REVIEW OFFICIAL ASSISTANCE - Prepare: Long DK8 - Source: Google & Handbook - Instructor: Nguyen Van Nam

REVIEW OFFICIAL ASSISTANCE

I. Multiple choice:
1. Workplace behaviour hazard (ex): an overworked employees.
2. Mail require proof of delivery: registed post .
3. Storage system for large organization: electronic.
4. Occur when simple paper jam photocopies: instruction in the photocopier manual on control panel.
5. Bulk mail prepares for: envelopes are address side up and facing the same way.
6. How many sheets of paper need for booklet: 3 A3 (booklet dạng A3).
7. Purpose of shredder: destroy documents that companies not want competitor to access.
8. Photocopying machine can’t: print up to 120 pages per minutes.
9. A photocopying machine is: electronic duplicator → fused a reproduced image to plan bond paper.
10. In an office, for safely reason, it is important to: keep all emergency exits, stairs and walkways
clear of any obstruction.
11. Device that is connected to laptop and print information: printer.
12. Run an effective filing system, you should: avoid saving unnecessary document.
13. Faxing document means: transmitting or receiving a document by fax machine.
14. Microsoft Outlook used for: the management of emails and personal information.
15. Create effective presentation and correspondence: have good knowledge of Microsoft Office.
16. Screening calls is a way of: giving callers the information they are looking for.
17. Diary management helps: to keep of appointment and events.
18. In the office, most important to know the location of: where the office stationary supplies are kept.

II. True/False:
1. Office have more or less the same light out in all companies: F
2. A large company may be divided into different departments: T
3. Secretary must be able to use a word processor: T
4. A PA doesn't need to be skilled in oral written communication: F
5. Nowadays, don't use typewriters: T
6. Secretary never arranges appointments travel: F
7. In modern office, the role of secretary is important: T
8. Secretarial staff file document invoices: T
9. A memo is a documents sent to customers by post: F
10. Typewriter and shorthand are mostly a thing of the past: T
11. Secretary don't keep diaries or send email: F
12. Secretary can often sign letters for their bases: T
13. Large open offices can be divided up using partitions: T
 REVIEW OFFICIAL ASSISTANCE - Prepare: Long DK8 - Source: Google & Handbook - Instructor: Nguyen Van Nam
14. Mail and post are the same thing: T
15. Using word processor isn’t useful skill for secretary: F
16. Large companies don't use temps: F
17. Temp agencies have become popular in recent years: T
18. working condition develop: T
19. Accounting must always have own office: F
20. Sales and marketing are different in large company: T
21. Photocopies can perform the function of duplication: T
22. Computer can help reduce the time information is structured / composed: T
23. A projector only allows organizations to display budget plans, management decisions: F
24. Filing cabinets should be loaded from the bottom up to maintain stability: T
25. Shorthand write rapidly: T
26. Color cording files and categories of paperwork is commonly used to organize filing system: T

