This document discusses office equipment and procedures for handling mail and copying in a workplace. It covers: 1) Proper procedures for preparing, sorting, and handling outgoing and incoming mail, including using appropriate postage classes and special services. 2) Features and etiquette considerations for using office copiers and shredders. 3) Guidelines for faxing documents securely and confirming transmissions.

1. CHAPTER 16
SLIDE 1
CHAPTER
Workplace Mail
16 and Copying
1 Handling Mail
2 Office Equipment and Green Practices
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

2. CHAPTER 16
SLIDE 2
Preparing 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. CHAPTER 16
SLIDE 3
USPS Domestic Mail
Classifications
 Express Mail
 Priority Mail
 First-Class Mail
 Parcel Post
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© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

4. CHAPTER 16
SLIDE 4
USPS International Mail
Classifications
 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. CHAPTER 16
SLIDE 5
USPS 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. CHAPTER 16
SLIDE 6
Private 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. CHAPTER 16
SLIDE 7
Handling 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. CHAPTER 16
SLIDE 8
Open, 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. CHAPTER 16
SLIDE 9
Handle 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. CHAPTER 16
SLIDE 10
Handle Mail During the
Executive’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. CHAPTER 16
SLIDE 11
Office 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. CHAPTER 16
SLIDE 12
Etiquette 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. CHAPTER 16
SLIDE 13
Etiquette 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. CHAPTER 16
SLIDE 14
Shredders
 Becoming more
common in offices
 Features
● Safety sensors
● Low noise
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operation
● Jam reductions
● Energy savings
© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

15. CHAPTER 16
SLIDE 15
Fax 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