1. 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 This is the prescribed textbook for your course AVAILABLE NOW AT YOUR CAMPUS BOOKSTORE

2. 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 Chapter 1 Mail and e-mail

3. 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 Benefits of e-mail Immediate response No dictation Attach documents World-wide coverage No interruption Same e-mail address Schedule meetings

4. 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 How to use e-mail Figure 1.1View of how to use e-mail

5. 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 Types of mailboxes Standard mailboxes Inbox Outbox Sent mail/sent items Deleted items Drafts

6. 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 Mailboxes Figure 1.4Mailboxes

7. 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 E-mail etiquette Check e-mail every day Dont send private messages Use good English Keep business e-mail concise Keep the tone polite Dont use all caps

8. 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 Some useful e-mail features Address book Distribution lists Nicknames Copy of sent items Bulk e-mail

9. 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 Attaching files to e-mail Paper clip icon Small/large files Zip (compressed) files Groups of files Save disk space WinZip information

10. 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 Security measures Backup Suspicious e-mail Passwords Avoiding computer viruses Credit cards

11. 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 Spam (junk e-mail) Never reply to spam Dont advertise your address Newsgroups Dont supply your address Use a spam filter Dont buy spam products

12. 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 Other forms of electronic mail Facsimiles Australia Posts Fax Post EDI Post Lettergram Compulink

13. 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 Equipment for handling mail Computer system Stapler, pens, pencils Packaging Folders Electronic equipment Date stamp Pigeonholes Trayincoming Trayoutgoing Weigh scales Charges booklet

14. 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 Processing incoming mail 1.E-mail 2.Courier delivery 3.Express post 4.Messenger post 5.Urgent letters 6.Certified mail 7.Security post 8.Registered post 9.COD mail 10.Private mail 11.Airmail letters 12.Routine mail 13.Parcels 14.Magazines 15.Newspapers 16.Advertising

15. 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 Opening mail Open and record Distribute unopened Opened in error Damaged when opening Check contents carefully

16. 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 Distributing mail Sort Dispatch promptly Priority order Inter-office mail Circulation slips

17. 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 Inter-office envelopes Figure 1.9Inter-office envelopes

18. 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 Circulation slips Figure 1.10 Circulation slip

19. 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 Damaged/suspicious items Badly packed goods Damage from liquids Contents missing Suspicious mail Prohibited items Unsolicited mail Incorrectly addressed mail

20. 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 Outgoing mail Important task Corporate image Document appearance Matching envelopes

21. 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 Prepare for dispatch Publicise dispatch time Check for signatures Check for address Fold documents correctly

22. 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 fold letters Figure 1.12The correct way to fold letters by hand

23. 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 1.14The correct methods for addressing envelopes to be sent by Australia Post Courtesy of Australia Post

24. 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 How to address an envelope Figure 1.14(continued) Courtesy of Australia Post

25. 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 Packets and parcels Padded bags Tough bags Expandable tough bags Mailing boxes Special purpose products Mailing tubes and accessories

26. 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 Australia Post products Figure 1.8Methods used for receiving and sending mail via Australia Post Courtesy of Australia Post

27. 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 International post EMS International Courier Express Post International Airmail Economy Air

28. 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 Franking machines Large volumes at great speed Security Record of costs Processed quickly Regular service Check date and amount Check credit left

29. 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 Valuable items Security post Certified mail Registered post Delivery confirmation Person to person

30. 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 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

31. 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 Prohibited articles Explosives Poisons Flammable liquids Flammable solids Radio-active material Oxidising materials Compressed gas Corrosives Offensive materials

32. 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 Urgent and same day mail Electronic mail Fax E-mail Messenger Post Australia Post Private messenger service Courier service Bus service in rural areas