Laughing all the Way to Work

MAY 11, 2008

I recently attended an IAAP dinner meeting and we had a lawyer speak to us about the proper disposal of confidential documents. As assistants we often work with information that is confidential and we need to use good practices when disposing of these documents. Placing a document in a garbage bin is NOT a secure disposal mechanism.

Medical 100

Medical IAAP 2005 Legal 100

Laughing all the Way to Work

APRIL 15, 2008

It is very important if you get phone calls and make decisions on a file to document that by writing a note and putting it on the file by date. Fax transmission sheets and courier slips are also part of the story and provide proof that a document has been sent so should be kept stapled to the correspondence. What if I make a mistake?

Filing 100

Filing Staples Fax Phones 100

Laughing all the Way to Work

NOVEMBER 16, 2007

Save your documents regularly. Another good reason for using Quick Keys: What would you do if your mouse stopped working and you had open on your screen multiple documents and emails and you didn't remember if you had saved all of them. Alt F4 closes the program and Ctrl F4 closes the document.

Email 100

Email 100

Laughing all the Way to Work

SEPTEMBER 11, 2011

The last step is always to do a read through the document looking for spelling errors and to make sure addresses and names are correct. Documents: Reading through the document is a necessary step after you have done a spell check. This might mean going back and checking a name and address by Googling the person's name or title.

Email 100

Email Filing Confidence Google 100

Laughing all the Way to Work

DECEMBER 1, 2007

Here are some others I like: Ctrl End to get to the end of a document Ctrl Home to get to the top of a document Ctrl Shift End will highlight everything from that point down to the end of the document Ctrl Shift Home will highlight everything from that point up to the top of the document Ctrl a to highlight the whole document.

Microsoft Word 100

Microsoft Word UPS 100

Laughing all the Way to Work

MARCH 5, 2008

Especially as we look to a paperless society we need to keep our folders and subfolders organized in our document management system and in Outlook. But all is not lost if we can’t remember where it is filed, because in Outlook and in most document management systems we can search all folders and still come up with our document.

Filing 100

Filing 2007 UPS AT&T 100

Laughing all the Way to Work

NOVEMBER 24, 2007

Information that is embedded in a document that can tell a user information about how the document was created. Metadata risks Microsoft Office files include metadata beyond their printable content, such as the original author's name, the creation date of the document, and the amount of time spent editing it.

Microsoft Word 100

Microsoft Word 2007 Filing Medical 100

Laughing all the Way to Work

OCTOBER 27, 2013

Even if we use meeting tools such as www.doodle.com to offer dates, we still like to use the meeting sheet to document our progress in arranging the meeting. This is helpful if either of us is away so we can easily take over from the other. Getting the dates is just the first part of meeting organization.

Calendars 100

Calendars Management 2013 AT&T 100

Laughing all the Way to Work

MAY 13, 2008

Someone recently queried whether they should use a staple or paperclip on correspondence when they are enclosing documents. If my enclosures are large bound documents with a clear cover, I will slip the correspondence behind the clear cover. I spoke to a few assistants and we all agreed.

Staples 100

Staples 100

Laughing all the Way to Work

NOVEMBER 16, 2007

A good tip for signing a document is to sign it in blue ink. I would never recommend signing a document in red ink. I prefer it if my boss uses blue ink to make revisions to a document. If you sign in black it is difficult to tell which is the original and which is the photocopy.

100

100

Laughing all the Way to Work

JANUARY 3, 2008

Is it just me or do you immediately cringe and think you did something wrong when your boss mentions there is a typo in a document? I noticed that the other day when someone mentioned to me that there was a typo in a document I was working on. I do however use Spell Check on emails and all documents that I type. Is there a c.c.

Fax 100

Fax 2008 Email AT&T 100

Laughing all the Way to Work

DECEMBER 30, 2015

I had a few mediation and arbitrations to set up and telephone calls to schedule with clients, but the bulk of my work was preparing documents on time and reminding the lawyers I worked for what needed to be done and by when.

Filing 100

Filing Travel Time Zones International 100

Laughing all the Way to Work

MAY 6, 2008

After losing information on my computer too many times, I have learned to save my documents regularly; After putting an original document in the locked confidential storage bin and keeping the one I meant to throw out, I learned to look carefully before I dispose of documents; After booking my boss at a hotel that was clear across town from the airport (..)

