CHAPTER        16                                                                                                 SLIDE 1C...
CHAPTER        16                                                                                                SLIDE 2Pr...
CHAPTER                                16                                                                                 ...
CHAPTER        16                                                                                                SLIDE 4US...
CHAPTER        16                                                                                                SLIDE 5US...
CHAPTER        16                                                                                                SLIDE 6Pr...
CHAPTER        16                                                                                                SLIDE 7Ha...
CHAPTER        16                                                                                                SLIDE 8Op...
CHAPTER        16                                                                                                SLIDE 9Ha...
CHAPTER        16                                                                                               SLIDE 10Ha...
CHAPTER        16                                                                                               SLIDE 11Of...
CHAPTER        16                                                                                               SLIDE 12Et...
CHAPTER        16                                                                                               SLIDE 13Et...
CHAPTER                    16                                                                                             ...
CHAPTER        16                                                                                               SLIDE 15Fa...
Upcoming SlideShare
Loading in …5
×

Chapter 16

495 views
431 views

Published on

Workplace Mail and Copying
OST 289

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
495
On SlideShare
0
From Embeds
0
Number of Embeds
13
Actions
Shares
0
Downloads
50
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Chapter 16

  1. 1. CHAPTER 16 SLIDE 1CHAPTER Workplace Mail16 and Copying 1 Handling Mail 2 Office Equipment and Green Practices© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  2. 2. CHAPTER 16 SLIDE 2Preparing Outgoing Mail Use appropriate interoffice envelopes with name and department listed. Key and check envelope addresses carefully. Use software mailing features ● Envelopes and labels ● Mail merge© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  3. 3. CHAPTER 16 SLIDE 3USPS Domestic MailClassifications Express Mail Priority Mail First-Class Mail Parcel Post asiseeit/iStockphoto.com© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  4. 4. CHAPTER 16 SLIDE 4USPS International MailClassifications Global Express Guaranteed Express Mail International Priority Mail International First-Class Mail International© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  5. 5. CHAPTER 16 SLIDE 5USPS Special Services Certified Mail  Signature Confirmation Certificate of Mailing  Restricted Delivery Delivery Confirmation  Insurance Return Receipt  Registered Mail© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  6. 6. CHAPTER 16 SLIDE 6Private Delivery Companies Operate nationally and internationally May be lower or higher than USPS Offer overnight or second-day delivery Organizations may ● Have contracts with private delivery companies ● Routinely use their services© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  7. 7. CHAPTER 16 SLIDE 7Handling Incoming Mail Admin’s duties vary by company. Sort first by recipient and then in this order: ● Personal and confidential items ● Special Delivery, Registered, or Certified Mail ● Regular business mail ● Interoffice communications ● Advertisements and circulars ● Newspapers, magazines, and catalogs© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  8. 8. CHAPTER 16 SLIDE 8Open, Review, and Present Mail Date- and time-stamp if appropriate. Fasten enclosures to correspondence. Retain envelopes when appropriate. Read and annotate mail. Do a final sort. ● Immediate action ● Routine correspondence ● Informational mail© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  9. 9. CHAPTER 16 SLIDE 9Handle E-Mail Set times to read and answer your e-mail. For supervisor or company e-mail ● Check regularly. ● Read and reply or forward. ● Notify your employer if you cannot respond.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  10. 10. CHAPTER 16 SLIDE 10Handle Mail During theExecutive’s Absence Handle urgent mail or e-mail immediately. Answer mail in your area of responsibility in a timely way. Keep a copy of mail you’ve answered. Store mail that can wait in a folder.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  11. 11. CHAPTER 16 SLIDE 11Office Copiers Low-, mid-, and high-volume Common copier features ● Reduction and enlargement ● Duplex ● Automatic document feeder Other features to consider: ● Editing features wireless, energy-saving, and ● Finishing features multifunction capabilities.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  12. 12. CHAPTER 16 SLIDE 12Etiquette Considerations Plan extensive copying jobs for quiet times, or notify colleagues beforehand. Let others interrupt when they have only a few pages to copy. Refill toner or ink or replenish paper. Fix paper jams or call for help.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  13. 13. CHAPTER 16 SLIDE 13Etiquette Considerations Put away supplies. Destroy unusable copies. Leave the work area neat. Return the copier to standard settings.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  14. 14. CHAPTER 16 SLIDE 14Shredders Becoming more common in offices Features ● Safety sensors ● Low noise Brad Wynnyk/Shutterstock.com operation ● Jam reductions ● Energy savings© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e
  15. 15. CHAPTER 16 SLIDE 15Fax Machines Usually an image scanner, modem, and printer Fax systems and services Protection of messages: ● Place the machine in a private location. ● Use a cover sheet. ● Check page count. ● Request confirmation when appropriate.© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

×