文秘英语(南开大学)教案1-4单元

课题:

Unit 1 Introduction to Secretarial Work

一、教学目的：1. Understand the work of a secretary;

2. Discuss issues concerning executive secretaries;

3. Know how to manage time in executive secretaries’ jobs

二、教学重点：1. What skills and abilities do secretaries need to have?

2. What skills and abilities do executive secretaries need to have?

三、教学难点：1. What skills and abilities do secretaries need to have?

2. What skills and abilities do executive secretaries need to have?

四、教学时数： 2.5 学时，其中实践性教学 2.5 学时。

五、习题：

1. Please find more information about the job of secretaries.

2. What does executive secretary mean?

六、教学后记：

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金华职业技术学院教案

教学内容与教学设计 Teaching Content and Design

Part 1 Dialogues

(I) Pre-reading: ask the students to read the two sample dialogues

(II) While-reading: explain the useful expressions

(III) Post-reading: create new dialogues

Situation 1: Ma Li, specializing in bilingual secretary, is soon to graduate from Xi’an Foreign

Languages University. Now she is receiving an interview for a secretary post in a foreign trade

company.

Situation 2: Mary, a secretary in a company, is talking with her friend and tells him what qualities her

boss likes to find in a secretary. Mary is worried if she can meet those requirements.

Part 2 Text A Secretaries

(I) Pre-reading:

① New words

② Phrases and expressions

(II) While-reading:

① Answer the following questions:

Why are secretaries needed in all types of firms and organizations?

As “the information clearinghouse for the office”, what do secretaries do to deal with information?

What are secretaries asked to do to organize and maintain paper and electronic files?

What technology and office equipment are available to facilitate secretaries’ jobs?

What skills and abilities do secretaries need to have?

What knowledge do secretaries need to have?

What interests and tendencies do secretaries usually have?

What job duties do executive secretaries and administrative assistant perform?

What is involved in legal secretaries’ jobs?

What is involved in medical secretaries’ job?

② Language points:

[1] Secretaries perform a variety of clerical and administrative duties needed to run an office.

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本句中，perform为谓语动词，needed to run an office为过去分词短语作定语，修饰duties。请看下例：Jack almost has finished all the books required by his teacher. 杰克几乎已经读完了老师要求的所有书目。

[2] Secretaries spend much of their day dealing with information.

本句中，主体结构为spend some time (in) doing sth.，其中doing sth.部分为介词in的宾语。请看下例：Now more and more city adults spend their leisure time trying to improve themselves at

school or college. 现在城市里越来越多的成年人利用业余时间到学校或大学去深造。

[3] They prefer jobs where they are not pressured to do things that go against their sense of right and

wrong.

本句中有两个定语从句，where they are not pressured to do things修饰先行词jobs；that go against

their sense of right and wrong修饰先行词things。

prefer常与to连用，意为“更喜欢；宁愿”。请看下例：

I prefer coffee to tea.

我喜欢咖啡胜过茶。

[4] Specific job duties vary with experience and titles.

本句中，vary with意为“随……的变化而变化”。请看下例：The demand varies with the season. 需求随季节的变化而变化。

(III) Post-reading: Exercises

Part 3 Text B Executive Secretaries

(I) Pre-reading:

① New words

② Phrases and expressions

(II) While-reading:

① Answer the following questions:

What do executive secretaries use computers and software to do in their work?

Some duties once given to executive secretaries have now been taken on by managers. In what way

does this affect executive secretaries?

Do executive secretaries perform clerical tasks? If yes, what clerical tasks do they perform?

List three of the occupational tasks which are specific to the career of executive secretaries.

Why is it essential for an executive secretary to develop satisfactory interpersonal relationships?

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What work performance should a secretary have?

What skills and abilities do executive secretaries need to have?

What knowledge do people in this career need to have?

Do executive secretaries tend to consider achievement important?

How can executive secretaries advance?

② Language points:

[1] Managers have now taken on some duties once given to executive secretaries.

