In the usual study, many people often chase the teacher for knowledge points. Knowledge point refers to the focus, core content and key part of a certain module of knowledge. Mastering knowledge points is the key to improving our grades! The following is my carefully arranged secretarial office equipment. Welcome to reading. I hope you will like it.
What are the office equipment commonly used by secretaries?
1. Phone
Telephone is a communication device that uses current and radio waves to spread sound, and has become an indispensable communication tool for people.
1) program-controlled telephone
Program-controlled telephone is an automatic telephone that is automatically transferred under the control of computer program. It has the functions of automatic dialing, multiple dialing, automatic timing, telephone number storage, hands-free call and so on. It has been widely used in China.
2) videophone
Television telephone is the product of the combination of telephone communication technology with television technology, large-scale integrated circuit and digital processing technology. This new type of communication equipment can not only transmit sound, but also transmit live pictures of both parties on the phone and image information such as files, charts and objects. Television telephone is mainly composed of telephone, television camera and television receiver. During the call, the camera is used to transmit the live picture to the other party, and the receiver is used to display the live picture of the other party on the screen. Videophone is the development trend of telephone industry.
3) Mobile phone
Mobile communication refers to the communication between a mobile point and a fixed point or between two mobile points, which is the combination of wired communication and wireless communication. Mobile phones have been popularized in China and will have broad development prospects.
2. Fax machine
Fax is a communication technology that uses wired or wireless circuits to transmit various graphic manuscripts over a long distance.
1) Operation and use of fax machine
When sending, first put the original to be sent into the fax machine, select the sending parameters (scanning line density and contrast) according to the original situation, and then call the other party. After hearing the response signal, it shows that the other party is turned on and ready to receive. At this time, you can press the start button to start sending and put down the microphone. After the transmission is completed, the fax machine will automatically return to the standby state.
After receiving the call from the sender, the receiver can put down the microphone and press the start key to start receiving until the reception is completed.
2) change the recording paper
Take Ricoh RIFAX580 as an example to explain the paper changing steps.
(1) Open the cover of the fax machine.
(2) Adjust the side plate of the recording paper to a position suitable for the width of the recording paper, and take out the side plate.
(3) Put away the recording paper, and pay special attention to the direction of the roll paper at this time. Pull the paper out of the green belt about 5 cm. Install the side panel and cover it.
3) Matters needing attention in using fax machine
Pay attention to the quality of the manuscript during operation to prevent accidents such as blockage and damage. Files with too thick or too thin paper, files with wrinkles, curls, moisture and uneven trimming, should not be sent; Fasteners, such as paper clips, staples, tape, etc. Before sending the document, it should be taken out to avoid mechanical failure; When the machine sends out a paper jam signal, the jammed original should be taken out in time.
3. Electrostatic copier
Electrostatic copiers are precision equipment, with many varieties and models, and different structures and performances. When using, the operator should strictly abide by the operating specifications according to the specific conditions of the copier used to ensure the normal operation of the copier.
1) Operating steps of the electrostatic copier
(1) Start up and warm up. After turning on the power switch, the fuser starts to warm up. At this time, the preheating waiting signal is displayed on the panel, and the copy can be made after the signal disappears.
(2) Place the original. Place the manuscript on the corresponding marking lines of the platen glass plate and mark the dimensions (such as B5, A4, etc.). ) and the paper feeding direction (vertical or horizontal) of the copy paper should be consistent with the size and placement direction of the original, and then press the original with the cover plate.
(3) Selection and installation of copy paper. After selecting the size of copy paper, shake the copy paper loosely to eliminate static electricity and prevent adhesion, and pick out the damaged, damaged and unprocessed copy paper so as not to affect the normal operation of the machine, then align the paper into the paper box and insert the paper box into the machine.
(4) Selection of copy ratio. For a copier with zoom function, the zoom ratio should be set in advance before copying, so as to determine the size of the copy paper accordingly.
(5) Determine the number of copies. Before copying, use the number of copies key or knob to indicate the set number of copies. If the preset is wrong, you can use the clear key to clear it and reset it.
(6) adjust the exposure. According to the depth and contrast of the manuscript, use the density adjustment lever (or knob) to change the width of the light seam or change the brightness of the exposure lamp to adjust the exposure.
(7) start copying. When the heating indicator is off and the copy indicator is on, you can press the copy button to start copying.
(8) Copy completed. After copying, take out the copy from the paper box, arrange and bind it, and put it in the original.
Take it off the manuscript desk and put it back. For frequently used copiers, it is not necessary to cut off the power supply after each copy, so as to keep them in the printing state, which can shorten the waiting time for preheating in the future.
