2. 66
Today's Information Technology can help
an office to be more responsive, efficient
and flexible in the face of continuous and
rapid changes. Properly used information
technology will allow your organization to
streamline its processes and focus on its
core skills and abilities.
99
7. Who is a Secretary
✓ A secretary keeps an office
running smoothly.
✓ Secretaries have a wide range
of duties, depending on the
offices that they work for, but as
general rule, they are extremely
efficient and well organized.
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8. Why you need a Secretary
Have taken on more responsibilities and are
constantly contributing to the success of the
Department.
They are not just doing paperwork and answering
phones; in fact both are relied upon for their
computer and financial
for many processes
skills, and are responsible
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19. Machines and Equipments - Modern Office
Laptop & Notebook
Smart Phones
IP Phones
The Duplex Scanner
Computers
1.
2.
3.
4.
20. L
aptop &
1. Notebook Computers
laptop, also called a
A
notebook, is a personal
computer for mobile use.
A laptop integrates most of
the typical components of a
desktop computer.
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21. 2. Smart Phones
s a s s
i i i
is a device that lets you make
telephone calls, but also adds
features that you might find on a
PDA or a computer.
Also offers the ability to send and
receive e-mail and edit Office
documents, for example.
L--------------------------
22. Smart Phones ...
Operating System:
1.BlackBerry
2.Palm OS.
OS.
3.Windows Mobile.
Software: A smartphone will offer more than just an
address book. It may allow you to create and
edit Microsoft Office documents or manage
your finances.
Web Access: A smartphones offer access to the Internet.
You can use your smartphone to browse your
favorite Web sites.
23. i
Smart Phones ...
QWERTY Keyboard: A smartphone includes a QWERTY
keyboard, so the keys are laid out
in the same manner they would
be on your computer keyboard.
Messaging: All cell phones can send and receive text
messages, but what sets a smartphone apart
is its ability to send and receive e-mail. Some
smartphones can support multiple e-mail
accounts. Others include access to the popular
instant messaging services,
VAOL's AIM
Yahoo! Messenger.
24. 3. IP Phones
What is an IP Phone?
An IP Phone is a phone that uses
Protocol (VoIP) technologies.
Voice Over Internet
In the business world, your phone bill can get expensive.
Constant calls to clients, faxes and more can cost you.
That's why these days more and more businesses are
turning to IP Phones.
26. 4. The Duplex Scanner
The Duplex Scanner scans and reads hard-copy
documents in half the time of regular scanners.
It accomplishes this seemingly
reading the front and backside
same time.
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at
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27. Skills needed to a secretary
VTechnology Skills
✓ Interpersonal Skills
VWriting Skills
✓ Organizational Skills
VTeamwork
✓ Multi-Tasking Skills
-
✓ Research skills
29. Necessary IT skills to develope
1.Application Software handling.
2. Desktop Publishing.
3. Effective use of Web tools.
30. 1. Application Software handling
V Understanding Windows Environments.
VWord Processing (MS Word).
Spread Sheets (MS Excel).
.Presentation Development (Power Point).
V Database Management System (MS Access).
✓Graphic Designing.
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31. 2. Desktop Publishing
Desktop Publishing is the use
of the comput er and softw are
to create visual displays of
ideas and information.
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Desktop publishing documents
may be for desktop or
commercial printing or
electronic distribution
including PDF, slide shows,
email newsletters, and the
Web.
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37. MindMeister (Online Mind Mapping Tool
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paste URL here (page or image)
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Interesting searches: Seurat painting, Kit Kat, American Gothic
43. Screen Draw Tool - Write or Draw on Screen in
Presentation
f j Presentation Assistant
I Cute Assistant in Presentation, Training and Demo
47. Knowing Knowledge Work
As office automation continues to evolve, retraining and
cont inuing educat ion will remain integral parts of secretarial
jobs.
Changes in the office environment have increased the
demand for secretaries and administrat ive assistant s who
are adaptable and versat ile.
Secretaries and administrative assistants may have to attend
classes or participate in online education to learn how to
operate new office technologies, such as
Information storage systems.
N e w equipments.
VThe Internet.
V New updated software packages.
49. Summary
Many private business organizations have computers and
other modern office technological gadgets. Some
however do not have and this affected the productivity of
secretaries in such business organizations. The skills of
the secretaries in the use of technological gadgets are
basically portrayed in virtually all aspects of the working
environment in a modern business office.
51. Personal Digital Assistant (PDA)
func tion key
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52. Google-Docs (Web-based office suite)
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Google Docs
✓ Create and share your work online.
✓ Upload your files from your desktop.
✓ Access anywhere: Edit and view your docs from
any computer or smart phone.
✓ Share your work: Real-time collaboration
means work gets done more quickly.
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60. Google-Docs (Web-based office suite)
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Google Account
Email
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https://docs. google. com/
63. Create basic document
existing files.
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64. Share and collaborate in real time. ~
Google Docs
Share this document
Invite people
) as collaborators
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This document
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is currently
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Collaborators may edit the document and
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invite
]Invite collaborators/
Choose who can access your documents :
Just enter the email addresses of the people with whom you
want to share a given document and send them an invitation.
65. Safely store and organize your work. ~
Google Docs
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✓Organize your documents.
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66. Control who can see your documents. ~
Google Docs
Publish this document
This document is published on the web.
Your document ispublicly viewable at: http://docs.goagle.com/Doc?id=abc123def456ghi
[] Automatically re-publish when changes are made
Re-publish document ]/ Stop publishing[
Publish your work as a web page.
Control who can see your pages.
Post your documents to your blog.
.Publish within your company or group.
