The document discusses mail handling and different methods of communication. It introduces the difference between internal and external mail, as well as factors that determine the best communication method like speed, cost, and confidentiality. It then describes common equipment in a mailroom like franking machines and date stamps. The document also covers advantages and disadvantages of different communication methods like email, voicemail, and fax.

1. Unit 2D Mail Handling

2. Aims of Lesson 1 Introduction to Unit 2D Mail Handling Internal/External mail What factors affect the method of mail chosen Equipment in a Mailroom

3. Internal/External Mail Internal Mail Any mail that is send between employees working for the same company Memos Reports Notices Forms Email External Mail Any mail that is send between people outwith an organisation Letters Fax Email Courier service

4. What Determines the Mail Method Chosen How quickly the message needs to get there The size of the document Confidentiality The value of the information Cost of sending the mail Position of the person sending the message ICT equipment available

5. Equipment Used in Mailroom Franking Machine A machine used to print a postal impression on a letter, instead of manually sticking stamps Electronic Postal Scales Weighs a package and automatically calculates the postal charge Date Stamp Used to stamp the date of receipt on incoming mail

6. Aims of Lesson 2 Last Lesson Introduction to Unit 2D Mail Handling Internal/External mail What factors affect the method of mail chosen Equipment in a Mailroom Today’s Lesson Email Advantages Disadvantages Voicemail Advantages Disadvantages

7. Email Electronic mail is where you send messages to other people using an electronic mailbox Advantages Message goes instantaneously Send to more than 1 person Add attachments Change priority Add a receipt Have an address book Disadvantages May need to train staff Equipment may be broken Receiver may not check mail Viruses and SPAM mail A less formal method

8. Voicemail If a person is being phoned but is unavailable they may invite the caller to leave a message Advantages You don’t miss important messages Disadvantages May get message a day late You have to pay to listen to it

9. Aims of Lesson 3 Last Lesson Introduction to Unit 2D Mail Handling Internal/External mail What factors affect the method of mail chosen Equipment in a Mailroom Email Advantages Disadvantages Voicemail Advantages Disadvantages Today’s Lesson Fax How should different types of communication be sent? Complete revision questions on forum

10. Fax A facsimile (fax) is used to send exact copies of documents at very high speeds over phone lines to anywhere in the world All fax machines can receive and transmit messages Most companies have a separate phone number for faxes

11. Method of Communication? Speed not important Create good impression Royal Mail External Sending information to a new customer Safeguard document Speed Courier External A legal document required urgently at court Send to numerous people Speed Email or Memo Internal Message to employees to cancel meeting Speed Cost not an issue Fax (marked urgent) External Urgent letter to a supplier Reason Method? Internal/External Communication?