A 3D model in
PowerPoint is a digital representation of a three-dimensional object that can be inserted into a presentation
and manipulated to show different views and perspectives. 3D models can be effectively used in a PowerPoint
slide to add visual interest and help convey complex information. They can be used to demonstrate products,
architecture, or other real-world objects in a more engaging and interactive way.
To use a 3D model in a PowerPoint slide, you can select the Insert tab, then click the 3D Models button, as seen
in Figure 6.40. This will open a menu of different 3D models to choose from, or you can also import your own
3D models. Once you have inserted a 3D model into your slide, you can rotate, pan, and zoom the model to
show different angles and perspectives. Additionally, you can customize the lighting, shadow, and material of
the model to suit your needs. A 3D model can help the audience to better understand the product or the
object you’re showcasing by capturing the exact angle or motion that is called on.

Figure 6.40 By selecting one of the categories, a unique list of options can be reviewed and considered for use. Many of the graphics
show animation and movement. (Used with permission from Microsoft)
A good thing to note when deciding to work with 3D models: you will need to have a version of PowerPoint
that supports 3D models, such as PowerPoint 2019 or later.
Learning Objectives
• Discuss similarities between Google Slides and Microsoft PowerPoint
• Review differences between Google Slides and Microsoft PowerPoint
• Explain the roles Google Slides and Microsoft PowerPoint play in a workplace
My Life in a Snapshot was intended to be a solo presentation, so you had no need to assemble a team. But
what if you need to design a presentation on a different topic that does require a team? What if, for example,
the presentation was a proposal for a new marketing campaign that you and four others have been working
on? Is Microsoft PowerPoint still the best option? This section will introduce Google Slides as another tool you
can use to create and build presentations.
Slides is the presentation application offered in the Google suite of products, which is a cloud-based system. To

better understand the tool and its importance, let’s get started with the similarities it holds with PowerPoint.
Similarities between Google Slides and Microsoft PowerPoint
PowerPoint and Slides are both software programs that allow you to create and edit slideshows for
presentations. When you begin to create a presentation with Slides, you will be presented with several themes
and templates suitable for various applications in business, school projects, and general use. These designed
templates can be customized with color, text, and style. Figure 6.41 shows Slides when first opening the
program and selecting a new presentation; the default, a blank presentation, is circled. Next to the blank
presentation option are the different themes and templates.
Figure 6.41 The different templates and themes have descriptive titles, such as “Status report,” to help users choose an appropriate
one. (Google Slides is a trademark of Google LLC.)
As in PowerPoint, once a presentation is either opened or begun in Slides, you will see a ribbon with tabs and
options that are comparable with those in PowerPoint. In some cases, the programs even use identical word
choices, such as the File, View, and Insert menus. It is a good idea to review the tabs in Slides before beginning
a project. Look for the numerous overlaps in terminology and the familiar icons Slides shares with PowerPoint.
However, one distinct feature of Slides is that it offers drop-down boxes from each tab, rather than a changing
ribbon, as in PowerPoint.
There are other similarities between Slides and PowerPoint. For example, the thumbnails of the slides run
down the left side with the highlighted slide in the center of the frame, and tabs across the top of the sidebar
for navigation purposes. Both programs offer options for adding new slides, changing layouts, selecting
design elements, and inserting text/images.
Both programs can create professional, high-quality electronic presentations. As technology continues to
evolve, both programs adapt and continue to offer user-friendly tools. In general, both tools allow users to:
• add text, images, videos, charts, graphs, and links to any slide
• pick a custom font while selecting and using premade themes
• use basic transitions between slides and print to PDF
• collaborate with team members to greater or lesser degrees
Differences between Google Slides and Microsoft PowerPoint
Understanding some of the key differences between Slides and PowerPoint will help you decide which tool to
use and when it can be most helpful while working at WorldCorp. To start, PowerPoint is a stand-alone
software program that users can purchase or access through a provider such as a school, a company, or an
organization to which they belong. Stand-alone software programs are typically installed on a computer’s hard
drive and can be launched by double-clicking an icon on the desktop or by selecting the program from the list
of installed programs in the operating system. Stand-alone software programs are self-contained and do not
rely on external resources, such as a connection to the internet or services to function. They are referred to as
“offline capable.” The application, or app, is just a click away for the user to begin their work, regardless of
6.5 • Designing a Presentation in Google Slides 447

their internet connection. As the program has advanced and added new features, it has expanded to include
online collaboration. PowerPoint now offers users online experiences through the combination of Microsoft
OneDrive and Microsoft 365.
Slides, by contrast, is a web-based software application that is part of the Google suite of productivity tools. As
covered in the chapter on Essentials of Software Applications for Business, web-based software programs are
hosted on a remote server and accessed over the internet using a web browser, rather than being installed on
a computer’s hard drive. This makes it possible for users to access the software from any device with an
internet connection, as the software and data are stored remotely and not on the user’s local machine. This
helps ensure that there are no delays or negative experiences such as slowing down a user’s internet
connection. They are often designed to be more lightweight, with fewer features compared with their desktop
counterparts.
As a cloud-based application, Slides offers a unique advantage to offline applications when collaborating in a
team. As with other Google programs, users can work on the same file in real time across multiple computers.
This facilitates collaboration and eliminates the need to pass files back and forth between team members.
However, Google does offer an offline option for users as well. When using Google’s web browser, Chrome,
users can install a browser extension that allows its online Google programs, such as Slides and Docs, to
download the applications to their local computer, allowing users to work on their projects even without access
to the internet. Additionally, Chrome operating systems typically come with other Google offline programs
preloaded. Google offline functionality is available for some mobile devices and most desktop operating
systems. It’s possible to use Google offline for some mobile devices and most desktop operating systems.
The most prominent difference between Slides and PowerPoint lies in their origins as a cloud-based
application versus a desktop application, respectively. Slides has a minimal appearance and relatively fewer
features, keeping things simple across their programs for ultimate user ease. Its goal is accessibility and
collaboration in an online environment. In contrast, PowerPoint offers more robust features with more
capabilities. In this respect, Slides works better than PowerPoint on mobile application devices.
However, it is still optimal to use a computer when creating a presentation in either program. Using a cell
phone or a tablet poses challenges for users who want to harness the full potential of PowerPoint. To
maximize the user experience, PowerPoint is recommended for use on a laptop or desktop computer due to
its overall capability and processing needs. Having a larger screen with a more robust computer processor can
make it easier to see subtle editorial changes or to handle large file size changes to a high-resolution image.
How Microsoft PowerPoint and Google Slides Function in a Workplace
Several features of Slides make it a unique and intriguing piece of software to have alongside PowerPoint.
Both programs are commonly used in workplace settings, but may be used with different goals and audiences
in mind. At WorldCorp, different teams use different tools in ways that work best for them; often, team
members find that a project requires a combination of both programs.
A best practice for a collaborative presentation would be for a team to start working in Slides. Team members
can work offline if they choose, or they can work together online constructing slides. Once the rough outline of
the presentation has been accomplished and agreed upon through online collaboration, the Slides
presentation can be saved as a PowerPoint file. Conveniently, Slides offers a way to quickly export
presentations as PowerPoint files. A member of the team who is well-versed in PowerPoint and digital
presentation development can then edit the slides if needed. They can work offline to unify and format each
slide into a cohesive slideshow.
Conversely, you can also open a PowerPoint file in Slides. However, note that because Slides is less feature-rich
than PowerPoint, you may not be able to preserve your slideshow exactly. Let’s look at converting the saved
PowerPoint presentation that you have been working on, My Life in a Snapshot, to Slides. First, upload your

PowerPoint presentation to your Google Drive. Then, open Slides; the PowerPoint most likely will be listed as a
recently saved file on the opening screen. Select the file and begin. Figure 6.42 shows the warning that Slides
wants to issue before you start editing: “Some PowerPoint features can’t be displayed and will be dropped if
you make any changes” appears in a dialog box after selecting the saved file. There are fewer design options
with Slides, and Google does not include all of the features that PowerPoint does, such as WordArt. This means
that anything that was formatted as WordArt in PowerPoint will not appear correctly in the Google Slides
version, or may even be deleted entirely. For this project, please go ahead and dismiss the warning to begin.
Figure 6.42 When opening a saved PowerPoint presentation, Slides warns users of the potential loss in functionality. (Google Slides
You may want to do this conversion process if you want to open your PowerPoint file for online collaboration,
for instance. If your PowerPoint does not contain too many complex features, converting the file to Slides is
usually an easy process that results in a Slides presentation that looks extremely similar to your original
PowerPoint.
Sometimes, your choice of which program to use is determined by the software ecosystem that your company
is part of. Workplaces will often choose one type of program—Google, Microsoft, or another large brand—to
use at all levels of their company to streamline usage and file types. Preference and ecosystem requirements
will typically be the key drivers in determining which tool to use for your presentation, but once you have
learned one of the applications, you will have a faster learning curve when it comes to learning the other.
Because Microsoft has traditionally dominated the office workplace, applications like Word and PowerPoint are
more common in business settings. However, with schools and small businesses looking to offer free and
affordable options for newer users (for example, Chromebooks are required in some classrooms), Slides
continues to expand its reach. Its ease of use can attract those new to working with digital presentations or
collaborating with teams on a project. Knowing and being confident in both programs removes the walls of an
ecosystem, particularly if it is easy to change files from one type to the other. As we work in ever-diverse
workgroups, the ability to move from one program to another becomes increasingly important.
Learning Objectives
• Modify font
• Change spacing options
• Modify borders and lines
• Understand how editing layouts works
Google Slides is a successful program that continues to grow in popularity, particularly with the rise of mobile
technology, the use of digital tools in the classroom, and an increase in remote workplaces. At WorldCorp, you
will need to know how to use both Microsoft PowerPoint and Slides, and understand the strengths and
weaknesses of both programs. To become familiar with Slides, we will spend some time working with the tools
and options on your existing project, My Life in a Snapshot.
6.6 • Creating Google Slides: Layout and Text 449

How to Modify and Edit Text
As with any document, different fonts can convey different emotions and styles. Using a bold or italic font can
help to emphasize certain words or phrases, while a different font can be used to create a specific style or
theme for the presentation. If your presentation is for a business or organization, it may be important to use a
specific font that aligns with the company’s branding guidelines. WorldCorp prefers the Oswald font for
external documents. If text boxes are being used, be sure to modify each text box to the company standard.
Although this choice may feel limiting, this approach drives the consistency of brand messaging for WorldCorp
team members.
You may recall that converting a PowerPoint file to a Slides file may result in some changes. Take a look at slide
number 4, “Goals,” in Figure 6.43 and Figure 6.44. You will notice in Figure 6.44 that the WordArt formatting
used for “Short Term” and “Long Term” has been removed, because WordArt is not a feature of Slides.
Figure 6.43 In PowerPoint, the WordArt feature allows users to add formatting to text as shown in the headers on this slide. (Used

Figure 6.44 When converting PowerPoint slides to Google Slides, some formatting like WordArt is not supported and will be
removed. (Google Slides is a trademark of Google LLC.)
The headings on the Slides version are rather light-colored and hard to read against the gray background. We
can revisit the option of changing those to a new font color in the future. However, rather than modify the
headings again now, we will walk through how to modify the text below each heading to the company’s
preferred Oswald font. Please follow the four-step directions and refer to Figure 6.45.
1. Highlight the text within the text box.
2. Select the drop-down menu. Find Oswald in the list of fonts.
3. Select the Oswald font (this should alter the highlighted text).
4. Repeat for the text listed under Short Term.

Figure 6.45 When you select a font from Google's drop-down list, that font will also appear at the top of your Recent fonts list.
(Google Slides is a trademark of Google LLC.)
Modifying the font can help to ensure consistency throughout the presentation and make it look more
professional. Some fonts may not be compatible with all devices or may not be accessible for people with
visual impairments. Modifying the font can help to ensure that the presentation is accessible to all viewers and
can be viewed correctly on different devices. However, note that the list of font options is drastically limited as
compared with PowerPoint.
How to Modify Line Spacing
To modify the spacing of the font in a Slides presentation, select the slide where you want to modify the font
spacing. In My Life in a Snapshot, there’s no need to modify spacing, but this option may come in handy when
working with large font sizes and unique font styles.
To get started, select the text box or shape that contains the text you want to modify. Click the Format option
in the top menu bar. In the Format menu, select Line & paragraph spacing. You can then choose the spacing
you want, such as single, double, or custom (which allows you to enter a specific value). Make sure that
Paragraph Spacing is set to 0. If not, spacing may continue to look off. Once the selection is made with the
desired changes, click the OK button to apply them to the selected text.
How to Modify Borders and Lines
An additional tool that can come in handy is the ability to format borders and lines. In general, format refers to

the way something is arranged or structured, usually in terms of its appearance, organization, or presentation.
This term is used in a variety of contexts and can refer to various aspects of a document, file, or image, such as
its layout, font, color scheme, page margins, and overall design. When formatting a border, you may want to
consider the color, weight, type, dashes, and decorations.
To do this, open the slide where you want to modify the border of a text box. Select the text box, it will appear
highlighted in blue. Click on the Format tab at the top of the screen. In the drop-down menu, select Borders &
Lines. You can then choose the type of border you want, such as solid, dotted, or dashed. You can also choose
the color weight and transparency of the border. Once the selection has been made with the desired changes
applied, click the OK button to save the changes.
How to Modify the Layout of a Slide
As in PowerPoint, each time text or images are added to a particular slide, the size and positioning of objects
may need to be adjusted or changed. One option in Slides is to change the overall layout of the slide in the
Slide menu. The Slide tab is a drop-down menu that allows users to create, edit, and organize slides within
your presentation. Figure 6.46 shows the list of options from the drop-down menu.
Figure 6.46 The Slide menu gives you tools to customize your slides with themes, transitions, and background modifications.
Notice again the similarities between PowerPoint and Slides. PowerPoint’s Home tab contains many of the
same features that are available in the drop-down menu of the Slide tab in Slides. The Slide menu gives users a
wide range of tools and options for creating and organizing slides in a presentation, so you can create
engaging and effective presentations that can be easily shared and viewed by others.
The Slide menu also contains an interesting feature, Apply layout. This tool provides a default layout to the key
elements on your slide.
In addition to using the tools and features in the Slide menu, you can also simply select an object (image, text
box, or border), click and hold to move, then drag the object around the screen. Every object also comes with
positioning points around the edges of the object to resize and adjust the shape, or to rotate and spin the
object to the desired positioning. Take your time with these features. A special option for text box objects is
that they will offer a helpful shrink to fit option for overflow text when selected.

You can also use the Arrange menu to change the layout of your slides. This menu offers options for bringing
objects forward and back, centering and aligning, and rotating objects.
As with many of its features, Slides has more limited options for formatting, particularly text boxes. While
PowerPoint will provide adjustment lines to help position the size and placement of similar objects next to one
another, Slides does not offer these tools. However, Slides has many advantages over PowerPoint when it
comes to ease of use, accessibility, and collaboration. Both tools are useful in different contexts.
Learning Objectives
• Insert images and offer tips on best practices
• Insert and format a shape in a slide
• Insert a table into a slide
• Insert a chart into a slide
• Discuss why a diagram can be helpful to a slide presentation
• Add special characters
• Discuss how and why a link should be added to a slide presentation
• Explain the process of adding video to a slideshow
Adding visuals and features to Google Slides can enhance the overall presentation and make it more engaging
for your audience. Much like Microsoft PowerPoint, there are numerous reasons why it’s important to focus on
the visual aspect of a presentation that your audience will experience. To start, visuals can help convey
information more effectively such as images, charts, and diagrams conveying complex information in a way
that is easy to understand, making the presentation more effective. This also addresses a variety of learning
styles, as some individuals are more visual than audio learners. Adding these features to a Slides presentation
is fundamentally similar to how they are added in PowerPoint.
Let’s revise the My Life in a Snapshot presentation a little further. Because Slides does not have the same
designs and themes that we find in PowerPoint, let’s choose a theme that presents a professional appearance.
As we reviewed in the section on Similarities between Google Slides and Microsoft PowerPoint, choosing a
theme in Slides is quite straightforward. Let’s choose the Swiss theme (see Figure 6.47). Now that we’ve chosen
the theme we want to use, let’s move to inserting images and adjusting the rest of the presentation in Slides.

Figure 6.47 This theme has a completely different background and layout from our theme in PowerPoint. Slides automatically
adjusted the image and text to fit. (Google Slides is a trademark of Google LLC.)
Inserting an Image
Our presentation already includes an image of Amir, but if you want to update or change the picture, you can
do so through Google Drive. Once your image is saved to Drive, we can easily insert the photo into the
presentation. Slides’s streamlined approach makes it simple to add imagery to slides. To add your new picture
to the first slide, start by making sure that you have the first slide selected in your Slides presentation. Click on
the Insert menu at the top of the screen. Select Image from the drop-down menu. You can then choose to
upload an image from your computer, or search for it in Drive, or select a photo from Google Photos. Select
Drive and select the recent profile picture you took on your smartphone. You can then move and resize the
image as needed.
Keep in mind that copyrighted and trademarked images are not to be used in professional presentations. Take
time to review the laws that apply and make sure that a basic understanding of where the images are derived
from is taken into consideration when adding images to a presentation.
6.7 • Adding Visuals and Features to Google Slides 455

SPOTLIGHT ON ETHICS
Why Is Education Using Copyrighted Material?
Speaking in general terms, using copyrighted images for teaching and education is considered fair use. Fair
use is not always clear and must be decided on a case-by-case basis using the four factors presented in U.S.
Code, Title 17, Chapter 1, Section 107:
1. Purpose and character of the use, including whether such use is of a commercial nature or is for
nonprofit educational purposes
2. Nature of the copyrighted work
3. Amount and substantiality of the portion used in relation to the copyrighted work as a whole
4. Effect of the use on the potential market for or value of the copyrighted work
In general, it is considered fair use to use a copyrighted work in an educational setting, such as a college
classroom or during a group tutoring session. But does this fair use extend to the workplace? It depends.
An internal training session is a different scenario from a client-facing business presentation. Consider the
preceding guidelines each time you want to use a copyrighted image and see which ones, if any, apply to
you. To be safe, remember that it is always permissible to use a public domain image.
Inserting a Shape
You can choose from a variety of shapes, such as rectangles, circles, arrows, and more to add to any slide in a
slideshow. These design elements are useful and easy to adjust within Slides. Once you have selected a shape
from the Insert tab (see the options in Figure 6.48), click and drag on the side to create the desired size (Figure
6.49). You can then move, resize, and customize the shape as desired.
Figure 6.48 The drop-down window of the Insert tab in Slides has the option shapes listed. On further selection of shapes, a large
variety of useful options appears. (Google Slides is a trademark of Google LLC.)

