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Administrative Assistant's and Secretary's Handbook Fifth Edition [Mīkstie vāki]

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  • Formāts: Paperback / softback, 560 pages, height x width x depth: 253x178x33 mm, weight: 933 g, 1 Paperback / softback
  • Izdošanas datums: 10-May-2022
  • Izdevniecība: Amacom
  • ISBN-10: 1400241596
  • ISBN-13: 9781400241590
  • Mīkstie vāki
  • Cena: 54,72 €
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  • Formāts: Paperback / softback, 560 pages, height x width x depth: 253x178x33 mm, weight: 933 g, 1 Paperback / softback
  • Izdošanas datums: 10-May-2022
  • Izdevniecība: Amacom
  • ISBN-10: 1400241596
  • ISBN-13: 9781400241590
Administrative jobs have always been demanding, but now the expectations are constantly changing! This comprehensive guidebook is the savior administrative assistants have been looking for.

No day is the same. No hour is the same. Not even the boss’s moods are ever the same! The expectations and duties of the modern-day administrative assistant are higher and more stressful than ever before. From managing the phones, coordinating meetings, and preparing presentations to planning events, crafting clear business communications, and deciphering legal documents, administrative assistants need to be everything to everyone, all the time--and all with a smile! They spend all day helping others. Who is going to help them? Long the gold standard for office professionals seeking to improve their performance and enhance their value to employers, The Administrative Assistant’s and Secretary’s Handbook is the definitive source of help for these true jack-of-all-trades, including information on topics such as: • Creating graphics, charts, and presentations • Microsoft Word, Excel, Outlook, and Publisher • Web conferencing • Electronic and paper filing systems • Recordkeeping • Meeting planning and management • Business math • Computer and software troubleshooting • And much more Extensively updated with new information on Windows 8, Microsoft Office 2013, Apple OS, mobile computing, data security, Google Calendar, Google Drive, Google Docs, and Microsoft Web Applications, this bestselling guide will help these unsung heroes shine in the eyes of all their coworkers.

Preface xix
SECTION ONE GENERAL PROCEDURES
1 Overview for the New Administrative Assistant
3(4)
Why Are You Needed?
3(1)
What Do Employers Want?
3(1)
Interview Tips
4(1)
Your Apprenticeship
5(2)
2 Daily Routine
7(7)
Your Office
7(1)
Your Workstation
7(1)
Office Supplies
8(1)
Reference Works
9(1)
Work Planning
9(1)
Dictation and Transcription
10(2)
Your Employer's Office
12(1)
The Intangibles
12(2)
3 Telephone Usage
14(5)
Telephone Manners
14(1)
Taking and Transferring Calls
14(1)
Taking Messages
15(1)
Screening Calls
15(1)
Protecting Your Employer
15(1)
Courtesy
16(1)
Telephone Etiquette Tips
16(1)
Often-Used Numbers
17(1)
Domestic Information
17(1)
International Long-Distance Calls
17(1)
Voice-Mail Etiquette
17(1)
Answering Services
18(1)
4 Mail Services and Shipping
19(17)
The Office Mail
19(1)
Addressing for Success
19(1)
How to Make Sure Your Mail Gets Through
20(4)
Postal Automation: Encoding for Business Mailers
24(1)
Postage Meters
24(1)
Printing Postage Online
25(1)
Packaging
25(2)
U.S. Postal Service Mail Services
27(2)
Forwarding First-Class and Other Mail
29(1)
Other Special Mail Services
29(2)
Information on the Internet
31(1)
Alternatives to the U.S. Postal Service
