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Administrative Assistant's and Secretary's Handbook, 5th Edition

Book Description

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. Long the gold standard for office professionals seeking to improve their performance and enhance their value to employers, this comprehensive guidebook is the definitive source of information on topics including: Creating graphics, charts, and presentations ● Microsoft Word, Excel, Outlook, and Publisher ● Web conferencing ● Electronic and paper filing systems ● Recordkeeping ● Research skills ● Travel arrangements ● Meeting planning and management ● Business math ● Computer and software troubleshooting ● And much more Extensively updated, the fifth edition of the Administrative Assistant's and Secretary's Handbook contains new information on Windows 8, Microsoft Office 2013, Apple OS, mobile computing, data security, Google Calendar, Google Drive, Google Docs, and Microsoft Web Applications. Today's administrative jobs are demanding and constantly changing. The latest edition of this best-selling guide will help professionals everywhere come out on top.

Table of Contents

  1. Cover
  2. Half title
  3. Title
  4. Copyright
  5. Dedication
  6. Contents
  7. Preface
  8. Section One General Procedures
    1. 1 Overview for the New Administrative Assistant
      1. Why Are You Needed?
      2. What Do Employers Want?
      3. Interview Tips
      4. Your Apprenticeship
    2. 2 Daily Routine
      1. Your Office
      2. Your Workstation
      3. Office Supplies
      4. Reference Works
      5. Work Planning
      6. Dictation and Transcription
      7. Your Employer’s Office
      8. The Intangibles
    3. 3 Telephone Usage
      1. Telephone Manners
      2. Taking and Transferring Calls
      3. Taking Messages
      4. Screening Calls
      5. Protecting Your Employer
      6. Courtesy
      7. Telephone Etiquette Tips
      8. Often-Used Numbers
      9. Domestic Information
      10. International Long-Distance Calls
      11. Voice-Mail Etiquette
      12. Answering Services
    4. 4 Mail Services and Shipping
      1. The Office Mail
      2. Addressing for Success
      3. How to Make Sure Your Mail Gets Through
      4. Postal Automation: Encoding for Business Mailers
      5. Postage Meters
      6. Printing Postage Online
      7. Packaging
      8. U.S. Postal Service Mail Services
      9. Forwarding First-Class and Other Mail
      10. Other Special Mail Services
      11. Information on the Internet
      12. Alternatives to the U.S. Postal Service
      13. Other Shipping Services
    5. 5 Travel Arrangements
      1. Today’s Business Traveler
      2. Getting the Trip Under Way
      3. Booking Travel Online
      4. Hotel Reservations
      5. Transportation Reservations
      6. The Itinerary
      7. Before-the-Trip Checklist
      8. International Travel
      9. Time Zones
      10. International Currencies
    6. 6 Meetings
      1. Anatomy of a Meeting
      2. Types of Corporate Meetings
      3. Scheduling Meetings
      4. Meeting Agendas
      5. Meeting Minutes
      6. Conferences
    7. 7 Time Management
      1. Overview of Time Management
      2. Controlling Procrastination
      3. Maintaining an Activity List
      4. Creating Action Plans
      5. Keeping a To-Do List
      6. Scheduling
    8. 8 Keeping Accurate Records
      1. A Critical Duty
      2. Getting Ready
      3. Basic Filing Systems
      4. File Cabinets
      5. Organizing Your Computer Files
      6. Backing Up Your Files
      7. Viewing Files
      8. Using Recent Items
      9. Using More Than One Computer
  9. Section Two Office Equipment and Computers
    1. 9 Office Equipment
      1. Telephones
      2. Voice Mail
      3. Special Telephone Services
      4. Fax Machines
      5. Office Computers
      6. Computer Input Devices
      7. Computer Output Devices
      8. Storage Devices
      9. Laptop Computers
      10. Tablet Computers
      11. Maintaining Your Computer
      12. Copy Machines
      13. Binding Systems
      14. Laminators
      15. Overhead Projectors
      16. Paper Shredders
    2. 10 Mobile Computing
      1. iPad and iPhone
      2. Android
    3. 11 Using Microsoft Windows
      1. Operating Systems
      2. How Does Microsoft Windows Work?
      3. The Windows 7 Desktop
      4. Windows 8
    4. 12 Using Apple Macintosh
      1. Overview of the Apple Macintosh
      2. Navigating with Mac OS X
      3. Opening and Closing Programs
      4. Working with Files
      5. Creating an Alias
      6. Saving Files
      7. Copy, Cut, and Paste
      8. Printing
      9. Mouse and Keyboard Commands
