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Certified Office

Administrator
VS-1017

Certified Office Administrator

www.vskills.in


Certified Certified Certified Certified Office Administrator
Certification Code Certification Code Certification Code Certification Code VS-1017
For growth and development, all organizations need well-timed and efficient administrative
support to function effectively !early every sector re"uires administrative managers# $ffice
and administrative supervisors to perform administrative tas%s such as %eeping schedules
and tas%s organized, organize meetings, events and activities as re"uired etc, which help to
%eep everything in an office running smoothly and efficiently Vs%ills provide certification
course for those see%ing career in &dministration and $ffice 'anagement that help people
with office administration (o)s to perform their tas%s )etter
*hy should one ta%e this certification+ *hy should one ta%e this certification+ *hy should one ta%e this certification+ *hy should one ta%e this certification+
,he course is developed with a motive to enhance your s%ills and helps in )uilding
confidence, thus ma%ing your (o) more challenging and rewarding ,he certification helps
e-tend office management s%ills and ultimately achieve proficiency at wor%
*ho will )enefit from ta%ing this cert *ho will )enefit from ta%ing this cert *ho will )enefit from ta%ing this cert *ho will )enefit from ta%ing this certification+ ification+ ification+ ification+
,he certification is designed to focus on development of employa)ility s%ills essential for
today.s office personnel that inculcate organization and time management, stress
management, self-analysis, self-promotion and professional development s%ills /t provides
an opportunity for those who wish to wor% in an organization as an administrative
professional
,est 0etails1 ,est 0etails1 ,est 0etails1 ,est 0etails1
• 0uration1 0uration1 0uration1 0uration1 20 minutes
• !o of "uestions1 !o of "uestions1 !o of "uestions1 !o of "uestions1 30
• 'a-imum mar%s1 'a-imum mar%s1 'a-imum mar%s1 'a-imum mar%s1 30, 4assing mar%s1 53 63078# ,here is no negative mar%ing in
this module
Fee Structure1 Fee Structure1 Fee Structure1 Fee Structure1
9s 5,000:- 6/ncludes all ta-es8
Companies that hire Vs%ills Certified $ffice &dministrator Companies that hire Vs%ills Certified $ffice &dministrator Companies that hire Vs%ills Certified $ffice &dministrator Companies that hire Vs%ills Certified $ffice &dministrator
Vs%ills Certified $ffice &dministrator might find employment in )an%s, Schools,
corporate, travel and tourism, hotel Industry etc as administrative staff. Practically every
business needs an office administrator and this course can really help get a job that you
deserve.


Certified Office Administrator

www.vskills.in

Table of Content
$verview of $ffice administration $verview of $ffice administration $verview of $ffice administration $verview of $ffice administration
;ualities re"uired in an office assistant
/nterview tips
0aily 9outine of an $ffice assistant
$ffice Supplies
,elephone <sage ,elephone <sage ,elephone <sage ,elephone <sage
,elephone 'anners
,elephone eti"uettes
Voice Mail etiquettes
'ail services 'ail services 'ail services 'ail services
/ncoming 'ail
$utgoing 'ail
Fundamental activities of mail handling department
'ail Automation
,ravel arrangement and =otel 9eserv ,ravel arrangement and =otel 9eserv ,ravel arrangement and =otel 9eserv ,ravel arrangement and =otel 9eservation ation ation ation
=otel reservations
=otel Accommodation
=ospitality =ospitality =ospitality =ospitality
/mportant tas%s of a receptionist
>ti"uettes as a host
>ti"uettes as an /nvitee
>ti"uettes of using >levators:>scalators
>ti"uettes of using Stair Case
>ti"uettes of using a 0oor
,a)le Manners/Etiquettes of using Table
'eetings 'eetings 'eetings 'eetings
,ypes of meetings
,ypes of Committees
'eeting Terminologies Glossary
Certified Office Administrator