Figure 6.49 When you select the desired shape, you can resize it by dragging the outline of the shape. (Google Slides is a trademark
of Google LLC.)
One way to effectively use a shape in Slides is to create a flowchart to illustrate a process or workflow. Using
shapes also offers more customization than simply inserting a diagram. Once you have added the initial
shape, you can then add a connector, such as an arrow. Then, you can use the formatting options to customize
its appearance, such as changing its color or adding a border, as seen in Figure 6.50. You can also insert a text
box inside each of the rectangular or square shapes in your flowchart. In Slides, text boxes do not
automatically come with a border, but borders can be added. Shapes can be used to create any number of
diagrams, illustrations, and other types of visual aids to support your presentations. In the section on Inserting
a Diagram, we will learn more about using the preset diagrams in Slides.
Figure 6.50 These shapes show a simple example of a flowchart. But you could arrange the shapes in different ways or add extra
branches to the chart to represent your custom workflow. (Google Slides is a trademark of Google LLC.)
Inserting a Table
Tables are an important tool for displaying information because they organize and present data in a clear and
concise manner to an audience. They are useful for displaying large amounts of data in a compact format,
making it easy for the viewer to compare and contrast different values, as well as show how different variables

are related to one another. For a slideshow, it may be best to use tables to showcase summary statistics, such
as means, medians, and standard deviations, which provide a quick overview of most datasets. You do not
want to overwhelm your audience with an overly detailed table with too many numbers. In general, tables are
an effective tool for displaying information because they provide the ability to display and understand complex
data sets in a concise way. They are widely used in fields such as finance, statistics, business, and scientific
research to communicate data and results.
To add a table to a Slides presentation, select the slide where you want to add it. Click on the Insert menu at
the top of the screen. Select Table from the drop-down menu and choose the number of rows and columns
you want for your table. Once you have selected the number of rows and columns, the table will be created
and added to the slide. You may adjust or move the table as needed within the slide.
Use the options in the toolbar to format the table, like changing the color, size, or merge cells when required.
Make sure the data is clear to view; try not to compress too much data into a single table by making the font
too small to read and easily take in.
Inserting a Chart
Data is important in decision making because it provides a basis for understanding the current state of a
problem or situation, and can be used to identify patterns, trends, and relationships that can inform the
decision-making process. Your audience may expect to see data in a slideshow, particularly if it concerns
finance or business, as data plays a crucial role in decision making by providing the information needed to
make informed and well-informed decisions. Charts can be a perfect vessel to display this information to
audiences.
The following will walk through the basic steps of adding a chart. Although your My Life in a Snapshot
presentation doesn’t require the support of data, knowing how to create one will be helpful for future business
presentations.
Follow these steps to add a chart to a Slides presentation:
1. Open your Slides presentation and select the slide where you want to add the chart.
2. Click on the Insert menu at the top of the screen. Select Chart from the drop-down menu. Choose the type
of chart you want to add, such as a bar chart, line chart, pie chart, and so on.
3. Once you have selected the type of chart, you will be prompted to enter the data for the chart. You can
also select data from a Google Sheets document.
Once the data has been entered, the chart will be added. Customizing the chart through options can be
accomplished in the toolbar of Slides. Such custom changes could be altering the colors, adding a title, and
editing data. Like most objects, you can also move and resize the chart as needed.
Inserting a Diagram
You may have noticed after attending numerous presentations how helpful diagrams can be for the audience.
A diagram is a graphical representation of information or data. Diagrams can be used to visually communicate
complex information, ideas, or concepts in a simple and intuitive way. A diagram can help all types of
audiences understand a concept by visually representing complex information in a simple and easy-to-
understand proven format. Diagrams can help to clarify relationships and connections between different
components or elements of a concept and can make it easier to identify patterns/trends. Additionally,
diagrams can be used to highlight important information and make it more prominent, making it easier for
the audience to retain and recall the information later. This drives the purpose home in your presentations.
We already learned about how to use shapes to create a custom diagram, like a flowchart. But Slides offers
many preset diagrams that can show relationships and processes in different ways. These can be easier to use
than shapes because the diagrams are already created for you. To add a diagram to a Slides presentation, click
on the Insert menu at the top of the screen. Select Diagram from the drop-down menu and choose the type of

diagram you want to add, such as a Grid, Hierarchy, Timeline, Process, Relationship, or Cycle. Each broad
option offers several individual options to choose from, all with varying color themes and styles.
Once you have selected the desired type of diagram, Slides makes it intuitively easy to complete the diagram
by adding content. Take your time to get maximum impact and experiment with different diagrams. With
diagrams, you may find that a “less is more” approach works best when adding to a slide.
Inserting Special Characters
Much like PowerPoint, special characters have a useful effect when added. A special character in Slides is a
character or symbol that is not typically found on a keyboard, but can be inserted into a presentation to add
visual interest or convey specific meaning. Examples of special characters in Slides include arrows, currency
symbols, mathematical symbols, emojis, and various types of punctuation marks.
Open any project and select the slide where you want to add a specific special character. Click on the text box
or shape where the special character offers the most impact. Then, click on the Insert menu at the top of the
screen and select Special Characters from the drop-down menu. A dialog box will appear with a list of special
characters, such as currency symbols, mathematical symbols, and more.
Inserting a Link
For your My Life in a Snapshot presentation, you may not need to provide your audience members with any
links, but you might want to include your email address. You can make this appear as a link so that when it is
clicked on, it brings the user directly to their email client, like Outlook. This can be useful if a team member has
a quick follow-up question after the presentation, or if they just want to send you a welcome message.
Remember that the link will only work for them if the presentation has been distributed to them electronically.
You can do this by emailing a link to the Slides presentation to your audience, or by sharing it as an email
attachment.
To add a link to your Slides presentation, first type in your email address as normal text. (In Figure 6.51, we’ve
added Amir’s email address on the title slide, below his information.) Then, select the Insert tab that provides
the Link option near the bottom of the drop-down menu. Slides will recognize that it is an email address and
add the appropriate hyperlink necessary to launch the email address.

Figure 6.51 When a link is “live,” it will turn bright blue and appear underlined. This lets you know you can click on it. (Google Slides is
a trademark of Google LLC.)
You may also want to provide clickable links within your presentation for your own demonstration purposes.
For example, you may want to show your audience a new website or a new cloud-based tool. Instead of
placing screenshots in your presentation to show these things, you could simply put a link to the content, and
then click on the link yourself during your presentation. Doing this should open up the link in a new browser
window or tab.
Inserting a Video
With video sharing and recording platforms like Zoom and YouTube easily accessible, creating and playing
videos has never been easier. Adding a short video clip to your presentation can pack a huge punch, and is
easy to do. Sharing video content may be exactly what you need to emphasize a message in a presentation,
perhaps preferable to showing an image or a chart. Be careful not to use a copyrighted video in professional
presentations. Review the rules and laws on what constitutes a copyrighted video before adding one to your
next presentation.
To add a video to a Slides presentation, open your Slides presentation and select the slide where you want to
add the video. Click on the Insert menu at the top of the screen. Select Video from the drop-down menu. You
can then choose to upload a video from your computer or search for a video on the internet using the Search
option. Once you have selected the video, it will be added to your slide. You can then move and resize the
video as needed. (You can also add a video by pasting a video link from a supported video hosting website
such as YouTube, Vimeo, etc., and it will automatically embed the video on the slide.)
As we move into the chapter on Advanced Presentation Skills, we will focus on more advanced aspects of both

PowerPoint and Slides. You will learn more key skills for becoming an effective presenter in the next chapter, as
well as learn more about the advanced features of PowerPoint and Slides, such as customizing themes,
creating templates, and enhancing images. We will finalize Amir’s My Life in a Snapshot presentation in both
PowerPoint and in Slides.

Chapter Review
Key Terms
3D model digital representation of a three-dimensional object that can be inserted into a presentation and
manipulated to show different views and perspectives
aesthetics study of how things look and how we perceive and respond to them; the overall look and feel of
something
aspect ratio relationship of a slide’s width to its height
coherency smooth and logical flow of the slideshow or slide deck within a presentation
consistency quality of always behaving or performing in a similar way, or of something always appearing or
occurring in a similar way
contrast use of different elements, such as colors, fonts, or design elements, to draw attention and create
visual interest
diagram graphical representation of information or data; diagrams can be used to visually communicate
complex information, ideas, or concepts in a simple and intuitive way
ecosystem brand of software that an organization primarily uses, particularly across programs
equation mathematical statement that shows the relationship between two or more quantities; equations
are used to describe a wide range of physical, biological, and economic phenomena, and are central to
many areas of science and engineering
icon small graphic symbol that represents a specific function, feature, or tool; icons are used in PowerPoint
to provide visual cues and to make it easier to navigate the software
PowerPoint template predesigned set of slides and slide elements that can be used as a starting point for
creating a presentation
presentation spoken or visual information delivered to an audience
proximity distance between the audience and the subject matter being presented in a slide
repetition use of similar or identical elements, such as colors, fonts, or design elements, across multiple
slides in a presentation
rule of thirds basic principle of photography and design that suggests that an image can be divided into
nine equal parts by two equally spaced horizontal lines and two equally spaced vertical lines; the theory is
that if you place the important elements of the image along these lines, or at the intersections of them,
your photo or design will be more balanced and will have more visual interest
seven-seven rule guideline for creating content for slides so that each slide in a presentation should contain
no more than seven lines of text and that each line of text should have no more than seven words
Slide Master template of the slide that shows each part of the slide
special character character or symbol that is not typically found on a keyboard but can be inserted into a
Slides presentation to add visual interest or convey specific meaning
stock image generic image created or licensed by a stock photography company, often used in professional
publications; may be copyrighted or only available through paid services
storyboard visual plan that separates topics out into different scenes or sections
table structure for organizing and presenting data in a grid format
title slide usually the first slide in presentation that includes the title of the slide as well as a subtitle such as
your name or the date of the presentation
variants design elements such as colors, fonts, and backgrounds that you can change in a theme
visual hierarchy arrangement of elements in a design according to their level of importance or emphasis;
the purpose of visual hierarchy is to guide the viewer’s eye to the most important elements first, and then
to less important information
white space unoccupied areas of a slide that are not filled with text or other content

Summary
• Presentations are used in business to communicate information to both internal and external
stakeholders. They are typically used to educate or train, sell an idea, or simply convey information to
others.
• Understanding your audience should drive the purpose behind the presentation. This is to ensure the
presentation is geared toward the audience.
• Consistency and coherency are essential for creating a professional, finished presentation. Consistency
means ensuring that the presentation has a unified look and feel. Coherency means that the presentation
is logically unified and applies to both the slides and the presenter.
• It is important to create a plan or storyboard of the presentation, in the same way that it is important to
outline an essay. A visual plan can ensure all key topics are covered and laid out in an effective manner.
• The default upon opening a new PowerPoint presentation starts with a blank slide. You can also open an
existing document or start from a template.
• Themes and templates can help create dynamic slides and slideshows. They can also help you save time by
applying color palettes and layouts to an entire presentation.
• The Home tab enables users to create new slides, add text, choose layouts, and customize paragraphs.
• The Design tab enables users to select a common theme for slides and apply variants to each style.
• The View tab helps users to better understand how different view options can be used to build and review
presentation content.
6.3 Formatting Microsoft PowerPoint Slides: Layout and Design Principles
• Adjusting the layout of the elements on a slide is an important skill. Formatting the layout includes
arranging the text, graphics, and other objects on a slide.
• Design principles provide guidelines and rules of thumb to consider as users start to change and
manipulate themes and layouts on slides.
• When including data on slides or related text elements, tables can be used to neatly organize the
information in a presentation. The Table tool is similar to inserting tables in Word.
• An impactful presentation includes visual elements such as images rather than just text. You can use
images from your computer, images provided by PowerPoint, or images you find online.
• The written (textual) information on a slide can be used to convey important details. However, keeping text
to a minimum on each slide makes for a more effective presentation design.
• Symbols and equations can be easily inserted into slides when mathematical content is needed.
• You can use the WordArt tool to enhance basic textual information by adding borders, shading effects,
and other elements.
• Slides that include several visual elements are often more appealing. Using the tools in the Illustrations
command group, you can insert shapes, pictures, and SmartArt into your slides.
• Both Slides and PowerPoint have similar functionality when creating presentations. In some respects,
Slides is considered more user friendly, with enhanced collaboration tools.
• Slides is a web-based program, which has both advantages and disadvantages. One advantage is that you
can access your Slides files anywhere as long as you have internet access and access to your Google
account.
• Slides can be exported to a PowerPoint file format, and vice versa. This is useful when working in a

workplace environment where one program is preferred over the other.
• You can modify text in Slides either by using the action bar or using the Format menu.
• You can adjust the spacing of text on a slide in Google with the Align & Indent tool or the Line spacing tool
found in the Format menu.
• Borders and lines can be used to enhance the look of slide elements such as a list of information or
images. You can add borders using the Format menu.
• The Arrange and Slide menus can be very helpful when finalizing your slides for a professional
appearance. The tools in these menus help with lining up elements on the slide such as text boxes or
images.
• Images add visual interest to a presentation and enhance the audience’s understanding of the content.
• Shapes can be used to create diagrams, highlight information, or add visual interest to a slide. They can
also be used to create custom graphics or diagrams, or to illustrate a concept.
• Tables can be used to organize and present data in a clear, concise manner.
• Charts can be used to visualize data in a clear and meaningful way. Slides makes it simple to insert one
into a presentation.
• Diagrams can be used to represent complex ideas, processes, or relationships in a visual and
understandable format.
• Special characters can be used to add symbols, accents, or foreign characters to a slide.
• Links allow you to quickly navigate to other pages or websites from within your presentation. They can
also be used to provide additional information or resources, or to allow the audience to access additional
content related to the presentation.
• Adding video to your presentation can be a good way to add visual interest or provide a more immersive
experience for the audience.
Review Questions
1. How does having a clear purpose for your presentation help you connect to your audience?
a. It helps ensure that your presentation is coherent.
b. It helps ensure that your presentation is consistent.
c. It helps ensure that your presentation is relevant.
d. It helps ensure that your presentation has an appropriate outline.
2. A consistent color scheme should have ________.
a. elements that work together
b. a uniform look and feel
c. a focal point
d. a key message
3. To determine the appropriate number of slides for your presentation, you should consider ________.
a. whether the presentation will be delivered in person or via technology such as Zoom
b. the needs of your audience
c. the software you use to create the presentation
d. the category of the presentation
4. To create an effective plan for your presentation, you should ________.
a. focus on consistent design quality
b. ensure the slideshow has a coherent design quality

c. make sure that you tell a story throughout the presentation
d. define the layout of your slides
5. The ________ in a presentation refers to the overall design and layout of the slides.
a. title slide
b. variants
c. theme
d. Slide Master
6. If you wanted to change the overall color style of a theme you are using, which option would be best?
a. Go to the Design tab, then Variants.
b. Go to the Home tab, then Slides.
c. Go to the Insert tab, then Text.
d. Go to the View tab, Outline View.
7. On the Home tab, the ________ command enables you to work with elements in your presentation such as
adding bullets and aligning text.
a. Layout
b. Font
c. Paragraph
d. Design Ideas
8. What is the advantage of the Design tab over the Design Ideas feature?
a. The Design tab has an on/off button that provides advanced slide layouts.
b. The Design tab enables you to adjust elements of your presentation such as line spacing and columns.
c. The Design tab offers the option of using a blank, white canvas to build your presentation.
d. The Design tab provides a collection of tools that enable you to change layout designs for all of your
slides at once.
9. To add a slide to your presentation, which option on the View tab should you select?
a. Notes View
b. Slide Sorter View
c. Reading View
d. Outline View
10. What type of slide layout offers the best way to present two or more different types of information in a
presentation?
a. Content with Caption
b. Section Header
c. Comparison
d. Title and Content
11. _________ refers to the use of similar or identical elements, such as colors, fonts, or design elements, across
multiple slides in a presentation.
a. Repetition
b. Contrast
c. Alignment
d. Proximity
12. A table in PowerPoint is used to ________.

a. add special effects to text
b. create charts and graphs
c. present information in an organized format
d. add images and videos
13. You need a picture of a squirrel for your presentation, but you have been unable to take one with your cell
phone. What could you do instead?
a. Use the WordArt tool.
b. Use 3D models.
c. Use SmartArt.
d. Use a stock image.
14. WordArt in PowerPoint is used to ________.
a. add special effects to text
b. create charts and graphs
c. add images and videos
d. organize slides into sections
15. Why would you use a visual hierarchy in your presentation?
a. to emphasize certain points
b. to make the presentation more engaging
c. to minimize distractions in the presentation
d. to guide a viewer’s eyes to the most important information
16. As part of your presentation, you need to present data to your audience. To do this, which type of
illustration should you select?
a. SmartArt
b. icons
c. charts
d. 3D models
17. What is a distinct feature of Slides that is not present in PowerPoint?
a. changing ribbon
b. drop-down boxes from each tab
c. File, View, and Insert menus
d. thumbnails on the left side
18. What is a primary difference between Slides and PowerPoint?
a. Slides is a web-based software application, while PowerPoint is a stand-alone software program.
b. PowerPoint is recommended for online collaboration, while Slides is best for self-contained work.
c. Slides can only be used offline, while PowerPoint is ideal for mobile application devices.
d. PowerPoint can only be used through cloud-based applications, while Slides is a desktop application.
19. If your workplace uses only Microsoft products, which program would be a better choice for creating a
slideshow, and why?
a. PowerPoint, because it is more feature-rich than Slides
b. PowerPoint, because it is advantageous to remain within your workplace’s software ecosystem
c. Slides, because it is more user-friendly than PowerPoint
d. Slides, because it is better for online collaboration

20. When you convert your presentation from PowerPoint to Slides, some of the font effects are missing. Why
does this happen?
a. Slides is a desktop application.
b. Slides does not include Illustrations tools.
c. Slides is a web-based software application.
d. Slides does not always convert WordArt consistently.
21. Which drop-down menu in Slides is best to access line spacing options for text?
a. Insert
b. Slide
c. Arrange
d. Format
22. To add a border to a text box in Slides, you must first do what?
a. Copy the text.
b. Select the text box,
c. Go to the Format menu.
d. A border cannot be added to a text box in Slides.
23. Which tool in Slides helps you change the layout of your slides?
a. Slide menu
b. Apply Layout
c. Change Background
d. Edit Theme
24. When adding images to your Slides presentation, what should you remember?
a. Only copyrighted and trademarked images should be used.
b. Before you insert the images into your presentation, they must be the correct size.
c. You should use the Format menu to insert images.
d. The images can come from any source, including pictures on your smartphone.
25. What is the advantage of using diagrams in a Slides presentation?
a. Slides automatically designs any diagram that you select.
b. You can copy and paste diagrams from other sources without making any modifications.
c. You can present complex information in a simple and intuitive way.
d. Diagrams make it easier to quickly create a presentation.
26. To present numerical data to your audience during a presentation using Slides, what tool(s) should you
use?
a. shapes and/or diagrams
b. text boxes
c. tables and/or charts
d. images
27. Why are special characters useful in presentations?
a. They add effects to text and make it more prominent.
b. They add visual interest or convey specific meanings.
c. They enable you to add images to a presentation.
d. They are the most appropriate tools for presenting numerical data.

28. When using links in your presentation, what should you remember?
a. Links are important tools and should be used extensively in presentations.
b. Links can be used to make a presentation more visually appealing.
c. Links can be distributed to your audience electronically for their personal access.
d. Links should not be used if you have screenshots of the information you want to present.
Practice Exercises
29. Develop a storyboard that is both educational and persuasive, presenting the steps to making the best
possible sandwich (in your opinion). Create a plan for this presentation. Divide the presentation into seven
sections. Make sure that your storyboard includes information on each of these topics and why it is a
needed section of the plan for making the best sandwich.
30. After developing your presentation, you decide to add pictures to slides #4 and #7, along with a simple
animation to slide #12. You do not want to make any changes to other slides in the presentation. Explain
the best way to make these changes without affecting the overall presentation.
31. Your presentation is ready to go, but at the last minute, your supervisor asks you to create two additional
slides to provide updated information in the middle of the presentation. To accommodate this update, you
also need to move slide #11 and make it the fifth slide in the presentation. How will you make these
changes?
32. Use the elements about alignment to arrange six different objects into a slide. Choose images and text.
Choose a group of items such as cars, animals, or national parks. Start by sketching the design on a piece
of paper, then building the design into PowerPoint.
33. Choose a topic of interest such as your favorite vacation or your top three academic goals this year. Select
the appropriate layouts for a new presentation and create a short presentation about the chosen topic.
After the title slide, you need a slide that provides an overview of your presentation, followed by three
slides that you will use to present pictures with captions. Your presentation should be approximately five
slides long.
34. Tables are frequently used in professional presentations. Using what you’ve learned, insert a 5 x 5 table
into a presentation.
35. Using WordArt, demonstrate ways to emphasize an important point. You can either create a new
presentation or add it to your My Life in a Snapshot presentation.
36. Your team includes several people who have never worked with a digital presentation. To make your
project easier for them to complete, you need to convert a PowerPoint presentation to Slides. Create a
memo with a simple set of instructions to achieve this.
37. Open a new Slides file. Add a text box and include a list of items such as a shopping list or a packing list for
a trip. Using the skills you learned in this section, add a border to a text box. Format the rest of the slide in
a professional manner adding a background and color.
38. Create a new Slides file. Choose a theme such as landscape images or animals. Insert several images (at
least five) onto the slide. Use the tools in the Arrange menu to format the slide in an organized manner.
You might need to adjust the size of the images to make them all fit on the slide. Change the layout of the
slide to include a title.
39. Practice what you’ve learned by adding a diagram to your presentation. Select the appropriate type of
diagram, choose a color theme and style, and add content.
40. Practice what you’ve learned by adding a video to your presentation. Follow the appropriate steps to insert
a video from a platform such as YouTube or from your own collection of videos.

