文秘英语 Unit 3 File ManagementWord文档下载推荐.docx

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