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9ecord 'anagement 9ecord 'anagement 9ecord 'anagement 9ecord 'anagement
=orizontal Filing
Vertical filing
?ateral filing
Computer filing
$ffice &utomation $ffice &utomation $ffice &utomation $ffice &utomation
0uplicating machine
4hotocopying machine
Features of photocopying machine
F&@ 6Facsimile8
0ictaphone
0es%top 4u)lishing 60,48
,ime recording machine
0ocument Shredder
,elecom Equipments
Computer Fundamentals Computer Fundamentals Computer Fundamentals Computer Fundamentals
Computer =ardware
Computer Software
'S 'S 'S 'S- -- -$ffice $ffice $ffice $ffice
'S-*ord
'S->-cel
'S-Powerpoint
$ffice >rgonomics $ffice >rgonomics $ffice >rgonomics $ffice >rgonomics
0istance )etween des% and chair
4ositioning Computer %ey)oard and 'ouse
4ositioning of computer display
$rganizing the wor% area
Constant intervals
'iscellaneous 'iscellaneous 'iscellaneous 'iscellaneous
/nternet
>-)an%ing
0ata Security
Ausiness ?etter
Aoo%-Beeping and &ccounting
Stress 'anagement
,ime Management
Certified Office Administrator

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Course $utline Course $utline Course $utline Course $utline

$verview of $ffice &dministration $verview of $ffice &dministration $verview of $ffice &dministration $verview of $ffice &dministration
>-plains the importance of an office administrator and tas%s performed )y an office
administrator
0escri)es the "ualities re"uired to )e an efficient office administrator
<nderstand the daily routine of an office administrator depending on the type and
functioning of the organization
0escri)es the various office supplies that are re"uired to )e maintained in any
organization such as audiovisual e"uipments, pantry storages, calendar and planners,
filing, binding and storages, printing tools and equipments etc.
,elephone <sage ,elephone <sage ,elephone <sage ,elephone <sage
>-plains the telephone manners needed for having a pleasing telephone personality
and well modulated voice
4rocedure of ta%ing messages )y maintaining written records in terms of callerCs name,
telephone num)er, purpose of call etc
>-plains the telephone eti"uettes re"uired when answering calls
>-plains the points to be considered when encountering voice mails
'ail services 'ail services 'ail services 'ail services
>-plains the procedure of handling incoming mails )y means of sorting, arranging and
sending them out to the appropriate department
4rovides details on the management outgoing mails
>-plains the fundamental activities performed )y mail handling department
0escri)es the advantages of centralized and decentralized mail handling system
>-plains the various techni"ues of mail automation
,ravel arrangement and =otel 9eservation ,ravel arrangement and =otel 9eservation ,ravel arrangement and =otel 9eservation ,ravel arrangement and =otel 9eservation
0escri)es the procedure of scheduling travel arrangements and ma%ing hotel and
setting contracts with travel arrangements
<nderstand the procedure and re"uirements when ma%ing hotel reservations
0escri)es the points to )e considered when ma%ing hotel accommodation
=ospitality =ospitality =ospitality =ospitality
>-plains the important tas%s of a receptionist, procedure of managing visitorCs
appointments and tac%ling different situations in case there is visitor has no
appointment or the visitor has to wait for a while
Certified Office Administrator

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0escri)es the eti"uettes, courtesy and manners one should possess in case you are a
host or an invitee
>-plain the eti"uettes of using >levators:>scalators, stair case and a door
0escri)es the ta)le 'anners that everyone should possess.
'eetings 'eetings 'eetings 'eetings
<nderstanding of different types of meetings and different types of committees formed
in an organization
0escri)es the points to )e ta%en into consideration when doing the arrangements to )e
made prior to the day of the meeting, on the day of the meeting, during the meeting
and after the meeting
9ecord 'anagement 9ecord 'anagement 9ecord 'anagement 9ecord 'anagement
>-plains the purpose of maintaining records and the features of an effective record
management system
<nderstanding the different ways of filing of records such as horizontal, vertical lateral
and computer filing
$ffice &utomation $ffice &utomation $ffice &utomation $ffice &utomation
>-plains the )enefit and limitations of $ffice automation
Dives details on the functioning of office e"uipments used in an organization such as
duplicating machine, photocopying machine, F&@ 6Facsimile8, 0ictaphone, 0es%top
4u)lishing 60,48, document Shredder etc
<nderstand the various types of telecom e"uipments and the special telephone services
provided
Computer Fundamentals Computer Fundamentals Computer Fundamentals Computer Fundamentals
<nderstand the functioning of hardware:physical parts of a computer present such as
monitor, C4<, 9&', 9$', printer, scanner etc
>-plains the different types of Computer Software such as application software and
system software
'S 'S 'S 'S - -- - *$90 500E *$90 500E *$90 500E *$90 500E
'S- *ord *indow >lements
File 'anagement for new, open, close, save, save as and e-it 'S-*ord
'oving and selection )y mouse and %ey)oard
0ifferent files in 'S-*ord as windows and their arrangement and views
4rinting document and using the page setup options
<sing the /nterface of tool)ars and menu )ar
>diting ,e-t for cut-copy-paste, undo and redo, delete and find-replace
Certified Office Administrator

