文秘英语 Unit 3 File ManagementWord文档下载推荐.docx
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文秘英语 Unit 3 File ManagementWord文档下载推荐.docx
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ActivityTwoCoreSentences
ZhangHongmeetsRossGreen,theofficeadministrator,anddiscussesfilinginstructionswithher.Belowaresomecoresentencesoffilinginstructions.Readthemaloudandtrytolearnthembyheart.
1.Pleasefilethereportformeandmakea“forreferenceonly”stamponthecover.
2.PleasefileallthelettersfromMr.Smithundertheletter“S”.
3.Youcanalsokeepthedocumentsineachfileinchronologicalorder.
4.Theruleof“onecustomer—onefile”requiressecretariestofilelettersfromonecustomerinthesamefile.
5.Eachfileshouldbenamedclearly,eitherinblockcapitalsorinboldfacedcapitals.
1.请替我把这个报告归档,并在报告封面上作个”仅供参考”的标记。
2.请将史密斯先生所有的来信都归档在字母S下面。
3.你也可以按照年月日顺序将这些文件排列归档。
4.”一户一档”规则要求秘书将同一客户的信件归在同一档案中。
5.每个档案名称要用印刷体大写字母或者黑体大写字母书写清楚。
SessionTwoListening
Thissessionistoprovideyouwithsomelisteningactivitiesregardingsecretarialpractice.Therearetwoactivitiesinthissession:
fiveshortdialoguesinoneactivityandonepassageintheother.
ActivityOneShortDialogues
Thisactivityistocheckyourabilitytounderstandfiveshortdialogues.Aftereachdialogue,thereisarecordedquestion.Boththedialoguesandquestionswillbespokentwice.Whenyouhearaquestion,youshoulddecideonthecorrectanswerfromthefourchoicesmarkedA),B),C),andD)giveninthecoursebook,andthenchoosethecorrectanswer.Beforeyoulistentothedialogues,firsthaveaquicklookatthefollowingwords,whichmightbehelpful.
1.HowwillMissZhangfilethedocuments?
A.Inalphabeticalorder.B.Inchronologicalorder.
C.Bysubject.D.Ingeographicalorder.
2.Accordingtothedialogue,whichfilingequipmentcannotbeused?
A
B
C
D
3.Whataretheytalkingabout?
A.Letters.B.Eggs.
C.Tea.D.Files.
4.Whatdodifferentcoloredfoldersindicate?
A.Tasks.B.Customers.
C.Departments.D.Subjects.
5.Whycouldn’ttheladyfindthedocumentsfromMr.Wang?
A.Becauseshedidn’tusethe“onecustomer—onefile”rule.
B.BecauseMr.Wangwasnotinthefile.
C.BecausethefilewastakenoutbyRainbowCompany.
D.Becauseshewenttothewrongfile.
ActivityTwoAShortPassage
Inthisactivity,youwillheararecordedpassage.Thepassageisprintedbelow,butwithsomewordsorphrasesmissing.Thepassagewillbereadthreetimes.Forthefirstreading,youshouldtrytogetthemainideaofthepassage.Duringthesecondreading,youarerequiredtoputthemissingwordsinthenumberedblanksaccordingtowhatyouhaveheard.Thethirdreadingisforyoutocheckyouranswer.Beforeyoulistentothepassage,firsthaveaquicklookatthefollowingwords,whichmightbehelpful.
E-filing
Nowadays,manyofficesrequireinformationtobefiledquicklyandbe6easilyatalltimes.Thuselectronicfilinghasbecomevery7duetoscientificdevelopments.Thesedevelopmentsintheofficehavebroughtaboutchangesforsecretaries.Much8andtediousworkformerlyperformedbyhandcannowbedonebycomputeratincrediblespeed.Theuseofelectronicfilingisalsoanimportantstepto9paperlessmanagement.Althoughmanyfilesarenowstoredincomputerdiscs,forsomeofficesa“hardcopy”isstillconsidered10forparticularsituations.
SessionThreeReading
ActivityOneChoosingaHeading
Alistofheadingsisgivenbelow.Readthepassagesquickly,andchooseanappropriateheadingforeach.
Headings:
A.WhatShouldBeFiled?
B.HowOftenShouldFilingBeDone?
C.FilingEquipment
D.KindsofFiles
1.______________________
Itdependsonhowbusytheofficeis.Inverybusyorganizations,filingisdoneatleasteveryday.Inasmallorlessbusyoffice,filingcanbedoneonceortwiceaweek.
2.______________________
Toolsthatsecretariesuseinsortingoutdocumentsrangefromsmallinstrumentssuchaspaperclips,officepinsandstaplerstobigmachinessuchasphotocopiers,printersandpapershredders.
3.______________________
Documentstakenoutveryoftenareusuallykeptinclipfolders;
otherwisetheyareoftenkeptinleverarchfiles.Besides,suspensionfilesarealsousedfordifferentpurposes.
4.______________________
Secretariesneedtofiledocumentsthataresenttoorreceivedfromotherorganizations.Thesedocumentscanbeletters,reports,financialrecords,policydocuments,etc.
ActivityTwoEffectiveFiling
Learninghowtosetupandmanagefilingsystemsandfilingtipscanhelpyoumakeyourfilingfasterandmoreefficient.Belowisapassagebyaprofessionalsecretaryonthisissue.Trytoanswerthefollowingquestionsafteryoufinishthefirstreading.
