Embed a live web page into PowerPoint 2007

Want to display a live web page during a presentation but find it awkward to switch windows or jump in and out of PowerPoint? The solution is to embed the web page directly into your PowerPoint slide.

LiveWeb is another PowerPoint add-in that allows you to insert and view web pages real-time. Download and install the add on - follow the instructions.

http://skp.mvps.org/liveweb.htm

Insert a YouTube video into PowerPoint 2007

Inserting videos into your presentation is easy... just follow these steps.

1. Turn on the Developer tab: Office button > PowerPoint Options > check "Show Developer tab in the Ribbon


2. Click the Developer Tab: Controls (group) > More Controls (icon) > "Shockwave Flash Object"


3. Draw a rectangle on your slide with your cursor (it can be resized later)


4. Select the rectangle, right click, choose properties


5. Grab the YouTube url... paste into "Movie" field


6. Delete "watch?" from the url


7. Replace "=" with "/"


8. ...and test.

Here's an example... The following url: http://www.youtube.com/watch?v=hChq5drjQl4&feature=player_embedded should end up as this: http://www.youtube.com/v/hChq5drj

Note: you MUST have a live internet connection for this method.

Here's an even easier way...

Visit this page: http://skp.mvps.org/youtube.htm

...download the YouTube Video Wizard, install, and follow the instructions - super easy(!) and it works every time.

Note: the wizard must be installed to create the slideshow, but need not be on the machine when you present.

March 24: Team Report Project

Teams:

1. Tim D., Jaffer A., Kavik B., Kevin K.
   
2. Archie T., Mansoor A., Darren L., John L., Abdullah A.
   
3. Melissa D., Raed A., Carl H., Aras K.
   
4. Aaron T., Chau N., Naquib M., Ahmed A.
   
5. Alan D., Mickey H., Nicholas P., Derek V.
   

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Steps in Report Writing

Proposals and reports depend on research. The research may be as simple as pulling up data with a computer program or as complicated as calling many different people, conducting focus groups and surveys, or even planning and conducting experiments. Care in planning, proposing, and researching reports is needed to produce reliable data.

In writing any report, use these five steps.

1. Define the problem
2. Gather necessary data
3. Analyze the data
4. Organize the information
5. Write the report

Academic vs. Business Writing (Academic Center and the University of Houston-Victoria)

Formal reports contain formal elements such as a title page, a transmittal, a table of contents, and a list of illustrations. Informal reports may be letters and memos or even computer printouts of production or sales figures. But all reports, whatever their length or degree of formality, provide the information that people in organizations need to make plans and solve problems.

• Writing at work focuses on problem solving.
• Work-related writing targets multiple audiences with different perspectives.
• Writing at work may be read by unknown readers.
• Writing produced at work can be used indefinitely and can be used in legal proceedings.
• The format for work documents varies greatly from the format for academic documents

Team reports: Task

Write a short to medium length formal report to the director of marketing explaining whether Martha’s Kitchen should develop an Internet presence, and if so, to what extent
(i.e. should they offer online sales, promote existing products or offer expanded services, etc.) You will need some solid figures about the demographics of Internet users, their surfing habits, the types of products they purchase online, and growth trends in online commerce.

Report Components

Generally, a report will include the following sections:

• Title Page
• Exeutive Summary / Abstract
• Table of Contents
• Introduction
• Body
  - Purpose
  - Scope
  - Background
• Recommedations
• References
• Appendices

Reports can be called information reports if they collect data for the reader such as sales and quarterly reports. Analytical reports interpret data but do not recommend action. They include annual, audit, and make-good or pay-back reports. Recommendation reports recommend action or a solution and can include feasibility, justification, and problem-solving reports.

Title page

• Introduction
• Background
• Discussion of the Problem
• Conclusions
• Recommendations
• Works Cited

Cover page

Title

Table of Contents

Introduction

• prepares readers for the discussion that follows

Most introductions contain three parts:

1. Purpose

• What did your research discover or prove?
• What kind of problem did you work on?
• Why did you work on this problem?
• Why are you writing this report?
• What should the reader know or understand?

2. Scope

• How did you work on the research problem?
• Why did you work on the problem the way you did?
• Were there other obvious approaches you could have taken to this problem? What were the limitations you faced that prevented your trying other approaches?
• What factors contributed to the way you worked on this problem? What factor was most important in deciding how to approach the problem?

3. Background Information

• What facts does the reader need to know in order to understand the discussion that follows?
• Why was the project authorized or assigned?
• Who has done previous work on this problem?
• What theory or model informed your project?
• What facts are already known that support or don’t fit the theory?
• What will the reader know about the subject already and what will you need to tell them so they can understand the significance of your work?