Learning 100

Learning Filing Travel UPS 100

Laughing all the Way to Work

JULY 6, 2008

On the New Document task pane, under General Templates, click the Other Documents tab. Setting up a calendar in Word is probably the easiest way to do it and everyone can see at a glance who is going to be away. To open a calendar in Word 2003 do the following: On the File menu, click New. Double-click Calendar Wizard.

Calendars 100

Calendars 2003 UPS Holidays 100

Laughing all the Way to Work

MAY 28, 2008

Here is my list: Drafting letters Scheduling meetings Managing boss's time Transcribing tapes Typing correspondence and lengthy documents Organizing yourself and others Filing Setting reminders and following up Managing bring-forward system Making travel arrangements Typing expense reports Managing boss's e-mail account as well as your own Sending (..)

Fax 100

Fax Phones Expenses Filing 100

Laughing all the Way to Work

JULY 10, 2008

Today I found a section called Templates and Documents. It is written for office professionals, by office professionals and you can tell because the articles are very relevant to what we do every day. I have been browsing the site recently and discovering just how much there is on it. What a helpful tool for admins.

Administrative Professionals 100

Administrative Professionals 100

Laughing all the Way to Work

APRIL 2, 2008

It is a great tool to have your file list up to date in a Word document so you can electronically search for the file names when your boss comes around looking for something. The next day my boss was frantically getting ready to go to a meeting and came to me to get a document he couldn't find. Make sure the file list is up to date.

Filing 100

Filing Interviewing Fax Confidence 100

Laughing all the Way to Work

FEBRUARY 16, 2008

I read an article called How to Stop the Gossip on Lynn Gaertner-Johnston’s blog that made the point of how important it is that we proofread our documents as well as do spell check and grammar checks. You never know who may be noticing and talking about it. Click here 1 to see the full article. 1 (accessed February 16, 2008).

Gossip 100

Gossip 2008 100

Laughing all the Way to Work

OCTOBER 13, 2007

To take a PrintScreen of your toolbar do the following: While in your Word document press the *PrintScreen key on your keyboard (usually located in the top right hand corner). Open a new document in Word and paste it in by either using Ctrl V or from the toolbar click on **Edit > Paste. *On

Keyboards 100

Keyboards 2007 UPS 100

Laughing all the Way to Work

JANUARY 23, 2008

Here are a few Latin words that will come in handy if you work in a legal office: bona fide means good faith prima facie means first glance res judicata means been determined res ipsa loquitor means the thing speaks for itself (rarely used) ex facie means on the face of it and et cetera is Latin meaning other things of that type Tip : When Latin words (..)

Legal 100

Legal 100

Laughing all the Way to Work

JANUARY 16, 2008

We have made impressive strides in that direction however with the use of e-mail, word processing, document management systems and the ability to scan documents. There is software already available to save e-mails directly into our document management systems and to put them in the correct file.

Carbon Footprint 100

Carbon Footprint Ergonomics Filing Etiquette 100

Laughing all the Way to Work

OCTOBER 27, 2007

A quick way to keep words together in a Word document is to use the Shortcut Keys. For example, I never like to split a name up in a letter i.e. Mr. and Mrs. Smith. Instead of pressing the Spacebar after ‘Mrs.’, press Shift Ctrl Spacebar and then type Smith. Mr. and Mrs. Smith will now stay together.

Microsoft Word 100

Microsoft Word UPS 100

Laughing all the Way to Work

JANUARY 11, 2008

Whichever way you choose to write it you need to be consistent throughout your document. Judith Kallos of Netmanners.com has written four books on the subject of e-mail etiquette so I asked her and she said the correct spelling is e-mail and she got her information from the "Chicago Manual of Style". So there you have it folks.

Email 100

Email Etiquette 100

Laughing all the Way to Work

NOVEMBER 30, 2007

Here are some simple steps to ensure confidentiality: File documents, don't leave them lying around Turn paper over on your desk Don’t talk to others about confidential information Clear screen and lock computer Always lock your computer when you leave your desk area!

Cubicle 100

Cubicle Filing 100

Laughing all the Way to Work

MAY 29, 2008

Was I supposed to save that document? Did you mean now? Sorry, I forgot. I think that's their name? Oh my goodness, I sent the e-mail to the wrong person? I thought you said by regular mail. I threw it in the garbage. I forgot to send the invitations out for the conference tomorrow. I hung up by mistake. Sorry, I didn't get their number?