Written Questions
41. What is the key difference between PowerPoint and Slides?
42. What are the key questions to ask when developing a sense of purpose in a presentation? Why are these
questions important?
43. Describe the main features and tools available on the Home tab in PowerPoint.
44. How is the Themes and Variants feature on the Design tab used?
45. How can you use white space effectively in PowerPoint to create visually appealing slides and improve the
overall design of your presentation?
46. Why are layouts important in PowerPoint presentations? As part of your answer, discuss three commonly
used slide layouts and explain how they can help create a professional presentation.
47. Reviewing the figure, make an argument for which of the three options works best for engaging your audience
during a Q&A session at the end of a presentation. There are no right or wrong answers, but you should make
a clear choice and defend that choice in the response.
48. While mathematical statements, or equations, can be complicated, they can also be useful tools in
presentations. Describe at least two situations where you could consider adding equations to your
presentations.
49. Describe the difference between stand-alone and web-based software programs.
50. Why would you need to adjust the layout of content in a Slides presentation?
51. How can you effectively add links to a Slides presentation to enhance interactivity and provide additional
resources for your audience?
Case Exercises
52. The Design tab in PowerPoint helps you quickly and easily change the overall look and feel of your
presentation with built-in templates, color schemes, and slide layouts. Demonstrate how to use the Design
tab options to transform roughed-out text into a professional presentation.

Figure 7.1 Developing the right skills to give a presentation is just as important as knowing how to create one. (credit: modification
of “Man in Black Suit and Blue Denim Pants Standing beside Projector Screen” by Pavel Danilyuk/Pexels, CC0)
Chapter Outline
7.1 Effective Presentation Skills
7.2 Finalizing a Slide Collection
7.3 Preparing a Microsoft PowerPoint Collection for Presentation
7.4 Preparing a Google Slides Collection for Presentation
Chapter Scenario
In Preparing Presentations, you were shown how to put together a basic presentation. You designed a
professional presentation and are sure that it contains all relevant content and all the necessary elements.
Now the nerves start to set in, and the reality that you have to present this to an audience hits you. This
chapter focuses on that next step of presentation readiness and provides the knowledge and tools to give you
the confidence to present with ease. You will not only deepen your presenting skills by learning more
advanced functions of Microsoft PowerPoint and Google Slides, but you will also learn the equally important
skills of collaborating and presenting in a professional setting. Even if your slides are outstanding, you will still
need to practice your presentation and consider your audience. All of these skills will help you take your
presentation and your presenting skills to the next level, setting you up to be well prepared to give the
presentation in front of your WorldCorp colleagues.
Advanced Presentation Skills
7

Learning Objectives
• Ensure the slideshow meets the needs of the presentation
• Craft a strong presentation hook
• Identify the key skills for presenting in front of an audience
• Describe the importance of a strong closing
A well-crafted set of slides is essential for an effective presentation. Equally essential are presentation skills. In
this first section, we discuss some best practices in presenting. Some people may be apprehensive about
presenting in front of a group; others may welcome the challenge. At this point in your academic career, you
may have also taken a course in public speaking. Regardless of your prior experience and your feelings about
presenting in front of others, some practice and attention to developing your skills as a presenter will be
worthwhile. We can all benefit from fine-tuning our public speaking and presenting abilities, even if we are
regularly in front of a group. These skills are relevant in all types of meetings, whether in person or virtual.
One of the best ways to improve your presenting is to practice. This can help you work through all of the
technological hiccups, as well as set your mind at ease. You should practice in the same space and with the
same technology, if possible, as well as practice what you are going to say and your demeanor during the
presentation. The importance of this prep work cannot be overemphasized. Consider recording yourself as you
are practicing to give you a firsthand look at your presentation skills. This strategy is helpful even if you are
presenting fully in person.
Ensuring the Final Presentation Meets Its Goals
In general, to create an effective presentation, you first need to understand the goal or intent of the
presentation. Your supervisor may provide those goals, or you may determine them yourself. Regardless,
setting your goals first will help you ensure that the look of your slides matches those goals. Presentations can
fall into one of the following categories, as outlined in Table 7.1: persuasive, instructional, informational, or
inspirational. Knowing the goal of your presentation helps you set the stage for developing the slides and
constructing your narrative.
For example, if you want to create a lively, inspirational presentation to encourage the audience to donate to a
nonprofit cause, a gray-tone slide presentation dominated by text will not be effective in meeting your goals.
Type Main Goal Example
Persuasive
To prompt the audience to act. Provide enough
information and support to move the audience in the
desired direction.
Encourage participation in a
local community cleanup
effort.
Instructional To educate the audience. Typical of training presentations.
New-hire training by the
human resources
department.
Table 7.1 Types of Presentations The goal of the presentation should guide all aspects of slide development, from color choices to
the graphics included on the slides to the overall tone of the presentation.
472 7 • Advanced Presentation Skills

Type Main Goal Example
Informational
To report on company performance or other metrics.
Include charts and visuals.
Quarterly sales reports for
each region in a company.
Inspirational
To energize the audience to evaluate and change a belief,
or to motivate the audience to act on that changed belief.
Solicit donations for a
nonprofit.
Table 7.1 Types of Presentations The goal of the presentation should guide all aspects of slide development, from color choices to
the graphics included on the slides to the overall tone of the presentation.
Opening a Presentation
There are many ways to start a presentation to engage your audience. What you do not want to do is jump
right into the content or start by simply introducing yourself. You want your audience to be interested and
engaged right away and to want to know more about what you are presenting.
To get your audience interested and engaged in the presentation from the get-go, consider developing a
strong opener, or hook. A hook is a statement, story, or question designed to get participants’ attention and
pique their interest.
For example, if you are presenting WorldCorp’s sales goals, you could begin with a personal anecdote about
how you once set a goal and achieved it. Alternatively, you could ask the audience to think about a time when
they faced a lofty goal and found a way to overcome the challenges. Be creative—think about a time when you
were in a meeting or presentation and found yourself engaged from the beginning. What did that speaker do
to get your attention? Did the presentation include compelling statistics? Maybe a short video or bit of humor
got your attention. The hook helps set the tone of the entire presentation and can establish rapport with the
group. It is your way to connect with the audience from the initial stages of the presentation.
Also, think about your goals and how they are relevant to the type of presentation you are giving. Do you want
to inspire the group and leave them with a call to action? Perhaps your presentation is a training session
where you will be assessing the participant’s learning at the end. Keeping the type of presentation in mind can
help you craft an impactful hook. After you have delivered the hook, transition into the introduction of the
slideshow, drawing the connection between the hook and the goal of the slideshow.
SPOTLIGHT ON ETHICS
Inclusivity and Presentations
When delivering presentations, consider the needs of all audience members and ensure accessibility for all
individuals, including those with disabilities. Presentations should be designed and delivered in a way that
accommodates individuals with visual, hearing, or other impairments, to ensure equal access to
information and an inclusive experience. Here is an example:
Imagine WorldCorp is conducting a large-scale conference at which it provides handouts of presentation
slides to attendees. In this case, it would be important to consider whether the handouts are available in
alternative formats, such as braille or accessible electronic formats. This ensures that individuals with visual
impairments can access the same information as everyone else.
Additionally, in the context of delivering presentations, presenters should consider incorporating accessible
features in their slides and delivery style. Some key considerations include the following:
• Clear and readable text: Use legible fonts, appropriate font sizes, and high contrast between text and
7.1 • Effective Presentation Skills 473

background colors to ensure readability for individuals with visual impairments.
• Alt text for visuals: Provide alternative text descriptions for images, graphs, and charts. This allows
individuals with visual impairments who use screen readers to understand the content presented
visually.
• Captioning and transcripts: If the presentation involves audio or video elements, provide closed
captions or transcripts. This helps individuals with hearing impairments or those who may have
difficulty understanding the spoken language.
• Verbal descriptions: When demonstrating visual elements, ensure that the presenter provides verbal
descriptions of what is being shown on the screen. This assists individuals who are visually impaired
and cannot see the visuals.
• Inclusive language and tone: Use inclusive language, and avoid making assumptions or generalizations
that could marginalize or exclude certain groups of individuals.
By considering these guidelines, presenters can create a more inclusive and accessible environment,
ensuring that their presentations are accessible to a broader range of individuals.
Key Presentation Skills
Specific skills can vary by the type of presentation. For example, if you are giving a persuasive presentation,
you might use more humor than you would in an informational presentation. There is no single standard set
of skills that all presenters should possess, and what defines a good presenter versus a bad presenter can be
quite subjective. However, there are some skills that pertain in all situations. A good presenter is one who is
prepared, professional, and able to communicate effectively with the audience.
First, consider what you are going to wear to the presentation. You should choose attire that is professional
and appropriate for the type of presentation you are giving. Make sure you feel comfortable too. Do not wear
clothing that you think you will be fidgeting with or accessories that you might handle if you are feeling
nervous, such as coins or keys in your pocket. If your hair falls on your face often, you may want to pull it back
for the presentation. The fewer distractions there are, the better. Consider the type of footwear you will wear. If
you will be moving around the room during the presentation, choose comfortable shoes that you are
confident walking in. The type of flooring in the room is also something to consider. Carpet is typically much
quieter when walking during the presentation. Certain shoes on tile floors can be quite loud and distracting.
Also, think about the temperature in the room. When you are presenting, you may warm up quickly because of
nerves and because you are active. Choose attire that will not show signs of sweat and will not let you become
overheated. You might also want to consider what fragrances you typically wear. In a smaller or warm room,
strong fragrances can quickly become overwhelming and distracting.
But first and foremost, be on time for your presentation. In fact, you should plan to arrive early. Arriving early
will help set your mind at ease and leave time for you to work out any issues that may arise. A good rule of
thumb is to arrive at least thirty minutes before your presentation is scheduled to start. Get the slideshow set
up before any participants arrive, and get prepared to begin. Remember, you will start with your hook. Be sure
to use your slides as a supplement to what you are saying. The slides should not be the centerpiece; they are
secondary and complementary to what you want to convey. Reference the content on the slides as necessary
to keep the audience engaged.
During the presentation, be aware of your body language. You want to appear confident and prepared. Make
eye contact with the audience, making sure you look at all sides of the room. Also, you should display body
language that shows the audience you are engaged and excited about the presentation. This means good
posture, using hand gestures as appropriate, and pausing to make sure the audience is following. There is
nothing worse than sitting through a presentation where the speaker appears disengaged and bored. Try not
to rely on the slides or your notes too much, and avoid turning your back to the audience. It is acceptable to

walk out into the room a bit and not stay in the front of the room or behind a computer desk or podium.
However, too much moving around can be distracting to the audience and make you appear nervous and
unprepared.
Think about how your voice is coming across to the audience. Have good voice projection without yelling.
Maintain a conversational style of speaking, rather than sounding monotone and memorized. Avoid swearing
and inappropriate jokes. Be sensitive to audience members and aware of words or phrases that may reflect
any bias or discrimination. Use pauses and voice inflection when you want to draw attention to certain parts of
the presentation. Throughout the presentation, you can also repeat or rephrase important points for
emphasis. Speak slowly and clearly. Keep a bottle of water close in case you need it, especially if you will be
speaking for an extended period. If you lose your train of thought or are searching for the next phrase, avoid
using filler words such as “uh” and “um.” Instead, try silently counting to yourself for a few moments; this is
one strategy that can help you avoid using words to fill pauses. Sometimes a little silence is okay. You do not
need to fill every spare moment with speaking.
Again, consider recording yourself presenting to see where you can improve. Use the available technological
tools such as the Rehearse with Coach feature in PowerPoint. Your skills and comfort level will improve with
practice and preparation. The more you practice and present in front of others, the better you will get at it.
TED Talks
One way to hone your presentation skills is to watch other presenters. TED Talks are an excellent source.
One TED Talk that is often recommended for its exceptional presentation skills and storytelling is “The
power of vulnerability” (https://openstax.org/r/78TEDBreneBrown) by Brené Brown. In this talk, Brown, a
renowned research professor and author, explores the topic of vulnerability and its connection to human
connection and personal growth.
Brown’s talk stands out for several reasons:
• Engaging storytelling: Brown captivates the audience with personal anecdotes, humor, and relatable
stories that make the topic accessible and relatable to a wide range of people. She uses storytelling as a
powerful tool to connect with the audience emotionally.
• Authenticity and vulnerability: As she discusses vulnerability, Brown displays a genuine and vulnerable
presence on stage. She shares personal experiences and openly acknowledges her own struggles and
fears. This authenticity creates a strong connection with the audience, making her talk even more
impactful.
• Research-based content: Brown supports her talk with research findings, which adds credibility and
depth to her message. She presents her research in a way that is easily understandable and relatable,
helping the audience grasp complex concepts.
• Humor and wit: Brown infuses her talk with humor and wit, using well-timed jokes and lighthearted
moments. This keeps the audience engaged and creates a pleasant atmosphere during the
presentation.
"The power of vulnerability" has millions of views and has resonated with people worldwide. It serves as an
excellent example of how effective storytelling, authenticity, and research-based content can create a
powerful and memorable presentation.
Closing a Presentation
Just as you need a strong hook to start off a presentation, you also need a strong closing statement. It should
be more than simply a summary of what you discussed in the presentation. Your closing statement should be
7.1 • Effective Presentation Skills 475

a few words that leave a lasting, positive impression and that convey the essence of the slideshow. You want
your audience to remember the presentation, especially your key points. This is your last chance to bring it all
together for the audience.
To prepare your closing statement, start by making a list of the top three to five items you hope the audience
will walk away with after listening to your presentation. For Amir’s presentation at WorldCorp, he may want the
audience to remember his leadership skills, his teamwork ability, and a few items about his background. In
your closing, you can reemphasize these items in a creative way rather than simply listing them one by one.
For example, your closing slide might include a collage of pictures that visually represent your main points. If
you are giving a persuasive or inspirational presentation, you may want to close with a call to action—what
you hope the participants will be motivated to do after hearing your presentation.
For example, if you are giving a presentation to encourage people to donate to a nonprofit organization, in the
closing you can specifically ask about how to donate. Another option is to end the presentation with a story or
joke that sums up the main points. If you started with a story as your opening hook, you can come back to that
story and add more to it. Finally, you may want to use a quote from a famous historical or contemporary figure
that encapsulates what you hope the audience will take away from your presentation.
As you can see, there are many ways to close a presentation that go beyond simply ending with a “Thank You”
or “Questions” slide. Your main goal should be to get the audience to remember the presentation and the
message you set out to convey.
LINK TO LEARNING
One technique to engage the audience during a presentation is to tell a story rather than give a speech.
People are intrigued by stories. Using this approach encourages your listeners to create mental images. See
this blog on storytelling techniques used by the TED presenters (https://openstax.org/r/78Storytelling) for
some tips on using storytelling in presentations.
Learning Objectives
• Choose an appropriate and engaging color scheme
• Modify a theme of a presentation
• Utilize design ideas options to change the look of individual slides
• Enhance images used in slides
At some point in your career, you might need to present an analysis of data to an audience of peers or
management. Your information must appear clear and professional and will likely include graphs and charts of
your analysis. In Preparing Presentations, we learned the basics of putting together a presentation and
including tables and images. However, when finalizing your presentation, you may want to adjust the colors,
slide layout, and other aspects to take your presentation to the next level. The theme and color choices of
these elements can be critical to developing a professional presentation that will impress the audience and
effectively communicate your intended message. In this section, the focus is on PowerPoint. The use of these
skills in Slides is covered in a later section.
Color Schemes
Through the use of color and other design elements, you can visually highlight key points. Your color choices
can also engage the audience by evoking emotions. If you are not careful, though, the color scheme can be

distracting and take away from your message. You will also want to keep text to a minimum on each slide,
focusing on key words or ideas, and using the notes section to capture your speaking notes and detail.
LINK TO LEARNING
When preparing the colors for your presentations and charts, there are a few guiding principles you can
follow that will help make your presentation look professional. Some of these tips include the following:
• Keep the color scheme simple by using no more than three colors: one main color, a secondary color,
and an accent color. The main color should represent about 60 percent of the color in your
presentation, the secondary color should be about 30 percent, and the accent color should make up
the remaining 10 percent.
• Keep the colors in balance with tint and hue. For example, do not pair a rich royal blue with a pale,
pastel yellow. Choose high-contrast colors for the most impact.
• Spread the content out over several slides; do not put all the data or charts on a single slide.
Visit this web page on choosing the best colors for your presentations (https://openstax.org/r/
78ColorPresent) for more details on how to use color to create an effective presentation.
Choosing your own color scheme can be a fun way to create your own style for your presentation. However,
you may want to go with a preset color scheme to ensure that all the chosen colors go together in a
harmonious way. PowerPoint makes this process easy by providing themes, which provide a cohesive and
unified design scheme across the whole presentation, allowing you to maintain consistency across slides, even
if they have different content. When you apply a theme, PowerPoint automatically updates the color palette,
font styles, background designs, and other visual attributes of the presentation. This helps to save time and
effort by eliminating the need to manually adjust the appearance and colors of each slide individually.
Modifying a Theme
PowerPoint offers a variety of built-in themes to choose from, each with its own unique combination of colors,
fonts, and effects. Additionally, you can customize and create your own themes by modifying the visual
elements according to your preferences. Themes keep the look and feel of slides consistent. The theme is
applied to all slides you select and is designed with preset colors, fonts, and background styles.
Here we go more in depth about the changes you can make to the theme selected for a presentation. Let’s
practice by modifying the existing theme selected for the My Life in a Snapshot presentation that you created
in Preparing Presentations. You have decided that, after learning more about color theory and how colors can
evoke emotions in others, you want to change the theme and enhance some color elements. Figure 7.2 shows
the original theme selected for the presentation as well as a starting slide that you created in Preparing
Presentations. Recall that themes are accessed through the Design tab in PowerPoint. The theme includes
more muted, brown tones, and you want to add more color to the presentation to make it more engaging.
7.2 • Finalizing a Slide Collection 477

Figure 7.2 Each thumbnail displays the main font that theme will use (as shown by the Aa) as well as the color palette, shown in the
form of the small rectangles at the bottom of each thumbnail. (Used with permission from Microsoft)
You decide to go with warm colors, as they convey energy and optimism. Let’s first look at how you can change
the elements and colors of the current theme. From the Design tab, choose the command group Variants to
make adjustments to the theme. Variants are changes to a theme such as colors or slide layouts—essentially,
variations to your selected theme. You can also find these options in the Slide Master tab. Figure 7.3 shows the
options you have for changing parts of the theme: Colors, Fonts, Effects, and Background Styles. Choose a
vibrant color scheme that includes orange and yellow colors. When you select a new color scheme, it will be
applied to all slides in the presentation. If you choose, you can also customize colors if you do not like the
preset color schemes.

Figure 7.3 (a) In addition to colors, you can change other aspects of the theme, including fonts and backgrounds. (b) When you
choose an option under Colors, you will see the change to your slides immediately on the screen. (Used with permission from
Microsoft)
LINK TO LEARNING
Color theory focuses on the way colors mix together. Knowing a little bit about color theory and the color
wheel can go a long way toward helping you select a color scheme, or theme, for your presentation. Watch
this video on the basics of the color wheel and how to apply it to PowerPoint (https://openstax.org/r/
78ColorWheelPPT) to learn more.
To create a customized color scheme, click on the Design tab located in the PowerPoint ribbon at the top of the
screen. In the Variants section of the ribbon, click on the Colors drop-down button. This will display a list of
built-in color schemes and options. At the bottom of the Colors drop-down, select Customize Colors. A new
window titled Create New Theme Colors will appear. In the Create New Theme Colors window, you will see
several categories of colors, such as Text/Background, Accent 1, Accent 2, and so forth. To create a custom
color, click on the color square next to the category you want to customize.
For example, click on Text/Background to customize the color used for text and slide backgrounds. In the color
picker window, you have several options to create a custom color. You can use the sliders or input fields to
adjust the RGB (red, green, blue) values of the color. Alternatively, you can enter the hexadecimal value (or “hex
code”) of the desired color in the “#FFFFFF” format. You can also choose a color from the Standard or Custom

color palettes. Choose Customize Colors at the bottom of the colors menu. To create a custom color by
selecting a color from your slide, click on the Eyedropper tool, and then click on the desired color within your
slide. Once you have set the desired color, click the OK button to save it. Repeat for other color categories if
you want to customize them as well. After customizing all the desired color categories, click the Save button in
the Create New Theme Colors window. In the Save dialog box, enter a name for your custom color scheme and
click Save (Figure 7.4). Naming the color scheme will save it for future use.
Figure 7.4 You can create a customized color scheme for your presentation and save it to use in future presentations. (Used with
Now adjust the color of the first text option to be a dark red color, as shown in Figure 7.5. Notice that the
thumbnails of all the slides have changed to reflect the new color scheme.