32(2)
Other Shipping Services
34(2)
5 Travel Arrangements
36(18)
Today's Business Traveler
36(1)
Getting the Trip Under Way
36(1)
Booking Travel Online
37(1)
Hotel Reservations
37(1)
Transportation Reservations
37(2)
The Itinerary
39(1)
Before-the-Trip Checklist
40(1)
International Travel
40(1)
Time Zones
41(10)
International Currencies
51(3)
6 Meetings
54(10)
Anatomy of a Meeting
54(1)
Types of Corporate Meetings
54(1)
Scheduling Meetings
55(1)
Meeting Agendas
56(1)
Meeting Minutes
56(5)
Conferences
61(3)
7 Time Management
64(4)
Overview of Time Management
64(1)
Controlling Procrastination
64(1)
Maintaining an Activity List
65(1)
Creating Action Plans
65(1)
Keeping a To-Do List
65(1)
Scheduling
66(2)
8 Keeping Accurate Records
68(11)
A Critical Duty
68(1)
Getting Ready
68(1)
Basic Filing Systems
69(4)
File Cabinets
73(1)
Organizing Your Computer Files
73(2)
Backing up Your Files
75(1)
Viewing Files
75(1)
Using Recent Items
76(1)
Using More Than One Computer
76(3)
SECTION TWO OFFICE EQUIPMENT AND COMPUTERS
9 Office Equipment
79(12)
Telephones
79(1)
Voice Mail
80(1)
Special Telephone Services
80(1)
Fax Machines
81(1)
Office Computers
82(2)
Computer Input Devices
84(1)
Computer Output Devices
85(1)
Storage Devices
86(1)
Laptop Computers
87(1)
Tablet Computers
88(1)
Maintaining Your Computer
88(1)
Copy Machines
89(1)
Binding Systems
90(1)
Laminators
90(1)
Overhead Projectors
90(1)
Paper Shredders
90(1)
10 Mobile Computing
91(18)
iPad and iPhone
91(11)
Android
102(7)
11 Using Microsoft Windows
109(26)
Operating Systems
109(1)
How Does Microsoft Windows Work?
109(1)
The Windows 7 Desktop
109(14)
Windows 8
123(12)
12 Using Apple Macintosh
135(6)
Overview of the Apple Macintosh
135(1)
Navigating with Mac OS X
135(1)
Opening and Closing Programs
135(1)
Working with Files
136(2)
Creating an Alias
138(1)
Saving Files
138(1)
Copy, Cut, and Paste
138(1)
Printing
138(1)
Mouse and Keyboard Commands
139(1)
Spotlight Functions
139(1)
Print to PDF
139(1)
Keyboard Shortcuts
139(2)
13 Email
141(16)
Email Accounts
141(1)
Passwords
142(1)
Email Programs
142(2)
Managing Email
144(1)
Sending Attachments
145(2)
Hyperlinks in Email Messages
147(1)
Organizing Your Email
148(1)
Email Address Book
148(1)
Signature Files
148(1)
Returned Mail
148(1)
Instant Messaging
148(1)
Email Protocol for Administrative Assistants
149(5)
General Email Guidelines for Business
154(3)
14 Using the Internet
157(11)
The World Wide Web
157(1)
Connecting to the Internet
158(1)
HyperText Markup Language
159(1)
Web Pages and Websites
159(1)
Internet Addresses
159(1)
Using a Web Browser
160(1)
Bookmarks and Favorites
161(1)
Printing a Web Page
161(1)
Saving a Web Page
162(1)
Downloading and Uploading Files
162(1)
Cookies
162(1)
Search Tools
162(1)
Conducting a Search
163(2)
Error Messages
165(1)
Plug-Ins
165(1)
Websites of Interest to Administrative Assistants
165(3)
15 Web Conferencing
168(8)
Overview of Web Conferencing
168(1)
Web Conferencing Software
168(1)
Organizing a Web Conference
169(2)
Planning Your Web Conference
171(1)
Presenting at a Web Conference
172(4)
16 Data Security
176(6)
Information = Profit
176(1)
Determining What Is a Crime
176(1)
Threats from Outside
177(1)
Threats from Inside
177(1)
Software Piracy
177(1)
Apprehending Criminals
178(1)
Protecting Your Company's Data
178(1)
Computer Viruses
178(2)
Maintaining Your Computer's Security
180(1)
Coping with Disaster
181(1)
17 Troubleshooting Computer Problems
182(11)
Microsoft Windows PC Troubleshooting
182(7)
