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Chapter 7
Processing Mail
Processing Mail Topic Outline
 Handling

E-Mail
 Handling Traditional Incoming Mail
 Handling Outgoing Domestic Mail
 ...
TIPS FOR HANDLING
E-MAIL

E-MAIL ETIQUETTE

Handling E-Mail

ETHICAL ISSUES
REGARDING E-MAIL
E-Mail—Tips
 Check

messages frequently

 Respond
 Sort

to messages immediately

and delete messages regularly
E-Mail—Etiquette/Netiquette
 Never

send anything you don’t want made public

 Address
 Reread
 Use

receiver by name ...
E-Mail--Etiquette (continued)
 Use

capital letters sparingly

 Include

original message in replies or forwarded
messag...
E-Mail—Ethical Issues
 Employers

have reasons for monitoring
employees’ computer activity
 Maintain

organization’s rep...
E-Mail—Ethical Issues (continued)
 Employees’
 Privacy
 Long

concerns include

issues

hours at work and need to commu...
SORTING MAIL
OPENING MAIL
READING AND
ANNOTATING MAIL

Handling
Traditional
Incoming Mail

PRESENTING MAIL
ANSWERING MAIL ...
Handling Traditional Incoming Mail—Sort
 Sort

by groups:

 Mail

sent with urgency
 Letters, including bills and state...
Handling Traditional Incoming Mail—Open
Mail
 Assemble


supplies:

Opener, date stamp, paper clips, tickler file, To Do...
Handling Traditional Incoming Mail—
Read and Annotate
 Know

what manager wants:

 Does

he/she want you to underline ke...
Read and Annotate Mail (continued)
 Annotate
 Use

small handwriting

 Make

notes brief
Handling Traditional Incoming Mail—
Present Mail
 Process

mail quickly

 Place

urgent mail on top and least urgent ite...
Answer Mail in Manager’s Absence



Abide by manager’s preference

 Typically,
 If

if only gone one or two days, set m...
FORMATS

Handling
Outgoing
Domestic Mail

DANGEROUS
GOODS
Handling Outgoing Domestic Mail
 Steps

in preparing items

 Review
 Verify

documents for signatures and enclosures

i...
Handling Traditional Outgoing Mail—
Dangerous Goods




Prohibited from being mailed
both domestically and to
points out...
POSTAGE METERS
POSTAL SCALES
POSTAGE PRICE
CALCULATION

Using Office
Equipment

FACSIMILE (FAX)
MACHINE
SCANNERS
PHOTOCOPI...
Office Equipment—Postage Meters
 Postage

added automatically to envelope or

package
 Advantages
Mail need not be cance...
Office Equipment—Postage Scales
 Show

weight and amount of postage required
Office Equipment—
Postage Price Calculation
 Use

postage calculation link on USPS Web site

 From

Web site, print post...
Office Equipment—Fax
 Copies

and transmits documents over
telephone lines to corresponding remote fax
machine

 To

sen...
Office Equipment—Fax (continued)
 General

procedures for sending

 Complete

adhesive note or use transmittal form to
s...
Office Equipment—Fax (continued)

 Tips
 If

to establish guidelines—determine

message is appropriate for faxing

 If
...
Office Equipment—Scanners
 Used

to input text and photographs

 Common

types are

 Flatbed
 Sheetfed
 Photo
 Porta...
Office Equipment—Photocopiers

 Copier-based
 Printer-based
 All-in-one
 Size/purpose

according to workgroup needs

...
Office Equipment—
Photocopiers (continued)
Tips
 Copy

when you have several items
 Determine best times to use copier
...
International
Holidays and
Mail Services
International Holidays and Mail Services
 Holidays

celebrated each year change from
year to year

 Countries

with dive...
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Chapter 7: Processing Mail