Figure 7.5 The new dark red font color is used throughout the existing slides and any new slides created in the presentation. (Used
Other options in Variants include changing the font for the theme and effects. To change the font, simply
select a new font, and it will be applied to all slides in the current presentation and any additional slides that
you might add. The Effects options change how images and other graphic elements are added to the slide. By
adjusting effects, you can change the shadowing, lines, and fill elements in a graphic added to a slide.
For example, let’s insert a list as a SmartArt graphic. (SmartArt was introduced in Preparing Presentations.)
Choose an option from the List section of SmartArt and modify it to include shadows to see how the effects
can change. Remember, when you change an item in Variants, whether it is a font, a color, or an effect, it will
apply to all slides in the presentation.
First, navigate to the Strengths & Skills slide in the My Life in a Snapshot presentation. You can either choose
the list from the slide view on the left panel or use the page down key on the keyboard to get to the slide. Then
go to the Insert tab to insert a SmartArt graphic that is appropriate for lists, such as the Basic Block List option.
When the graphic is inserted, choose a SmartArt style that has shadows (Figure 7.6).

Figure 7.6 Effects changes the fill effects, lines, and shadows of inserted graphics. (Used with permission from Microsoft)
When you have selected the style, go back to the Design tab to adjust the Effects from the Variants command
group. Choose a new Effect to see how the elements of the SmartArt graphic are modified. For this example,
the Grunge Texture Effect was selected. You will see the change in the graphic as you hover over the various
effect modifications (see Figure 7.7).

Figure 7.7 The new effect chosen, Grunge Texture Effect, will now apply to all graphics that are currently in or added to the slides in a
presentation. (Used with permission from Microsoft)
The last section of the Variants command group is the Background Style. This option allows you to change not
only the color but also the fill and texture of the background of the slides. As with the other selections, you
access this through the Design tab. Initially, you are given choices to change the color of the background. Note
that these colors are preselected for you based on the color scheme that you chose for the theme. As with the
other changes, you will see a preview of the change to the background color as you hover over the options
(Figure 7.8). Not all colors will work with your chosen font colors or other elements that you have included in
the presentation. For example, choosing a dark red background color with the dark red font will make the font
unreadable. The chosen color will be applied to all slides in the presentation and any new slides that you add,
so consider the entire presentation when selecting the background color.

Figure 7.8 Keep in mind the color of the fonts as you choose a new background color. (Used with permission from Microsoft)
The Format Background option gives you the tools to change the gradient, transparency, and fill pattern of the
background. A gradient is when one color fades into another. For example, for a slide background, you could
add a gradient effect to a slide where the color blends and transitions from green to blue. When you select
Format Background, a panel will open on the right, giving options to change various aspects of the
background. There are preset gradient options that will also change the color of the background beyond the
few options that you originally have available in background styles, as Figure 7.9 shows. Or you can choose to
adjust the current option. In this example, we are using the Radial gradient. But that can be adjusted through
the Format Background options.

Figure 7.9 (a) By changing the settings in the Format Background options, you can customize the look of your slides. (b) Preset
gradients offer many more color choices for the background colors. (Used with permission from Microsoft)
Designer
The latest version of PowerPoint includes a feature called Designer. This feature helps you create professional-
looking presentations and enables you to change the layout of slides automatically. You can use it to format a
slide using various preset formats and to add additional design elements to the slides. It gives you a nice way
to vary the layout and enhance the visual appeal of slides in a presentation. When a new slide design is
applied, it affects only the current slide, not the entire presentation.
Let’s try inserting a slide into the My Life in a Snapshot presentation after the title slide to include information
such as hometown, education, and a fun fact about yourself. Using the skills acquired from Preparing
Presentations, insert a slide that will include this information. Start filling in the slide content with the title
“Background.” Include the other items for the slide. Then select the Designer option on the Home tab to access
the assorted designs for this slide (Figure 7.10). The Designer tool can also be accessed through the Design
tab. Note that the Designer tool might not have any “ideas”; when this happens, you will receive a message:
“Sorry, no design ideas.” You might also receive suggestions that are not appropriate or helpful.

Figure 7.10 Designer gives you various options for layout and design based on the information contained on the slide. Select one of
the designs from the list to apply to the current slide only. (Used with permission from Microsoft)
You can also apply a new design to an existing slide by first selecting the slide and then once again going to
Designer from the Home tab. The available slide design ideas vary by chosen theme. Some have more choices
than others. Figure 7.11 shows the options available when you change the theme of the presentation.
Figure 7.11 The Designer tool can be used to add variety and visual interest to your slides. (Used with permission from Microsoft)

Advanced Tools for Image Enhancement
When creating a presentation, you are likely to include visual elements such as pictures, graphics, and tables.
You are likely to want to make some adjustments, such as cropping, to the images to make the pictures clearer
and more professional in your presentation. There are several techniques that can help when inserting visual
elements into your presentation. These include removing the background of a picture, cropping the picture,
and creating an overlay for the image.
Removing the Background of a Picture
When you have a slide that has a colored background, inserting an image with a different background color
can be problematic, because the image's background may clash or stand out in an undesirable way.
PowerPoint has a great tool to remove the background for images which allows you to select the areas to keep
in the image. Go back to the My Life in a Snapshot presentation. Do you recall the empty space next to the star
on slide 3? Let's add a picture of Amir next to the star. However, now that we have our yellow slide background,
the image’s white background seems a bit out of place (Figure 7.12). Let’s try removing it.
When you select the image, you get the Picture Format tab in the ribbon. Select the tab, and the Remove
Background tool is on the far left of the tab selections.
Figure 7.12 The Picture Format tab gives you tools to make changes to the image, including removing the background. (Used with
To begin the process for removing the white background from the image of Amir, select Remove Background.
PowerPoint will attempt to determine the background that you would like to remove by shading the space a
different color—in this example, purple, as shown in Figure 7.13a. Notice that Amir’s hair is part of the
selection—we do not want to remove his hair! From the tools, select Mark Areas to Keep and click on the hair
area of the image. When you select the tool, you will get a pencil icon that you can use to click on the areas
that should remain in the image. Repeat this step to keep the rest of his shirt in the image. When you are
finished with the selections, click on Keep Changes. The resulting image should have only the areas you

selected removed (Figure 7.13b). To select areas to remove in an image, you follow a similar procedure.
Figure 7.13 (a) The bright purple highlight is a clear and obvious way for PowerPoint to indicate which parts of the image PowerPoint
suggests you should remove. (b) Removing the background from the image gives the slide a much cleaner look. (Used with
Crop and Fit Images to Shapes
Sometimes you may need to reduce the size of an image or change its shape to fit into a particular space on
the slide. To accomplish this, you use the crop tool. To crop means to cut out parts of the image. Images can
be cropped to remove items that are visible in the picture but that you do not want to see. For example, let’s
assume that on the Background slide, we want to showcase that Amir enjoys kayaking. He has a picture of
himself and his friend kayaking last summer, but he would like the image to include only himself. He can crop
the photo to remove his friend from the picture. To crop an image, select the image and select the crop tool
from the Picture Format tab (Figure 7.14). The image can also be cropped to a specific shape, such as a circle.
Additionally, the aspect ratio of the image can be changed to adjust the height (vertical) and width (horizontal)
of the image with preset values. The aspect ratio sets the ratio between the height and the width of an image.
We can also fit the image to a space or to specific dimensions.
For this example, let’s first crop the image to only include the top kayak. To do this, select the image and select
Crop. Notice that the outline of the image changes with black boundary lines that you can use to cut the
image. Click on one of the black lines or corners. In this example, we will crop the image by choosing the
bottom center line and pulling it up. To finish cropping the image, click on the slide area outside of the image
(Figure 7.15).

Figure 7.14 By using the Crop tool, you can remove the unwanted parts of an image. You can crop an image from all sides and
corners. (Used with permission from Microsoft)
Figure 7.15 After you have finished cropping the image, the black lines around the picture will disappear. (Used with permission from
Microsoft)
The cropped image needs further adjustment to make it look appropriate in the space for the image. You can
take several steps to accomplish this: You can move the image down to center it in the box. You can enlarge

the image to fill the space more fully. You can also crop the image to a specific shape to add visual interest
(Figure 7.16). Finally, you can add a text box to provide a description of the image for the audience, as we
learned in Preparing Presentations.
Figure 7.16 The Crop tool gives you many options to fit an image to a specific space on the slide. (Used with permission from
Microsoft)
Creating Transparent Picture Backgrounds
Suppose you decide that the kayaking picture might have more impact if it were placed in the background of
the slide, rather than in the white box off to the right. You can accomplish this by adjusting the transparency of
the image. The amount of light that is allowed to pass through an image is called transparency. If an object is
totally solid, like the star included on slide 3 of the presentation, it is considered opaque, meaning no light is
allowed through the shape. When we adjust the transparency, we are adjusting how opaque or translucent
(clear) the image is.
This type of change is easy to make in PowerPoint. First, you will need to change the design of the slide to
remove the framed box on the right of the slide. To do this, go to the Slide Master tab. (Recall that the Slide
Master tab summarizes all the features contained on a slide.) Choose the Hide Background Graphics box in the
Background command group (Figure 7.17). Now you will notice the frame around the picture has been hidden.

Figure 7.17 The frame around the picture was added when we changed the design of the slide using Designer. We can hide it
because it is considered a “Background Graphic” of the slide. (Used with permission from Microsoft)
Next, click on the picture and access the Picture Format tab to make the picture transparent. The Transparency
tool is located in the Adjust command group. Choose the down arrow to see the transparency options for the
photo (Figure 7.18). When you have selected an option that works, you will need to resize the photo to take up
more of the background of the slide. You can also adjust the cropping of the image from the circle to a
different shape, if desired. It may be a good idea to change the font color of the text to make it stand out more
from the image background. There are other options in the Adjust command group to change the look of the
picture, such as the Artistic effects (Figure 7.19). Explore the options and see how the changes impact the
image. If desired, you can also reset the image to its original state.
Keep in mind that as you resize a picture, its quality may be diminished, depending on the original resolution
of the image. You may not be able to enlarge all images to fill the entire slide while maintaining the clarity of
the photo. In this example, the photo is slightly blurred, but because it is more transparent, the image quality
is still acceptable.

Figure 7.18 You can adjust an image to various levels of transparency. (Used with permission from Microsoft)
Figure 7.19 There are numerous ways to enhance images using the Adjust command group tools. (Used with permission from
Microsoft)

Learning Objectives
• Add transitions to a presentation
• Add animations to objects and text boxes
• Use the tools in the Media command group
• Finalize your presentation for viewing
• Understand the hardware components of effective presentations
• Prepare for different types of presentations (in person, virtual, or hybrid)
You learned the basic workings of PowerPoint in Preparing Presentations. Now it’s time to learn how to turn
those basic slides into a presentation that not only informs but also engages the audience. You want to create
a presentation that’s seamless and easy to present from. For example, if you are giving an in-person
presentation, you don’t want to have to stand by the computer and manually advance the slides. Also, since
the My Life in a Snapshot presentation is a presentation about yourself, you want to convey that you are
competent with PowerPoint.
Your supervisor told you today that you will need to record the presentation so that it can be shared with
others at WorldCorp’s international office locations. In this section, you will acquire the skills to virtually
automate your presentation while also including the key information you will need to keep you on track as you
present in front of an audience.
Finally, you hope to be able to provide printed handouts to the participants in case they need the information
later on. Integral to that is learning about other tabs in PowerPoint—namely, the Transitions, Animations, Slide
Show, Record, and Review functions.
Transitions
The term transitions refers to the way one slide changes to the next slide. As you can see on the Transitions
tab in Figure 7.20, there are many ways to move between slides. The Transition to the Slide command group
contains options such as Fade, Split, and Shape. You can use the Timing command group tools to determine
the duration of the slide on the screen, or how quickly the slides move (transition) from one to the next. A
sound can be used as the slide transitions, or you can simply move to the next slide using a mouse click.
Figure 7.20 Transition effects can apply to a single slide or all slides in the presentation. (Used with permission from Microsoft)
There are many transitions to choose from (Figure 7.21). For example, you can have a slide fade into the next
slide or push one slide out of the way for the next one. You can have a slide zoom in from one side when
moving to the next slide. But keep in mind that not all the options available are necessary or even professional.
7.3 • Preparing a Microsoft PowerPoint Collection for Presentation 493

Overuse of distracting transitions can take away from the professionalism of a presentation. Choose a
transition that works for your content and one that is not going to be too distracting to those viewing the
slideshow and that is not irritating to you as the presenter. Look at the available options for slide transitions
and see what they do when you advance to the next slide.
Practice with the transitions before you present in front of an audience. If a transition seems to take too much
time or seems to stand out more than what you are discussing, you should select a different one. You can
always choose to have no transition between the slides. This simply means when you advance the slide it will
move fully to the next slide, with no special effects. You must apply the transition to each slide individually.
Whatever you choose will not affect the entire presentation. To apply a transition to the current slide, simply
click on the desired transition. The Preview command on the far left allows you to see how the transition works
on the slide.
Stay focused on the message you are conveying, not on the way one slide transitions to the next. Always
remember that just because you can do something does not mean you should. With transitions, follow the
principle that less is more if you want to maintain a professional business look.
Figure 7.21 The Transitions tab shows the choices you have for moving between slides. Notice the transitions are grouped by theme:
Subtle, Exciting, and Dynamic Content. (Used with permission from Microsoft)
You will notice that the Transitions pane is organized by transition effect. For instance, the first command
group, titled Subtle, contains Morph, Fade, Push, Wipe, Split, Reveal, and Cut. (It contains more options, but
these are the most used.) A description of each is in Table 7.2. There are two other transition command
groups: Exciting and Dynamic Content. These transitions are more animated and may not be appropriate for
all presentations. But for certain types of presentations, such as sports media or sharing family photos in a
slideshow, these transitions might work.

Morph
Apply to a slide and the slide before it will dissolve out and the slide on which Morph is applied
dissolves in.
Fade One slide fades into the next, so both slides appear at the same time for a second.
Push Pushes one slide up and out of the way, revealing the next slide.
Wipe Wipes out a slide in a horizontal direction to reveal the next slide.
Split Makes a cut up the center of the slide; each half is pushed out of the way to reveal the next slide.
Reveal One slide blends out, and the next slide blends in.
Cut
Creates a sharp end to one slide and a sharp start to the next. Can be a jolting transition
experience.
Table 7.2 Subtle Transitions
For our title slide in My Life in a Snapshot, let’s choose the Wipe transition. Notice in Figure 7.22 that when you
choose a transition (other than “None”), the Preview tool will be available, as well as an Effect Options menu.
Again, Preview allows you to see the transition in action. The Effect Options gives you additional modifications
to the transition that you can apply to the slide. Keep in mind, any modifications are only on the current slide.
You will need to apply the transition and the modification to all slides if you want it to be consistent
throughout the presentation.
Figure 7.22 You can change the direction of the Wipe transition using Effect Options. (Used with permission from Microsoft)

The last command group on the Transitions tab is Timing. Timing is where you can add sound to your
slideshow, as well as choose how many seconds to move from one slide to the next. The arrow gives you many
choices of prerecorded audio sounds, such as Applause, Explosion, and Wind, or you can choose a sound file
from your computer. When selecting a sound, consider the audience, the presentation environment, as well as
the intent: Is the sound relevant to the presentation? Does it enhance the presentation, or is it a distraction?
You can apply the sound to the whole slide or to an object on the slide. For example, perhaps your slideshow
was created to announce the winner of a competition. You can place a picture of the winner on a slide, and as
it is revealed, it is accompanied by a round of applause. Again, use this option with caution, as your audience is
not expecting to hear sudden sounds. This command group lets you set the duration of the sound as well.
Additionally, you can set the way the slideshow advances, by clicking the mouse or automatically after a set
amount of time.
Animations
Slides and presentations as a whole can also be enhanced with the addition of animations. An animation is a
special effect added to objects and elements on a slide. They will apply only to that object, shape, or other
element, not the entire slide. For example, you could choose to have a picture slowly fade away or come into
view during the presentation when you are discussing a current slide. This could be impactful if you want to
bring the audience’s attention to a particular element on a slide. As with other additions, keep in mind that
these special effects should have a purpose and be used to enhance or draw attention to something in a
presentation. They should not be overused to the extent of being distracting and taking away from the key
message you are trying to convey on a slide.
Let’s look at the Animations tab in more detail to see the options you can use for elements on a slide. Figure
7.23 shows the choices available. The first command group is Preview. Click on this and you can see in advance
the animations you have implemented. The second command group is Animation. Six choices are shown,
including None. Click on the More arrow and thirteen additional movements appear, as well as some emphasis
animations.
Figure 7.23 The Animations ribbon shows you all the options for animating elements on a slide. (Used with permission from
Microsoft)
By scrolling down, you will also see other animation options, including Exit Effects and Motion Paths (Figure
7.24).

Figure 7.24 Additional animations are available, including some of the Emphasis animations. (Used with permission from Microsoft)
To add an animation to your presentation, click on a text box or an object, and then choose an animation from
the menu. Next, in the Timing command group, click the drop-down arrow for Start. You can leave it at Start on
Click, or you can choose Start With Previous or Start After Previous. You need to choose when the animation
will start.
Not all animations need to be dramatic or used for emphasis. For example, you can make a bullet list appear
one bullet at a time, as opposed to having the whole list appear at once. You can have the first bullet appear,
talk about it, and when you are ready, click the mouse again to have the second bullet appear, and so on. This
can help you control the flow of the discussion by limiting what your audience sees on the screen. For
consistency, you should use the same animation for each of the bullet points in the list.
We can use this approach to add animations to the bulleted list in our My Life in a Snapshot presentation. We
used a bulleted list in the Strengths & Skills slide; let’s apply an animation there.
To begin, click on the bulleted list to select it. Then go the Animations tab and choose an appropriate
animation. For this example, let’s choose Appear, so that the bullet will simply appear based on the settings
you choose in the Timings command group (see Figure 7.25). Notice when an animation is added to an object
or text box, the Preview tool is available on the left of the screen, as is a numbered list to the left of each item
in the bulleted list. These numbers allow you to adjust the settings for each of the bullet points in the list.
When you add an animation, there are also adjustments that can be made through the Effect Options drop-
down list. The list can appear as one object, all at once, or by paragraph.

Figure 7.25 You can adjust the settings for each bullet to have a different animation. Here, the By Paragraph sequence is chosen so
that each bullet point can be sequentially added one by one when you click. (Used with permission from Microsoft)
You need to adjust the settings for each bullet so that one will follow the other. You can choose to have the
bullet appear after a certain amount of time or when you click. For now, let’s set it up so that the bullet points
will appear when you click, because you are not yet sure how long to talk about each one. For the first bullet
point, “Situational awareness,” the animation will start On Click, which you choose from the drop-down menu
in the Timing command group as shown in Figure 7.26. This will be the setting for each bullet. Selecting the
small number to the left of the bullet allows you to change the settings for each animation individually.
The other options in the Timing command group allow you to set the timing for the animation and the delay as
you move from one animation to the next. For this example, we left those at their default values and will
simply use either the mouse or the Enter key to click when we want to have the next bullet appear. Use the
Preview tool to make sure the animation is working.