      10. Spotlight Functions
      11. Print to PDF
      12. Keyboard Shortcuts
    5. 13 Email
      1. Email Accounts
      2. Passwords
      3. Email Programs
      4. Managing Email
      5. Sending Attachments
      6. Hyperlinks in Email Messages
      7. Organizing Your Email
      8. Email Address Book
      9. Signature Files
      10. Returned Mail
      11. Instant Messaging
      12. Email Protocol for Administrative Assistants
      13. General Email Guidelines for Business
    6. 14 Using the Internet
      1. The World Wide Web
      2. Connecting to the Internet
      3. HyperText Markup Language
      4. Web Pages and Websites
      5. Internet Addresses
      6. Using a Web Browser
      7. Bookmarks and Favorites
      8. Printing a Web Page
      9. Saving a Web Page
      10. Downloading and Uploading Files
      11. Cookies
      12. Search Tools
      13. Conducting a Search
      14. Error Messages
      15. Plug-Ins
      16. Websites of Interest to Administrative Assistants
    7. 15 Web Conferencing
      1. Overview of Web Conferencing
      2. Web Conferencing Software
      3. Organizing a Web Conference
      4. Planning Your Web Conference
      5. Presenting at a Web Conference
    8. 16 Data Security
      1. Information = Profit
      2. Determining What Is a Crime
      3. Threats from Outside
      4. Threats from Inside
      5. Software Piracy
      6. Apprehending Criminals
      7. Protecting Your Company’s Data
      8. Computer Viruses
      9. Maintaining Your Computer’s Security
      10. Coping with Disaster
    9. 17 Troubleshooting Computer Problems
      1. Microsoft Windows PC Troubleshooting
      2. Windows PC Software Troubleshooting
      3. Apple Macintosh Troubleshooting
    10. 18 Office Ergonomics
      1. Recognizing Signs of Discomfort
      2. Your Desk and Chair
      3. Positioning Your Computer Keyboard and Mouse
      4. Positioning Your Computer Display
      5. Arranging Your Workstation
      6. Sustained Work
      7. Keyboarding Techniques
  10. Section Three Office Productivity Software
    1. 19 Common Microsoft Office Features
      1. The Ribbon Bar and Command Tabs
      2. Smart Tags
      3. Screen Tips
      4. Help
      5. Customizing the Ribbon Bar
      6. Quick Access Toolbar
      7. Cut, Copy, and Paste
      8. Spelling and Grammar Checking
      9. Using Clip Art
      10. Using Smart Art
      11. Using WordArt
      12. Drawing
      13. Converting Documents
      14. Adobe Acrobat PDF Files
      15. Keyboard Shortcuts
      16. Office 365 On Demand
    2. 20 Using Microsoft Word
      1. Creating Documents
      2. Editing Documents
      3. Formatting Documents
      4. Printing Documents
      5. Saving and Loading Documents
      6. Advanced Word Processing Features
      7. Creating an Address List
      8. Creating and Printing Address Labels
      9. Printing Envelopes
      10. Printing and Emailing Mail-Merge Letters
      11. Working with Templates
      12. Tracking of Changes and Revisions in Documents
      13. Adding and Removing Draft Watermarks
    3. 21 Using Microsoft PowerPoint
      1. PowerPoint Views
      2. Normal View
      3. Notes Page View
      4. Outline View
      5. Slide Sorter View
      6. PowerPoint Templates
      7. Working with Slides in PowerPoint
      8. Using Fonts and Color in Your Presentations
      9. Using the PowerPoint Masters
      10. Inserting Visuals
      11. Planning a Presentation
      12. Making Your Presentation
    4. 22 Using Microsoft Excel
      1. What Is a Spreadsheet?
      2. Navigating Around a Spreadsheet
      3. Spreadsheet Data
      4. Editing Your Spreadsheet
      5. Other Spreadsheet Functions
      6. Creating Charts and Graphs
      7. Creating an Organizational Chart
    5. 23 Using Microsoft Publisher
      1. Overview of Microsoft Publisher
      2. Working with Publisher Tools
      3. Setting Up Columns
      4. Adjusting Line and Character Spacing
      5. Adding Pages
      6. Using Master Pages
      7. Working with Graphics
      8. Setting Up Styles
      9. Using Templates
    6. 24 Using Microsoft OneNote
      1. What Is Microsoft OneNote?
      2. Creating a Notebook
      3. Saving a Notebook
      4. Printing a Page of Notes
    7. 25 Using Microsoft Outlook
      1. Tabs and Ribbon Bars
      2. Navigation Pane
      3. Using Email with Outlook
      4. Using the Calendar with Outlook
      5. Contact and Distribution Lists
      6. Using the Tasks Feature in Outlook
    8. 26 Using Microsoft Web Applications
      1. Creating an Online Document with Microsoft Web Applications
      2. Managing Your Microsoft Web Application Documents
