Kouwangming

Reasonable use of information tools can obviously improve the office efficiency of secretaries, and sometimes even produce twice the result with half the effort. This requires the secretary not only to be proficient in basic operations, but also to make full use of some advanced functions of office software, and at the same time comprehensively use various automated office tools to improve work efficiency. This paper expounds these tools one by one around the secretary's main office affairs.

I. Text editing

Word and WPS are the most commonly used document editing software for secretaries, and their basic functions are familiar to secretaries. This paper introduces some simple but easily overlooked strategies to improve work efficiency.

1. Try to use "Document Structure Map" instead of "Scroll Bar" to refer to the document outline. This is suitable for documents with many page numbers. You need to set the "style" of titles at all levels to "Title 1" and "Title 2". The advantages are clear at a glance, clear context and automatic generation of table of contents, headers and chart numbers.

2. Try to use the "Revision" function instead of "Rewrite" to modify the document edited by multiple people. In this way, every modification is marked, and the reviewer can "accept the modification" or "reject the modification", which is convenient to concentrate on the marked part and restore the original content of the document.

3. Try to use "compressed pictures" instead of "original pictures" to insert documents or network communication. This can greatly reduce the number of documents and facilitate the sending, saving and opening of attachments. The method is to select the image "open mode"-"Microsoft Office Picture Manager" and compress the image so that it can be used in documents, web pages or e-mails.

4. Try to learn and use layout knowledge. Different layouts bring different experiences to readers. Taking fonts as an example, Song Style is the standard, Li Shu is steady, bold is often used as the title of official documents, imitation Song Style is often used as the text font of official documents, and TimesNewRoman is more suitable for numbers than Song Style. In addition, the color matching, line spacing and font size of documents are also particular. For example, in order to facilitate leaders to review manuscripts, fonts should generally be enlarged and line spacing should be widened.

5. Try using it ". pdf & amp； Acute; Not ". Doc ",ready to print the document. Convert the printed manuscript to ". Pdf format can prevent the layout from changing during operation. Of course, if you want to make changes before printing, you can save the printed manuscript in two formats at the same time.

Second, the report statistics

In addition to the basic operations commonly used in excel, paying attention to the following details will help improve the quality of statistical reports.

1. Try to use "data validity" instead of "instructions for filling in the form" to remind the person filling in the form. If the form template requires standardization, it is best to set the cell format or data validity, especially the "Date" and "Value" columns, before publishing, instead of using descriptive "Form Filling Instructions".

2. Try not to add spaces in the editing name to avoid missing names. If you enter "Zhang San" instead of "Zhang San", although the latter layout is beautiful, if it is used for data statistics, it is necessary to avoid the influence of spaces on future searches.

3. Try to edit a page with a large span by using the Freeze Pane instead of manually reducing the Column Width. If there are many columns in the table and the vertical and horizontal span is large, you should be good at using the "freezing pane" to make the header part always visible when dragging, which is convenient for writing and viewing.

4. Try to edit the table title with "header/footer" instead of "merged cells". Careful use of Merge Cells can prevent errors in sorting, copying and pasting. Using Header to set the title of the report can make the page display automatically. In addition, make good use of the first &; The total number of pages; "Total Pages" sets page numbers, which can generate professional page numbers for binding and reading.

5. Try to use "top title line" instead of adding "title line" on each page. If the statistical report is more than one page, plus the title line, it will be very "friendly" to the reader, and it will also be beautiful, neat and orderly. "Top header row" is more advanced than adding header rows on each page. It is automatically generated, which saves the trouble of "pulling one hair and moving the whole body" with a slight change in the document.

6. Try to use "grid lines" instead of adding "borders" to the table. Grid lines can be automatically identified, which is beautiful and suitable for eyes. The "border" needs to be added manually, and it is easy to make the border missing in the process of deletion and modification, which affects the appearance.

Third, communication and exchange.

In addition to the usual telephone and email contact, the secretary also needs to master various communication methods and skills.

1. Try to separate the work mailbox from the private mailbox. First, you can prioritize, and second, many people can use their work email. You can also enable special mailboxes for specific businesses, such as statistics of scientific research results. Because the time for submitting the results is relatively concentrated and the mail is relatively dense every year, a special mailbox can be set up, which is simple in business and easy to manage.

2. Try to associate several mailboxes and log in through the same platform. You can send and receive emails from multiple mailboxes in real time through similar functional software such as outlook, foxmail and Netease lightning mail that comes with the operating system, so as not to miss important affairs.