本句中，once given to executive secretaries是过去分词短语，作定语，修饰和限定duties，相当于定语从句which were once given to executive secretaries。请看下例：Don’t you know the girl

dressed in a red skirt? 你不认识穿红裙子的那个女孩吗？

[2] The following list of occupational tasks is specific to this career.

本句中，specific意为“特有的，特定的”，常与介词to连用。请看下例：Feathers are a feature specific

to birds. 羽毛是鸟类特有的特征。

[3] They like work activities that follow set procedures, routines, and standards.

本句中，that follow set procedures, routines, and standards是一个定语从句，修饰和限定work

activities。从句中set用作形容词，意为“固定的，不动的”。请看下例：The students talked on a

set topic. 学生们就指定的题目进行讨论。

[4] They prefer working where there is a clear line of authority to follow.

本句中，where there is a clear line of authority to follow为地点状语从句。请看下例：Stay where

you are. 在原地别动。

(III) Post-reading: Exercises

Part 4 Extended Reading

Exercises

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课题:

Unit 2 Office Equipment

一、教学目的：After studying this unit, students should be able to:

1. Understand the evolution of office;

2. Discuss issues concerning electronic equipment;

3. Know how to perform word processing

二、教学重点：1. What equipment has contributed most to the revolution of the modern office?

2. Why is the modern office sometimes referred to as the “electronic office”?

三、教学难点：1. What equipment has contributed most to the revolution of the modern office?

2. Why is the modern office sometimes referred to as the “electronic office”?

四、教学时数： 2.5 学时，其中实践性教学 2.5 学时。

五、习题：

1. Give more examples of electronic equipment.

2. What is the meaning of word processing?

六、教学后记：

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教学内容与教学设计 Teaching Content and Design

Part 1 Dialogues

(I) Pre-reading: ask the students to read the two sample dialogues

(II) While-reading: explain the useful expressions

(III) Post-reading: create new dialogues

Situation 1: Ma Ling, a secretary of an international corporation, is receiving a visitor and talks with

him.

Situation 2: Sunny, a secretary of a joint-venture company, is receiving a visitor, who comes to meet

the manager, Mr. Johnson. However, Mr. Johnson is engaged in an emergency meeting. Sunny

checks Mr. Johnson’s agenda and schedules an appointment.

Part 2 Text A The Evolution of Office

(I) Pre-reading:

① New words

② Phrases and expressions

(II) While-reading:

① Answer the following questions:

What basic contribution does technology make to office work?

After the Civil War, what led to the significant increase of the volume of manufacturers’ and

retailers’ sales?

With the development of office development, what equipment replaced typewriters, carbon paper and

adding machines respectively?

What equipment has contributed most to the revolution of the modern office?

Why are notebook computers popular with business travelers?

In what ways has electronic technology changed the environment of the modern office?

What are “telecommuters”?

How does telecommuting benefit companies?

What are the prospects（前景）for telecommuting, according to some observers?

What office equipment has made secretaries more productive?

② Language points:

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[1] Every business that produces goods or services needs a variety of people to handle administrative

and clerical responsibilities and to manage the operation.

本句中，当先行词受every, any, all, some, no, little, few, much等代词修饰时，其定语从句的关系代词只能用that,而不能用which。请看下例：You can use any pen I have. 我所有的钢笔你都可以用。

另外，本句中的两个不定式结构to handle administrative and clerical responsibilities和to manage

the operation都作people的定语。请看下例：This is the best way to solve the problem. 这是解决这个问题的最好办法。

[2] This led the development of more efficient procedures, which involved a high degree of

administrative specialization.

本句中，which引导一个非限定性定语从句，此时which不能被that代替。请看下例：Heat is

another form of energy, which is as important as other kinds of energy. 热是能量的另一种形式，与其他形式的能量一样重要。

[3] Such was the case with manual typewriters, which were commonly used in business offices in the

early twentieth century.

such做表语时句子要倒装，即把主语和表语互换位置，本句就是如此。请看下例：Such is their

decision. 他们的决定就是这样。

[4] Today, most offices would be unable to function without computers, as evidenced by the blackout

of August 2003.

