Incoming and Outgoing Mail

Question 1

What is a private email system that connects employees’ computers together?

Answer 1

intranet

Question 2

What do you click on to access commercial email

system?

Answer 2

icon

Question 3

What additional options are available with sending an email?

Answer 3

urgent, acknowledge, cancel

Question 4

When sending an email, what information is filled in automatically by operating system?

Answer 4

sender’s email address/ “From:”, date, time

Question 5

Why do we need mail?

Answer 5

to send information and/or items between locations

Question 6

What types of information/items do companies need to

distribute?

Answer 6

written and voice messages, packages, product, and cash

Question 7

What are the ways we distribute written information?

Answer 7

letter mail, email, bulletin boards, fax, sticky notes, logs

Question 8

What are the ways we distribute voice information?

Answer 8

phone, voice mail, electronic assistants, IVR, digital records

Question 9

What are the private local couriers?

Answer 9

messenger: bike messengers, employee
courier: dynamex, corporate couriers

Question 10

What are the ways we distribute product by land?

Answer 10

truck, train, bus, car/van

Question 11

What are the ways we distribute product by sea or air?

Answer 11

shipping containers, and cargo carriers (plane, helicopter)

Question 12

What are ways we distribute cash?

Answer 12

bank transactions(deposits, withdrawals), cheques(issued by person or co), wired funds(instructions to bank), electronic transfers(internet)Western Union/Moneygram

Question 13

What information do you see on an incoming email message?

Answer 13

sender, subject, date and time, CCs, priority, message content, BCC?

Question 14

What are available options for handling incoming emails?

Answer 14

reply(edit title, reply all), forward, delete, print, file,

storage folder, USB stick

Question 15

What should you proofread for clarity in email?

Answer 15

spelling, grammar, tone, content

Question 16

What are the risks of communicating via email?

Answer 16

unedited subject becomes unclear, too much content, quick-easy to overlook errors, meaning is lost (typing speed=thinking, privacy exposure

Question 17

How does incoming mail need to be handled?

Answer 17

stamped or logged, purged, distributed, responded

Question 18

How should you prioritize mail?

Answer 18

cheques, contracts, bills, statements, correspondence, and publications: Newsletters, Journals, etc.

Question 19

Which do you need to identify sender?

Answer 19

when envelope is marked private and confidential

Question 20

How is mail color coded?

Answer 20

urgent-red, signature/approval-yellow, review/reports-green, and miscellaneous-brown, reference-blue

Question 21

How does outgoing mail need to be handled?

Answer 21

addressed, postage added, logged, senokt

Question 22

What services are available for outgoing mail?

Answer 22

registered mail(tracking, security), priority courier(speed, insurance), xpresspost(speed, tracking, confirmation), courier, COD

Question 23

What types of information are available at postal service websites?

Answer 23

postal rates, types of services, tracking information, postal codes

Question 24

What are risks of distribution of information/items?

Answer 24

insufficient information to deliver, dangerous goods, insufficient postage

Question 25

What is IVR and what is its purpose?

Answer 25

Interactive voice response is an automatic answering service that plays a variety of announcements and responds after a predefined number of rings