Figure 7.26 Each bullet can have a customized animation setting. (Used with permission from Microsoft)
The remaining command groups on the Animations tab are Advanced Animations and Timing (Figure 7.27). In
the Advanced Animations command group, you can control the Trigger for when slides transition. It could be a
click of the mouse or after a certain amount of time. In a presentation where you might be in a large room and
not close to the laptop or computer, having slides automatically advance might be helpful, although you will
need to be aware of how much time you have for each slide and make sure that you do not expect
interruptions until the end of the presentation. In this case, you will want to ask the audience to hold all
questions until you are finished with the presentation. Finally, if you are one presenter of several during a
session and you have very strict time requirements, the timing tools can help keep you on track.
Figure 7.27 The tools in the Advanced options allow you to further customize the chosen animation and to open the Animation Pane
to the right of the screen. (Used with permission from Microsoft)
Clicking on the first command, Add Animation, opens the same window that you see when you click on More in
the Animations group. At the bottom of the animation illustrations is a list. You can click on More Entrance
Effects, More Emphasis Effects, More Exit Effects, or More Motion Paths.
Another command in this Advanced group is Animation Pane. When you select this tool, a pane opens on the
right side of the screen that lists all the animations on the slide. Here you can play the animations or make
changes. The other commands include Trigger and Animation Painter. Trigger governs when an animation
begins, while Animation Painter is similar to Format Painter in that it copies an animation to another object.
The timer on the Animations tab refers to the timing options available for animations applied to objects or
elements on a slide. The timer allows you to control when and how the animations occur during a slideshow
presentation. On the far right of the Animations tab, you will find the Timing group. Select an object or

element on a slide and apply an animation to it. Once selected, you can access the timer options to specify the
timing and duration of the animation. Table 7.3 summarizes the options.
Start
Determines when the animation starts playing. By default, it is set to On Click, meaning the
animation will start when you click the mouse during the slideshow. However, you can choose
other options such as With Previous (starts the animation simultaneously with the previous
animation on the slide) or After Previous (starts the animation right after the previous
animation finishes).
Duration
Sets the length of time the animation will take to complete. You can specify a specific duration
in seconds or milliseconds. The default duration varies depending on the animation type but
can be adjusted per your preference.
Delay
Introduces a delay before the animation starts. You can specify a delay in seconds or
milliseconds. This can be useful to create time gaps between different animations on a slide.
Repeat
Determines if the animation should repeat after it completes. You can choose to repeat the
animation a certain number of times or have it repeat indefinitely until the slide advances, or
the animation is manually stopped.
Rewind
when
done
playing
When selected, this option causes the animation to reset to its original state when it finishes
playing. This is useful for animations that involve movement or transformations.
Table 7.3 Timing Group Options
By adjusting these timer options, you can precisely control the timing and behavior of animations on your
slides, ensuring they align with your desired presentation flow and visual effects.
While it may be fun to animate all kinds of things in your presentation, remember that it is your message that
matters. Audiences can easily get distracted or fascinated by animations and not pay attention to the
substance of the presentation. Therefore, it is important to use animations judiciously and purposefully to
enhance, rather than distract from, your content. Animations in PowerPoint can be effective tools for
emphasizing key points, guiding the audience’s focus, or adding visual interest. However, it is essential to strike
a balance between engaging animations and maintaining the clarity and effectiveness of your message. Here
are a few best practices to consider:
• Keep it relevant: Only use animations that directly support or enhance the content of your presentation.
Avoid using excessive or flashy animations that serve no real purpose, as they can overshadow your
message.
• Enhance comprehension: Use animations to aid in the understanding of complex concepts or processes.
For example, you can use animations to sequentially reveal steps or demonstrate cause-and-effect
relationships.
• Use sparingly: Don’t apply animations to every element on every slide. Selectively choose elements that
truly benefit from animation to avoid overwhelming the audience or diluting the impact of your message.
• Prioritize readability: Ensure that animated text or objects remain easily readable and don’t become
distorted or hard to follow. Consider the size, font, and colors used in your animations to maintain
legibility.
• Practice timing: Fine-tune the timing of your animations to maintain a smooth flow throughout the
presentation. Avoid animations that are too fast or too slow, as they can disrupt the natural pace of your

delivery.
• Rehearse and gather feedback: Before delivering your presentation, rehearse with the animations to
ensure they enhance your overall delivery. Seek feedback from trusted colleagues or friends to gauge if
the animations effectively support your message or if they become distractions.
Remember, the primary goal of your presentation is to convey a clear and impactful message. While
animations can be engaging, they should never overshadow or detract from the substance of your content.
Strive for a harmonious balance between captivating visuals and a compelling message to create a memorable
and effective presentation.
Media Command Group
The Media command group is used to add audio or video media to the presentation. There might be instances
where you would want to add a short clip of a video or audio to enhance the presentation of a topic. For
example, in your role in the marketing department at WorldCorp, you might want to share a clip of a new radio
ad campaign, or a short video showing some concepts for new ads to be placed on the website for a new line
of products. You can do this by embedding various media types into a slideshow presentation. The Media
command group is located all the way on the right side of the Insert ribbon tab. You have three options to
choose from, as shown in Figure 7.28: video, audio, and screen recording. The screen recording option will
allow you to record your computer screen and insert it into your presentation.
Figure 7.28 The Media menu makes it easy for you to choose which type of media you want to insert. (Used with permission from
Microsoft)
Let’s add a video to our kayaking slide. We have the option of adding a video that we have created ourselves, a
stock video that is already available in PowerPoint, or a video that is available online, such as from YouTube.
You will want to consider the source of your media, as well as how you will be presenting this material. For
instance, is the media file linked to the internet? If so, you will want to ensure you have internet connectivity in
order to play the video. For this example, let’s search stock videos for a kayaking video to insert into the slide.
As a word of caution: do not overuse these tools. Consider only the additions that will enhance the
presentation content. Not every slide should include media, and not all presentations are appropriate for
media.
To add media to a slide, select the slide for the addition. In this case, insert the video on the Background slide.
Go to the Insert tab and click on the Media command group. Select Video, then select Stock Videos from the
menu (Figure 7.29). In the search bar, type “kayak” to locate a kayaking video to insert onto the slide. Once the
video is on your slide, you have the option to resize it (Figure 7.30).

Figure 7.29 (a) You can search online or through available videos in PowerPoint to find one to insert into the slide. (b) Choose Insert
to place the video into the slide. (Used with permission from Microsoft)

Figure 7.30 (a) The video will insert at a large size. Click on it to resize it to fit on the slide. (b) You can play the video using the control
keys under the video insertion. (Used with permission from Microsoft)
Once the video is inserted into the slide, it will automatically play when you get to that slide in the
presentation. However, you can change this through the Playback tab that becomes available on the ribbon

when the video is selected (Figure 7.31). It is important to preview the video before presenting or sending the
presentation to others. Previewing the video in your presentation ensures that it meets your expectations,
enhances your message, and delivers a seamless viewing experience to your audience. It allows you to
proactively address any issues, improve the overall quality, and ensure a successful presentation. Notice there
are several options available on the Playback tab. Experiment with the settings to see which ones appeal to
you most and give the slides a professional appearance.
Figure 7.31 Be sure to determine whether you want sound in the video. That can be adjusted with the Playback tab options. (Used
Finalizing Your Slideshow
Before you complete your presentation, you should give it a final review so you can see exactly how it will
appear to your audience. It is also important to practice your presentation and consider the other, nondigital
elements involved in a presentation, such as monitoring the length of your presentation and interacting with
the audience.
By accessing the Slide Show tab, as shown in Figure 7.32, you can view the complete presentation from start to
finish. The first command group in this tab is called Start Slide Show, and you can choose From Beginning or
From Current Slide, and the presentation will do just that. This is a wonderful way to preview all the transitions
and animations you have added, as they will appear to the audience. Next, you can choose the option to
Present in Teams, which we covered in Essentials of Software Applications for Business. You need to be logged
into your Microsoft account to use this option. The next command is Custom Slide Show, which allows you to
choose the slides to use in the show. This is a helpful option should you need to shorten the presentation.
Figure 7.32 This is the ribbon where you can set up, rehearse, and make final adjustments to your presentation. (Used with
Next you can choose the Rehearse with Coach tool, which allows you to practice the presentation and get
feedback in real time. This tool will listen for things such as using “uh” or “um” in the presentation as well as
how fast you are speaking. Not only will the tool give you a summary of items related to your speaking skills,

but it will also provide you with some strategies for improvement. You will need to have the microphone
enabled on your computer to use this feature. This is a helpful tool as you work to develop your skills
presenting in front of a group.
The next set of commands is in the Set Up command group. Rehearsing the timing, playing narration, and
other options are controlled through the tools in this command group. These tools allow you to fine-tune your
presentation options. Clicking on the Set Up Slide Show button, for example, opens a menu with a number of
different settings, as shown in Figure 7.33.
Figure 7.33 The Set Up Show tool allows you to control many different aspects of your presentation, particularly the hardware
elements, such as using multiple monitors and how your presentation will be viewed by others (Show type). (Used with permission
from Microsoft)
As you can see, you can set the Show type as either presented by a speaker in full screen mode, browsed by an
individual in window mode, or browsed at a kiosk in full screen mode. The default setting is presenting full
screen, where you can click through the slides as you present them. The window mode setting allows you to
present with the slides in a resizable window rather than in full screen. Finally, the kiosk setting is used when
you want to run the presentation continuously, such as at a company event. For example, suppose you want to
have a new marketing campaign available for employees to view at an internal conference. By choosing the
kiosk setting, the slideshow could run automatically and continuously until you turn it off.
The Set Up Slide Show tool also gives you the option to Hide a slide, Rehearse the timing, or Record the
slideshow. Other options in this window require just checking the appropriate boxes, such as Keep Slides
Updated, Play Narration, and so on.
The last command group on the Slide Show tab is Captions & Subtitles. The tools here allow you to turn on and
modify the captions and/or subtitles in your slideshow. You can determine where you would like the subtitles
to be placed—for example, at the top of the slide.
MAC TIP
When adjusting the caption and subtitle preferences on a Mac, you will be directed to your operating

system’s Accessibility settings.
Record Tab
If you need to record the presentation to send to others or even for your own viewing, you will find the tools
you need in the Record tab (Figure 7.34). This feature in PowerPoint allows you to capture your presentation,
either from the beginning or starting from a specific slide, and customize the recording options (Figure 7.35).
In Recording Options, you can choose whether to record the entire presentation from the beginning or start
recording from a specific slide. This flexibility is helpful if you want to focus on specific sections or if you have
already recorded part of the presentation and want to continue from where you left off. PowerPoint allows you
to record audio along with your presentation. You can use a microphone to narrate your slides and explain
concepts, making the recording more engaging and informative. This feature is particularly useful for online
training sessions, narrated presentations, or self-paced learning materials.
Figure 7.34 Recording the presentation can help you as you rehearse to present in front of others. In the record mode, you will see
several tools such as exporting and adding notes to help you when presenting. (Used with permission from Microsoft)

Figure 7.35 This is what your screen will look like after you hit the red Record button in the Record ribbon. (Used with permission
from Microsoft)
In addition to audio recording, PowerPoint offers screen recording functionality. This enables you to capture
actions on your screen, such as demonstrating software usage, showcasing a website, or walking through a
step-by-step process. Screen recording can enhance the clarity and understanding of your presentation,
especially when visual demonstrations are involved. After you complete the recording, you can export it as a
video file. This video can be shared with others, uploaded to video hosting platforms, or embedded in websites
or learning management systems. Exporting the recording as a video makes it more accessible and shareable
across different devices and platforms. During the recording process, you can add private notes to your slides
to help guide you through the presentation. These notes are only visible to you and serve as personal
reminders or prompts while delivering the presentation. They are not included in the recorded presentation
itself.
Review Tab
The Review tab, as shown in Figure 7.36, is used primarily when you are collaborating on a presentation with
someone else or incorporating feedback on your draft slides. However, this tab still offers valuable resources if
you are creating your presentation on your own. The first command group in this tab is Proofing. As with any
document you produce, it is essential that you proofread everything, including text, figure captions, and any
handouts you may have for the participants.
The presentation and handouts should reflect your professionalism and attention to detail. But, you should
not rely solely on the spell check tool to find all the errors. Among other things, spell check often does not
identify spelling errors in proper names or words that are spelled correctly but used incorrectly. Additionally,
errors will be much more noticeable when they are displayed on a large-format screen. It’s easy to overlook
errors in our own work, so be sure to have a friend or coworker review the slides to look for errors.
All of the proofing options can be set before you begin writing. This is done by choosing File, Options, and then
Proofing. These options are similar to what we covered in Essentials of Software Applications for Business.

LINK TO LEARNING
Proofreading a presentation can be much different from proofreading a document. This article on the
importance of proofreading presentations (https://openstax.org/r/78ProofrdPresnt) addresses how to
effectively proofread PowerPoint presentations.
The Thesaurus tool is helpful when you write the dialog that will accompany the slideshow, as it will offer
alternatives to the words you have used in the presentation. For example, we used the word “hometown” in
our background slide. When we click on that word and choose Thesaurus from the Review tab, a pane will
open on the right offering alternative words that are similar to “hometown” (Figure 7.36). This tool can come in
handy if you find yourself using the same words multiple times in a presentation. You can vary the words used
and still convey the same message.
Figure 7.36 The Review tab covers Proofing options, adding comments, and comparing different versions of the show. The
Thesaurus will help you enhance the slides by offering synonyms for words, which will appear below the search bar. (Used with
MAC TIP
On Mac, this command is found in the PowerPoint menu, then Preferences, then Proofing.
Comments
As in other Microsoft products, the Review tab is also where you can find tools for collaboration and
commenting. (PowerPoint does not allow users to track changes.) We discuss a workaround for this in the
Compare section. When working with others to produce a presentation, your colleagues have the option of
adding comments to it. To do this, open the Review tab, then click on a word in the place where you want the
comment to appear, and then click on New Comment. As you can see in the example slide in Figure 7.37, the
Comments pane opens to the right. After you type the comment and click Enter, a reply text box becomes
available. You, or anyone else with permission to work on the presentation, can enter a reply to the comment

here.
Notice that a callout symbol opens in the place where you want the comment to apply. You can move the
callout symbol around on the slide without affecting the content of the comment.
Figure 7.37 A Callout symbol helps you find where the comment is located. This is particularly useful when the commenter uses
directional references such as, “Let’s move the title here.” (Used with permission from Microsoft)
Compare
Unlike Word, PowerPoint does not offer a tracking function. However, you can use the Compare command,
also found under the Review tab, as a workaround to tracking changes. To use this tool, you will need to have
different versions of the presentation saved. The Compare command then will look for differences between
the two files, and you can either decide one by one to accept (or reject) each change or accept (or reject) all the
changes/differences between the two files.
To see how the Compare command works, let’s use the presentation we created in the previous chapter, along
with the updated version we have created thus far in this chapter. Here we have saved the previous chapter
presentation as “version 1” and the current presentation as “version 2.” Note that the different versions of the
presentations must have different names. To begin, choose the Compare command from the Review tab and
find the “version 1” file you are going to use to compare to the current version (Figure 7.38). Then click Open,
and you will notice that you now have access to other tools available in the Compare command group on the
Review tab. You can use the tools and the pane on the right of the screen to scroll through the differences
between the two files and determine if you want to accept or reject the changes. You can choose to accept or
reject the changes for each individual slide, or you can accept or reject them for the entire presentation as you

move through the comparisons (Figure 7.39).
Figure 7.38 Make sure that the file you choose to compare to has a different file name. (Used with permission from Microsoft)

Figure 7.39 Using the Compare tool is not quite the same as tracking changes, but it can be close. It allows you to compare different
versions of the same file. (Used with permission from Microsoft)
Printing a Presentation
Sometimes, as a presenter, you may wish to print your presentation as a handout for the audience. You could
provide the slides as a handout prior to the presentation so that the participants can take their own notes on
the information, or offer them to participants as they exit the presentation. PowerPoint gives you many
options for accomplishing this. On the File menu, click Print, and you will see a familiar pop-up menu, as
shown in Figure 7.40 and Figure 7.41.

Figure 7.40 (a) When printing a presentation, you have several options. Many of these options are similar to what you might find
when printing a Microsoft Word document. (b) You can choose to print select slides or just a few slides. (Used with permission from
Microsoft)

Figure 7.41 When printing the slides, you can choose to have several on one page to save paper. This might be a nice option if you
are printing for audience handouts. (Used with permission from Microsoft)
The Print All Slides option allows you to print the whole presentation, to print just the current slide on the
screen, or to selectively print only the slides you want. The Print Full Page Slides option brings up a menu of
layouts so you can print anywhere from two to nine slides to a page and can indicate whether you want them
to appear in a horizontal or vertical format. You may also choose to print the Notes page and the outline.
These can be helpful as you rehearse your presentation.
Other Considerations Before Presenting
In addition to the practical aspects of your slideshow—such as how the slides appear to your audience, what
media to include, and how to print your slides—there are other, less tangible things to consider before
showing your slide collection to an audience. These include the length of your presentation, audience
interaction, notetaking, and accessibility.
Presentation Length
When constructing and preparing for a presentation, you need to know how much time is allotted for the talk.
Is your presentation the main component of the meeting, or will several others also be presenting? Knowing
how much time you have to present will dictate how much information and, in turn, how many slides you will
have in the slideshow. Keep in mind that you should not overuse slides. You are the main part of the
presentation. The slides are there to enhance and support what you are saying by keeping the audience
engaged and conveying the main points you want to get across. They should not contain all the content you
are sharing. The optimal number of slides depends on the content you are sharing. For example, if you are
sharing complicated data in an informational presentation, you will need more slides to break up the material.
If you are giving an inspirational presentation, you may need fewer slides, most of which should be images

rather than text.
A good strategy is to use allotted time to determine the number of slides. As a rule of thumb, each slide should
be on the screen for about a minute, so a ten-minute presentation would have about ten slides. Of course, this
can vary based on the type of information contained on the slides. The audience might need more than a
minute to digest and understand data and graphs on a slide, whereas they may need only fifteen or twenty
seconds to get the full effect of a slide consisting entirely of pictures. Practice your presentation; you may want
to have someone track the time, or you can simply set a timer on your phone. You could use the timer to
gauge how long you need to spend on each slide. You may even want to have this timer displayed on your
laptop screen close to your speaker’s notes so it will be in your line of sight. If you run out of time before you
have discussed all of the slides, you will know that you have too many slides. At that point, you can consider
either removing some slides altogether or merging information on two or more slides onto a single slide.
Audience Interaction and Questions
When you give a presentation, it is likely that there will be questions from the audience (Figure 7.42). During
your preparation phase, brainstorm a list of questions that might be asked or areas where you think more
clarification will be needed.
Figure 7.42 It can be helpful to have answers and comments prepared in anticipation of a lot of people having questions. Promising
to get back to attendees with questions that you can’t answer at the moment is acceptable as well. (credit: “person raising hand” by
pxfuel, Public Domain)
Consider creating a Frequently Asked Questions (FAQ) page to distribute to the audience for questions that
you feel are likely to be asked. You might even have a friend or family member listen to the presentation and
ask you tough questions. This exercise will not only help prepare you to answer tough questions but can also
help you maintain your composure if someone challenges you in front of the group. If that happens, you
should remain professional and not respond defensively to questions or challenges from participants. You may
even want to encourage interaction and questions from the audience. Take a bit of time to plan ahead for how
you will interact with the audience and address questions from participants. You can certainly ask the audience
to hold all questions until the end of the presentation, but be aware that this often reduces engagement, and
you may find that you have no questions at all at the end of the presentation—only silence. If you want to hold
questions until the presentation is over, you might ask a colleague or friend to be prepared to ask a question
that will get the conversation started. Sometimes participants will be more engaged after the first question, so
having a “plant” in the audience to ask the first question can get things moving.
Also consider a strategy where you have audience interaction from the beginning and encourage questions
during the presentation. One effective way to set the stage for having a dialog with the audience during the
presentation is to start by posing a question to participants. This can be very general—“How is everyone this
morning?”—or it can be something specific related to the presentation you are about to give. Amir’s
introduction presentation for WorldCorp conveys his leadership skills and his passion for kayaking, so he
might start by asking who in the audience enjoys water sports or what characteristics make a good leader. All

of these ideas will set the stage for a more interactive presentation. Figure 7.43 outlines some other tips and
strategies for handling audience questions.
Figure 7.43 Have a strategy planned before the presentation to deal with audience questions.
Speaker’s Notes
You can convey a more professional and well-prepared appearance in front of a group if you present without
holding note cards or note pages during the presentation. However, it may be helpful for you to have a few
notes visible to keep you on track during the presentation or to capture details such as sales figures that you
want to be sure to quote exactly. This is where speaker’s notes can come into play. In Normal view, you can
see the space for notes at the bottom of the slide (Figure 7.44). If you do not see the Notes section at the
bottom of the slide, you can click on the Notes button from the View tab. When you add your notes, they will
appear as shown below the slide (Figure 7.45). Click to add the details and click Save.

