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O.A. Assignment #1

The document is an assignment for Grade 9S Office Administration, authored by Sayona Sandhya Singh, due on January 26, 2023. It includes questions about telephone directories, message-taking procedures, and types of telephone calls, along with detailed answers. Key topics covered include the types of information found in a telephone directory, steps for taking messages, and the differences between voicemail and answering machines.

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46 views4 pages

O.A. Assignment #1

The document is an assignment for Grade 9S Office Administration, authored by Sayona Sandhya Singh, due on January 26, 2023. It includes questions about telephone directories, message-taking procedures, and types of telephone calls, along with detailed answers. Key topics covered include the types of information found in a telephone directory, steps for taking messages, and the differences between voicemail and answering machines.

Uploaded by

sayonasandhya2009
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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SARASWATI VIDYA NIKETAN

Name: Sayona Sandhya Singh

Subject: Office Administration

Class: Grade 9S

Teacher: Ms. Shamika Baldeo

Assignment #1

Due Date – 26th January, 2023

1
Questions:

1. What is a telephone directory?


(2 marks)

2. State FIVE kinds of information that may be obtained from


a telephone directory.
(5 marks)

3. Identify 5 steps one should be taken when taking


messages.

(5 marks)

4. State the difference between a voicemail and an answering


machine.

(4 marks)

5. Explain any TWO types of telephone calls.


(4 marks)

2
Answers:

1. Telephone directory/ phonebooks are printed by the telephone service


providers. It can be a hard copy or a soft copy. The listings in a
telephone directory may be colour-coded.

2. Five kinds of information that may be obtained from a telephone


directory are:
i) White pages: provide alphabetical listings of customers’ names
followed by their telephone numbers.
ii) Blue or Green pages: provide information on governmental
agencies
iii) Yellow pages: provide information on businesses classified
according to the products and services offered.
iv) Grey pages: provide a reverse directory where the entries are
arranges by telephone numbers.
v) Advertisements

3. Five steps that should be taken when taking messages are:


i) Always have a pen and notepad or telephone message form
close at hand.
ii) Ask for the caller’s name (make sure you get the correct spelling)
and telephone number.
iii) Write down the message, including what action is to be taken
with the date, time and your name or initials.
iv) Repeat message for the caller.
v) Always pass on messages promptly. If there is delay, the
massage may get misplaces or you may forget.

3
4. An answering machine is an external device that is attached to the
telephone line, whereas voicemail is a service that may be offered by
the telephone company for recording and storing telephone messages.

5. Two types of telephone calls are:


i) Collect calls
The receiving phone number is paying for a collected call. Collets calls
are made with the help of a phone operator. The operator dials the
requested number and determines if the recipient is prepared to accept
the call charges. The call is terminated if the receiving party refuses to
pay the charges for the call.

ii) Station-to-station calls


A station-to-station call is one in which the caller dials the desired
number without the help of an operator (direct dialing). The caller does
not know who will answer the phone since it was not specified. Station-
to-station calls are automatically charged to the phone number from
where the call was made.

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