Windows PC Software Troubleshooting
189(2)
Apple Macintosh Troubleshooting
191(2)
18 Office Ergonomics Recognizing Signs of Discomfort
193(10)
Your Desk and Chair
194(1)
Positioning Your Computer Keyboard and Mouse
195(1)
Positioning Your Computer Display
196(1)
Arranging Your Workstation
197(1)
Sustained Work
198(1)
Keyboarding Techniques
199(4)
SECTION THREE OFFICE PRODUCTIVITY SOFTWARE
19 Common Microsoft Office Features
203(6)
The Ribbon Bar and Command Tabs
203(1)
Smart Tags
203(1)
Screen Tips
203(1)
Help
204(1)
Customizing the Ribbon Bar
204(1)
Quick Access Toolbar
204(1)
Cut, Copy, and Paste
204(1)
Spelling and Grammar Xhecking
205(1)
Using Clip Art
205(1)
Using Smart Art
206(1)
Using WordArt
206(1)
Drawing
207(1)
Converting Documents
207(1)
Adobe Acrobat PDF Files
207(1)
Keyboard Shortcuts
207(1)
Office 365 On Demand
208(1)
20 Using Microsoft Word
209(25)
Creating Documents
209(1)
Editing Documents
210(1)
Formatting Documents
211(2)
Printing Documents
213(1)
Saving and Loading Documents
213(1)
Advanced Word Processing Features
214(1)
Creating an Address List
214(2)
Creating and Printing Address Labels
216(4)
Printing Envelopes
220(3)
Printing and Emailing Mail-Merge Letters
223(4)
Working with Templates
227(4)
Tracking of Changes and Revisions in Documents
231(2)
Adding and Removing Draft Watermarks
233(1)
21 Using Microsoft PowerPoint
234(13)
PowerPoint Views
234(1)
Normal View
234(1)
Notes Page View
235(1)
Outline View
236(1)
Slide Sorter View
236(1)
PowerPoint Templates
236(2)
Working with Slides in PowerPoint
238(3)
Using Fonts and Color in Your Presentations
241(1)
Using the PowerPoint Masters
242(1)
Inserting Visuals
243(2)
Planning a Presentation
245(1)
Making Your Presentation
246(1)
22 Using Microsoft Excel
247(7)
What Is a Spreadsheet?
247(1)
Navigating Around a Spreadsheet
247(1)
Spreadsheet Data
247(3)
Editing Your Spreadsheet
250(1)
Other Spreadsheet Functions
251(1)
Creating Charts and Graphs
252(1)
Creating an Organizational Chart
252(2)
23 Using Microsoft Publisher
254(6)
Overview of Microsoft Publisher
254(1)
Working with Publisher Tools
254(2)
Setting Up Columns
256(1)
Adjusting Line and Character Spacing
256(1)
Adding Pages
257(1)
Using Master Pages
257(1)
Working with Graphics
258(1)
Setting Up Styles
258(1)
Using Templates
259(1)
24 Using Microsoft OneNote
260(3)
What Is Microsoft OneNote?
260(1)
Creating a Notebook
260(2)
Saving a Notebook
262(1)
Printing a Page of Notes
262(1)
25 Using Microsoft Outlook
263(8)
Tabs and Ribbon Bars
263(1)
Navigation Pane
263(1)
Using Email with Outlook
264(7)
26 Usina Microsoft Web AoDlications
271(6)
Creating an Online Document with Microsoft Web Applications
271(2)
Managing Your Microsoft Web Application Documents
273(1)
Using SkyDrive to Share Files
273(4)
27 Gmail and Google Docs
277(16)
The Google Account
277(1)
Google Chrome
278(1)
Gmail
278(2)
Attachments
280(1)
Contact Manager
280(1)
Text, Voice, and Video Calls
280(2)
Google Calendar
282(2)
Google Drive
284(3)
Google Mobile Apps
287(6)
SECTION FOUR BUSINESS DOCUMENTS
28 The Business Letter
293(18)
Appearance
293(1)
Paragraphing
294(1)
Parts of a Business Letter
294(1)
Beginning the Letter
295(4)
Contents
299(1)
Closing the Letter
299(2)
A Last Look
301(1)
Letters Written by the Administrative Assistant
301(1)
Routine Letters
302(6)
Interoffice Memorandums and Emails
308(2)
Paper Selection
310(1)
Envelopes
310(1)
29 Other Written Communications
311(10)
Reports
311(4)
Documenting Sources of Information
315(1)
Report Templates