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0ifferent views of a document, setting the header and footer and show or hide optional
window component li%e tool)ars, ruler, etc
Area% and its type e-plaining usage of each
Steps for inserting pictures, clip art, word art, and auto shapes in the document
/nsertion options for miscellaneous items li%e sym)ol, date-time and page num)er
Formatting font, paragraph of a document
Setting the format of )ullet and num)ering, )order and shading, columns and ta)s
<sing 'S-*ord ,ools li%e Spell and Drammar Chec%, ,hesaurus, &utoCorrect,
&uto,e-t, &utoComplete and 'acros
0ocument protection
<tilizing 'ail 'erge facility in 'S-word for letter, envelopes and la)els
<sing *izards of 'S-*ord li%e ,he ?etter *izard
0ocument ,emplates use in 'S-*ord
<sing 9eference in a 0ocument
,a)les creation, sorting and formatting in 'S-*ord
Creating Charts and *e) 4ages in 'S-*ord
'S 'S 'S 'S - -- - >@C>? 500E >@C>? 500E >@C>? 500E >@C>? 500E
Aasics of *or%sheet and 'S->-cel window
Split *indows and Freeze 4anes in 'S->-cel
File 'anagement for create, open, save, save as, close of wor%)oo% in 'S->-cel
Setting for 4rinting, 4age setup, )rea% and =eader and Footer in 'S->-cel
*or%ing with wor%)oo%s for moving and selecting data and wor%sheet
'enus and tool)ars of 'S->-cel
<sing of Cut-copy-paste, redo-undo, drag-drop, paste special operations of data
Steps to insert, delete row, column and cell
<sing find-replace and go to facility of 'S->-cel
Following rules for sheet names
Steps to 9ename, add, delete wor%sheets and how to move wor%sheet in multiple open
wor%)oo%
<sing &utoFill facility )y mouse and fill option
Explaining the different Views of worksheet and show or hide of optional
components li%e tool)ar, formula )ar, etc
>-plaining formula, different data types, operators and 'S->-cel in-)uilt functions
<sing auto sum and function wizard facility of 'S->-cel
*or%ing with cell 9anges and names
9elative and &)solute 9eference in 'S->-cel
Formatting Cells )y &uto formatting, )y tool)ar, Format 0ialog Ao- and Conditional
Formatting in 'S->-cel
=ide and 0isplay Sheets, 9ows and Columns
Setting Styles in 'S->-cel
Various tools of 'S->-cel li%e Spell Chec%, *or%)oo% Sharing, *hat /f &nalysis,
Scenario 'anager, Doal See%, 'acros and *or%)oo% protection
>-plaining 0ata and list $perations of sort, find )y criteria, filter and advanced filter
<sing pivot ta)le
Certified Office Administrator

