Chapter 7: Processing Mail
- 2. Processing Mail Topic Outline Handling E-Mail Handling Traditional Incoming Mail Handling Outgoing Domestic Mail Using Office Equipment International Mail
- 3. TIPS FOR HANDLING E-MAIL E-MAIL ETIQUETTE Handling E-Mail ETHICAL ISSUES REGARDING E-MAIL
- 4. E-Mail—Tips Check messages frequently Respond Sort to messages immediately and delete messages regularly
- 5. E-Mail—Etiquette/Netiquette Never send anything you don’t want made public Address Reread Use receiver by name in opening sentence message before sending spell-checker Keep message concise
- 6. E-Mail--Etiquette (continued) Use capital letters sparingly Include original message in replies or forwarded messages to eliminate need to summarize what has been written Always get writer’s permission before forwarding or posting e-mail message Post only messages pertinent to members of group
- 7. E-Mail—Ethical Issues Employers have reasons for monitoring employees’ computer activity Maintain organization’s reputation Improve employee productivity Increase security Prevent employee disclosure of trade secrets/other confidential information
- 8. E-Mail—Ethical Issues (continued) Employees’ Privacy Long concerns include issues hours at work and need to communicate with others outside company
- 9. SORTING MAIL OPENING MAIL READING AND ANNOTATING MAIL Handling Traditional Incoming Mail PRESENTING MAIL ANSWERING MAIL IN THE MANAGER’S ABSENCE
- 10. Handling Traditional Incoming Mail—Sort Sort by groups: Mail sent with urgency Letters, including bills and statements Interoffice mail Personal mail Newspapers and periodicals Booklets, catalogs, etc. Packages
- 11. Handling Traditional Incoming Mail—Open Mail Assemble supplies: Opener, date stamp, paper clips, tickler file, To Do list, and pencils If envelope opened by mistake, seal and write “Opened by mistake” and initial; then distribute to addressee Establish preferences for handling “Personal and Confidential” mail with manager
- 12. Handling Traditional Incoming Mail— Read and Annotate Know what manager wants: Does he/she want you to underline key words and dates, and write marginal notes? Keep alert to things that Contain date of appointment Mention report being mailed separately Confirm phone conversation Request decision that cannot be made until additional information is obtained
- 13. Read and Annotate Mail (continued) Annotate Use small handwriting Make notes brief
- 14. Handling Traditional Incoming Mail— Present Mail Process mail quickly Place urgent mail on top and least urgent items on bottom Protect manager’s privacy Place mail so it is not visible to others Place confidential items in large envelope or folder
- 15. Answer Mail in Manager’s Absence Abide by manager’s preference Typically, If if only gone one or two days, set mail aside urgent correspondence, call or e-mail manager Organize business mail in folders Forward mail that requires immediate action to person designated Respond to letters you can answer
- 17. Handling Outgoing Domestic Mail Steps in preparing items Review Verify documents for signatures and enclosures inside address with envelope address Determine Presort most accurate way of mailing item if needed mail Outgoing mail divided into two classes Domestic International
- 18. Handling Traditional Outgoing Mail— Dangerous Goods Prohibited from being mailed both domestically and to points outside of United States Articles or substances listed could be dangerous to postal workers and postal equipment, or could damage other mail Explosives Flammable items Radioactive materials Gases, oxidizers, organic peroxides Corrosives Toxic and infectious substances Asbestos, air bags, dry ice
- 19. POSTAGE METERS POSTAL SCALES POSTAGE PRICE CALCULATION Using Office Equipment FACSIMILE (FAX) MACHINE SCANNERS PHOTOCOPIERS
- 20. Office Equipment—Postage Meters Postage added automatically to envelope or package Advantages Mail need not be canceled or postmarked by post office Sent directly for sorting Allows receiver to track actual time, date, and place where processing occurred May be dispatched slightly sooner than mail that must be canceled at post office Convenience of not using stamps Apply exact postage needed
- 21. Office Equipment—Postage Scales Show weight and amount of postage required
- 22. Office Equipment— Postage Price Calculation Use postage calculation link on USPS Web site From Web site, print postage
- 23. Office Equipment—Fax Copies and transmits documents over telephone lines to corresponding remote fax machine To send or receive a fax from your computer, use fax software
- 24. Office Equipment—Fax (continued) General procedures for sending Complete adhesive note or use transmittal form to show contact information of sender and recipient Place document in fax unit (face up or down?) Dial fax number; if sending long-distance, enter LD access code Press Send button
- 25. Office Equipment—Fax (continued) Tips If to establish guidelines—determine message is appropriate for faxing If document is delivered by fax, type an appropriate notation on line below signature, such as “By fax” Appropriate Guidelines How cover sheet for maintaining confidentiality misdirected messages will be reported
- 26. Office Equipment—Scanners Used to input text and photographs Common types are Flatbed Sheetfed Photo Portable
- 27. Office Equipment—Photocopiers Copier-based Printer-based All-in-one Size/purpose according to workgroup needs Personal Small to mid-size Department Production
- 28. Office Equipment— Photocopiers (continued) Tips Copy when you have several items Determine best times to use copier Keep track of monitoring device, such as a card or access code Plan ahead for copying needs Comply with Copyright Act Turn on “Power Down” mode when you have finished
- 30. International Holidays and Mail Services Holidays celebrated each year change from year to year Countries with diverse populations may practice over ten major religions Before mailing or faxing important documents: Check Use out country’s schedule of holidays Internet and access search tools for current list of holidays