本句中，as evidenced by the blackout of August 2003结构中as后省略了was，整个部分相当于非限制性定语从句，其中as指代前面most offices would be unable to function without computers这一事实。这种由as引导的非限制性定语从句可置于句首。请看下例：As is well known, smoking

is harmful to one’s health. 众所周知，吸烟有害健康。

[5] Electronic technology changed not only the way work was formerly done in offices but also the

environment of the office itself.

本句中，work was formerly done是一个定语从句，修饰和限定the way，the way后省略了in

which。请看下例：I don’t like the way (in which) you laugh at her. 我不喜欢你嘲笑她的样子。

另外，一般来说，not only…but also…后面所接的成分语法上应该对等，also可以省略。请看下例：He speaks not only English, but also French. 他不仅会说英语，还会说法语。The nurse was not

only competent but also kind. 这位护士不仅能干且待人亲切。

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[6] This is due in part to the Clean Air Act of 1990, which mandates that large companies reduce the

number of vehicles miles that their workers travel during each morning rush hour.

本句中，介词短语due to被另外一个短语in part隔开。which引导非限制性定语从句，对前面的the Clean Air Act of 1990做出进一步解释，该定语从句又有由that引导的另一个定语从句，修饰先行词vehicle miles。

[7] Telecommuting appeals to many workers, including those who have small children, those who

value a flexible work schedule, and those who have difficulty commuting because of disabilities.

本句中，appeal to意为“对……有吸引力”，请看下例：Reading classics doesn’t appeal to him. 读古典作品引不起他的兴趣。

appeal to也可表示“向……呼吁”，请看下例：Farmers have appealed to the government for help. 农民已经呼吁政府给予帮助。

另外，本句中including后面的三个those都是它的宾语，而且每个those后面都带有who引导的定语从句。

have difficulty (in) doing sth意为“做某事有困难”。

[8] Some observers predict that people working from home will play an increasingly significant role

in the transactions of American business and that the home might, in fact, become the office of the

future.

本句中，动词predict带有两个由that引导的宾语从句，这种情况下，有时第一个that可以省略，但第二个that不能省略。请看下例：He told me (that) they could not decide what to do and that they

asked my advice. 他告诉我说他们无法决定怎麽办，他还告诉我说他们要问我的建议。

(III) Post-reading: Exercises

Part 3 Text B Getting to Know Electronic Equipment

(I) Pre-reading:

① New words

② Phrases and expressions

(II) While-reading:

① Answer the following questions:

Why is the modern office sometimes referred to as the “electronic office”?

How is information sent in a digital telephone system?

Why wasn’t Thomas Edison’s early phonograph selling well?

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When, how and by whom was the facsimile machine invented?

In the broadest sense, what is a computer? What are its functions?

What was the first method of making a typed copy?

Is the mimeograph machine still in use today? Compared with carbon paper, what is the advantage of

the mimeograph machine?

What led to the unprecedented success of the “Xerox” machine?

What is a computer printer?

What are the two main types of paper shredders? How do they work?

② Language points:

[1] The modern office is sometimes referred to as the “electronic office” because of the electronic

circuitry within so much of its equipment, including telephone, dictating machine, fax machine,

computer, copy machine, printer and paper shredder which are the tools and weapons people use to

do the work of our advanced society.

本句中，which are the tools and weapons people use to do the work of our advanced society是一个定语从句，which指代telephone，dictating machine，fax machine，computer，copy machine，printer

and paper shredder，在该定语从句中，又包含一个定语从句people use to do the work of our

advanced society 修饰the tools and weapons，从句中关系代词that（或which）被省略了。

[2] Business were the first to use telephones and by 1920, most businesses found it nearly impossible

to survive without the telephone, finding it more convenient and efficient than sending messages by

hand or by mail.