Figure 7.44 Slides do not come with any notes by default. If you want notes to appear with slides, you must add them. (Used with

Figure 7.45 Speaker's notes appear directly below the slide. They are only visible to you, the presenter, and will not be shown to the
audience during the presentation. (Used with permission from Microsoft)
When you present your slideshow, do so using Presenter’s View. Make sure you check the box found on the
Slide Show ribbon. Your notes will appear on your laptop but not on the projection screen. Your audience will
not see your notes.
Accessibility and Languages
An additional consideration when preparing a slide presentation is making sure the information and format of
the presentation can be understood by all of your viewers. The Check Accessibility tool in PowerPoint functions
in the same way that it does in Word. This feature can be set to continue running while you are creating the
presentation. It will look for items that might cause accessibility issues, such as color contrast and font size,
and offer suggestions for correcting the issues. For example, the tool might find that there is not enough
contrast between the background color and the text color, making the text hard to read. Or it may flag text in a
table as being unreadable due to it being too small. The Accessibility tool will also indicate if images have
appropriate alt tags associated with them.
You may also have speakers of other languages in your audience. The Translate tool, found in the Review tab,
can be helpful if you need to make the material available in a language other than the one you wrote the
slideshow in. The Translate tool can be used to translate the entire presentation or just the current slide. (If
you speak a language other than English yourself, you can also set the default language to be different from
English when typing in content to the slides.) A word of caution for relying solely on the Translate tool: like the
spell check tool, it may not be completely accurate and should be reviewed by a person. It would be beneficial
to have a proficient speaker of the language review the translation for accuracy before you share the
presentation. As WorldCorp operates globally, this tool can be useful when sharing information with the
company’s international divisions.

Room Setup and Technology
You will likely be presenting with several types of technology, including the laptop on which you created the
slideshow, monitors, audio equipment, and others. As part of your preparation process, make sure you
understand the environment in which you will be presenting. If you can, visit the physical space in advance and
see how the room will be set up. This may mean you will need to make time to come to the room on a day
prior to your presentation or to show up early on the same day to familiarize yourself with the room and
technology.
When you are there, you should be looking at how the audience will be arranged in relation to you as the
speaker, as well as the setup of the technology. You will also want to know what the “speaker space” looks like.
Will you have space at the front of the room to walk back and forth a bit, or will you be restricted to standing
behind a podium or sitting at a computer terminal? You will also want to test the acoustics in the room. You
will want to know if your voice level will be appropriate or if a microphone will be needed. Another item to
consider is how you will manage printed handouts for the audience if you have incorporated these into the
presentation. Will the room setup give you easy access so you can distribute the handouts, or will you need to
have them available as participants enter the space? You may want to consider asking a colleague to be
responsible for passing out the materials.
The point is to be prepared and know the space before giving your presentation. This will not only set your
mind at ease if you are nervous, but it will convey a level of professionalism during the presentation. Coming
unprepared for the layout of the room can add an unnecessary layer of stress and confusion when giving an
important presentation.
It is even more advantageous if you can view your slideshow in the space you will be presenting in. Put your
slides up on the display screen and go to the back of the room to see how they look. Often, how slides appear
on the computer or laptop screen may not be how they show up on a large projector screen or a large monitor.
By previewing the slides from the back of the room, you can determine if changes are needed to color
schemes or font sizes to make the slides more readable from that distance.
Being prepared for the various technologies you will encounter is also important. Some technologies you can
provide yourself, such as a slide clicker. A slide clicker, or presentation remote, is a tool that can pair with your
laptop and allow you to click through your slides from a distance. Some remotes also include laser pointers, so
you can point to things on your slides from a distance. If the slide clicker has a laser pointer included, make
sure you know how to use the pointer and think about how you might incorporate it into your presentation.
You may also have several audio options available to you. Using a lapel microphone, or a mic that clips onto
your shirt, will allow you to move freely about the room. However, some spaces may only have a microphone at
a podium, so you will need to stand in one place to use it. Your approach to the presentation will likely change
if you have to click the slides at the computer and be at a podium for the microphone. There is more flexibility
to move about the room when giving a presentation if you have a slide clicker and lapel microphone.
It is also a good idea to test each piece of equipment to make sure it is functional and that you know how to
use the technology. It can be embarrassing to be in a situation where the technology is not working or you do
not know how to use the devices. Many venues and companies will have a person assigned to address
technology issues during presentations. This could be someone from the information technology department
or someone else who is familiar with the room and the technology. It is a good idea to find out if that person
will be in the room during your presentation or available quickly if needed.
Some additional technology considerations include issues of compatibility between your file and the computer
available in the room. We see this often when going from a Mac to a Windows environment. Make sure your
file is saved in a format that will be universally accessible. Often, saving your file in PDF format ensures it can
be accessed on a variety of platforms. (You can review how to do this in Essentials of Software Applications for
Business.) It is also a good idea to have your presentation file saved in multiple locations, for example, on the

hard drive of your laptop, in One Drive, and on an external storage device such as a flash drive, in case the
internet is inaccessible. You may also want to email yourself a copy of the file so that you can access it that way
if necessary.
There is no expectation that you are a computer expert, but preparing and having a backup plan in place can
help ease your mind and reduce some stress associated with giving a big presentation. Also, if you know you
will have challenges with technology, be sure to let the meeting organizer know so they can be prepared to
help or have someone who can assist if needed.
Types of Presentations
With the technology available today, it is likely that you will be a part of a meeting that has virtual participants.
Many meetings will still be conducted fully in person with all participants in the same room, but it is becoming
more common for meetings to be either fully virtual or hybrid, with some in-person participants and some
online participants. Your preparation for such a meeting can vary based on the type of presentation you will be
giving. Most of our discussion so far has been centered on fully in-person presentations with the speaker and
the audience in the same physical space. If you will be part of a meeting where some or all will be participating
virtually, there are other items to consider.
Fully Virtual Meetings
Let’s first consider a fully virtual meeting, where you as the speaker as well as the participants are online.
Virtual presentations can be even more impactful and beneficial due to various web conferencing tools that
can enhance the presentation, like polls and other tools. This could be using a program such as Zoom or
Microsoft Teams. Each participant will join the meeting space via the internet and while being physically in
their own space. If you have had online courses, you may have already experienced such a meeting and may
have a good idea about some of the potential challenges and benefits. For example, a fully virtual meeting can
be accessible for everyone who has the technology needed to attend. In some cases, you can also share more
content in a virtual meeting than in an in-person meeting through the chat feature and other document
sharing options. The chat feature also allows a bit more audience interaction, as all participants can post
questions and comments in the chat. Finally, you may find an online presentation less stressful than an in-
person event because you do not have to stand in front of a crowd but can be in a familiar, comfortable space
such as your own office.
However, virtual presentations also pose numerous challenges. First, it is much harder to keep the audience
engaged, especially if participants do not have their cameras on. You can politely request participants keep
their cameras on during the presentation, but that does not automatically mean they are more engaged or
that they will comply. And this can be hard to manage as the speaker if there is a large audience. Think about
times that you have participated in an online class or meeting. You may be doing other things such as
checking email or dealing with issues at home during the meeting/class. One way to combat this in an online
meeting is to set up breakout sessions/groups where the participants interact with one another in a small
group setting. You can also use the chat feature or conduct a live poll to encourage audience participation. As
the speaker, you will need to make an active effort to engage participants. This can start even before the actual
presentation begins.
For example, you might send participants a questionnaire beforehand and address those questions during the
presentation. Or you can survey participants to identify key topics they would like you to address. Finally, if you
ask participants to pre-register, you will have a list of their names if you want to address them individually
during the presentation.
Preparing for a virtual presentation is the same in many ways as preparing for a fully in-person talk. For
example, preparing your slides is the same, but you may be able to include a bit more text on each slide
because participants will have the slides right in front of them. You will still need to prepare and practice with
the technology. Be sure you know how to mute and unmute participants and how to share your screen with

the audience so they can see the slides. These settings may be different depending on the software you are
using to present, whether it is Zoom, Google Meet, Webex, or another program. You need to make sure your
online connectivity is dependable and that you have good sound quality as you are speaking. You will need to
test the camera on your computer in the space that you will be in. Look at the lighting in the room and see
how it looks on the screen. Keep your camera at eye level and examine how you are spaced in the video
screen. You do not want to be either too close to the camera or too far away; either will make it harder to hear
what you are saying. To reduce distractions, turn off on-screen notifications for any apps installed on your
computer. (For example, make sure that participants won’t hear a “ding” every time you get an email.) Make
sure your presentation environment is a quiet, professional space, with minimal distractions. You probably do
not want unwanted guests, such as your cat or dog, making their appearance during the presentation. Look at
the background the audience will see behind you. Many virtual presentation platforms have tools that allow
you to blur and change the background for a more professional appearance. Make sure you are focused on
the camera and the presentation. You do not want to give the impression that you too are distracted and not
engaged, especially when you are the speaker.
Additionally, consider setting expectations for the audience at the very beginning of the presentation. Do you
want participants to put their questions in the chat, or would you like them to use features such as the “raise
hand” icon to indicate they have a question? Will you have breakout sessions during the talk? Ask participants
to turn on their cameras and mute themselves, and then let them know if the session is being recorded.
Addressing these items at the beginning of the presentation will help avoid distractions later.
Finally, decide how you are going to monitor the chat during the presentation. Will you be answering
questions and comments while you are speaking? It may be a better idea to ask a colleague to be responsible
for monitoring the chat and the participants for relevant questions and comments. That way, you can focus on
presenting without the added stress of keeping track of the chat.
Hybrid Presentations
Hybrid presentations, where some participants are in-person and others are virtual, pose additional
challenges. As much as possible, try to set the stage so that all participants have a similar experience and walk
away with the same information. However, you cannot control all the nuances of a hybrid presentation,
starting with the risk that online participants will feel left out of the conversation. Extra care will be needed to
make sure the virtual participants are fully engaged. At the beginning of the session, acknowledge and
welcome those who are online. When you are speaking to a hybrid group of participants, it is important to
make eye contact with both groups. Make sure to focus attention on the virtual participants on the screen as
much as those who are in the room. Again, asking participants to keep their cameras on will help keep them
engaged in the meeting. Remind yourself (or a helper) to check regularly for raised hands and chat comments
during the presentation. When a comment is posed in the chat by a virtual participant, read the comment
aloud for the in-person audience. If you are using breakout rooms during the session, include virtual
participants in the activity and combine groups so there is interaction between both in-person and virtual
participants. Consider displaying the virtual participants on a large screen so the in-person audience can see
them.
It is impossible to anticipate all the hiccups that can happen during a presentation. With careful planning
beforehand, however, you can be prepared for many of the likely issues and feel less anxiety when speaking in
front of a group, whether in person or virtual.
LINK TO LEARNING
Creating a real-time poll during your presentation can help increase engagement during a virtual or hybrid
presentation. Instructions on how to create a poll in Zoom (https://openstax.org/r/78ZoomPoll) are given on
the Zoom platform.

Learning Objectives
• Add slide transitions into a slide presentation
• Understand the commands in the Tools tab
• Add audio and video to a Slides presentation
• Know how to use the collaboration tools in Slides
Now that you have mastered creating an engaging presentation in PowerPoint, we will look at similar features
in Google Slides. Slides offers collaboration tools similar to those we saw with Docs. You can do much of the
same design work in Slides that you can in PowerPoint, albeit with some limitations and differences. Slides
offers many templates to get you started, but it also includes all the tools you need to create a presentation
from scratch. Here we are going to focus on adding the finishing touches to the Slides presentation you
created in Preparing Presentations.
Add Transitions
When presenting, strive to strike a balance between the information that the slideshow conveys and the way it
conveys that information. Your goal is to hold the audience’s attention, while not adding so many special
effects that you end up distracting them. Transitions are key to achieving this balance.
As with PowerPoint, transitions are the “how”—the way the slides move from one to the next. Transitions must
be applied to one slide at a time unless you click on Apply to all slides. When you click on Transitions, found on
the right side of the action bar, a sidebar will open up, where you will see a menu of different available
transitions (Figure 7.46).
Figure 7.46 The default is to have no transition between the slides, which means the next slide will appear with no special effects.
There are several choices to consider when adding transitions to your slides. Not all transitions will provide a
7.4 • Preparing a Google Slides Collection for Presentation 521

professional appearance, and some may be more distracting than impactful. The same principles apply as
PowerPoint: always consider the audience’s perspective. As the speaker, could a transition be a helpful tool to
help you slow down a bit between slides or topics, or to give you a moment to gather your thoughts as you
move to the next slide? As you rehearse your presentation, keep these items in mind. Remember, if you find a
transition more bothersome than helpful, it will also be distracting to your audience.
Now, using the My Life in a Snapshot presentation, add a few slide transitions to engage the audience. Open
the presentation you created in Slides in Preparing Presentations. You may need to refer to the material in
Essentials of Software Applications for Business to remember how to open a file in Google.
Begin by adding a transition to the first slide. First select the slide, then go to Transition on the action bar.
Then, from the sidebar on the right, click the down arrow next to None to reveal what transitions are currently
applied to the slide. Then click on None in the drop-down menu to reveal the different transition options
(Figure 7.47).
Figure 7.47 (a) This drop-down menu shows that there are currently no transitions applied to the slide. (b) You can choose to apply a
transition to all slides or to the current slide only. (Google Slides is a trademark of Google LLC.)
Try a few options to see which you find most appropriate. To preview the transition, click the Play button at the
bottom of the pane. Notice that you can also change the speed of the transition by moving the slider between
slow and fast. After you have added the desired transition, adjusted the speed if needed, and looked at the
result, click the X in the upper-right-hand corner of the pane to close it out.
Tools Menu
The Tools menu in Slides includes many features for fine-tuning your slides. Here you will find tools for

proofing, accessibility, linking objects, and much more (Figure 7.48).
Figure 7.48 The Tools menu contains some standard features, such as spell check, as well as features unique to Google, like the Q&A
history tool. (Google Slides is a trademark of Google LLC.)
Spelling
The first command in the Tools menu is Spelling. Clicking on Spelling opens a menu with three choices: Spell
check, Show spelling suggestions, and Personal dictionary. These are all standard proofing tools that behave
just like the ones you have already encountered in Docs (Collaborative Editing and Reviewing in Google Docs).
The Personal dictionary is especially useful if you use several terms that may be unique to your business,
including variations on the name of the business. For example, you could keep a list of employees’ names in
your Personal dictionary, which will save you time when you need to issue different documents to employees
and will prevent you from being stopped by spell check.
Linked Objects
Linked objects is also found in the Tools menu. Clicking on Linked objects brings up a viewing pane on the
right and lists anything in your presentation that contains a link to another file. For example, suppose you are
presenting WorldCorp quarterly sales data and notice an error in a table that was created in Docs and linked
on a slide. Using Linked objects, you can choose that Doc file from the list and make the needed revisions. This
would not only update the table in your slide but will also revise the original Docs file where the table was
created. This function is especially helpful when your presentation contains graphs and charts created in
another Google program, like Docs or Sheets. (You will learn more about Sheets in Working with
Spreadsheets.) Rather than going into the original data file, editing the material, then copying and pasting the
chart or graph back into your Slides presentation, you can simply make the edits in the original file and your
slide will automatically be updated.
Q&A
Q&A is a unique feature of Slides. It allows collaboration that goes beyond simply sharing the file with other
users. Using the Q&A tool, you can collaborate and interact directly with the audience during the presentation,
and audience members can interact with each other. You need to activate this tool before you can use it. To do
this, navigate to the top right corner of your screen and click on the down triangle next to Slideshow. (This is

next to the Share button.) See Figure 7.49. You are offered two options: Presenter View and Start from
Beginning. Click on Presenter View.
Figure 7.49 The Presenter View will not only activate the Q&A tool but will also show you the speaker notes. (Google Slides is a
This brings up a new window that looks like Figure 7.50. This is what you will see when you are ready to accept
questions from the audience. When you are ready to start a Q&A session, click on Start new.
Figure 7.50 Select Audience Tools in the right pane. Then, click on Start new. (Google Slides is a trademark of Google LLC.)
You will then be taken to a page with a URL at the top for audience members. The Accepting questions from...
toggle will automatically be turned to On, though you can toggle it to Off at any time. When it is turned on,
you will see a URL, as shown in Figure 7.51. The audience can go to that URL on their phones or tablets; it will

take them directly to the Ask a Question page, where they can type in their question and click Submit (Figure
7.52, Figure 7.53). This is the page where the questions will appear.
Figure 7.51 The Q&A feature is especially helpful when giving virtual presentations. (Google Slides is a trademark of Google LLC.)

Figure 7.52 Participants use the URL at the top of the slide to submit a question. (Google Slides is a trademark of Google LLC.)

Figure 7.53 If the participant is logged into Google, you will see their name/picture. The form through which participants can enter
their questions looks a lot like a Google Form. (Google Slides is a trademark of Google LLC.)
The questions will appear to the presenter as they come in, in the order in which they were asked (Figure 7.54).
Also, everyone will see the questions that come in from all members of the audience. Participants can also
interact with one another in the Q&A screen. They can Like questions or comments and can also reply to one
another. To shut down the Q&A, just move the On button at the top of the questions page to Off. The audience
will see a message something like this on their devices: “Sorry, this Q&A session is closed.” If you decide to take
questions from the audience later in your presentation, instead of selecting Start new, you can choose another
option: Continue Recent. This will continue the same Q&A session.

Figure 7.54 In the Presenter view, you will see the questions as they are asked. (Google Slides is a trademark of Google LLC.)
Insert Audio and Video
Adding sound to your Slides presentation is another way to engage your audience. You can insert any audio
file, as long as they are in MP3 or WAV format. First, navigate to the Insert menu and click on Audio. Google
lets you choose where to search for audio files: My Drive, Shared with me, or Recent. When you find the file
you want, click on Select. An audio icon will come up with a play bar, which will show you the position in the
track and its length (Figure 7.55). Remember, the icon has to be selected to view the play bar.
Figure 7.55 This is the Audio icon after audio is inserted on a slide. (Google Slides is a trademark of Google LLC.)
To control the volume, hover your mouse over the speaker symbol. The Format Options pane (under the
Format tab) has other controls you may need, as shown in Figure 7.56.

Figure 7.56 The Format options pane gives you a few options to control and modify your audio output. (Google Slides is a trademark
of Google LLC.)
Use the Audio playback controls to set how the audio will start, either automatically with the slide or on the
click of the mouse. You can choose to loop the audio or to stop it with a slide change.
Inserting a video uses much the same process. Navigate to the Insert menu, then click on Video. As with
inserting an audio file, you can navigate to where your video file is located (in My Drive, or your hard drive, or
in a Shared Drive folder), or you can search YouTube or paste in a URL (Figure 7.57).
Figure 7.57 Remember your audience when selecting videos. Make sure they are a suitable length and fully vetted of any
controversial content. (Google Slides is a trademark of Google LLC.)
As in PowerPoint, the video will initially appear very large on your slide, but you can make it smaller by
dragging the corners. A Play button will appear in the center of the video thumbnail. When you have the video

thumbnail selected, the Format options pane will appear on the right (Figure 7.58). There are a number of
different options and settings you can apply and modify. Try a few different ones to see what their effects are
like.
Figure 7.58 Videos take your slideshow to another level. Format options helps you present them on the slide to give them their due.
Alt Text, in particular, allows you to describe what’s in the video for those who can’t see it. (Google Slides is a trademark of Google
LLC.)
Collaboration Tools
As with any Google product, Slides makes it easy to collaborate with others. At any point when you wish to
share your work with others, click on the Share button in the upper right corner. Alternatively, you can click on
File and then choose Share, which is the first option in the File menu. Clicking Share first brings up a window
asking you for a title. You can enter a title or click on Skip this step. Then you will see a window called Share
with People and Groups, where you can add the names of people with whom you wish to share the
presentation. This window should look familiar to you, as it is the same sharing window that appears in Docs.
You have the usual options available to you: you can email your presentation to other individuals or groups
(the first option in the window) or get a link to the presentation that you can also email to others or post online
(the second option). You can also restrict or permit the actions of editors and change the options that you
allow to viewers and commenters via the settings icon in the top right corner.
Insert Comments
When you are collaborating with others, it is often necessary to add comments and have your comments
responded to. To insert comments in Slides, click on the comment icon in the action bar (Figure 7.59). You can
also access comments by clicking on Insert and then Comment.
Figure 7.59 Slides makes it easy to comment and collaborate on a presentation.
Click on the comment icon and a little window will pop up with a place for you to write your comment. Next,
click on Comment—it’s that simple. Communication is practically instantaneous. Now you can send your
presentation off to your colleagues or save it to Google Drive. Figure 7.60 shows an example of a comment
made on a slide as well as the response.

