Deck 7: Processing Mail

Question 1

Which one of the following statements is NOT an effective tip to using e-mail?

A) Sort and delete messages regularly.
B) When you check your e-mail, respond to messages immediately.
C) Address the receiver by name in the opening sentence.
D) Check your messages frequently, which means at least five times a day.

Answer 1

Check your messages frequently, which means at least five times a day.

Question 2

Which one of the following statements is NOT a reason for employers to monitor their employees' computer use?

A) Increasing security
B) Maintaining the company's professional reputation and image
C) Improving employee productivity
D) Wanting to control what employees say in their messages to each other

Answer 2

Wanting to control what employees say in their messages to each other

Question 3

Which one of the following statements includes the first three steps in handling traditional incoming mail?

A) Date-time stamping mail, sorting mail, opening mail
B) Opening mail, sorting mail, inspecting contents
C) Sorting mail, opening mail, inspecting concents
D) Presenting mail to the manager (or individual groups), opening mail, sorting mail

Answer 3

Opening mail, sorting mail, inspecting contents

Question 4

Which one of the following statements best describes a mail register?

A) A record of hand-delivered mail
B) A record of First-Class mail
C) A record of all classes of mail
D) A record of Special (or priority) mail, including insured and registered mail and packages

Question 5

Which one of the following statements best describes the term annotation?

A) A method for handwriting notes in the margins and underlining key words located in the correspondence
B) A method for handwriting notes in the margins of correspondence
C) A method for verbally reminding your manager about the key words located in the correspondence
D) A method for handwriting notes in the margins and following up with verbal instructions regarding the notes

Question 6

The basic classifications of domestic mail include one of the following:

A) First Class, Parcel Post, Bound Printed Matter, and Media Mail.
B) First Class, Priority Mail, Express Mail, Parcel Post, Bound Printed Matter, and Media Mail.
C) First Class, Second Class, Third Class, Parcel Post, Bound Printed Matter, and Media Mail.
D) First Class, Priority Mail, Parcel Post, Bound Printed Matter, and Medial Mail.

Question 7

The following evidence of mailing must be purchased at the time of mailing; it is available for all basic classes of mail EXCEPT Express Mail and items must be presented at a post office or to a rural carrier.

A) Return Receipt for Merchandise
B) Certificate of Mailing
C) Delivery Confirmation
D) Certified Mail

Question 8

This service provides proof of mailing at the time of mailing and date and time of delivery or attempted delivery and is available only with First Class Mail and Priority Mail.

A) Certificate of Mailing
B) Registered Mail
C) Return Receipt
D) Certified Mail

Question 9

Which one of the following statements best describes the zip + 4 code?

A) The zip + 4 identifies a geographic segment within the nine-digit delivery area.
B) The zip + 4 identifies a geographic segment within the five-digit delivery area and identifies the specific sector of a city, such as north or south.
C) The zip + 4 identifies a geographic segment within the five-digit delivery area such as a city block, an office building, or an individual high-volume receiver of mail.
D) The zip + 4 identifies a geographic segment within the five-digit delivery area plus the area post office.

Question 10

Which one of the following statements best describes a postage meter?

A) The machine itself is purchased, but the meter is leased from the manufacturer and is licensed with a fee charged by the post office.
B) Your company purchases the machine and the meter is leased from the manufacturer and is licensed with a fee charged by the post office.
C) The machine and the meter is leased from the manufacturer and is licensed without charge by the post office.
D) The machine itself is purchased, but the meter is leased from the manufacturer and is licensed without charge by the post office.

Question 11

Inspecting the contents means that you do all but which of the following tasks?

A) Check enclosures received against enclosure notations.
B) Check each document for address, signature, and date.
C) Keep envelopes until enclosures and addresses are accounted for.
D) Record special mail.

Question 12

Which of the following is NOT true about Collect on Delivery?

A) Service is available for international mail.
B) The items must be ordered by the addressee.
C) Amount to be collected from recipient may not exceed $1,000.
D) It allows mailer to collect postage and price of item from recipient.

Question 13

The most common types of scanners are

A) flatbed and sheetfed.
B) flatbed and photo.
C) flatbed, sheetfed, photo, and portable.
D) flatbed, sheetfed, photo, and legal size beds.

Question 14

The class of mail that is chosen depends on

A) how rapidly you would like the mail delivered.
B) the weight of the item.
C) what you are mailing.
D) All of the above

Question 15

Certificate of Mailing and Delivery Confirmation have which of the following in common?

A) A fee is charged in addition to postage.
B) They are available as First-Class Mail and Parcel Post.
C) They must be purchased as the time of mailing.
D) Both A and B

Question 16

Once delivered to the post office, metered mail must be sorted.

Question 17

Fax machines is a device that will copy and transmit graphics and text messages.

Question 18

Fax transmission is convenient because it travels by your computer and not by your telephone line.

Question 19

One popular method of controlling the use of a copier is to provide the appropriate employees with individual copy cards or keys.

Question 20

Delivery Confirmation service is available for Express Mail.

Question 21

Insured Mail--Purchased Online option provides up to $1,000 coverage and has the same fees as insurance purchased at a post office.

Question 22

Registered Mail provides maximum protection and security for valuables and provides the sender with a mailing receipt and delivery record maintained by the USPS.

Question 23

E-mail is the best choice to use when communicating with your team members in all situations because it is convenient and efficient.

Question 24

A major consideration for employees is to understand their organization's expectation regarding monitoring e-mail and other computer activity, such as Web browsing.

Question 25

When inspecting contents of the mail, it's important to keep an envelope so you will know the name of the sender.

Question 26

If you make an error in mailing, you may not be able to recall it.

Question 27

When complete and legible meter stamps cannot be used because of misprints, spoiled envelopes or cards, you may receive credit for the postage.

Question 28

When faxing a document, it is common practice to place document face down.

Question 29

Although considered to be correct etiquette, it is not common practice to get a writer's permission before forwarding or posting an e-mail message.

Question 30

Employers have many legitimate reasons for monitoring their employees' computer use, including e-mail.

Question 31

Describe at least two tips for sending attachments with your e-mail.

Question 32

From an employer's point, identify legitimate reasons for monitoring their employees' computer use.

Question 33

Distinguish among USPS's special international services.

Question 34

List at least three options that are important to consider while controlling photocopying costs.

Question 35

Identify at least five e-mail etiquette rules to follow.