unit 2 d mail handling
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TRANSCRIPT
Unit 2D
Mail Handling
2
Aims of Lesson 1
1. Introduction to Unit 2D Mail Handling
2. Internal/External mail
3. What factors affect the method of mail chosen
4. Equipment in a Mailroom
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Internal/External Mail Internal Mail
Any mail that is send between employees working for the same company Memos Reports Notices Forms Email
External Mail Any mail that is send between people outwith an organisation
Letters Fax Email Courier service
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What Determines the Mail Method Chosen
1. How quickly the message needs to get there
2. The size of the document3. Confidentiality4. The value of the
information5. Cost of sending the mail6. Position of the person
sending the message7. ICT equipment available
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Equipment Used in Mailroom
Franking Machine A machine used to print a postal
impression on a letter, instead of manually sticking stamps
Electronic Postal Scales Weighs a package and automatically
calculates the postal charge Date Stamp
Used to stamp the date of receipt on incoming mail
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Aims of Lesson 2
Last Lesson• Introduction to Unit
2D Mail Handling• Internal/External mail• What factors affect
the method of mail chosen
• Equipment in a Mailroom
Today’s Lesson
1. Email1. Advantages
2. Disadvantages
2. Voicemail1. Advantages
2. Disadvantages
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Email Electronic mail is where
you send messages to other people using an electronic mailbox
Advantages Message goes
instantaneously Send to more than 1
person Add attachments Change priority Add a receipt Have an address book
Disadvantages May need to train staff Equipment may be broken Receiver may not check
mail Viruses and SPAM mail A less formal method
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Voicemail
If a person is being phoned but is unavailable they may invite the caller to leave a message
Advantages You don’t miss
important messages
Disadvantages May get message a
day late You have to pay to
listen to it
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Aims of Lesson 3
Last Lesson• Introduction to Unit 2D
Mail Handling• Internal/External mail• What factors affect the
method of mail chosen• Equipment in a Mailroom Email
1. Advantages2. Disadvantages
Voicemail1. Advantages2. Disadvantages
Today’s Lesson Fax How should different types
of communication be sent? Complete revision
questions on forum
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Fax
A facsimile (fax) is used to send exact copies of documents at very high speeds over phone lines to anywhere in the world
All fax machines can receive and transmit messages
Most companies have a separate phone number for faxes
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Method of Communication?
Communication? Internal/External
Method? Reason
Urgent letter to a supplier External Fax (marked urgent)
SpeedCost not an issue
Message to employees to cancel meeting
Internal Email or Memo Send to numerous peopleSpeed
A legal document required urgently at court
External Courier Safeguard documentSpeed
Sending information to a new customer
External Royal Mail Speed not importantCreate good impression