Unit ThreeFiling 文秘英语课件

1、Secretary EnglishUnit ThreeFiling Unit ThreeFiling 文秘英语课件文秘英语课件Secretary EnglishSecretary EnglishSecretary Englishfolder fld n. 文件夹sort st vt. 分类；整理numerical nj()merkl a. 数字的alpha-numerical, lf- nj()merkl a. 字母数字的geographical ,dgrfkl a. 地理的individual ,ndvdjl a. 个别的marker mk n. 标识，标记index ndeks n. 索引

2、Secretary Englishprompt prmpt a. 迅速的；立刻的efficiency fns n. 效率，效能review rvju vt. 复习；回顾by the way 顺便地，附带说说clean out 打扫 look through 浏览relate to 涉及； 同有关系block capital 大写字母Secretary Englishup to date 最新的；最近的contribute to 促进；有助于；贡献Secretary EnglishComprehension of the Text Read the text carefully, and cho

3、ose the best answer for each of the following.Secretary English1. If you keep your boss waiting for a long time while searching an important document, what might happen?A. He might have a good opinion of you.B. He might be disappointed.C. He might search the piles of papers on your desk himself.D. H

4、e might help you find another job.Secretary English2. If you immediately find the document, and quickly give it the boss or client, _.A. it will be impressive.B. it will be disappointing.C. it will be interesting.D. it will be tempting.Secretary English3. What will probably happen if you just put a

5、document in a pile on your desk or drawer for the time being?A. Youll read it carefully later when youve got time.B. Many documents build up, resulting in chaos.C. Youll find time to get all the information organized.Secretary EnglishD. It will help to relieve your pressure with other things.Secreta

6、ry English4. According to the author, how can we name the files and folders effectively?A. Divide a main folder into subfolders for customers, vendors, and co-workers.B. Give shortened names to identify what or whom the folders are about.C. Give a different appearance or look to different categories

7、 of folders.D. All of the above.Secretary English5. According to the author, how can we avoid overfilling folders?A. Break large folders into smaller groups (subfolders or sub-subfolders).B. Divide a folder for a client into subfolders according to the matters concerned.C. Place every file into a lo

8、gical folder or subfolder, rather than have one huge list of files.Secretary EnglishD. All of the above.Secretary English Notes to the Text1. Imagine how much more impressive it would have been ifwhen askedyoud smiled, accessed a well-organized filing system, immediately found the document, and quic

9、kly given the answer! 本句中出现了与过去事实相反的虚拟语气Secretary English表达方式，其结构为：从句：if +主语+had done；主句：主语+should/would/could/might have done请看下例：If I had left a little earlier, I would have caught the train.我要是早点动身，就赶上火车了。You wouldnt have caught cold if you had put on more clothes.Secretary English 要是多穿点衣服你就不会着凉了

10、。 本句中access为动词，意为“到达，进入，使用”，也可作名词，常用于短语gain/have/get access to，意为“进入，使用”，其相反意思的短语为deny access to，意为“无法进入或使用”。请看下例： Students must have access to good resources. 学生必须有机会使用好的信息资源。Secretary EnglishJournalists were denied access to the President.记者们被挡住，无法见到总统。 Secretary English2. Its highly unlikely that

11、 youll ever find time to go back and get all of that information organized, especially considering that youre usually under pressure with other things. 本句中，get all of that information organized 为“get+名词/代词+过去分词”结构，可表示主语参与该动作，也可表示动作由他人完成。请看下例：Secretary EnglishI cant get the car started.这辆车我启动不了。I mus

12、t get my bike repaired.我得找人修一下我的自行车。Secretary English3. You can spend hours of precious time searching for documents that youve filed away somewhere, because its easy to forget where you put itor even to forget that you have the document in the first place. 本句中，spend some time (in) doing sth. 为固定结构，

13、意为“花费时间做某事”。请看下例： Secretary English I spend too much time watching television. 我看电视花的时间太多。4. Having too many unnecessary documents adds to clutter and makes it harder to find things in the future. 本句中，Having too many unnecessary documents为动名词作主语。请看下例： Driving a car during the rush hour is tiring.Sec