Figure 7.60 The commenting interface is similar to the one in Docs. You can also tag other users so they get notified. (Google Slides
For every comment you insert, clicking on the three dots in the upper right corner allows you to edit the
comment or delete it. Note that you can reply to others’ comments but cannot edit them.

Chapter Review
Key Terms
animation a special effect added to objects and elements on a slide
crop a tool used to remove portions of an image that is inserted onto a slide
Designer a feature that adds variety and interest to slides
hook a strong opening statement to engage the audience in the content of a presentation
speaker’s notes notes added by the presenter to the slides that are not intended for display to the audience;
intended to help presenters recall important points during their presentation
Timing the way and order in which transitions and animations can be programmed to appear or occur on
the screen
transitions a feature for determining how one slide moves to the next slide
transparency the degree of light that is allowed to pass through an image

Summary
• To prepare for a presentation, you should consider the goals of the presentation, how long you have to
present, and how you will interact with the audience before, during, and after the presentation.
• A strong opening statement or hook will get the audience engaged and interested in the rest of the
presentation.
• Although there is no standard set of skills for being a good presenter, there are some common
approaches that, with practice, will help you become a better public speaker.
• Just as a strong opening statement is needed, an impactful closing statement can bring the presentation
to a close in a memorable way for the audience.
• Color can be used to enhance a presentation and convey emotions.
• There are a variety of ways to modify a theme used in a presentation. You can modify colors, fonts, and
placement of elements on the slide.
• The Designer tool gives you options for adding variety and interest to your slides.
• When images are included on slides, you can customize the size and look of an image through various
tools, including cropping, removing the background, and changing the transparency of the image.
• Transitions and animations, if not overused, can add visual interest to your presentation. Choose
animations and transitions that retain the professionalism of the presentation.
• Adding media such as audio or video can enhance a presentation and, in some cases, better convey the
information contained on a slide.
• PowerPoint includes many features to help you get your slides “presentation ready.” These include
grammar/spell check, checking for accessibility issues, speaker’s notes on slides, and even a rehearsal
coach to help you prepare to speak in front of a group.
• Making plans to visit the room and try out the technology is a critical step in preparing for a presentation.
• With the technology available today, you are likely to be presenting to a fully virtual or hybrid group.
Through proper preparation, you can help ensure that all participants are engaged and have a meaningful
experience during the presentation.
• Transitions can be added to slides to give some visual interest to the presentation and to help the speaker
slow down between slides and topics.
• The Tools menu contains features to check for spelling, facilitate a Q&A, and adjust speaker notes, among
other things.
• Adding audio or video files is easy to do in Slides. An audio file will appear as a speaker icon on the slide. A
video will appear as a thumbnail.
• The collaboration tools in Slides include standard sharing settings and commenting.
Review Questions
1. New Employee Orientation training is an example of which type of presentation?
a. persuasive
b. inspirational
c. informational
d. instructional
2. A ___________ is used to get the attention of the audience at the beginning of a presentation.

a. hook
b. welcome slide
c. call to action
d. long pause
3. A(n) ___________ tone of speaking is best during a presentation.
a. excited
b. conversational
c. monotone
d. soft
4. A __________ is one effective way to end a presentation.
a. thank-you slide
b. questions slide
c. bullet summary list
d. quote or story
5. What is the suggested maximum number of colors that should be included when creating a custom
template for visual clarity?
a. two
b. three
c. four
d. five
6. Which tool is used to change the layout of an individual slide?
a. Crop
b. Designer
c. Picture format
d. Variants
7. To modify the shadow or line effects in a shape on a slide, where do you go?
a. the Designer tab
b. the Picture Format tab
c. the Variants command group
d. the Remove Background tool
8. The _________ describes the height and width of an image using preset values.
a. cropping tool
b. transparency
c. effect
d. aspect ratio
9. A split ____________ is one way to move from one slide to the next.
a. animation
b. transition
c. comment
d. Slide Master
10. The Rehearse with Coach tool is found on the __________ tab.
a. Review

b. Transitions
c. Slide Show
d. Slide Master
11. The __________ tab appears when you insert a video on a slide.
a. Review
b. Transitions
c. Slide Show
d. Playback
12. What is one essential thing to do during the room and technology setup before your presentation?
a. Show up just as the presentation starts.
b. Try out all the technology you will be using.
c. Save your presentation to your hard drive.
d. Make sure you always have two monitors.
13. What is one strategy that will help keep virtual participants engaged during a presentation?
a. Turn off the cameras of virtual participants.
b. Don’t use the chat feature.
c. Use breakout rooms.
d. Show virtual participants only to the speaker.
14. In Google Slides, slide transitions are found on the __________.
a. Tools menu
b. Insert menu
c. action bar
d. Format options pane
15. To add comments to a slide, go to the __________.
a. Tools menu
b. Insert menu
c. Slide menu
d. Arrange menu
16. Which feature can you use to interact directly with the audience in real time during a presentation?
a. Comments
b. Share
c. Transitions
d. Q&A tool
17. How will an inserted video appear on your slide?
a. as a speaker icon
b. as a thumbnail
c. as a text description
d. as a link
Practice Exercises
18. Watch the TED Talk “Mosquitos, malaria, and education” (https://openstax.org/r/78TEDBillGates) from Bill
Gates. What makes the presentation engaging? Create a couple of slides that could have been used
during the presentation.

19. Review the Section508.gov presentations training videos (https://openstax.org/r/78PresntTrn508) that
provide tips for making presentations accessible to all audiences. Using a slide presentation that you have
created or one that you find online, make some suggestions for improving the accessibility of the slides
based on the information on the site.
20. Dananjaya Hettiarachchi was the 2014 World Champion of Public Speaking. Review Hettiarachchi’s full
speech (https://openstax.org/r/78SpeakHettiar) on YouTube. As you listen and view, identify three skills
from the chapter that were used by the speaker. Explain how the skill was used, and comment on its
effectiveness.
21. Create a “Background” slide for yourself that includes information such as your hometown, your college,
and a couple of fun facts about yourself. Include a picture that is meaningful to you. Choose a theme for
the slide, and use the Designer tool to select an engaging design. Crop the image you include into the
shape of a star, and adjust the transparency of the image.
22. Design a custom color template for a presentation to highlight your company’s annual picnic. Include an
appropriate picture and remove the background of the image. Explain the use of your color choices in a
text box on the slide.
23. Design a slide to share three “lessons learned,” or takeaways, from this chapter using a SmartArt design of
your choice. Find an image that relates to the topic, and make it the slide background, and apply 75
percent transparency.
24. Using the Rehearse with Coach tool, rehearse the My Life in a Snapshot presentation that you have
created over the last two chapters. What information did you get from the tool? Was it helpful?
25. Imagine that you are preparing for a presentation at either your work or school. Choose a space to
explore for presentation readiness and actually go visit it. Prepare a slide to describe the chosen location,
the readiness of the space, the features that support your presentation, and steps to take to ensure
optimal preparedness.
26. Design a few slides to teach your audience how to complete a simple task of your choice. Find a video that
supports it and embed it within the slide. Include a transition to appear after the video ends to pop up a
summarized statement.
27. Add another transition to your My Life in a Snapshot Slides presentation. Which transition did you choose
and why? Make sure to apply the transition to at least three slides and adjust the speed if desired.
28. Add comments to two slides in your My Life in a Snapshot Slides presentation. Verbally add speaker notes
to help you during the presentation. Last, run spell check on the presentation. Did you find any errors?
29. Add sound to your My Life in a Snapshot Slides presentation. First, make or find an audio recording in MP3
or WAV format. Save the file to your computer and remember where you saved it. Play the recording
within your presentation by clicking on the audio icon. Did the sound enhance the presentation? Did you
modify it to make it better?
Written Questions
30. Describe some key skills for presenting that apply regardless of the type of presentation you are giving.
31. Describe one of the ways you can engage your audience in your presentation.
32. Describe why it is important to have a strong closing presentation.
33. Why would you apply a theme to a presentation, and why might you want to modify it?
34. Discuss reasons why the options on the Review tab are useful.
35. Discuss how speaker’s notes are added to a slide. How can they be used in a presentation? What

information would you include in the speaker’s notes?
36. What are some things you need to address regarding the hardware and environmental components of
your presentation?
37. When preparing for a virtual/hybrid presentation versus a fully in-person presentation, what are some
items to consider?
38. Discuss how to add transitions to all slides in a Google Slides file and how to change the timing of the
transitions.
39. Discuss how to use the Q&A feature in a presentation.
40. Explain how to insert audio into a presentation.
Case Exercises
41. Examine the slides that follow. Based on what you have learned in this section about designing
presentations for all audiences, what suggestions can you make to improve the slides?

42. You have been tasked with creating a training workshop presentation on effective communication skills.
The workshop aims to enhance interpersonal communication, presentation delivery, and active listening
abilities. In this exercise, you will focus on utilizing the image and SmartArt tools in PowerPoint to create
an engaging and visually appealing presentation. Create a PowerPoint with the following sequence:
1. Slide 1: Title slide
2. Slide 2: Introduction to effective communication. Consider using the SmartArt tool to create a diagram
or visual showcasing the different elements of effective communication, such as verbal skills, body
language, and active listening.
3. Slide 3: Content slide: illustrate common barriers to effective communication.
4. Slide 4: Content slide: present strategies for active listening.
5. Slide 5: Content slide: showcase the importance of nonverbal communication. Consider using the
image tool to insert pictures of individuals engaged in different nonverbal cues, such as eye contact,
body posture, and hand gestures.
6. Slide 6: Content slide: demonstrate effective presentation delivery techniques.
7. Slide 7: Conclusion: End the presentation with a call-to-action slide.

Ensure consistent design elements, such as font styles, colors, and slide layouts. Choose high-quality and
relevant images that enhance the presentation’s visual appeal while aligning with the content and
objectives.
43. Your supervisor has asked you to prepare a training presentation for new hires, centered on giving
effective presentations. This will be divided into two parts: preparation and skills. Design a brief
presentation in either PowerPoint or Google Slides that will cover some tips for preparing to give a
presentation. Your presentation should contain at least four slides, including a title slide. Make sure to
cover items such as the room setup, the purpose of the presentation, how to handle questions, and
dealing with technology.
44. View this presentation from Kshivets O. Lung Cancer Surgery (https://openstax.org/r/78PresntKshivet) on
Slideshare. What are some issues with the presentation, and how would you correct them?

Figure 8.1 Businesses small and large can make use of a content management system, which tracks customer data and provides
useful metrics to business owners. (credit: modification of “Happy florist giving a bouquet of flowers to lady” by Amina Filkins/Pexels,
CC0)
Chapter Outline
8.1 What Are Content Management Systems?
8.2 Common Content Management Systems
8.3 Creating Content with a Content Management System
8.4 Search Engine Optimization
8.5 Social Media in Business
Chapter Scenario
Although you may not be directly involved with content management in your career, it is important to have a
broad knowledge of the concept and all it entails. You are likely to encounter or work on a team with someone
who is responsible for content management within your company. The information in this chapter will give
you the language and basics of how managing online information works in an organization. At this point, you
have learned about many software applications that span across departments and functions. You have
mastered how to create documents and set up an effective presentation. You have created digital content. And
this content, when created within the bounds of your job and the company, becomes something that needs to
be managed, organized, and shared internally through content management systems, or externally for an
online community or customers.
Like many large corporations, WorldCorp encourages its employees to volunteer in the community and allows
employees to take time during working hours to assist nonprofit organizations. Each year, WorldCorp’s upper
management selects a theme for these volunteer efforts. This year’s theme is focused on abandoned pets. In
Raleigh, North Carolina, the location of one of WorldCorp’s corporate offices, there is a new pet adoption
nonprofit organization, Happy Tails WC. WorldCorp’s marketing department has agreed to develop a website
and social media presence for the pet adoption agency. This will involve managing content across several
different platforms and tracking the success of various posts or other marketing efforts. Happy Tails needs this
Content Management Systems and Social Media in Business
8

assistance to launch its business and to attract the resources it needs, including donations, grants, and
potential pet owners.
8.1 What Are Content Management Systems?
Learning Objectives
• Describe what a content management system is and what it is used for
• Explain the ways businesses benefit from using content management systems
• Distinguish between different types of content
• Evaluate common features of content management systems
Figure 8.2 (a) Unlike the English alphabet, hieroglyphics used shapes or characters to represent the information to be conveyed. (b)
In today’s world, the basis for all information created and shared with computer technology is binary code (only using 0s and 1s).
(credit a: modification of “Hiéroglyphes” by iPhone-shoot/Flickr, CC BY 2.0; credit b: modification of “Magnifying glass and binary
code” by Marco Verch Professional Photographer/Flickr, CC BY 2.0)
The ancient Egyptians used hieroglyphic writing, a unique form of sharing content, for administrative,
business, literary, religious, and scientific purposes. Hieroglyphic writing was typically shape- and picture-
oriented. We see similarities with content created today for social media and other platforms using shapes and
other visual elements to convey a message. In today’s industrialized cultures, humans share content through
various platforms, including websites and social media across other various devices. Content refers to
information in visual or audio form—text, art, numbers, or images—that is intended for an end user. The
material presented can be viewed as data, information, or knowledge.
• Data, usually presented in numeric form, is content that can be analyzed, such as facts and figures. For
example, a company can use data on the number of customers visiting its website to determine the return
on investment (ROI) of its marketing efforts. The term data is also used to refer to the characters or
symbols used by a system and transmitted into different media.
• Information, in the form of text, audio, video, or images, consists of data that is put into
context—statements or facts that help users arrive at an answer to a specific question or problem. For
example, the managers at Happy Tails WC can use data gathered from the new website, such as the
number of views and the location where those viewers come from, to better understand the market for
their nonprofit. The data has been put into the context and used to answer a specific question. Happy Tails
WC can then use this data to tailor messages to specific locations or to plan events for specific populations
who visit the website often.
• Knowledge refers to familiarity with or understanding of skills, facts, or objects, which an individual
develops by analyzing or interacting with them—for example, company performance measures.
For the pet adoption agency, these concepts are as relevant as they would be for any business. The agency
542 8 • Content Management Systems and Social Media in Business

board would need to gather data on the cost factors related to the adoption of each pet and the associated
veterinarian bills. They might also want to keep track of the number of adoption applications by a pet (e.g.,
dog versus cat) or breed that comes into the agency. Relevant information would include pictures of the
adoptable pets, text about the history of the adoption agency, or videos showing the adopted pets in their new
homes. Finally, using the data and information, the agency’s board members could determine how to
strategically grow the agency to accommodate more pets or volunteers. They could also use the facts gathered
to seek out specific donations or grant opportunities to help the budget each month.
What Is Content Management?
To understand content and its management, revisit WorldCorp’s volunteer work with Happy Tails. Since the
adoption agency is newly formed, it needs help developing its brand, or organizational identity, as well as an
online presence to publicize both the company and the pets available for adoption. This will require the
development, distribution, and updating of a variety of multimedia content, including new branding (images,
color schemes, logos, and slogans). There will be some design work involved, and we will cover some
principles of design a bit later in the chapter. But for now, your teams will need to think broadly about all the
aspects of creating and managing content for this small, startup organization.
You have begun by asking the leaders at Happy Tails WC to answer some questions so you and your team can
start building the brand for the organization. Their answers will guide the development of the content for the
website and other aspects of the organization, both in print and online. Figure 8.3 shows a few questions to
consider when creating content and developing a brand image.
Figure 8.3 When creating a brand for a product or organization, it is important to think broadly about the message you want to
convey, whether delivered online or through print materials.
The content management process will vary depending on the size of the organization, particularly in the realm
of content creation. In large corporations, there are often entire departments, such as information technology
(IT) and marketing, working together on these efforts. Furthermore, within these departments there will be
experts on website development, social media marketing, and other similar functions, who will have primary
responsibility for a small portion of content management. It would be rare to find a single person handling all
content management for the business; rather, this would be a dedicated team effort. Teams need to work
cooperatively with nearly all business functions, including sales, accounting, and purchasing, to develop the
appropriate content and strategies used to maintain that content to meet their diverse needs.
In some cases, a large corporation might choose to outsource content management to a vendor that
specializes in this service. Managing content can take time and expertise. A large company may decide that the
8.1 • What Are Content Management Systems? 543

time and effort involved in content management might be better spent on the products or services they
provide, rather than on building a website and posting to social media sites.
You can also expect that large corporations will have content specific to their internal audience (perhaps a
company website for employees only) as well as content for external audiences. You might have some
experience with this idea at your school. On the school website, you might see a link or an area specially for
students. This might include links for your class schedule or where to order books. You probably also need a
password to access that area. The general website then contains information for an external audience:
prospective students or community members who want to find out more about the college. These two
different audience types require different types of content, and as such, different ways of managing that data
and information.
A content management system (CMS) is an application that uses a set of processes to manage web content,
social media content, and other information online, which allows multiple contributors to collect, create, edit,
and publish content. These processes go beyond simply creating and maintaining a website. A CMS could also
include managing multiple social media platforms as well as internal company sites where information is
stored. In a CMS, the content is stored in a database and displayed when accessed. Information stored in a
CMS is usually referred to as digital content. A company can update, delete, or add information as needed. The
best content management systems offer capabilities that include site design, content authoring, editing, and
personalization. The personalization might include items specific to the industry or company, such as online
sales capabilities or an event calendar that could be useful for Happy Tails WC employees as they plan
fundraising or pet adoption events.
The CMS is integral to delivering rich digital experiences across all digital channels and enables organizations
to manage multiple websites, support more than one language, and deliver a consistent customer experience.
These experiences could be through social media platforms such as X (formerly well known as Twitter) or
TikTok, or even through emails that prompt the customer to click on a link to find out more information.
Using a CMS at the World Wildlife Fund
The World Wildlife Fund (WWF) utilized a CMS to successfully launch its Earth Hour campaign in 2020,
demonstrating the advantages of employing a robust content management system. By leveraging a CMS,
WWF effectively managed the challenges associated with handling high-volume traffic to its website,
ensuring that visitors encountered no impediments in terms of speed, security, or reliability. This seamless
user experience was vital for maintaining user engagement and maximizing campaign impact.
By utilizing a CMS, the WWF was able to gain valuable insights into user behavior, preferences, and
interactions with its website. This understanding of the customer journey allowed it to make informed
decisions to optimize its online presence and tailor its content to better resonate with its target audience
with the goal of enhancing engagement, fostering brand loyalty, and driving desired actions from their
audience.
An improved customer experience yields a multitude of benefits for businesses. First, it enhances customer
satisfaction. Satisfied customers are more likely to continue engaging with a brand, make repeat purchases,
and recommend the brand to others. A positive customer experience can significantly impact customer
retention rates, reducing customer churn and associated costs.
Furthermore, a better understanding of the customer experience enables businesses to identify pain
points, optimize customer journeys, and streamline its processes. This can result in improved operational
efficiency, reduced customer support costs, and increased conversion rates. By utilizing a CMS to gather
and analyze customer data, businesses can identify patterns, trends, and preferences, enabling them to

make data-driven decisions, refine their marketing strategies, and deliver personalized experiences.
To illustrate the power of a CMS-driven campaign, consider the example of WWF’s Earth Hour campaign. Its
campaign goals included raising awareness about environmental conservation and mobilizing a global
movement for a sustainable future. By leveraging a CMS, WWF efficiently created, managed, and analyzed
content related to the campaign, ranging from engaging articles, visually captivating images, and impactful
videos. The CMS enabled the company to disseminate consistent messaging across various digital channels,
effectively reach its target audience, and foster meaningful engagement.
A CMS empowers organizations to seamlessly launch campaigns, gather crucial customer data, and derive
actionable insights. Understanding the customer experience is pivotal for businesses as it drives customer
satisfaction, loyalty, and advocacy. By utilizing a CMS, organizations can create personalized experiences,
optimize customer journeys, and meet specific campaign goals, ultimately propelling their business
success.
There are seven stages of the content management lifecycle: (1) organization, (2) creation, (3) storage, (4)
workflow, (5) editing/versioning, (6) publishing, and (7) removal/archiving (see Figure 8.4). In the organization
stage, the company’s goals, processes, and requirements are examined to establish measurable indicators for
meeting the company’s objectives. The creation stage allows the authoring of original content using editing
tools, web forms, and other media tools. At this stage, a company might be concerned with design such as
color choices and graphics. At the storage stage, decisions are made about how content will be formatted and
stored to facilitate access, delivery, and security based on company use. In the workflow stage, rules are
designed to streamline processes, ensuring consistency and adherence to company policies. Editing/
versioning involves accountability and tracking of multiple versions of content, such as updates, edits,
retrieval, and deletion of files. The publishing stage releases content to users so it is available to view on the
front end (customers) and back end (employees). Finally, in the removal/archiving stage, content that is
obsolete or infrequently accessed is either deleted or relocated to an archive. You will probably go back to the
editing and removal stages frequently as new content is added or as the business grows.
Figure 8.4 The content management lifecycle could include several stages of editing and versioning as the organization sees how
users interact with the published content.
A CMS helps an organization work through most stages of the content management lifecycle, starting with
creation. Its tools allow a company to design their brand and publish/maintain the content on the internet.
Now let’s look at how the content management lifecycle applies to Happy Tails.
After gathering answers to the questions you posed to Happy Tails leadership, you have a clearer picture of
the image they want to convey and how they want to use their online presence. These answers give you the
information you need for the organization stage. For example, you now understand that Happy Tails wants to
use their online presence not only for marketing their available pets, but also for fundraising efforts and
special events. You also know that they want to highlight not only pets available for adoption, but also success
stories from previous placements of pets with families. Happy Tails has indicated they want their brand to be
fresh and engaging, and to communicate the benefits of pet ownership.