本句中，business意为“企业”、“公司”等，作此意解时用作可数名词。请看下例：The company

began as a small family business. 这家公司是从一个小型家族企业起家的。

另外，本句中包含两个it，第一个it用作形式宾语，它所指代的真正宾语是不定式结构to survive

without the telephone，第二个it用来代替telephone。

[3] In a digital system, information about each sound wave—rather than the sound wave itself—is

sent through the wire as a numerical equivalent and then reconstructed exactly at the other end.

本句中，rather than用作并列连词，意为“而不是”、“与其说……，不如说……”，它连接的并列成分可以是名词、代词、形容词、介词短语、动名词、分句、不定式、动词等。请看下例：He ran rather than walked. 他是跑来的，而不是走来的。

He is a writer rather than a teacher. 与其说他是教师，不如说他是作家。

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另外，本句中，reconstructed前面省略了is。

[4] Dictating letters and memos and bright ideas into tape recorders, in cars as well as in executive

suites, became standard office operating procedure that continues today, valued more by managers

than by stenographers.

本句中，procedure后跟两个修饰成分，一个是定语从句that continues today，另一个是过去分词短语valued more by managers than by stenographers。

[5] The current facsimile revolution has come about because of digital technology, which has

increased the speed, compactness, and reliability of the machines, as well as brought down prices.

本句中，as well as用作并列连词，意为“除……之外”。请看下例：They have invited you as well

as me. 他们邀请了我，也邀请了你。

They own a house in France as well as a villa in Spain. 他们除在西班牙拥有一幢别墅外，还在法国有一套住房。

She sings as well as playing the piano. 她不但会弹钢琴，而且会唱歌。

[6] As the technology develops rapidly, odds are that new office equipment will come out someday

and you should never stop learning.

本句中，odds意为“可能性”、“几率”，than引导表语从句。请看下例：The odds are that he will

commit the same crime again. 他很可能再次犯下同样的罪行。

(III) Post-reading: Exercises

Part 4 Extended Reading

Exercises

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课题:

Unit 3 Filing

一、教学目的：After studying this unit, students will be able to:

1. Understand the definition of filing;

2. Know how to have a good filing system;

3. Know how to set up a filing system

二、教学重点：1. Why should organizations have a good filing system?

2. How do we maintain the filing system?

三、教学难点：1. Why should organizations have a good filing system?

2. How do we maintain the filing system?

四、教学时数： 2.5 学时，其中实践性教学 2.5 学时。

五、习题：

1. Please name some ways to set up a filing system.

2. What is file management for electronic files?

六、教学后记：

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金华职业技术学院教案

教学内容与教学设计 Teaching Content and Design

Part 1 Dialogues

(I) Pre-reading: ask the students to read the two sample dialogues

(II) While-reading: explain the useful expressions

(III) Post-reading: create new dialogues

Situation 1: Helen, the secretary of a big company, is telling Mr. Johnson, a new customer, something

about her company.

Situation 2: Jane, a new secretary, is talking with Sarah, who is leaving the company, about the

principles of filing documents.

Part 2 Text A Filing

(I) Pre-reading:

① New words

② Phrases and expressions

(II) While-reading:

① Answer the following questions:

What does filing mean?

Why should organizations have a good filing system?

What are the two essential qualities of such good filing system?

What are the five features of a good filing system?

What documents are we supposed to file?

How often are we supposed to file?

What equipment can be used in filing?

What are clip folders used for?

What are the five basic methods of filing?

What does the method of filing depend upon?

② Language points:

[1] Filing means keeping documents in a safe place and being able to find them easily and quickly.

本句中，mean意为“意指”、“意谓”，作此义解时，后接动词的-ing分词形式作其宾语，句中keeping和being同为mean的宾语。但当mean作“意欲”、“打算”解时，则后接不定式作宾语。请看下

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例：I’ve been meaning to ask you if you want to come for a meal next week. 我一直想问你下个星期是否能来吃顿饭。

[2] Moreover, documents that are cared for will not easily tear, get lost or dirty.