3. Try to upgrade and use the new mailbox function. For example, you can use the network disk that comes with your email without other storage media, so there are no problems such as inconvenient carrying, media damage, virus infection and so on. Organize emails in time and put them in folders such as "Personal Important Mail" and "Work Important Mail" respectively.

4. Make the best use of websites, SMS platforms, e-mails, telephone confirmations, etc. to issue notices. The website is suitable for a wide range of news release, with wide scope, rich content and openness. The SMS platform can log in through PC client and mobile phone. , to achieve instant interoperability. The paid SMS group sending service is suitable for reminding important notices; Free instant messaging software, such as Fetion, is suitable for instant contact between individuals.

5. Be good at establishing communication "groups" and use "group announcement or * * * enjoyment" instead of mass communication. This method is especially suitable for the task of sending oversized attachments to many people, and can make up for the shortcomings of too small email attachments and limited number of people to send at one time. The secretary establishes a group communication platform, which is helpful for members to exchange views, information and emotions.

Fourth, information search.

In addition to the common information search methods such as Baidu, Google and Library, the following methods are helpful to complete more advanced search.

1. Be good at using "filetype" to improve search quality. The general search results are mostly web-based messages. If you add "filetype:doc" in English input mode after the search content, the search results will all be qualified word documents. Similarly, if you need worksheets or slides, add "xls" or "PPT &；; Acute; .

2. Be good at using various encyclopedias to understand new knowledge in various fields. There are Wikipedia, Interactive Encyclopedia and Baidu Encyclopedia, which have been made public and good for free online. Because the content of this Internet-based encyclopedia is open and the update speed is quite fast, obtaining information in this way can expand the secretary's knowledge and understand the latest information and trends.

3. Be good at using "online documents" to obtain practical documents. For example, Baidu library, Douding document and so on. These online document sharing platforms cover all kinds of documents, including office documents and application documents. These documents have a specific style, format, integrity, professionalism and strong pertinence.

4. Be good at using "Google Academic Search" or free "electronic journal" database to obtain professional literature. "Google Academic Search" also provides the citation times of documents and the ranking of search results. This kind of retrieval helps the secretary to know the most important academic documents and research trends in a certain field.

Verb (abbreviation for verb) mobile office

This is a brand-new office model, and the secretary can handle anything related to business anytime and anywhere, thus getting rid of the limitation of time and space.

1. Use laptop and wireless network card. Because the secretary often has to follow the leader for meetings and business trips, he needs to carry a laptop with him to prepare for meetings, presentations, data access and related business. This mode is suitable for going out for meetings, long-distance and short-distance business trips, and requires a power interface to be used for a long time.

2. Smart client programs using mobile phones and mobile communication networks. With the development and maturity of IT technology, smart phones are gradually popularized, which can basically realize the functions of office mail, document processing, notification, information inquiry and so on. With its portability, high speed, powerful functions and beautiful and friendly interface, it has become a good assistant for secretaries.

Intransitive verb others

1. Upgrade the software version in real time instead of sticking to the old version. Because the former is more powerful and friendly, it is important that it is also compatible with the latter.

2. Back up important and frequently edited electronic documents regularly. According to the nature of the business, the backup cycle can be divided into months, half a year and so on. , or before holidays or legal holidays.

3. Enable a more friendly input method at the right time. Input methods based on phrases or sentences, such as Google Pinyin and sogou Pinyin, are superior to input methods based on words or words, such as "smart ABC" and "full spelling". The former also has the function of input memory.

4. Occasionally use some convenient software tools to deal with sudden or staged transactions. For example, using "FinalData" software to restore damaged storage media such as USB flash drives, using "BatchRename" software to modify file names in batches, and using OCR software to digitize paper files.

5. Daily use of "schedule management" and "transaction reminder" software for time management. At present, mobile phones, computers, mailboxes, etc. Similar functions are available.

Finally, making a basic business flow chart of OS (operating standard) or main business, summarizing the informatization experience of office affairs and updating it in real time can improve the overall level of the secretary's office.

References:

[1] Lou Cequn, Hong Chu, Wu Yang. On the information management system of government agencies [J]. Information Science, 2006 (4).

[2] Liu, Sun Gang. Research on Office Informatization of Grassroots Government Departments in China [J]. Library and Information Work, 20 10 (23).

(Author: School of Economics and Management, South China Normal University)