Questionsonthepassage:
1.Sinceyouknowwhereyouwillnaturallylookforinformation,whatdoyouhavetodo?
2.Whyshouldyoubuysomethingtocontaintwicethefilesyouthinkyouwillhave?
3.Whydosomesecretariesusecoloredhangingfolders?
EffectiveFiling
Whetheryouworkinabigorsmallbusinesscompany,asasecretary,youneedtobeabletooperateatyourdeskquicklyandeasily.Documentmanagementisarelativelyeasytaskthatcanbemadeeasierbyafewfilingtips.
1.Sitatyourdeskforafewminutesandfigureoutwhereyouwilllookforthings.
Ihaveadrawertotherightofmydesk.WhenIfirstsetupmyfilingsystem,Ididn’thaveanythinginit.WhenIlookedforstamps,paperclipsormystapler,itwasthefirstplaceIwouldlook,eventhoughIknewitwasempty.SonaturallyIputthestamps,paperclipsandthestaplerinthatdrawer.Forme,itwasthenaturalhomeforthoseitems.Everyoneapproachesthisdifferently:
whatworksforonemaynotworkforanother.
2.Nowthatyouknowwhereyouwillnaturallylookforinformation,youmustdecidewhetheranalphabetical,numericalorsubjectfilingsystemwillworkbestforyou.
Doyousearchforthingsaccordingtotheclient’sname?
Thecategory?
Byreferencenumber?
Thisisacriticalstep,asitwilldeterminehowyouwilllayoutyourfilingsystem.Dothisbeforeyoubuyanythingforyourfilingsystem.
3.Next,roughlydetermineyourstorageneeds.
Doyouhavealargenumberoffilesthatyouaccessonadailybasis?
Doyouonlyaccessyourfilesweekly?
Theanswerswilldetermineifyouneedadesktopfileholder,atwo-drawerfilingcabinetorafour-drawerfilingcabinet.Allowforgrowthwhenlookingatfilingcabinetsandbuysomethingtocontaintwicethefilesyouthinkyouwillhave.Thiswilllimitthenumberoftimesyouwillhavetoreorganizeyourfilingsystem.
4.Investinagoodlabelingsystemforclarityandeasyaccess.
Clarityinlabelingwillsaveyoumorefilingtimethanyoucanimagine.Mostcompaniescanprovidesamplesthatputtogetherthemostpopularwordprocessingsoftware.
5.Nowyouarereadytobuyfilefolders.
Thebestinvestmentisusuallytobuycoloredhangingfoldersandplainfilefoldersforthefilingsystem.Secretariesusecoloredhangingfoldersfortworeasons:
(1)easilyavailableand
(2)easeofrecognitionforcategories.Forexample,alltheclientfilesareinyellowhangingfolders,bluefolderscontainfinancialinformationandredisformarketing.
stamp印章
alphabetical按字母的
numerical数字的
category分类
determine决定
layout布局
roughly粗略地
access存取(计算机文件)
clarity清楚
hangingfolder挂式文件夹
available可以得到的
recognition识别
financial财务的
Ifyoufeelitdifficulttounderstandthepassage,readthefollowingnotes,andtrytowatchthevideotutorialswherethetutorwillgiveyouadetailedexplanationofthewholepassage.ThevideotutorialscanbeaccessedontheInternetat.
Notes
1.Documentmanagementisarelativelyeasytaskthatcanbemadeeasierbyafewfilingtips.
通过使用一些文档处理的技巧,可以使相对简单的文件管理变得更加简单。
后面分句中的byafewfilingtips是方式状语,修饰定语从句中的madeeasier。
2.WhenIlookedforstamps,paperclipsormystapler,itwasthefirstplaceIwouldlook,eventhoughIknewitwasempty.
当我要找印章、回形针或者我的订书机的时候,即使我明知(右边的)那个抽屉是空的,我也常常首先去那个抽屉找。
句中,would表示习惯性动作,可以理解为“常常”。
3.Nowthatyouknowwhereyouwillnaturallylookforinformation,youmustdeterminewhetheranalphabetical,numericalorsubjectfilingsystemwillworkbestforyou.
你既然知道自己自然会去哪里寻找文件信息,就必须确定哪种文档系统更适合你:
是按字母顺序,还是按数字顺序,或是按主题顺序?
句中nowthat相当于since,引导让步状语从句。
4.Thisisacriticalstep,asitwilldeterminehowyouwilllayoutyourfilingsystem.
这一步非常重要,因为它会确定你将如何对你的文档系统进行布局。
句中,critical本意是“挑剔的,批评的,决定性的”,这里应理解为“重要的,关键的”。
再如:
Ourcompanyhascometoacriticalmomentnow.我们公司现在到了紧要关头。
5.Doyouhavealargenumberoffilesthatyouaccessonadailybasis?
你是不是每天要使用很多文件?
句中access是动词,本意是“存取”,这里可以理解为“使用”。
access也可以作名词,如文章第四点提到的easyaccess,可以理解为“容易存取”。
onadailybasis比较正式,相当于everyday。
此类短语还有onaweeklybasis(每周),onaregularbasis(经常)。
ActivityThreeWorkingwithWords
Completethefollowingsentenceswithappropriatewordsorexpressionsinthebox.Ea
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