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*or%ing with graphs and charts
Creating and using multiple wor%sheets and lin%ing wor%)oo%s
?in%ing and em)edding in 'S->-cel
'S 'S 'S 'S - -- - 4$*>9 4$/!, 500E 4$*>9 4$/!, 500E 4$*>9 4$/!, 500E 4$*>9 4$/!, 500E
&ccessing 4ower4oint
Aasics of starting, opening and closing a presentation
0ifferent Views of presentation in 'S-4owerpoint
Slide 'anagement for creating, deleting and changing order of slides
>diting the slide master
Formatting Color Scheme and Aac%ground
&dding Clip &rt and 0rawing $)(ects
Setting the Customs &nimation and transitions in Slide Show
Setting up a Slide Show and Slide ,imings Creating common language set
$ffice >rgonomics $ffice >rgonomics $ffice >rgonomics $ffice >rgonomics
0escri)es the ways of designing office tools and re"uirements for an effective wor%ing
environment
0escri)es the amount distance that should )e there )etween des% and chair for a good
sitting position
0escri)es the positioning of computer %ey)oard and mouse according to the userCs
convenience
0escri)es the positioning of computer display according to the lighting in the wor% area
for a good orientation of display
0escri)es the points that should )e %ept in mind when organizing the wor% area such
as placement of e"uipments, lighting, records etc
0escri)es the need for )rea%s at constant intervals to avoid fatigue and monotony and
to reduce strain while working.
'iscellaneous 'iscellaneous 'iscellaneous 'iscellaneous
<nderstand the concept of >-)an%ing for facilitating delivery of )an%ing products and
services
>-plains the o)(ectives, )enefits and future of the )an%ing industry within an e-)an%ing
framewor%
0escri)es the need for data security system to ensure that no information, records and
other confidential data is lost
>-plains the threats that could hamper the wor%ing of an organization, usage of special
codes and audit logs for protecting the companyCs data and maintaining a security chec%
list to ensure a safe data storage system
Ausiness ?etter
0escri)es in )rief the purpose, o)(ective and advantages of accounting, a general
provision a)out V&, in /ndia and the typical facilities availa)le for %eeping an account
in a )an%
Certified Office Administrator

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<nderstand the need for management of stress in order to strengthen inner confidence
and the techni"ues for overcoming stress
<nderstand the importance of time management and encourages to )e more focused
and organized with a view to facilitate better results.




Certified Office Administrator

www.vskills.in


Sample ;uestions Sample ;uestions Sample ;uestions Sample ;uestions

1 ,he methods of arranging records side )y side is %nown as 1 ,he methods of arranging records side )y side is %nown as 1 ,he methods of arranging records side )y side is %nown as 1 ,he methods of arranging records side )y side is %nown as
& Computer filing
A ?ateral filing
C Vertical filing
0 =orizontal filing
5 4A@ is a computerized telephone machine that allows 5 4A@ is a computerized telephone machine that allows 5 4A@ is a computerized telephone machine that allows 5 4A@ is a computerized telephone machine that allows FFFFFFF telephone FFFFFFF telephone FFFFFFF telephone FFFFFFF telephone
num)er for a )usiness to )e accessed FFFFFFF)y numerous outside callers num)er for a )usiness to )e accessed FFFFFFF)y numerous outside callers num)er for a )usiness to )e accessed FFFFFFF)y numerous outside callers num)er for a )usiness to )e accessed FFFFFFF)y numerous outside callers
& a single, simultaneously
A multiple, separately
C connected, simultaneously
0 a single, separately
E E E E ,he view that puts a )lue a )lue line around each page that would )e printed is ,he view that puts a )lue a )lue line around each page that would )e printed is ,he view that puts a )lue a )lue line around each page that would )e printed is ,he view that puts a )lue a )lue line around each page that would )e printed is
the FFFFFF the FFFFFF the FFFFFF the FFFFFF
& Split View
A 4rint 4review
C !ormal View
0 4age Area% Preview
G /n order to email a *ord document from within *ord1 G /n order to email a *ord document from within *ord1 G /n order to email a *ord document from within *ord1 G /n order to email a *ord document from within *ord1
& Do to File Send ,o 'ail 9ecipient
A Save the file as an email attachment
C Start $utloo% and attach the file while open in *ord
,his is an impossi)le operation
3 *hat e-cel feature can you use if you want to wor% with one record at a time+ 3 *hat e-cel feature can you use if you want to wor% with one record at a time+ 3 *hat e-cel feature can you use if you want to wor% with one record at a time+ 3 *hat e-cel feature can you use if you want to wor% with one record at a time+
& 0ata form
A &uto filter
C &uto Complete
0 Su) totals
Answers: 1 (B), 2 (A), 3 (D), 4 (A), 5 (A)