14、retary English 在交通高峰时开车使人疲倦。 本句中，it为形式宾语，真正宾语为不定式to find things in the future。请看下例： I found it difficult to pass the exam held by the professor. 我发现很难通过这位教授举行的考试。Secretary English5. At periodic intervals (for example, weekly or every two weeks), move files youre no longer working on to the folders w

15、here your completed work is stored. 本句中，at () intervals意为“每隔时间；间或；不时。请看下例： The runners started at 5-minute intervals. 赛跑的人每隔五分钟出发一批。Secretary English 本句中，where your completed work is stored为定语从句，修饰先行词folders。请看下例： Its one of the few countries where people drive on the left. 这是为数不多的几个靠左行驶的国家之一。Secret

16、ary English6. The idea is to place every file into a logical folder or subfolder, rather than have one huge list of files. 本句中，rather than意为“而不”，其后可跟动词、名词或动名词。请看下例： Rather than go by air, Id take the slowest train. 与其坐飞机去，我宁可坐最慢的火车。Secretary English He went to the front rather than staying in the re

17、ar. 他上前线去了，而不是留在后方。 Secretary English ExercisesTranslate the following sentences into Chinese.1. Have you ever kept a client or your boss waiting on the phone while youve searched the piles of papers on your desk for an important document?2. Ill take a closer look at this later, when Ive got more ti

18、me.Secretary English3. Its highly unlikely that youll ever find time to go back and get all of that information organized, especially considering that youre usually under pressure with other things. 4. Dont make a habit of saving everything that finds its way to you.5. Having too many unnecessary do

19、cuments adds to clutter and makes it harder to find things in the future.Secretary EnglishTranslate the following sentences into English.1. 请您把公司财务的归档档案拿给我看看可以吗？2. 一户一档是档案管理的根本原则。3. 所有的文件都必须按字母顺序存档。4. 我要的那些档案资料都找到了吗？5. 我几乎可以肯定，那份资料已经存档。Secretary English Practical Writing Business Letters There are s

20、everal business letter formats, but all conventional formats contain the following features. Senders Address The senders address usually is included in letterhead. If you are not using letterhead, Secretary English include the senders address at the top of the letter one line above the date. Do not

21、write the senders name or title, as it is included in the letters closing. Include only the street address, city, and zip code. For example: 1700 Flower Street Spring field, Kansas 23164 Secretary English. Date The date line is used to indicate the date the letter was written.You may type it in one

22、of two ways: (Begin with the day, no comma) 21 January 2012(Begin with the month; use a comma) March 3, 2009Secretary English. Inside Address The inside address is the recipients address. Include a personal title such as Ms., Mrs., Mr., or Dr. For example: Ms. Lucy Smith, chair Department of Mathema

23、tics New York State University 1320 University Drive Felicity, OH 43287Secretary English. Salutation Use the same name as the inside address, including the personal title. For example: Dear Ms. Smith: Dear Sirs,Secretary English. Body Keep the letter brief and to the point. Leave a blank line betwee

24、n each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. Secretary English The next paragraph should begin justifying the importance of the main point. In t

25、he next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.Secretary English. Closing The closing begins at the same vertical point as your date and

26、one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the senders name for a signature. Sincerely, Anna WilsonSecretary English. Enclosures If you have enclosed any documents along with the letter, such as a resum

27、e, you indicate this simply by typing Enclosures one line below the closing. Secretary EnglishSample White&Bethune GmbH 41 Zhongshan Avenue Guangzhou 510660 China +86-20-85712490 November 22, 2011General ManagerSanta Fe Transport Co., Ltd.Room 238, Garden Tower318 Huanshi Road EastGuangzhou 5103

28、30 ChinaSecretary English Dear Sir or Madam: Announcement of Change of Address As of Monday, December11, 2010, our Guangzhou branch will be located in our new office building at 131 Huanshi Road Central, Guangzhou 520123 China. The telephone number for this new location is (+86) 20-85647833.Secretar

29、y English Our integration division will remain at 32 Zhongshan Avenue, Tianhe District, Guangzhou 520123 China. I have enclosed a simple map for your reference. Hope you will find it helpful. Sincerely, (signature) Secretary English Cindy Zhang Executive SecretaryEnclosures: 1Secretary EnglishExerci