Next, the creation stage will solidify the brand, logo, and color choices for Happy Tails WC. This stage will take a
bit of time as you expect that organizational leadership will want to get feedback from others on the choices.
The next two stages, storage and workflow, will involve more in-depth discussions with Happy Tails WC. They
will need to decide who will maintain and update the content, who will be responsible for responding to
messages from potential adopting families, and how the content will be kept secure and up to date.
Additional tasks related to keeping the content current will occur in the editing/versioning stage. Here, Happy
Tails WC might consider developing a calendar of content and sites (social media posts) to use for scheduling
updates and posts. There will be more about this later in the chapter. Finally, once the content is ready to be
published and made available on the internet, there will need to be a plan in place to archive material as
needed, including old posts, past events, and other related material, to ensure that content remains current.
Benefits of Using a Content Management System
There are several advantages to using a CMS in any organization. One advantage is the ability to update the
public frequently on organizational news. For example, Happy Tails WC might want to be able to keep blog
posts as new pets become available for adoption and to have the blog posts match the social media post for
each pet. Figure 8.5 shows an example of a site that uses blogs. (You will often see Latin text on template
websites. It’s to show that you can put whatever text you want there.) You will see that what may seem like a
simple task actually involves many steps that need to be documented and managed. This is where a CMS
comes in.
Figure 8.5 A content management system can help you keep your online presence current and engaging. (credit: “Animal Shelter” by
Colorlib/Colorlib, CC BY 3.0)
Consider that for each update to the website that is needed, the marketing team needs to reach out to

members of the adoption agency who manage the list of adoptable pets. You might start by sending an email
to the agency director, Tracy, who updates the document you need and then sends it back for you to update
the website with the new information. One day, you discover that Tracy is on leave for a week. This delays the
process, as you need to find someone else in the organization who can assist you. You locate Domenic, but he
is a volunteer who works another full-time job and may not be available to return your call for a few days. By
the time your inquiry is first seen, several days may have passed and you’ve missed the best window of
opportunity.
In this scenario, a CMS can help overcome the challenges posed by the back-and-forth transmittal of materials,
communication lapses, and scheduling. A CMS can centralize content and information sharing so that
documents, images, and other assets are accessible to all users at all times. Content can be edited, organized,
stored, and shared through the CMS. This will enable users from across different departments and even
different time zones to access the material they need to manage.
There are several benefits to using a CMS to operate your company website and to manage other digital
content.
Collaboration
First, a CMS promotes team collaboration by allowing multiple users/authors to access content from almost
any location. This increases productivity and helps streamline processes by distributing responsibility for
different tasks. For example, imagine you are working to update content and databases that are associated
with the company’s email communications. The author of a specific piece of content can give you access to
edit, upload, and delete that content, saving you time and allowing you to focus your efforts on quality control.
Quality Control
This leads to another benefit of using a CMS: quality control. The workflow for the new campaign requires
different departments to update specific content. For example, the marketing and sales team may be given
permission to update the branding and pricing on the site, but not to update any other information. As a
volunteer for the pet adoption agency, you may have the ability to update information on adoptable pets but
not to change the overall structure of the website. By controlling who is able to access what, a CMS allows
content updates to be reviewed by an approver before they go live on the site. Using a CMS also helps to
maintain consistency in message and appearance. By using the system to set design standards such as color
choices, preferred logos, and pictures, you can ensure that the brand is kept intact and that messages are
being constructed in a consistent manner across platforms.
User-Friendly Interface
Another benefit of a CMS is its user-friendly interface, which often does not require knowledge of
programming languages to change website content. Design changes are also simplified, involving less effort
than traditional methods of designing and adding content to a website. Although some understanding of
HTML and CSS (common programming languages for websites) can be helpful, it is not a requirement for
managing and editing content in a CMS. Employees may be experts in their content area and have innovative
ideas but may lack the coding experience to translate these ideas into web content. Instead of studying a
programming language, employees using a CMS can spend their time learning how to use the system to
complete their daily tasks, inputting images, audio, video, text, and other multimedia with the click of a button
or via a drag-and-drop feature.
Website Optimization
A CMS also automates certain website needs, such as optimizing keywords to help more people find your site
or social media accounts. Without a CMS, this function is done manually by assigning keywords to specific
pages within your website and by linking keywords and URLs. This functionality is called search engine
optimization (SEO). A CMS can enable you to set up your website to get the greatest possible exposure when

someone searches on a topic related to your site. For example, Happy Tails WC might use SEO to tag keywords
such as “pets,” “animal shelters,” “adopting a dog,” and other related phrases so the website appears near the
top of the list in an internet search. Doing this manually could take anywhere from a few minutes to several
hours, depending on the number of pages managed. Also, entering each URL individually creates a risk of
introducing human error. Using a CMS eliminates the need for you to manually enter a URL for each page on
the website. You will learn more about SEO in Search Engine Optimization.
As you can see, a CMS adds value by providing tools for team collaboration, quality control, user-friendly
interfaces, and automation of certain functions. Other benefits include content organization, use of templates
and themes, and multilingual and multisite support.
Types of Content
Various types of content can be managed through a CMS, including web, mobile, enterprise, and social media,
as Figure 8.6 displays. Each plays a different role in creating the overall image of an organization and
managing the content that is available online.
Figure 8.6 Content management systems can be used to manage web content, information on social media sites, and information
intended for internal audiences.
Content on a website is managed with a web content management system (WCMS). These systems offer
website authoring, collaboration, and administration tools. An advantage of using a WCMS is that employees
do not have to understand web programming languages in order to use these systems. Instead, they can
manage content within the website, using features that give them the ability to design, organize, and update
information. Managers can also control content by viewing and approving material before publishing. As
described earlier, employees can be trained to use the features of the platform rather than needing to spend
time learning the mechanics of a new programming language.
A CMS can also be used to manage the content contained in social media sites. These sites were developed
primarily for connecting with others to create a virtual network of friends and connections. These social media
platforms have evolved since their inception and are now a source of marketing and connecting with
customers for businesses. Social media content management is the process of creating, scheduling,
publishing, and analyzing content for all your media platforms. Platforms like Instagram, Facebook, Pinterest,
X (Twitter), and TikTok have specific audiences and features that require customization when developing
original content. Content is tailored to the target audience, and strategies are developed to distribute and
manage social media profiles. These strategies include monitoring engagement, collaborating with
influencers, building a community, and analyzing reports to ensure you are receiving an adequate ROI. You will
learn more about social media engagement in Social Media in Business.
Sometimes it is necessary to make adjustments to websites and content so that it will display on mobile
devices properly. Again, a CMS can help make a company’s online presence compatible across a wide variety of
devices. A mobile content management system (MCMS) hosts a data store in a centralized location and

allows content to be managed across multiple platforms. The MCMS may be a mobile app that needs to be
managed for different devices (iPhone, iPad) and platforms (iOS, Android) from a single tool. Another type of
MCMS consists of a responsive mobile website design that can manage content by displaying information
effectively regardless of the size of the screen.
It is generally necessary to maintain digital content for internal company use. This content could include
employee-specific information, such as payroll and benefits information; documents that are meant only for
certain departments within the organization; or pertinent strategic goals that are not publicly available. This is
known as enterprise content management, often referred to as document management. It facilitates the life
cycle of content within an organization, using strategies and tools designed to increase productivity and
provide the information employees need to complete their job duties. The enterprise content management
system is company-wide, not just for one department. The system allows processes to be implemented by
presenting a timeline for the organization’s content—including Microsoft Word documents, Microsoft Excel
spreadsheets, PDF files, and scanned images—to be created, approved, and distributed.
For your role in developing the digital content for Happy Tails WC, various types of content must be created
and managed by different individuals in the organization, including both paid staff and volunteers. Using a
CMS allows for easy development, upload, analysis, and management without the need to receive information
via email from another department. At first, you will be doing the majority of the work on uploading content.
But the plan is to train Happy Tails WC employees to take over that role as they become more familiar with
working in a CMS environment.
Once Happy Tails WC has been trained to use the CMS, they can assign different levels of access and allow
various types of content to be distributed. The next challenge is to assign specific types of content to different
individuals to optimize the workflow. This could mean that the fundraising director has control over
fundraising event information and the donations section of the website, whereas the adoption coordinator or
Tracy, the director, maintains the current list of adoptable pets. Also, if an issue or problem needs to be
addressed, more than one person can have access to view information and retrieve documents to help reach a
resolution in case the primary responsible person is not available.
Primary Features of Content Management Systems
Here, we will identify the primary features of CMS and their uses. These features and uses correspond to
different parts of the content management lifecycle discussed earlier in the chapter (see Figure 8.4). A major
benefit of many content management systems is that they contain different features that allow their users to
control every part of the content management lifecycle.
Content Creation and Editing
The first two stages of the content management lifecycle are centered on organizing and creating content.
However, that content will likely need be edited regularly to keep the information fresh and current. Creating
and editing content is a critical function of any CMS.
Many content management systems include the use of page templates, which are predesigned and
preformatted documents that maximize productivity by offering defined layouts customized for common uses,
such as social media, website banners, blogs, letters, and presentations. We have discussed templates in Word
and PowerPoint in previous chapters. Templates determine the specific size, structure, or layout that will best
meet the needs of the document. The designs and types of documents can be categorized into themes, and an
employee can select a theme for a campaign that aligns with the mood or use or customer base. Using page
templates also helps maintain quality control.
A content editor allows users to easily review the style and format of the content in a document, which
provides optimal design and readability. This editor may also offer drag-and-drop editing, which is a user-
friendly function that assists nonprogrammers in designing, editing, and arranging content. This is especially

important for Happy Trails WC since you will be training employees to eventually edit, maintain, and update
content for the organization themselves.
A feature that allows anyone in the company to add content to a thread of posts is called blogging capability.
Users can upload images, tag keywords, and use an editor to style and format their posts. Additional features
include password protection for posts, which is ideal for memberships or communities that want to offer
exclusivity. This is where you hope to feature Happy Tails WC adoption success stories. The plan is to have a
regular spotlight through the blog to share the story.
Another critical functionality of any CMS is its storage system. Managing assets, like digital images, must be
maintained to use those assets in any product. A library of images, like the one in Figure 8.7, or documents
can be managed in a CMS, giving you the option of adding an image within your content. Images are stored
within a central image library, and the multiple file upload feature allows users to add different files to a site at
once. The library feature helps with archiving as well.
Figure 8.7 Image libraries will often have the option of viewing photos as thumbnails. This makes it easy for the user to select the
ones that they want.
Publishing
Workflow and publishing are two key stages in the content management lifecycle as previously covered. Once
your content is ready to be public, you want to publish the information online. Using content syndication
enables a third party to reuse original content and host it on another website, where it can reach a larger
audience. Also, through the calendaring features, users can plan content by scheduling future dates and
times to release information. This puts structure to the workflow of content creation. This is especially
important for organizations such as Happy Tails WC, where those managing the content have multiple job
responsibilities.
As an example, content management is just a small part of what Tracy does for Happy Tails WC. Happy Tails WC
can use the calendaring function to schedule reminder posts of upcoming events so that they can focus on the
actual tasks in planning the event. In larger organizations such as World Corp, which maintains multiple
websites and social media sites, the calendaring function can make uploading current content more efficient
as content can be scheduled weeks in advanced and synced across platforms.
Finally, e-commerce features are critical in today’s market. Built-in CMS software will enable users to create
product description pages; design the layout of the website, including payment information; track shipping;
and offer email sales funnels and promotions. This feature offers the ability to provide access to content from

several devices, including mobile devices. Happy Tails WC hopes in the future to be able to sell branded
products such as dog and owner matching clothing with the Happy Tails WC logo. They also plan to accept
online monetary donations through the site, so this will need to be included during the organization and
creation stage of the process.
Because Happy Tails WC is a new organization, they are still trying to establish a presence and get their name
out to the community. Through analyzing information from their online presence, Happy Tails WC can get an
idea of how their marketing efforts are working. A CMS typically provides web analytics—insights or data that
can be evaluated against company objectives. For example, you can gain a visual display of how many users
visited a post, commented, and shared content. This data can be used to make changes to content, inform
decisions about particular initiatives, and help create new content. For example, if you notice that a
fundraising event scheduled for Happy Tails WC is not getting many visits, you can discuss with Tracy new
strategies on ways to market the event. Or if the analytics show that most people who visit the Happy Tails WC
website go first to the success stories blog, perhaps you make that page more central to your message and
overall image.
Security and Management Features
Larger organizations often have an administrator who oversees multiple site licenses, including local and
maybe even international sites. In this case, they might need to have one global administrator to manage all
sites as well as an individual administrator for each site. You can set permissions for global administrators to
manage all of the sites and also set individual permissions for those administrators managing specific sites.
This feature could also be important for Happy Tails WC. To maintain a consistent and clear message, the
organization wants to limit access to key personnel in the organization. Tracy, as the director, could be
identified as the global administrator, and the fundraising coordinator might also be an administrator, but with
more limited permissions. This structure can evolve as the organization grows and as personnel changes
occur. As the users at Happy Tails WC become more familiar with the site and with content management in
general, they will need to discuss the permissions and who should have certain permissions. This is part of the
workflow stage of the content management lifecycle. But it should be revisited regularly to make sure things
are working and the permissions are set appropriately.
Using a content management system makes establishing and changing permissions easy. Many content
management systems have access controls that allow user groups to be restricted or limited to viewing
specific pages within the website. Users who are not registered can be denied access to a page until they can
provide the required username and password to access that content. Logging in typically gives users access to
features of the website that are unavailable to unregistered users.
Content versioning allows you to keep documentation of any changes made in the organization of content.
You can view, restore, or compare any content in the system, including pages, database entries, media files,
shares, older and newer versions of content, and deleted and restored files. This is a key part of the removal
and archiving stage. You will be able to compare versions of items by viewing a modification log that identifies
all content changes. A history of how the content has been managed will provide insight on when changes
were made and usually will include keywords such as edit, publish, and delete.
Goals of CMS to the Enterprise
Content management systems simplify the process of creating, organizing, and publishing content,
empowering website owners or content creators to manage their digital presence effectively. Through a CMS,
content can be managed from start to finish to improve the quality of the output, as well as to avoid
duplicating efforts. Digital storage, data collection, and data distribution need to work together in a CMS to
promote system functionality. When the system is functioning well, it helps maintain the image of the “brand.”
For Happy Tails WC, developing a strong brand online is vital, as it is a new organization. It wants to make sure
that the mission, logo, location, and other related items are consistently and effectively communicated online

through a variety of platforms. A CMS is intentionally designed as a “one-stop shop” for all content. For many
organizations, the investment in the program from both a financial and learning standpoint is well worth the
benefits in the long run.
Information storage and retrieval involves collecting and cataloging data to be accessed on demand, making
use of keywords to search for specific documents. Data collection gathers important information via forms or
surveys. A CMS can provide data fields in which users can enter their information, building a profile for future
use. Finally, using a CMS for data distribution (including news, updates, policy, and documentation) enables
company employees to avoid going through marketing and communication teams to approve content for
publishing. Instead, subject matter experts (SMEs) can deliver content directly within the website and reach
their target audience, whether the data is original content or is extracted from external sources. Establishing
processes to manage data distribution can lead to fewer errors when data is disseminated in several places
within the website.
8.2 Common Content Management Systems
Learning Objectives
• Define Web 2.0
• Distinguish between CMS types
Content management systems (CMS) consist of software that assists in building a website for personal or
professional use. In the past, building a website would require individuals to be skilled in using languages such
as HTML, CSS, and JavaScript. A CMS offers templates and extensions in a user-friendly WYSIWYG (What You
See Is What You Get) interface, which is a system that allows content to be edited in a form that resembles its
appearance when printed or displayed as a finished product (e.g., a printed document, a web page). This
means that you do not need to be skilled in using computer languages to build an attractive website.
The evolution of web technologies makes it easy to share information on your website and allow others to be a
part of the experience. We no longer simply read information and move on. Rather, we become involved with
what we view by reflecting, sharing, and having the ability to offer our own perspectives. The techniques and
tools available today make it possible for users not only to be viewers but also to add their value as
contributors.
What Is Web 2.0?
The internet has changed over time with advances in technology. The first version of the internet, Web 1.0,
included little interactive capability beyond searching, and was used more as a hub of information. Most
websites were fairly static, with few graphics (see Figure 8.8). Web 1.0 only allowed users to read the
information that was distributed by publishers and webmasters.

Figure 8.8 Websites in the Web 1.0 era, such as this one for the Library of Congress, were text based, with very few visual or
interactive components.
We are now in the era of enhanced usage and development of online content on the web, known as Web 2.0,
as you can see in Figure 8.9. Web 2.0 enables users to also be designers, with the capability to read and write
on the internet.
8.2 • Common Content Management Systems 553

Figure 8.9 Web 2.0 is a more integrated approach to content on the internet, allowing for more interaction between the content and
its users. Not only do you see that Joni Mitchell won the 2023 Gershwin Prize, you can hear the song as well by clicking the arrow.
For example, under Web 1.0, a website developed for WorldCorp would have been created and published for
the public to view. Visitors would have been able to click on the different pages, watch videos, read articles and
blog posts, and find out about local events in their community, but this one-way stream of information would
have been all that viewers could experience. With Web 2.0, viewers are transformed into an online community
of contributors, who also have a voice. They can not only watch videos, but also comment about what
resonates with them, respond to other users’ comments about blog posts, and share information. The
audience’s personal experiences, resources, and opinions provide a valuable addition to the original content
published on your website. This information can now be monitored and used to help the company drive its
campaign to increase customer engagement and revenue.
LINK TO LEARNING
Review this video about the evolution of Web 2.0 (https://openstax.org/r/78Web2_0) and how it changed the
internet.

Transforming viewers into contributors on your website can be done by using features, extensions, and a
WYSIWYG editor. For example, Photoshop is a WYSIWYG graphics program that displays images on the screen
that appear the same way they will look when printed on paper. A WYSIWYG editor makes it easier for
someone to act as a web developer without formal training.
Web development involves building a website using plain text, web applications, and other features for the
internet or intranet. Creating the client side, or front end—everything that is displayed on the user’s end of a
web application or

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