Filing 100

Filing Phones UPS 100

Laughing all the Way to Work

OCTOBER 26, 2008

.© Copyright Patricia Robb 2010 26 October, 2008 Repeating Headers and Footers while in Sections Someone was asking on another site how to repeat a footer for just one section in a document, i.e. a table. She said it would be the same instructions for a table or a document in Word. These are instructions for Word 2003. "I

Time Zones 100

Time Zones IAAP International Meeting Minutes 100

Laughing all the Way to Work

JANUARY 1, 2008

I would suggest that Canadians set the default to Canadian English then if you are doing a document that you need to send to the States you could just set the language to American English and do a Spell Check and it would automatically pick up all the Canadian words and you could easily change it to the American spelling.

Microsoft Word 100

Microsoft Word 2007 Email UPS 100

Laughing all the Way to Work

JUNE 4, 2008

It seems that documents without spelling errors are becoming a thing of the past. In the office I proofread letters and e-mails and do a final Spell Check before letting the document leave my desk. She told me that in her school if you wrote an essay in science then you were only marked on the science content, not the spelling.

Keyboards 100

Keyboards Forms UPS 100

Laughing all the Way to Work

MARCH 26, 2008

I tend to cut and paste when creating a large document and very rarely have to type it from scratch. So I've slowed down when I look at my typing score below. When you think about it, assistants don't type as much as we used to - at least I don't. When I type letters I am usually composing them at the same time so that slows me down.

UPS 100

UPS 100

Laughing all the Way to Work

DECEMBER 7, 2007

If you are working on an urgent document that needs to be couriered out and it is getting close to the end of the day, let the Mailroom staff be aware of that so they will know that you will be rushing in with your courier package at the last minute. The Mailroom is the final checkpoint before a document leaves your organization.

Stress 100

Stress Forms Goals Email 100

Laughing all the Way to Work

JULY 17, 2008

I try to fit in arranging for photocopying and binding documents throughout the day depending on the urgency. Composing letters and e-mails. Scheduling meeting dates and making business phone calls on behalf of my boss. Making travel arrangements. Lastly are the administrative tasks like filing, doing expense reports and cheque requisitions.

Phones 100

Phones Expenses Filing Travel 100

Laughing all the Way to Work

FEBRUARY 27, 2009

© Copyright Patricia Robb 2010 27 February, 2009 Different spellings: British, Canadian and American I was proofing a document the other day, but since Ive been reading documents from the United States and Canada, I couldnt remember if behaviorial was the American or the Canadian spelling. Lets enjoy our day together.©

Time Zones 100

Time Zones IAAP Meeting Minutes Google 100

Laughing all the Way to Work

SEPTEMBER 28, 2008

A checkbox will be inserted into your document where your cursor is. Here is how you do it in Word 2003 and in Word 2007: Word 2003 View - Toolbars – choose Forms – go to the icon that looks like a checkbox and click on it. Unchecked is the default for a box.

2003 100

2003 2007 Forms Skills 100

Laughing all the Way to Work

APRIL 29, 2008

Organize your document management system creating folders and subfolders to organize things better. Recycle extra staplers, scissors, highlighters and pens that you do not need. Use a drawer organizer so you can separate items and make things neat. This is a good time to close out old files and fix up some of the current ones.

Filing 100

Filing Management UPS 100

Laughing all the Way to Work

OCTOBER 9, 2007

These are just a few hints I recently received as a result of an ergonomic assessment of my workstation and they have improved my comfort level at work a great deal.

Health 100

Health Ergonomics 2007 100

Laughing all the Way to Work

APRIL 19, 2008

I have seen my work in the papers they have submitted, in the words they spoke in their speeches and knew the results of a case because of a document I filed with the court. I have since worked for executives who have given televised speeches, lawyers who have worked on high profile legal cases and doctors who have done notable research.

Administrative Professionals 100

Administrative Professionals Legal Holidays Filing 100

Laughing all the Way to Work

APRIL 27, 2008

If the word in the Suggestions is the word you want, click on Autocorrect and it will automatically go into your list of Autocorrect words.

2007 100

2007 Forms UPS 100