III. Some sentences may be appeared in the blank filling exercise.

Chapter 1: OVERVIEW FOR THE NEW ADMINISTRATIVE ASSISTANT
1. As a administrative assistant, you are hired to relieve your busy employer of a great deal of work.
2. You’ll act as a liaison between your boss and the rest of company.
3. Having the perfect administrative assistant → having the perfect boss.
Chapter 2: DAILY ROUTINE
4. All these conditions may change over time as the company does.
5. Your immediate workspace may include a desk, chairs, files, bookshelves, credenza and portable tables.
6. Their understanding of each other contributes to their mutual success.
Chapter 3: TELEPHONE USAGE
7. Administrative assistants must have a pleasing telephone personality and a well-modulated voice that
conveys dignity and courtesy.
8. Be a good listener, and know what the person at the other end of the line is saying to you.
9. You’ll be expected at one time or another to screen your boss’s incoming calls.
10. Always have something available to write with.
11. Answer calls by the second or third ring.
12. Use a “telephone voice” where you control your volume and speed. Speak clearly.
13. Avoid unnecessary jargon and acronyms in your conversations.
14. Use the caller’s name in your conversation.
15. If there is a problem, be concerned, empathetic, and apologetic.
16. Long distance calls outside your area code are dialed as 1 + area code + seven-digit number.
Chapter 4: MAIL SERVICES AND SHIPPING
17. Standardize your address list, making sure cities match the zip codes on the list.
 REVIEW OFFICIAL ASSISTANCE - Prepare: Long DK8 - Source: Google & Handbook - Instructor: Nguyen Van Nam
18. Change all characters to uppercase for increased readability by automation equipment.
19. Correct spellings and add missing directions and suffixes.
20. Validate or correct each five-digit zip code.
21. Add the extra digits of ZIP +4 codes.
22. Use a corrugated container: 3 basic types (single – double – trible wall)
23. Close the box securely: Apply 3 strips of tape to the top and the bottom (1 for sealing the box, 2 another
strips for sealing the sides).
Chapter 5: TRAVEL ARRANGEMENT
24. Ask for written confirmation to be mailed, faxed, or emailed to you with the room reservation information.
25. You may also write to the convention bureau or chamber of commerce in that city or secure a local
newspaper, both of which can provide much valuable information.
26. You can create a traveler profile for employer.
27. A good travel agency is invaluable to the busy administrative assistant.
28. GMT: Greenwich Mean Time: International time = Universal time = England time.
Chapter 6: MEETINGS
29. Despite their being routine, the administrative assistant must still schedule the meetings, send invitations
and send reminders.
30. Sometimes, the meeting will be called with only a moment’s notice.
31. In most cases, these notices must be sent out three to four weeks in advance.
32. Scheduling a meeting is not as simple as it look.
33. Microsoft Outlook is a desktop information management program.
34. Make sure you leave the time available for the unexpected and schedule contingency time.
Chapter 8: KEEPING ACCURATE RECORDS
35. About 90% of offices use the alphabetical system.
36. Alphabetical system is the most widely used filing method.
37. Subject system: this class is used when papers are called for by subjects.
38. Subject index: not required for a small filing system, it’s imperative for the large companies.
39. Words joined by a hyphen are treated as one word.
40. Use an upside-down tree structure to organize your file folder.
41. You can store files temporarily on your desktop, but don’t make it a habit.
Chapter 9: OFFICE EQUIPMENT
42. An input device: keyboard or mouse: allows you to communicate with the computer.
43. An output device: monitor or printer : allows the computer to communicate back to you.
44. A processor: allows for the manipulation of your data. The central processing unit (CPU) is the brains of
the computer system.
45. A storage system: hard disk drive: allows you to save your work electronically.
46. Software: provides instruction for the computer in the form of programs.
 REVIEW OFFICIAL ASSISTANCE - Prepare: Long DK8 - Source: Google & Handbook - Instructor: Nguyen Van Nam
47. There are three types of printers: Ink Jet printer, laser printer or color laser printer, 3 Dot Matrix printer.
Chapter 10: USING MICROSOFT WINDOWS
48. An operating system is the underlying software that allows the other programs to operate with similar menu
choice, processes and functions.
49. Microsoft Windows provides instructions to the computer’s brain for how to access disk drive.
50. The control panel contains a group of utility programs that allow you to make adjustments to your computer,
the Windows operating system, and the drivers for hardware device.
CHAPTER 12: EMAIL
51. Email is short for electronic mails.
52. User name is the part of your name that appears in your address before the @ sign.
53. Password is the secret code that you will use to keep your email private.
54. Signature file is a small text file that can be added automatically at the end of your email message.
55. The CC field is for “carbon” copies. The BCC field is for blind “carbon” copies.
56. Emoticons should be avoided at work.
Chapter 13: USING THE INTERNET
57. In order to connect to the Internet, you need a modem, network or Wi-Fi connection; browser software
and an ISP.
58. A modem is a device that translates and transmits signals.
59. Internet addresses contains protocol and domain.
Chapter 27: THE BUSINESS LETTER
60. There are four types of the business letter: full block style, block style, semi-block style, official style.
61. There are five main parts of a business letter: heading, greetings, body, closing, signature.