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Chapter 7: Processing Mail

  1. 1. Chapter 7 Processing Mail
  2. 2. Processing Mail Topic Outline  Handling E-Mail  Handling Traditional Incoming Mail  Handling Outgoing Domestic Mail  Using Office Equipment  International Mail
  3. 3. TIPS FOR HANDLING E-MAIL E-MAIL ETIQUETTE Handling E-Mail ETHICAL ISSUES REGARDING E-MAIL
  4. 4. E-Mail—Tips  Check messages frequently  Respond  Sort to messages immediately and delete messages regularly
  5. 5. E-Mail—Etiquette/Netiquette  Never send anything you don’t want made public  Address  Reread  Use receiver by name in opening sentence message before sending spell-checker  Keep message concise
  6. 6. E-Mail--Etiquette (continued)  Use capital letters sparingly  Include original message in replies or forwarded messages to eliminate need to summarize what has been written  Always get writer’s permission before forwarding or posting e-mail message  Post only messages pertinent to members of group
  7. 7. E-Mail—Ethical Issues  Employers have reasons for monitoring employees’ computer activity  Maintain organization’s reputation  Improve employee productivity  Increase security  Prevent employee disclosure of trade secrets/other confidential information
  8. 8. E-Mail—Ethical Issues (continued)  Employees’  Privacy  Long concerns include issues hours at work and need to communicate with others outside company
  9. 9. SORTING MAIL OPENING MAIL READING AND ANNOTATING MAIL Handling Traditional Incoming Mail PRESENTING MAIL ANSWERING MAIL IN THE MANAGER’S ABSENCE
  10. 10. Handling Traditional Incoming Mail—Sort  Sort by groups:  Mail sent with urgency  Letters, including bills and statements  Interoffice mail  Personal mail  Newspapers and periodicals  Booklets, catalogs, etc.  Packages
  11. 11. Handling Traditional Incoming Mail—Open Mail  Assemble  supplies: Opener, date stamp, paper clips, tickler file, To Do list, and pencils  If envelope opened by mistake, seal and write “Opened by mistake” and initial; then distribute to addressee  Establish preferences for handling “Personal and Confidential” mail with manager
  12. 12. Handling Traditional Incoming Mail— Read and Annotate  Know what manager wants:  Does he/she want you to underline key words and dates, and write marginal notes?  Keep alert to things that  Contain date of appointment  Mention report being mailed separately  Confirm phone conversation  Request decision that cannot be made until additional information is obtained
  13. 13. Read and Annotate Mail (continued)  Annotate  Use small handwriting  Make notes brief
  14. 14. Handling Traditional Incoming Mail— Present Mail  Process mail quickly  Place urgent mail on top and least urgent items on bottom  Protect manager’s privacy  Place mail so it is not visible to others  Place confidential items in large envelope or folder
  15. 15. Answer Mail in Manager’s Absence  Abide by manager’s preference  Typically,  If if only gone one or two days, set mail aside urgent correspondence, call or e-mail manager  Organize business mail in folders  Forward mail that requires immediate action to person designated  Respond to letters you can answer
  16. 16. FORMATS Handling Outgoing Domestic Mail DANGEROUS GOODS
  17. 17. Handling Outgoing Domestic Mail  Steps in preparing items  Review  Verify documents for signatures and enclosures inside address with envelope address  Determine  Presort most accurate way of mailing item if needed mail  Outgoing mail divided into two classes  Domestic  International
  18. 18. Handling Traditional Outgoing Mail— Dangerous Goods   Prohibited from being mailed both domestically and to points outside of United States Articles or substances listed could be dangerous to postal workers and postal equipment, or could damage other mail  Explosives  Flammable items  Radioactive materials  Gases, oxidizers, organic peroxides  Corrosives  Toxic and infectious substances  Asbestos, air bags, dry ice
  19. 19. POSTAGE METERS POSTAL SCALES POSTAGE PRICE CALCULATION Using Office Equipment FACSIMILE (FAX) MACHINE SCANNERS PHOTOCOPIERS
  20. 20. Office Equipment—Postage Meters  Postage added automatically to envelope or package  Advantages Mail need not be canceled or postmarked by post office  Sent directly for sorting  Allows receiver to track actual time, date, and place where processing occurred  May be dispatched slightly sooner than mail that must be canceled at post office  Convenience of not using stamps  Apply exact postage needed 
  21. 21. Office Equipment—Postage Scales  Show weight and amount of postage required
  22. 22. Office Equipment— Postage Price Calculation  Use postage calculation link on USPS Web site  From Web site, print postage
  23. 23. Office Equipment—Fax  Copies and transmits documents over telephone lines to corresponding remote fax machine  To send or receive a fax from your computer, use fax software
  24. 24. Office Equipment—Fax (continued)  General procedures for sending  Complete adhesive note or use transmittal form to show contact information of sender and recipient  Place document in fax unit (face up or down?)  Dial fax number; if sending long-distance, enter LD access code  Press Send button
  25. 25. Office Equipment—Fax (continued)  Tips  If to establish guidelines—determine message is appropriate for faxing  If document is delivered by fax, type an appropriate notation on line below signature, such as “By fax”  Appropriate  Guidelines  How cover sheet for maintaining confidentiality misdirected messages will be reported
  26. 26. Office Equipment—Scanners  Used to input text and photographs  Common types are  Flatbed  Sheetfed  Photo  Portable
  27. 27. Office Equipment—Photocopiers  Copier-based  Printer-based  All-in-one  Size/purpose according to workgroup needs  Personal  Small to mid-size  Department  Production
  28. 28. Office Equipment— Photocopiers (continued) Tips  Copy when you have several items  Determine best times to use copier  Keep track of monitoring device, such as a card or access code  Plan ahead for copying needs  Comply with Copyright Act  Turn on “Power Down” mode when you have finished
  29. 29. International Holidays and Mail Services
  30. 30. International Holidays and Mail Services  Holidays celebrated each year change from year to year  Countries with diverse populations may practice over ten major religions  Before mailing or faxing important documents:  Check  Use out country’s schedule of holidays Internet and access search tools for current list of holidays

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