文秘英语 Unit 3 File Management

文秘英语互动学习教材

Unit 3

File Management

Session One Speaking

Zhang Hong has been working in Rainbow Group for a couple of weeks. She learns things very fast, and so far is skillful in office automation. This week she is asked to manage office files, but she does not have much practical experience in filing. Below are some core words, phrases and sentences about filing.

Activity One Core Words and Phrases

Filing equipment is essential in file management, and secretaries may use them in their daily life and work. Zhang Hong has some pins, folders, clips and staplers at hand. Below are pictures of some filing equipment. Give the English names of the following equipment, and discuss with your partner the basic functions of the equipment orally.

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9.

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Activity Two Core Sentences

Zhang Hong meets Ross Green, the office administrator, and discusses filing instructions with her. Below are some core sentences of filing instructions. Read them aloud and try to learn them by heart.

1. Please file the report for me and make a “for reference 1.请替我把这个报告归档，并在报告only” stamp on the cover. 封面上作个”仅供参考”的标记。

2. Please file all the letters from Mr. Smith under the letter 2. 请将史密斯先生所有的来信都归“S”. 档在字母S下面。

3. You can also keep the documents in each file in 3.你也可以按照年月日顺序将这些chronological order. 文件排列归档。

4. The rule of “one customer—one file” requires secretaries 4.”一户一档”规则要求秘书将同一to file letters from one customer in the same file. 客户的信件归在同一档案中。

5. Each file should be named clearly, either in block capitals 5.每个档案名称要用印刷体大写字or in boldfaced capitals. 母或者黑体大写字母书写清楚。

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Session Two Listening

This session is to provide you with some listening activities regarding secretarial practice. There are two activities in this session: five short dialogues in one activity and one passage in the other.

Activity One Short Dialogues

This activity is to check your ability to understand five short dialogues. After each dialogue, there is a recorded question. Both the dialogues and questions will be spoken twice. When you hear a question, you should decide on the correct answer from the four choices marked A), B), C), and D) given in the course book, and then choose the correct answer. Before you listen to the dialogues, first have a quick look at the following words, which might be helpful.

1. How will Miss Zhang file the documents?

A. In alphabetical order. C. By subject.

B. In chronological order.

D. In geographical order.

2. According to the dialogue, which filing equipment cannot be used?

A B C D

3. What are they talking about? A. Letters. B. Eggs. C. Tea. D. Files.

4. What do different colored folders indicate? A. Tasks. B. Customers. C. Departments. D. Subjects.

5. Why couldn’t the lady find the documents from Mr. Wang?

A. Because she didn’t use the “one customer—one file” rule. B. Because Mr. Wang was not in the file.

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C. Because the file was taken out by Rainbow Company.

D. Because she went to the wrong file.

Activity Two A Short Passage

In this activity, you will hear a recorded passage. The passage is printed below, but with some words or phrases missing. The passage will be read three times. For the first reading, you should try to get the main idea of the passage. During the second reading, you are required to put the missing words in the numbered blanks according to what you have heard. The third reading is for you to check your answer. Before you listen to the passage, first have a quick look at the following words, which might be helpful.

E-filing

easily at all times. Thus electronic filing has become very due to scientific developments.

These developments in the office have brought about changes for secretaries. Much and tedious work formerly performed by hand can now be done by computer at incredible speed. The use of electronic filing is also an important step to paperless management. Although many files are now stored in computer discs, for some offices a “hard copy” is still considered for particular situations.

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Session Three Reading

Activity One Choosing a Heading

A list of headings is given below. Read the passages quickly, and choose an appropriate heading for each.

Headings:

A. What Should Be Filed?

B. How Often Should Filing Be Done? C. Filing Equipment D. Kinds of Files

1. ______________________ 2. ______________________

It depends on how busy the office is. In Tools that secretaries use in sorting out very busy organizations, filing is done documents range from small instruments at least every day. In a small or less such as paper clips, office pins and staplers busy office, filing can be done once or to big machines such as photocopiers, twice a week. printers and paper shredders.

3. ______________________

Documents taken out very often are usually kept in clip folders; otherwise they are often kept in lever arch files. Besides, suspension files are also used for different purposes. 4. ______________________

Secretaries need to file documents that are sent to or received fr …… 此处隐藏：15079字，全部文档内容请下载后查看。喜欢就下载吧 ……