2) Quality defects of the copy
In the process of copying, due to equipment, operation, technology and other reasons, the copied products will have various defects. The common defects of photocopies mainly include large bottom ash, light color, blurred image and uneven shade of photocopies; White spots or white stripes appear, and black spots or black stripes appear in the copy; All copies are white and all copies are black. It is an important link to improve the quality of copies to carefully analyze the causes of defects and find out the methods to eliminate them.
3) Maintenance and maintenance of electrostatic copier
(1) Regular maintenance.
When the number of copies of the electrostatic copier reaches a certain number, the easily contaminated parts in the copier should be cleaned and maintained. It mainly includes removing dirt and dust from sensitive plate, electrode wire, shielding cover, lens, reflector, paper roller, paper feeding roller, platen glass plate, etc., and drying or wiping.
(2) Regular inspection and maintenance.
After long-term use, the electrostatic copier should carry out comprehensive inspection and maintenance of components, mainly to do a good job of comprehensive cleaning, lubrication and adjustment of components, as well as to replace wearing parts and invalid parts.
(3) Replacement and supplement of consumable materials and wearing parts.
In the daily use of electrostatic copiers, it is necessary to replace and supplement various consumables and wearing parts regularly. It mainly includes the replacement of photosensitive drum, the supplement of toner and the supplement of copy paper.
4. Scanner
1) scanning skills
While doing a good job of scanner maintenance, if you want to get better scanning image quality, you'd better master certain scanning skills. Because the same image is scanned by the same scanner, some people scan the image with good quality, while others scan the image without gradation and color, which may be very different from the scanned image. Here are some scanning techniques.
(1) Determine the appropriate scanning mode.
With a scanner, you can scan images, words, photos and so on. Different scanning objects have different scanning methods. Open the driver interface of the scanner and find that the program provides three scanning options, among which "black and white" mode is suitable for black and white manuscripts. "Grayscale" mode is suitable for mixed-arrangement samples and scanning such pictures with multiple grayscales. "Photo" mode is suitable for scanning color photos, and multi-level sampling and storage are needed for red, green and blue channels. Before scanning, we must choose the appropriate scanning mode according to the scanned object, so as to obtain better scanning effect.
(2) Set the file size.
Whether the scanned object is text, image or photo, it is an image after the scanner output, and the size of the image is directly related to the size of the file capacity. Therefore, the file size should be set when scanning. Usually, the scanner can automatically calculate the file size when previewing the manuscript, but understanding the calculation method of the file size is more helpful to make a proper choice when managing the scanned file and determining the scan resolution. The calculation formula of binary image file is: horizontal size × vertical size × (scan resolution) 2/8. The calculation formula of color image file is: horizontal dimension× vertical dimension× (scan resolution) 2×3.
(3) Find the best scanning area on the glass plate.
In order to obtain the best image scanning quality, people can find the best scanning area of the scanner, and then put the object to be scanned here to obtain the best and most fidelity image effect. The specific search steps are as follows: first, set all the controls of the scanner to automatic or default state, select all areas, and then scan a blank, white or opaque sample at low resolution; Then use professional image processing software Photoshop to open the sample, and use the average command (balance menu item) in the software to process the sample. After processing, you can see where there are cracks, stripes and black spots on the scanner People can print out this file and cut out the best area (that is, the most stable area) to help people place images.
2) Frequently asked questions about the use of scanners
(1) When the scanner switch is turned on, the scanner makes abnormal noise. This is because some models of scanners have locks to lock the lens group to prevent vibration during transportation. Therefore, the lock should be opened before turning on the power switch of the scanner.
(2) There is no response after the scanner is powered on. Some models of scanners are energy-saving, and the lights will light up only after entering the scanning interface, and will go out automatically after exiting.
(3) "Scanner not found" is displayed during scanning. This phenomenon may be caused by turning on the host first and then turning on the scanner. You can restart the computer or refresh it in equipment management.
(4) When the scanner scans, there is a prompt of "insufficient hard disk space or insufficient memory". First confirm whether the hard disk and memory are enough. If the space is large, check whether the set scan resolution is too large, resulting in too much file data.
(5) The scanning time is too long. Check the remaining capacity of the hard disk, optimize the hard disk space, delete the useless TMP file first, make Scandisk, and then make Defrag or SpeedDisk. Note: If the final actual scan resolution setting is higher than the optical resolution of the scanner, the scanning speed will slow down, which is normal.
3) Maintenance method of scanner in use
(1) Protect the optical component.
The photoelectric conversion setting of the scanner is very fine, and the position of the optical lens or mirror has a great influence on the scanning quality. Therefore, people should not change the position of these optical devices at work, and try to avoid shaking or tilting the scanner.