Body

Discussion of the Problem

• Part One: “Theories, Models”
• Part Two: “Materials, Methods”
• Part Three: “Presenting Data”
• Part Four: “Interpreting Data”

Conclusion

• A very short section that introduces no new ideas.
• Important because it is your last chance to convey the significance and meaning of your research
• It is also a place to raise questions that remain unanswered and to discuss ambiguous data.
• The conclusions you draw are opinions, based on the evidence presented in the body of your report

Recommendations

• What do you want the reader to do next?
• Save discussion of future action for your section on recommendations.

Appendices & Index

Using & Documenting Sources

Works Cited

• Citation—attributing an idea or fact to its source in report body
• Documentation—listing bibliographic information readers would need to locate original sources

Effective Report Writing

• Use these four techniques:
  1. Use clear, engaging writing
  2. Keep repetition to a minimum
  3. Introduce sources and visuals
  4. Use forecasting, transitions, topic sentences, and headings to organize

Effective Meeting Guidelines

• Make purpose explicit
• Distribute an agenda
• Allow time for discussion
• Pay attention to people and process as well as tasks

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Content in part attributed to Locker, Kitty O. and Donna Kienzler. Business and Administrative Communication, 8/e. McGraw-Hill Higher Education. 2008, and The Owl at Purdue University.

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Mar 17 (ch 13): Interviewing for a Job

Develop an Interview Strategy

1. What about yourself do you want the interviewer to know?
2. What disadvantages or weaknesses do you need to minimize?
3. What do you need to know about the job and the organization to decide on a job offer?

Preparation: Final Research

• Read
  - Web pages
  - Newsletters
  - Annual reports
  - Trade journals
• Ask people you know about the organization
• Find out who will interview you and research them, if possible

Preparation: Travel Planning

• Find building and closest parking
• Plan how much time you’ll need
• Leave time for unexpected events (e.g., traffic jams, broken elevators)
• Plan transportation, if flying

Preparation: Attire

• Meet interviewer’s dress expectations
• Make conservative dress choices
• Dress a step above organization culture
• Wear comfortable, shined shoes
• Style hair conservatively
• Wear understated jewelry and makeup
• Avoid perfume and cologne
• Present flawless personal hygiene

Preparation: Professional Materials

• Extra copies of your résumé
• Notepad, pen, and list of questions
• Copies of your work or a portfolio
• Reference information

Interview Channels

• Campus interviews
• Phone interviews
• Video interviews

Interviews Practice

• Put on the clothes you’ll wear
• Practice everything
  - Entering a room
  - Shaking hands
  - Sitting down
  - Answering questions
• Use video equipment if available

Interview Customs: Behavior

• Practice active listening
• Do not monopolize with monologues
• Never say anything bad about employers
• Be enthusiastic
• Be yourself—your best self
• Review your accomplishments
• Look for signs of organizational culture

Interview Customs: Note-Taking

• Record the following briefly during or right after the interview
  - Interviewer’s name (or names)
  - Advice given to you
  - What they liked about you
  - Negative points discussed
  - Answers to your questions
  - When you’ll hear from them

Interview Customs: Sections

• Opening (2 to 5 minutes)
  Hold conversation to set you at ease
• Body (10 to 25 minutes)
  Answer questions to show your strengths
  Deflect questions that probe weaknesses
  Ask questions
• Close (2 to 5 minutes)
  Summarize your key accomplishments
  Listen to find out what happens next

Kinds of Interviews

• Behavioral
• Situational
• Stress
• Group

Final Steps in a Job Search: Follow-up Phone Calls and Written Messages

• Phone Calls
  - Show enthusiasm for the job
  - Reinforce positives and overcome negatives from the interview
• Written Messages
  - Thank the interviewer for useful information
  - Remind them what they liked about you
  - Use company jargon; refer to interview
  - Refer to the next move

Final Steps for a Job Search: Negotiating for Salary and Benefits

• Wait for job offer to talk about salary
• Find out going rate for work you’d do
• Avoid naming a specific salary
• Negotiate package, not just starting salary

Final Steps for a Job Search: Accepting a Job Offer

• Know what’s important to you
• Plan what to say at time of job offer
• Ask for 2 weeks to accept or reject offer
• Make acceptance contingent upon written job offer
• Let other interviewers know when you accept a job

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Content attributed to Locker, Kitty O. and Donna Kienzler. Business and Administrative Communication, 9/e. McGraw-Hill Higher Education. 2010.

