Chapter 16

© 2013 Cengage Learning. All Rights Reserved. Procedures & Theory for Administrative Professionals, 7e

C H A P T E R 16SLIDE 1

1 Handling Mail

2 Office Equipment and Green Practices

16C H A P T E R

Workplace Mail and Copying



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



USPS Domestic Mail Classifications

●Express Mail

●Priority Mail

●First-Class Mail

●Parcel Post

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USPS International Mail Classifications

Global Express Guaranteed Express Mail International Priority Mail International First-Class Mail International


C H A P T E R 16

Certified Mail Certificate of Mailing Delivery Confirmation Return Receipt

Signature Confirmation Restricted Delivery Insurance Registered Mail

SLIDE 5

USPS Special Services



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



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



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



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.



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.



Office Copiers

●Low-, mid-, and high-volume

●Common copier features● Reduction and enlargement● Duplex● Automatic document feeder● Editing features● Finishing features

Other features to consider: wireless, energy-saving, and multifunction capabilities.



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.



Etiquette Considerations

●Put away supplies.

●Destroy unusable copies.

●Leave the work area neat.

●Return the copier to standard settings.



Shredders

●Becoming more common in offices

●Features● Safety sensors● Low noise

operation● Jam reductions● Energy savings

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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.

Chapter 16

Documents

Transcript of Chapter 16