(2) Do a good job of regular cleaning.
If dust or other impurities fall on the glass plate, reflector and lens in the scanner, the reflected light of the scanner will be weakened, thus affecting the scanning quality of the picture. Therefore, people must use the scanner in a dust-free or dust-free environment. After use, they must cover the scanner with a dust cover to prevent more dust from invading.
5. camera
Digital camera is a kind of high-precision recording equipment. Like traditional photography, digital cameras also have problems such as waterproof, dustproof and shockproof. Therefore, we should pay enough attention to the daily maintenance knowledge of digital cameras.
1) operate in strict accordance with the instructions.
Digital camera is a precision instrument, and its operation is complicated. Therefore, it is necessary to operate in strict accordance with the operating steps in the manual, otherwise it is easy to malfunction and crash.
2) Protect the memory card
The memory cards of digital cameras are very small and thin, which are easy to break, and the metal interface piece on the base is easy to be polluted and scratched, so the safest way is to put the memory cards in special packaging boxes and cameras. In general, memory cards must be stored in a dry environment, and memory cards with image files should be kept away from magnetism and high temperature as far as possible.
3) Protect the LCD screen
Generally, digital cameras have LCD screens, which should be well protected to avoid scratching the screen and affecting image observation.
4) Please turn off the power when connecting the computer.
When downloading an image from a digital camera to a computer, it is necessary to connect the digital camera to the computer with a wire. Before connecting, please turn off the computer and digital camera to avoid damaging the digital camera by live operation.
5) Keep the camera clean
Stains on the lens will seriously reduce the image quality, appear spots or weaken the image contrast.
Office equipment daily management system
Chapter I General Provisions
First, the purpose. This system is specially formulated to ensure the normal operation of the company's office equipment and improve the work efficiency and service life of the office equipment.
Second, the scope of application. The office equipment referred to in this system mainly includes desktop computers, printers, photocopiers, telephones, fax machines, projectors, notebook computers, walkie-talkies, etc.
Third, the responsibilities of relevant departments.
1. The Human Resources and Administration Department is mainly responsible for the acceptance, procurement, storage, distribution, maintenance and equipment replacement of office equipment.
2. With the approval of the general manager, some departments can also purchase equipment by themselves. For example, the security department can buy its own walkie-talkies.
3. The equipment use department is mainly responsible for the purchase, use, storage and maintenance of office equipment.
Chapter II Daily Management of Office Equipment
I. Application and purchase of office equipment.
1. Employees apply for the purchase of office equipment as required, fill out the Office Equipment Demand Sheet, and report it to the department head, the head of human resources and administration department and the general manager for approval; If the equipment purchase amount is more than 2000 yuan, it needs the approval of the board of directors.
2. After being approved by the company leaders and the board of directors, it shall be purchased by the Human Resources and Administration Department.
Second, the recipients of office equipment.
1. The Equipment Demand Department will collect it from the warehouse (the HR Administration Department is responsible for it) according to the approved Office Equipment Demand Sheet.
2. Number the inventory equipment received by the department.
Third, the use and maintenance of office equipment.
1. Please read the operation manual carefully before using the equipment and operate in strict accordance with the operation specifications. The heads of all departments are responsible for supervision and inspection.
2. Maintain and repair all kinds of equipment of the company. All departments refer to the specifications, use them correctly and pay attention to normal maintenance.
3. The Human Resources Administration Department shall supervise and inspect the operation and maintenance of office equipment, and register the maintenance and replacement of equipment.
Four, office equipment maintenance management
1. When the equipment cannot be used, the equipment user should report to the network administrator of the Human Resources and Administration Department for handling; If the network administrator can't handle it, he can report it to the hospital technical support department; If it cannot be solved, the Human Resources and Administration Department will contact the supplier for unified maintenance.
2. During the warranty period, the Human Resources and Administration Department should contact the supplier to repair the equipment; The equipment beyond the warranty period shall be repaired according to the most economical and feasible maintenance report scheme, including entrusting maintenance personnel to complete the task, and the department head shall fill in the "maintenance record" in the equipment maintenance form according to the actual situation of maintenance.
Five, the establishment of maintenance files
1. A complete maintenance file must be established for all equipment maintenance, which is managed by the Human Resources and Administration Department, mainly including equipment name, maintenance date, failure phenomenon, failure reason, maintenance content, maintenance cost and maintenance unit, etc.
2. The Human Resources and Administration Department shall regularly make statistics and summarize the maintenance situation, put forward preventive and overcoming measures for various failure causes, and notify the user department to take preventive measures.
