Chapter 7: Processing Mail

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