Mar 10 (ch 11-13): Resumes and Cover Letters

Summary of Key Points

• Informal preparation for job hunting should start soon after you arrive on campus. Formal preparation for job hunting should begin a full year before you begin interviewing. The year you interview, register with your placement office early.
• Employers skim résumés to decide whom to interview. Employers assume that the letter and résumé represent your best work. Interviewers normally reread the résumé before the interview. After the search committee has chosen an applicant, it submits the résumé to people in the organization who must approve the appointment.
• A résumé must fill at least one page. Use two pages if you have extensive activities and experience.
• Emphasize information that is relevant to the job you want, is recent (last three years), and shows your superiority to other applicants.
• To emphasize key points, put them in headings, list them vertically, and provide details.
  Résumés use sentence fragments punctuated like complete sentences. Items in the résumé must be concise and parallel. Verbs and gerunds create a dynamic image of you.

A chronological résumé summarizes what you did in a time line (starting with the most recent events, and going backward in reverse chronology). It emphasizes degrees, job titles, and dates. Use a chronological résumé when

• Your education and experience are a logical preparation for the position for which you're applying.
• You have impressive job titles, offices, or honors.

A functional (skills) résumé emphasizes the skills you've used, rather than the job in which or the date when you used them. Use a skills résumé when

• Your education and experience are not the usual route to the position for which you're applying.
• You're changing fields.
• You want to combine experience from paid jobs, activities or volunteer work, and courses to show the extent of your experience in administration, finance, speaking, etc.
• Your recent work history may create the wrong impression (e.g., it has gaps, shows a demotion, shows job-hopping, etc.).

Résumés commonly contain the applicant's name, address, phone number, education, and experience. Activities, honors, references, and a summary of qualifications should be included if possible.

• To fill the page, list courses or list references vertically.
• Using a laser printer, print your résumé on quality paper.
• To e-mail your résumé, save it in plain text format.
• To create a scannable résumé, create a "plain vanilla" text using industry jargon, buzzwords, and acronyms.
• To post your résumé on an online job board, compose, edit, and proof your answers in word processing software before posting them online

Cover Letter “DOs”

• DO find out the name and title of the person who makes hiring decisions and write to her/him directly if at all possible.
• DO address the letter to “Dear Sir or Madame” if you absolutely can’t find out the name of the person you are writing to.
• DO compose each letter individually for each specific job or company.
• DO be as specific as possible.
• DO keep it to one page, especially for entry-level positions.
• DO use plain white paper
• DO have a date on your letter
• DO indicate if you are attaching or enclosing other documents.

Cover Letter “DON’Ts”

• DO NOT address your letter "To Whom it May Concern.“
• DO NOT address your letter to “Dear Sir” unless you are 110% sure you are writing to a man.
• DO NOT use “Mrs.” or “Miss,” always use “Ms.”
• DO NOT simply add your info to a form letter. If you must use a template, delete the text and make it your own writing (not someone else’s).
• DO NOT begin each sentence with “I.” Describe what you will contribute to the organization, not what you will gain from the position.
• DO NOT sign a letter in bright colors such as red, pink or purple.
• DO NOT attempt to use a creative format, unless your job is 100% based on creativity.

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(Adapted from http://www.ns.msu.edu/acrc/quick_guides/cover_letter_dos.asp )

Resume Writing Tips

• When writing your cover letter (and resume), keep in mind that the reviewer is only interested in one thing; the facts.
• Do not think of your cover letter as an autobiography; it should be brief and to the point.
• The purpose of the cover letter and resume should be one thing – it should demonstrate that you meet or exceed the requirements listed in the job description.
• It should demonstrate that you’re interested in the position, and that you are available to accept the position if offered.
• Additional information beyond this can be counterproductive, as it dilutes the core purpose of the cover letter and resume.
• The resume is a tool with one specific purpose: to win an interview.
  - If it does that, it works.
  - If it doesn't, it isn't an effective resume.
• A resume is an advertisement,
  - nothing more,
  - nothing less.
• A resume doesn't just tell them what you have done
  but makes the same assertion that all good ads do:
  “If you buy this product, you will get these specific, direct benefits.”
• It presents you in the best light.
• It convinces the employer that you have what it takes to be successful in this new position or career.
• Cover letters and resumes offer the perfect chance to communicate in a personal and professional way, and to highlight key information.
• They also provide you the opportunity to stand out from the crowd.
• NEVER use a form letter! Always tailor each letter to the person to whom you are writing.
• Always keep in mind that the resume is your primary tool for selling yourself.
• If readers can’t consume the information in it, whether due to technical issues or readability problems, they will quickly move on to the next resume.

