Chapter 7Processing Mail
Processing Mail Topic Outline
Handling E-Mail Handling Traditional Incoming Mail Handling Outgoing Domestic Mail Using Office Equipment International Mail
Handling E-Mail
TIPS FOR HANDLING E-MAIL
E-MAIL ETIQUETTE
ETHICAL ISSUES REGARDING E-MAIL
E-Mail—Tips
Check messages frequently Respond to messages immediately Sort and delete messages regularly
E-Mail—Etiquette/Netiquette
Never send anything you don’t want made public Address receiver by name in opening sentence Reread message before sending Use spell-checker Keep message concise
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
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
E-Mail—Ethical Issues (continued)
Employees’ concerns include Privacy issues
Long hours at work and need to communicate with others outside company
Handling Traditional Incoming Mail
SORTING MAIL
OPENING MAIL
READING AND ANNOTATING MAIL
PRESENTING MAIL
ANSWERING MAIL IN THE MANAGER’S ABSENCE
Handling Traditional Incoming Mail—Sort
Sort by groups:Mail sent with urgencyLetters, including bills and statementsInteroffice mailPersonal mailNewspapers and periodicalsBooklets, catalogs, etc.Packages
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
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
Read and Annotate Mail (continued)
AnnotateUse small handwritingMake notes brief
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
Answer Mail in Manager’s Absence
Abide by manager’s preference
Typically, if only gone one or two days, set mail aside
If 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
Handling Outgoing Domestic Mail
FORMATS
DANGEROUS GOODS
Handling Outgoing Domestic Mail
Steps in preparing items Review documents for signatures and enclosures
Verify inside address with envelope address
Determine most accurate way of mailing item if needed
Presort mail
Outgoing mail divided into two classes Domestic
International
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
Using Office Equipment
POSTAGE METERS
POSTAL SCALES
POSTAGE PRICE CALCULATION
FACSIMILE (FAX) MACHINE
SCANNERS
PHOTOCOPIERS
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
Office Equipment—Postage Scales
Show weight and amount of postage required
Office Equipment—Postage Price Calculation
Use postage calculation link on USPS Web site From Web site, print postage
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
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
Office Equipment—Fax (continued)
Tips to establish guidelines—determine If message is appropriate for faxing
If document is delivered by fax, type an appropriate notation on line below signature, such as “By fax”
Appropriate cover sheet
Guidelines for maintaining confidentiality
How misdirected messages will be reported
Office Equipment—Scanners
Used to input text and photographs Common types are
Flatbed
Sheetfed
Photo
Portable
Office Equipment—Photocopiers
Copier-based Printer-based All-in-one Size/purpose according to workgroup needs
Personal Small to mid-size Department Production
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
International Holidays and Mail Services
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 out country’s schedule of holidaysUse Internet and access search tools for current
list of holidays
Top Related