Incoming and Outgoing Mail Flashcards
What is a private email system that connects employees’ computers together?
intranet
What do you click on to access commercial email
system?
icon
What additional options are available with sending an email?
urgent, acknowledge, cancel
When sending an email, what information is filled in automatically by operating system?
sender’s email address/ “From:”, date, time
Why do we need mail?
to send information and/or items between locations
What types of information/items do companies need to
distribute?
written and voice messages, packages, product, and cash
What are the ways we distribute written information?
letter mail, email, bulletin boards, fax, sticky notes, logs
What are the ways we distribute voice information?
phone, voice mail, electronic assistants, IVR, digital records
What are the private local couriers?
messenger: bike messengers, employee
courier: dynamex, corporate couriers
What are the ways we distribute product by land?
truck, train, bus, car/van
What are the ways we distribute product by sea or air?
shipping containers, and cargo carriers (plane, helicopter)
What are ways we distribute cash?
bank transactions(deposits, withdrawals), cheques(issued by person or co), wired funds(instructions to bank), electronic transfers(internet)Western Union/Moneygram
What information do you see on an incoming email message?
sender, subject, date and time, CCs, priority, message content, BCC?
What are available options for handling incoming emails?
reply(edit title, reply all), forward, delete, print, file,
storage folder, USB stick
What should you proofread for clarity in email?
spelling, grammar, tone, content
What are the risks of communicating via email?
unedited subject becomes unclear, too much content, quick-easy to overlook errors, meaning is lost (typing speed=thinking, privacy exposure
How does incoming mail need to be handled?
stamped or logged, purged, distributed, responded
How should you prioritize mail?
cheques, contracts, bills, statements, correspondence, and publications: Newsletters, Journals, etc.
Which do you need to identify sender?
when envelope is marked private and confidential
How is mail color coded?
urgent-red, signature/approval-yellow, review/reports-green, and miscellaneous-brown, reference-blue
How does outgoing mail need to be handled?
addressed, postage added, logged, senokt
What services are available for outgoing mail?
registered mail(tracking, security), priority courier(speed, insurance), xpresspost(speed, tracking, confirmation), courier, COD
What types of information are available at postal service websites?
postal rates, types of services, tracking information, postal codes
What are risks of distribution of information/items?
insufficient information to deliver, dangerous goods, insufficient postage
What is IVR and what is its purpose?
Interactive voice response is an automatic answering service that plays a variety of announcements and responds after a predefined number of rings
