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Handout 2: Office equipment

PowerPoint presentation. Handout 2: Office equipment. Principles of providing administrative services. Equipment. Work in an office relies heavily on a range of (mostly electrical) equipment. It is important that you know how to use it correctly follow the manufacturer’s instructions.

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Handout 2: Office equipment

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  1. PowerPoint presentation Handout 2: Office equipment • Principles of providing administrative services

  2. Equipment • Work in an office relies heavily on a range of (mostly electrical) equipment. • It is important that you • know how to use it correctly • follow the manufacturer’s instructions.

  3. Printers, scanners, photocopiers • May be combined within the same machine, ie a machine that can perform all three tasks and is linked to the computer system. • Printers: • high output are usually mono (black ink only) laser printers • ink-jet printers suitable for low output or as individual printers. • Scanners enable paper documents to be converted into computer files.

  4. Photocopier features • two-sided copying (duplexing) • collating (sorting) • stapling/punching • reduce/enlarge • multiple paper size, eg A4 and A3, and auto paper tray select • different media, eg envelopes, card, transparencies • scanning • zoom and cropping to adjust ‘wonky’ originals • brightness/contrast adjustment.

  5. Telecommunications equipment • telephone • fax • answerphone machine • email.

  6. Telecommunications equipment features • An answerphone machine • takes messages out of hours or over busy periods when all operators are busy • will require someone to listen and transcribe the messages every morning. • Fax machine for sending immediate written messages • has largely been overtaken by the use of email • still useful for sending diagrams or documents containing a signature • the original paper document is retained by the sender.

  7. Miscellaneous equipment • Binding machines – to bind papers into a booklet. • Jogger/collator – a jogger shakes pages into a straight pile for punching or binding, while a collator sorts pages into sets. • Laminator – enables documents to be sealed in plastic, therefore preventing damage. • Guillotine or paper trimmer – incorporating a measure to accurately cut paper to size. • Shredder – to shred confidential papers. • Audio transcription machine – to use for transcribing recorded dictation.

  8. Mail room equipment • franking machine • weighing scales • letter opening machine • folding equipment • addressing and labelling machines • wrapping and rolling machine • labelled trays or pigeonholes • date stamp (manual or automatic) • remittance book • special items book.

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