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(adapted from the following sources:)

http://www.how-to-write-a-resume.org/cover_letter_tips.htm
http://www.rockportinstitute.com/resumes.html
http://www.ocs.fas.harvard.edu/students/resources/letters.htm#coverletter
http://blogs.techrepublic.com.com/10things/?p=274

Biggest Mistakes Job Applicants Make

• Not researching the company before the interview
  - Thorough research will reveal what positions are available and what type of employee the company wants.
  - Network with people already working at the company; call professional organizations the company is associated with, and ask people you know who work at the company about their experience.
• Inability to articulate needs and desires
  Companies are hiring because they either need to solve problems or have opportunities that require more employees, which is why the best applicants are those who can articulate how their experience is best for the particular position.
• Being unprofessional in the interview
  Applicants often commit faux pas that can be excused among friends but that make them less desirable to recruiters.
  Examples of unprofessional actions include: bringing food to an interview, sharing personal information not relative to the job, and speaking ill of a former employer.
• Demonstrating poor communication skills
  Be prepared to talk with confidence and expertise about who you are and why you're the best fit.
  - Practice the basics of communication before going to the interview, listening and responding and not talking over the other person.
  - At the same time don't be dull or fear showing enthusiasm.
• Not keeping the personal to yourself
  - Don't put your social-network identification on your resume or mention it in the interview.
  - Make sure your voice mail message reflects a professional attitude.
  - Use an email address with your name before the @ sign, from a professional email address provider.

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(adapted from The Career News, http://www.thecareernews.com/ )

Resume Tips: DO

• Use 8-1/2”x 11” paper.
• Make your resume as legible as possible and only include necessary personal information
• Include both a permanent contact and present address and phone number. You may be contacted through a permanent number, long after you have moved
• Include your job discipline(s) near your name at the top of page one of your resume and on each assignment
• Include a summary paragraph near the top of your resume. Be brief, complete and include buzzwords. Omission of just one buzzword can prevent retrieval of your resume in a search
• List jobs in reverse chronological order
• Be consistent in calling out similar information (i.e., Jan. 98 or January 1998 or 1/98)
• List “under contract to” for any contract assignments you may have worked
• Give security status, if any. If your security clearance has expired, include the date of expiration
• Write job descriptions in easy-to-understand terms, and as completely as space allows
• Include your name and page number on each page of a multiple-page resume (do not number first page)
• If you have a length problem due to extensive number of job assignments, leave the oldest positions off and type “Experience from (date) to (date) available upon request.” Then prepare a “complete” resume to furnish only to firms asking for it.
• If you want to use a better quality paper, consider a white bond paper with a rag content (available from most printers or paper supply stores). Rag bond, however, should not be used if you are printing copies on a photocopier or laser printer, since any machine that uses toner and heat has a tendency to “flake” along creases of that kind of paper.
  If you submit your resume electronically (via upload or email), experience tells us that 99.9% of the recruiters out there will ask for your resume in standard Microsoft Word 97-2003 (.doc, NOT .docx) format.

Resume Tips: DON’T

• Don’t include personal references or hobbies
• Don’t include your Social Security number
• Don’t include a cover sheet (unless you have important information that cannot be included on your resume)
• Rather than stating a “Job Objective”, try using a short “Summary” paragraph instead. A “Job Objective” tells the firm what you want, a “Summary” tells what you can do for them.
• Don’t exaggerate your experience
• Don’t show salary or pay information
• Don’t offer explanations for leaving prior employers
• Don’t use your photograph
• Don’t use uncommon abbreviations (acceptable acronyms in the engineering/technical fields, such as IBM, CAD, UGII, HTML, VB, RDB, etc. are fine)
• Don’t put the reader at legal risk
• No hiring manager likes to be accused of prejudiced or discriminatory hiring. Not only is it unethical, but it is illegal. So hiring managers who are trying to do the job right will be familiar with the list of questions they can’t ask an applicant.
  Your part of the equation is to exclude this information from your resume. The hiring manager does not need to know your marital status, ethnicity, nation of origin, age, religion, or sexual orientation. There are a lot of other things the hiring manager does not need to know, either. If you include these irrelevant details on your resume, the hiring manager will feel scared and skittish. Leave these details out, please.

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(adapted from the following sources:)
http://www.cjhunter.com/cew/grw.html
http://blogs.techrepublic.com.com/10things/?p=274

Seriously… DON’T!

• Candidate attached a letter from her mother.
• Candidate used pale blue paper with teddy bears around the border.
• Candidate explained a gap in employment by saying it was because he was getting over the death of his cat for three months.
• Candidate specified that his availability was limited because Friday, Saturday and Sunday was "drinkin' time."
• Candidate drew a picture of a car on the outside of the envelope and said it was the hiring manager's gift.
• Candidate's hobbies included sitting on the levee at night watching alligators.
• Candidate included the fact that her sister once won a strawberry eating contest.
• Candidate included a picture of herself in a cheerleading uniform.
• Candidate explained that he works well nude.
• Candidate explained an arrest by stating, "We stole a pig, but it was a really small pig."
• Candidate included family medical history.

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Adapted from http://www.helpdesknotes.com/2007/10/humor_tips_for_job_seekers.html

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Content attributed to Locker, Kitty O. and Donna Kienzler. Business and Administrative Communication, 8/e. McGraw-Hill Higher Education. 2008.