《秘书英语》07Filing Management

这个小男孩在跟外国人就交流方面还是有点
困难。
Ⅱ. Language Points
9. benefit….. from 从……受益 We benefit a lot from his lecture. 听了他的讲座，我们受益匪浅。
10. for the sake of 由于……缘故 She married the millionaire just for the sake of


Ⅲ. Classroom Activities
Work in pairs. One of you is an experienced secretary, the other is a newcomer to the office. The newcomer wants to ask something about filing management. Please make a录的基本结构：

书端（Heading）； 收文人的姓名、头衔、地址（Addressee„s Name， Title， Address） 称呼（Salutation）； 事由（Subject）； 正文（Body）； 结束语（Closing）； 署名（Signature）
4.consistent
一致的 This statement is not consistent with what yoo said yesterday. 这个说法与你昨天说的不一致。
[kən„sistənt]
a.
Ⅱ. Language Points
5. advantage [əd„vɑ:ntidʒ] n.有利因素, 优势; 益
Additional Knowledge 11. A card index is a most valuable friend to a secretary, so it must be kept handy and up to date. 卡片索引是秘书最宝贵的朋友，因此它要保持方便、时 新。 12. If individual papers must be removed from the files, markers should be used for all absent files so that one can know where the papers are. 如果个别的资料要从档案中去掉的话，所有缺少的档案 材料要用标签标明以便于了解这些文件在什么地方。 13. There are four basic methods of classifying materials for filing: alphabetical, numerical and alphanumerical, geographical and by the subject. 有四种将文件分类的方法：按字母、数字、字母排列加 数字、地理位置和主题。
Additional Knowledge
14. The most important thing about filing is to bring together
in a single folder all papers relating to a particular subject. 档案管理最重要的是要归存于单独的档案夹，或者把与某一 特定主题有关的所有文件存档。 15. Do not delete business related files unless you are absolutely certain that you will never need the file again. 不要轻易删除贸易往来的文件，除非你非常肯定再也用不着 这个文件了。 16. Place all documents in the My Documents folder and no where else. So whether it‟s a spreadsheet, a letter or a PowerPoint presentation, it goes here. This will make it easier to find things and to run backups. 把所有的文件都存在“我的文档”里而不要放到其他地方。所以 不管是一张空白表格、一封信或PPT演示文稿，你都能在这 儿找到。这样的话能轻而易举地找到你所需要的东西和备份。
Ⅱ. Language Points Ⅲ. Classroom Activities
Ⅳ. Practical Writing
Ⅴ. Exercises Ⅵ. Key to Exercises Ⅶ. Assignments
Ⅰ. Lead-in
As a secretary, you need to be able to operate at your desk

swiftly and easily. Though setting up a filing system sounds difficult, it is a relatively easy task that can be made easier by a few filing tips and tricks. (1) Sit at your desk for a few minutes and figure out where you will instinctively look for things. (2) Now that you know where you will naturally look for information, you must determine whether an alphabetical, numerical or subject filing system will work best for you. (3) Next, roughly determine your storage needs. (4) Invest in a good labeling system for clarity and easy access. (5) Now you are ready to purchase file folders. .
money. 她嫁给那位百万富翁纯粹是为了钱。
Ⅱ. Language Points
11. be likely to 很有可能…. He is likely to attend the meeting this afternoon. 他很有可能去参加今天下午的会议。 12. tend to 趋向于，往往会 Boys tend to be physically stronger than
Ⅱ. Language Points
7. in vain 徒劳无功 He tried to persuade his father to stop
smoking, but in vain. 他试图劝说他父亲不要抽烟，却无功而返。 8. have difficulty (in) doing 做…有困难 The little boy still has some difficulty in communicating with foreigners.
Unit 7 Filing Management
Secretary English
Objectives
To grasp the words and expressions in this unit. To practice the situational dialogues skillfully. To be able to write memos, bills and forms as
girls. 男孩子往往会比女孩身体健壮些。
Additional Knowledge

1. desktop 桌面 2. original document 原件 3. administrative archives 文书档案 4. copy; duplicated document 复制件 5. draft; manuscript 文稿 6. text; version 文本 7. manuscripts 手稿 8. record office 档案室 9. transfer 移交 10. entry 条目
Ⅳ. Practical Writing
1 2
Memo （备忘录）
Bills and forms（单据与表格）
Notices（启事）
3
Ⅳ. Practical Writing 1. Memorandum or Memo（备忘录）
备忘录的定义：
备忘录是一种录以备忘的公文，它
是组织内部沟通的一种非常有效的 工具。在公文函件中，它主要用来 提醒、督促对方， 或就某个问题提 出看法或意见。在业务上， 它一般 多用来补充正式文件的不足。
Sample
To: The leader of student service department From: Li Ming Date: August 16, 2007 Subject: Telephone Dear sir, I would like to remind you that we are in want of a telephone for each dormitory. As university students, we need to cope with the daily increasing communications with teachers, friends and people outside the campus. We need a telephone to get and send messages, which is important for us. Though most of us have mobile phones and e-mail addresses, a telephone in the dormitory is after all the most convenient and cheapest tool of communication. I hope that you will pay attention to this problem and solve it as soon as possible. Regards. Yours, Li Ming
well as notices according to the given information.
To know some cultural background
knowledge about filing management.
Contents

Ⅰ. Lead-in
Ⅱ. Language Points
３. issue [„isju:] v. 发布 An important piece of news was issued in
the conference press the day before yesterday. 前天在新闻记者发布会上发布了一条重要消 息。
处, 利益 Do you think the advantages of TV outweigh the disadvantages? 你认为电视的好处多于坏处吗？ 6. traditional [trə„diʃənl] adj.传统的, 惯 例的 Setting fireworks to celebrate the new year is our traditional custom. 燃放爆竹迎接新年是我们的传统习惯。

Ⅱ. Language Points
1. correspondence [kɔris‘pɔndəns] n. （信函）通信
corresponding adj. 相应的 correspond …with 与…通信， 与…一致 All the correspondence between he and me are preserved in the safe. 我和他之间的所有信件都保存在保险柜里. What he does doesn’t correspond with what he says. 他言行不一致. 2. transfer [træns‘fə:] v. 转移 He has transferred from Guangzhou Branch to Bejing Head Office. 他已从广州分公司调入了北京的总部。