      3. Using SkyDrive to Share Files
    9. 27 Gmail and Google Docs
      1. The Google Account
      2. Google Chrome
      3. Gmail
      4. Attachments
      5. Contact Manager
      6. Text, Voice, and Video Calls
      7. Google Calendar
      8. Google Drive
      9. Google Mobile Apps
  11. Section Four Business Documents
    1. 28 The Business Letter
      1. Appearance
      2. Paragraphing
      3. Parts of a Business Letter
      4. Beginning the Letter
      5. Contents
      6. Closing the Letter
      7. A Last Look
      8. Letters Written by the Administrative Assistant
      9. Routine Letters
      10. Interoffice Memorandums and Emails
      11. Paper Selection
      12. Envelopes
    2. 29 Other Written Communications
      1. Reports
      2. Documenting Sources of Information
      3. Report Templates
      4. Press Releases
      5. Tables
      6. Editing and Proofreading
    3. 30 Forms of Address
      1. Handy Reference Chart
      2. Some Additional Guidelines
    4. 31 Legal Documents
      1. Grammalogues
      2. Document Formats
      3. Notary Public Forms
      4. Codicils to a Will
      5. Agreements and Contracts
      6. Proxy
  12. Section Five Language Usage
    1. 32 Grammar
      1. The Parts of Speech
      2. Nouns
      3. Verbs
      4. Adjectives
      5. Adverbs
      6. Pronouns
      7. Prepositions
      8. Conjunctions
      9. Articles, Determiners, and Quantifiers
      10. Interjections
    2. 33 Language Usage and Style
      1. Subject and Verb
      2. Predicates
      3. Objects
      4. Complements
      5. Modifiers
      6. Phrases
      7. Clauses
      8. Sentence Fragments
      9. Sentence Variety
      10. Sentence Types
      11. Transitions
      12. Avoiding Redundancies
      13. Phrases and Words to Omit
      14. Clichés
      15. Unbiased Language
    3. 34 Common English Usage Problems
      1. Language: Key to Your Success
      2. Verbose Expressions
      3. Correct Usage
      4. Problem Pronouns
      5. Dangling Participles
    4. 35 Spelling
      1. Dictionary Uses
      2. Plurals
      3. The Suffix
      4. Irregular Spelling
      5. Capitalization
      6. Confusing Homonyms
      7. American English and British English Differences
      8. Compound Words and Hyphenation
      9. Negative Formations
      10. Commonly Misspelled Words
    5. 36 Pronunciation
      1. Perfecting Your Speech
      2. Word List
    6. 37 Punctuation
      1. Purpose of Punctuation
      2. The Period
      3. The Comma
      4. The Question Mark
      5. The Exclamation Point
      6. The Semicolon
      7. The Colon
      8. Quotation Marks
      9. Italics
      10. The Apostrophe
      11. The Em Dash
      12. Ellipses
      13. Parentheses
      14. Brackets
      15. The Hyphen
      16. The Slash
    7. 38 Numerals
      1. Words or Figures?
      2. Dollars and Cents
      3. Time
      4. Dates
      5. The Hyphen
      6. Ages
      7. Dimensions
      8. Weights and Measures
      9. Percentages
      10. Numbers
      11. Roman Numerals
  13. Section Six Financial Activities
    1. 39 Bookkeeping and Accounting
      1. Financial Record Keeping
      2. Assets
      3. Liabilities
      4. Effect of Business Transactions
      5. Accounting Statements
      6. The Account
      7. Payroll
      8. Travel and Entertainment and Auto-Expense Records
      9. Cash Budgets
      10. Records for Lenders
    2. 40 Weights and Measures
      1. U.S. Weights and Measures
      2. The International System (Metric)
      3. Conversion Table
    3. 41 Business Math
      1. Using a Calculator
      2. Using a Spreadsheet
      3. Fractions, Decimals, and Percentages
      4. Graphs and Charts
      5. Business Calculations
  14. Section Seven Career Advancement
    1. 42 Your Future
      1. Growing as the Company Grows
      2. Learn About the Business
      3. Upgrade Your Skills
      4. Recognizing a Time for Change
      5. Finding a New Job
      6. Your Résumé
      7. The Interview
    2. 43 Presentation Skills
      1. Why Make Presentations?
      2. Good Preparation
      3. Solid Delivery
      4. Group Presentations
    3. 44 Communications Skills
      1. Giving Feedback
      2. Listening Well
      3. Nonverbal Communications
      4. Customer Service
      5. Interviews
    4. 45 Office Management and Supervision
      1. Organizational Structure
      2. The Role of the Office Manager
      3. Building Trust with Your Team
      4. Ethics in Business
      5. Conflict Management
      6. Workplace Law
  15. Index
  16. About the Authors
  17. Free Sample Chapter from People Styles at Work . . . and Beyond
  18. Best-Sellers from AMACOM
  19. About AMACOM