Six, the use of office equipment supervision
1. The Human Resources and Administration Department is responsible for irregularly checking the use of office equipment.
2. The Human Resources and Administration Department has the right to punish those who use office equipment in violation of regulations.
Seven, office equipment inventory and compensation
1. The Human Resources and Administration Department is responsible for classifying all office equipment of the company, establishing an office equipment management account, and making an inventory once every six months to ensure that the accounts are consistent.
2. Within the specified service life, if the office equipment is damaged, lost or stolen due to personal reasons, the economic losses caused shall be borne by the individual.
Eight, office equipment scrap processing
1. Scrap review. The list of scrapped items submitted by each department should be carefully reviewed. After it is confirmed that it can no longer be used, it can be scrapped only after it is signed by the Human Resources Administration Department and the General Manager.
2. For the office equipment decided to be scrapped, the Human Resources and Administration Department should make a good registration, and write down the name, price, quantity and other related matters in the scrap disposal book.
3. Scrapped products shall be stored and handled by the Human Resources and Administration Department, and shall not be discarded at will.
Chapter III Classified Management of Office Equipment
First, the use and management of computers.
(1) the person in charge.
1. Each computer should be operated by designated personnel and be responsible for daily operation. Other personnel are not allowed to use it at will.
2, computer users set password management, password is a company secret, without approval shall not be disclosed to anyone.
(2) Computer operating procedures
1, it is forbidden to engage in things unrelated to work on the computer, and it is forbidden to play games on the computer.
2. Don't use a USB flash drive that hasn't been checked for viruses to prevent virus invasion.
3. Without permission, it is forbidden to copy or disclose documents and materials involving company secrets.
(3) Virus protection
1. For networked computers, no one may copy software or documents from the network without approval.
2. The installation of computer software (except the software restricted by the hospital) is decided by the user department.
3. No game software can be installed on any microcomputer.
Please make sure that there is no virus before using this software.
(4) Hardware protection
1. Without the approval of the Human Resources and Administration Department, no one is allowed to disassemble the computer equipment used without authorization.
2, remove the computer equipment, anti-static measures must be taken.
3. After hardware maintenance, all equipment must be restored.
4, the head of each department must conscientiously implement the responsibility for the use and maintenance of computers and supporting equipment in this department.
The heads of all departments must take necessary measures to ensure that their computers and supporting equipment are always in a clean and good state.
6. Key computer equipment should be equipped with necessary power-off and relay facilities to protect the power supply.
(5) Computer maintenance
1. Keep the computer clean. Do not touch the screen with your hands or sharp objects. Users should exit the system and turn off the power before leaving.
2. Regularly organize the data in the computer, make backups, delete unnecessary files, and ensure the speed and storage capacity of the computer.
Second, the use of telephone management
1. The telephone is managed by the Human Resources and Administration Department, and the heads of all departments are responsible for supervising and controlling the use.
2. Every call should be brief and to the point, so as to avoid time-consuming busy line and waste of money.
3. It is forbidden to make personal calls.
4, telephone failure can be reported to the engineering maintenance department for maintenance.
Third, the management of printers and copiers.
1. In order to ensure the safe operation of the copier, the startup time should not be too long every day.
2. After printing or copying is completed, the document must be taken away in time to prevent leakage.
3. It is forbidden to print or copy personal data.
Four, fax machine use management
1. The fax machine is in the office of the Human Resources and Administration Department, and other departments can use it here if necessary.
2. Personal data shall not be transmitted by fax, and confidential documents shall be approved by the leaders.
3. After work every day, the fax is set to receive automatically to prevent missing important documents.
Five, projector use management
1. The projector is placed in the company meeting room, and the department that needs to use it should apply to the head of the Human Resources and Administration Department.
2. The projector is used for company and department meetings and training.
Six, notebook computers
1. The laptop is in the office of the Human Resources and Administration Department, and other departments can borrow it here if necessary.
2. Notebooks are used for company and department meetings and training.
3. If you need to borrow a laptop in your own name due to work needs, you need to fill out the Laptop Borrowing Form.
Seven, the use of walkie-talkie management
1, walkie-talkies are mainly used in security departments.
2. During work, you are not allowed to chat on the walkie-talkie.
3. The walkie-talkie shall be used by special personnel and shall not be lent to irrelevant personnel.
Eight, the use of other office equipment management
1, special management, all office equipment of the company should be managed by designated personnel, and the use of other personnel must be approved by the equipment supervisor.
2, office equipment to regular maintenance, so as not to affect the use of aging.
3. Users of office equipment should ensure the safety of the equipment. If it is lost due to the negligence of users, they should bear the responsibility.
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