315(1)
Press Releases
316(1)
Tables
316(2)
Editing and Proofreading
318(3)
30 Forms of Address
321(16)
Handy Reference Chart
321(14)
Some Additional Guidelines
335(2)
31 Legal Documents
337(8)
Grammalogues
337(1)
Document Formats
337(1)
Notary Public Forms
338(1)
Codicils to a Will
338(2)
Agreements and Contracts
340(1)
Proxy
340(5)
SECTION FIVE LANGUAGE USAGE
32 Grammar
345(23)
The Parts of Speech
345(1)
Nouns
345(1)
Verbs
346(6)
Adjectives
352(3)
Adverbs
355(3)
Pronouns
358(4)
Prepositions
362(2)
Conjunctions
364(2)
Articles, Determiners, and Quantifiers
366(1)
Interjections
367(1)
33 Language Usage and Style
368(18)
Subject and Verb
368(2)
Predicates
370(1)
Objects
370(1)
Complements
370(1)
Modifiers
371(1)
Phrases
371(2)
Clauses
373(1)
Sentence Fragments
374(1)
Sentence Variety
375(1)
Sentence Types
376(1)
Transitions
377(2)
Avoiding Redundancies
379(1)
Phrases and Words to Omit
380(1)
Cliches
380(1)
Unbiased Language
381(5)
34 Common English Usage Problems
386(15)
Language: Key to Your Success
386(1)
Verbose Expressions
386(1)
Correct Usage
386(13)
Problem Pronouns
399(1)
Dangling Participles
400(1)
35 Spelling
401(21)
Dictionary Uses
401(1)
Plurals
402(3)
The Suffix
405(1)
Irregular Spelling
406(2)
Capitalization
408(4)
Confusing Homonyms
412(1)
American English and British English Differences
413(1)
Compound Words and Hyphenation
413(2)
Negative Formations
415(2)
Commonly Misspelled Words
417(5)
36 Pronunciation
422(4)
Perfecting Your Speech
422(1)
Word List
422(4)
37 Punctuation
426(13)
Purpose of Punctuation
426(1)
The Period
426(1)
The Comma
427(3)
The Question Mark
430(1)
The Exclamation Point
431(1)
The Semicolon
431(1)
The Colon
432(1)
Quotation Marks
432(1)
Italics
433(1)
The Apostrophe
434(1)
The Em Dash
435(1)
Ellipses
435(1)
Parentheses
435(1)
Brackets
436(1)
The Hyphen
436(1)
The Slash
437(2)
38 Numerals
439(12)
Words or Figures?
439(2)
Dollars and Cents
441(1)
Time
442(1)
Dates
443(1)
The Hyphen
443(1)
Ages
444(1)
Dimensions
444(1)
Weights and Measures
445(1)
Percentages
445(1)
Numbers
445(1)
Roman Numerals
446(5)
SECTION SIX FINANCIAL ACTIVITIES
39 Bookkeeping and Accounting
451(11)
Financial Record Keeping
451(1)
Assets
451(1)
Liabilities
451(1)
Effect of Business Transactions
452(1)
Accounting Statements
452(3)
The Account
455(2)
Payroll
457(1)
Travel and Entertainment and Auto-Expense Records
457(2)
Cash Budgets
459(2)
Records for Lenders
461(1)
40 Weights and Measures
462(6)
U.S. Weights and Measures
462(2)
The International System (Metric)
464(1)
Conversion Table
465(3)
41 Business Math
468(11)
Using a Calculator
468(1)
Using a Spreadsheet
469(1)
Fractions, Decimals, and Percentages
469(2)
Graphs and Charts
471(2)
Business Calculations
473(6)
SECTION SEVEN CAREER ADVANCEMENT
42 Your Future Growing as the Company Grows
479(7)
Learn About the Business
479(1)
Upgrade Your Skills
479(1)
Recognizing a Time tor Ohange
480(1)
Finding a New Job
481(1)
Your Resume
482(2)
The Interview
484(2)
43 Presentation Skills
486(5)
Why Make Presentations?
486(1)
Good Preparation
486(2)
Solid Delivery
488(2)
Group Presentations
490(1)
44 Communications Skills
491(7)
Giving Feedback
491(1)
Listening Well
491(1)
Nonverbal Communications
492(1)
Customer Service
493(2)
Interviews
495(3)
45 Office Management and Supervision
498(11)
Organizational Structure
498(1)
The Role of the Office Manager
499(2)
Building Trust with Your Team
501(1)
Ethics in Business
501(1)
Conflict Management
502(3)
Workplace Law
505(4)
Index 509(22)
About the Authors 531