文秘英语教学课件：Unit Three Filing

1、Unit Three Filing,Unit Goals,Words and Expressions,Comprehension of the Text,Exercises,Practical Writing,Unit Goals In this unit, you will learn how to : look for files classify materials for filing file effectively maintain the filing system,Words and Expressions cross-reference krs-refrns n. 互相参照

2、file fal n. 文件夹； 卷宗 vt. 把归档 correspondence ,krspndns n. 通信，信件 alphabetically ,lfbetkl ad. 照字母顺序排列地 outgoing atg a. 出发的，外出的 essence esns n. 本质，实质；精华,folder 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.

3、 个别的 marker mk n. 标识，标记 index ndeks n. 索引,prompt 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,up to date 最新的；最近的 contribute to 促进；有助于；贡献,Comprehension of the Text Read the text carefully, and cho

4、ose the best answer for each of the following,1. 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. He might help

5、you find another job,2. 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,3. What will probably happen if you just put a document in a pile on your desk or drawer f

6、or 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,D. It will help to relieve your pressure with other things,4. According to the author, how can we name the files and folder

7、s 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 of folders. D. All of the above,5. According to the author, how can we

8、 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 logical folder or subfolder, rather than have one huge list of files,D. All of the abo

9、ve,Notes to the Text 1. Imagine how much more impressive it would have been ifwhen askedyoud smiled, accessed a well-organized filing system, immediately found the document, and quickly given the answer! 本句中出现了与过去事实相反的虚拟语气,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：

10、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,要是多穿点衣服你就不会着凉了。 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 goo

11、d resources. 学生必须有机会使用好的信息资源,Journalists were denied access to the President. 记者们被挡住，无法见到总统,2. 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. 本句中，get all of that informati

12、on 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,I cant get the car started. 这辆车我启动不了。 I must get my bike repaired. 我得找人修一下我的自行车,3. 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 t

13、hat you have the document in the first place. 本句中，spend some time (in) doing sth. 为固定结构，意为“花费时间做某事”。请看下例,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 d

14、ocuments为动名词作主语。请看下例： Driving a car during the rush hour is tiring,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,5. At periodic intervals (for example, weekly or every two weeks), move files youre no

15、 longer working on to the folders where 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,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

16、个靠左行驶的国家之一,6. 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,He went to the front rather than staying in the rear. 他上前线去了，而不是留在后方

17、,Exercises Translate 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 time,3. Its highly unlikely that you

18、ll 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 documents adds to clutter and makes it harder to fin

19、d things in the future,Translate 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,Practical Writing Business Letters There are several business letter formats, but all conventional formats contain the followi

20、ng features. . Senders Address The senders address usually is included in letterhead. If you are not using letterhead,include the senders address at the top of the letter one line above the date. Do not write the senders name or title, as it is included in the letters closing. Include only the stree

21、t address, city, and zip code. For example: 1700 Flower Street Spring field, Kansas 23164,Date The date line is used to indicate the date the letter was written.You may type it in one of two ways: (Begin with the day, no comma) 21 January 2012 (Begin with the month; use a comma) March 3, 2009,Inside

22、 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 Mathematics New York State University 1320 University Drive Felicity, OH 43287,Salutation Use the same name as the inside address, including

23、 the personal title. For example: Dear Ms. Smith: Dear Sirs,Body Keep the letter brief and to the point. Leave a blank line between 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

24、a statement of the main point,The next paragraph should begin justifying the importance of the main point. In the 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

25、 some type of action,Closing The closing begins at the same vertical point as your date and 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 Wilson,Enclosures

26、 If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing,Sample White&Bethune GmbH 41 Zhongshan Avenue Guangzhou 510660 China +86-20-85712490 November 22, 2011 General Manager Santa Fe Transport Co., Ltd. Ro

27、om 238, Garden Tower 318 Huanshi Road East Guangzhou 510330 China,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,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,Cindy Z