Transcript No Slide Title

This is the prescribed textbook for your course
AVAILABLE NOW AT YOUR CAMPUS BOOKSTORE
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–1
Chapter 1
Mail and e-mail
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–2
Benefits of e-mail
 Immediate response
 No dictation
 Attach documents
 World-wide coverage
 No interruption
 Same e-mail address
 Schedule meetings
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–3
How to use e-mail
Figure 1.1
View of how to use e-mail
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–4
Types of mailboxes
 Standard mailboxes
 Inbox
 Outbox
 Sent mail/sent items
 Deleted items
 Drafts
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–5
Mailboxes
Figure 1.4
Mailboxes
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–6
E-mail etiquette
 Check e-mail every day
 Don’t send private messages
 Use good English
 Keep business e-mail concise
 Keep the tone polite
 Don’t use all caps
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–7
Some useful e-mail features
 Address book
 Distribution lists
 Nicknames
 Copy of sent items
 Bulk e-mail
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–8
Attaching files to e-mail
 Paper clip icon
 Small/large files
 Zip (compressed) files
 Groups of files
 Save disk space
 WinZip information
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–9
Security measures
 Backup
 Suspicious e-mail
 Passwords
 Avoiding computer viruses
 Credit cards
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–10
Spam (junk e-mail)
 Never reply to spam
 Don’t advertise your address
 Newsgroups
 Don’t supply your address
 Use a spam filter
 Don’t buy spam products
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–11
Other forms of electronic mail
 Facsimiles
 Australia Post’s Fax Post
 EDI Post
 Lettergram Compulink
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–12
Equipment for handling mail
 Computer system  Date stamp
 Stapler, pens,
 Pigeonholes
pencils
 Packaging
 Folders
 Electronic




Tray—incoming
Tray—outgoing
Weigh scales
Charges booklet
equipment
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–13
Processing incoming mail
1.
2.
3.
4.
5.
6.
7.
8.
E-mail
Courier delivery
Express post
Messenger post
“Urgent” letters
Certified mail
Security post
Registered post
9.
10.
11.
12.
13.
14.
15.
16.
COD mail
Private mail
Airmail letters
Routine mail
Parcels
Magazines
Newspapers
Advertising
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–14
Opening mail
 Open and record
 Distribute unopened
 Opened in error
 Damaged when opening
 Check contents carefully
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–15
Distributing mail
 Sort
 Dispatch promptly
 Priority order
 Inter-office mail
 Circulation slips
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–16
Inter-office envelopes
Figure 1.9
Inter-office envelopes
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–17
Circulation slips
Figure 1.10
Circulation slip
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–18
Damaged/suspicious items
 Badly packed goods
 Damage from liquids
 Contents missing
 Suspicious mail
 Prohibited items
 Unsolicited mail
 Incorrectly addressed mail
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–19
Outgoing mail
 Important task
 Corporate image
 Document appearance
 Matching envelopes
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–20
Prepare for dispatch
 Publicise dispatch time
 Check for signatures
 Check for address
 Fold documents correctly
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–21
How to fold letters
Figure 1.12
The correct way to fold letters by hand
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–22
How to address an envelope
Figure 1.14
The correct methods for addressing envelopes to be sent by Australia Post
Courtesy of Australia Post
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–23
How to address an envelope
Figure 1.14
(continued)
Courtesy of Australia Post
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–24
Packets and parcels
 Padded bags
 Tough bags
 Expandable tough bags
 Mailing boxes
 Special purpose products
 Mailing tubes and accessories
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–25
Australia Post products
Figure 1.8
Methods used for receiving and sending mail via Australia Post
Courtesy of Australia Post
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–26
International post
 EMS International Courier
 Express Post International
 Airmail
 Economy Air
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–27
Franking machines
 Large volumes at great speed
 Security
 Record of costs
 Processed quickly
 Regular service
 Check date and amount
 Check credit left
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–28
Valuable items
 Security post
 Certified mail
 Registered post
 Delivery confirmation
 Person to person
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–29
Bulk mail
 Save money
 Regular or off-peak
 Sort using letter gauge
 Postcode order
 Bundle up and label
 Lodge a mailing statement
 Print post and advertising
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–30
Prohibited articles
 Explosives
 Poisons
 Flammable
liquids
 Flammable
solids
 Radio-active
material
 Oxidising
materials
 Compressed
gas
 Corrosives
 Offensive
materials
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–31
Urgent and same day mail
 Electronic mail
 Fax
 E-mail
 Messenger Post
 Australia Post
 Private messenger service
 Courier service
 Bus service in rural areas
Copyright © 2004 McGraw-Hill Australia Pty Ltd
PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns
Slides prepared by June Breheny
1–32