Workplace Mail and Copying OST 289

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