本句中，tear意为“被撕破”，即用主动形式表示被动含义，其他作此用法的还有sell, wash, wear,

blame等，请看下例：The book sells well. 这本书很畅销。Silk doesn’t wash well. 丝绸不好洗。I was to blame for the accident. 这起事故应该怪我。

[3] However, if a filing system is not properly codified, people might never locate or recover the

papers they are searching and consequently, and inefficient system is frustrating to everyone

concerned.

本句中，concerned意为“有关的”、“相关的”，作此义解时，应置于所修饰的名词之后，如置于名词之前，则意为“担心的”、“忧虑的”。这种前置与后置意义有别的形容词还有involved,

responsible等。请看下例：the problem involved 所涉及的问题，有关问题 an involved problem 一个复杂的问题 The man responsible should be their manager. 负责任的应是他们的经理。He is a

responsible man. 他是一个可以信赖的人。

[4] Each file will be clearly titled; if handwritten, in block letters; if typed, in jet-black capitals.

本句中，title为名词转化而来的动词，意为“给……加标题”，本文中，file, house, date stamp均是这种名词用作动词的用法。另外，本句中很多不言自明的成分被省略掉了，正常的句子应为：Each file will be clearly titled. If it is handwritten, it should be written in block letters. If it is typed, it

should be typed in jet-black capitals.

(III) Post-reading: Exercises

Part 3 Text B How to Set Up a Filing System

(I) Pre-reading:

① New words

② Phrases and expressions

(II) While-reading:

① Answer the following questions:

What are the four steps of forming categories?

What is a filing key?

How do we write up a filing key?

Into which two places must the incoming mail do?

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What are the two basic rules underlying filing? And why?

List the detailed contents of alphabetical filing rules.

What information can be written in a file-out book?

What are file-out cards?

What are the five steps in filing procedure?

How do we maintain the filing system?

② Language points:

[1] Whether it is at home or at work, having a good filing system and using it daily is the best way to

keep track of the paper you accumulate.

本句中，whether…or……引导让步状语从句，动名词短语having……and using……作主句的主语，不定式短语to keep track of the paper you accumulate作way的定语，其中you accumulate是the paper的定语从句，该从句中that(或which)被省略了。

[2] Once you have decided on your categories, you will have to draw up a filing index so that

everyone can understand the system you used and find the information they want.

本句中，once引导时间状语从句，但含条件意味，意为“一旦……”；so that引导目的状语从句；you used和they want分别是the system和the information的定语从句。

(III) Post-reading: Exercises

Part 4 Extended Reading

Exercises

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课题:

Unit 4 Business Correspondence

一、教学目的：After studying this unit, students will be able to:

1. Understand the importance of business correspondence;

2. Discuss the qualities of a good business letter;

3. Explain elements of business letters

二、教学重点：1. How does business correspondence help maintain proper relationship among

businessmen?

2. Essential parts of a business letter.

三、教学难点：1. How does business correspondence help maintain proper relationship among

businessmen?

2. Essential parts of a business letter.

四、教学时数： 2.5 学时，其中实践性教学 2.5 学时。

五、习题：

1. How to fold a business letter?

2. What are rules in business correspondence?

六、教学后记：

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金华职业技术学院教案

教学内容与教学设计 Teaching Content and Design

Part 1 Dialogues

(I) Pre-reading: ask the students to read the two sample dialogues

(II) While-reading: explain the useful expressions

(III) Post-reading: create new dialogues

Situation 1: Lily, the secretary, is told by the manager, Mr. Patrick, to write a complaint letter. They

received the filing cabinets they ordered, but one of the cases contained only two filing cabinets,

while the other cases contained four each.

Situation 2: Lily and Susan, another secretary, are talking about how to write the complaint letter Mr.

Patrick told them to write in Situation 1.

Part 2 Text A A Brief Introduction to Business Correspondence

(I) Pre-reading:

① New words

② Phrases and expressions

(II) While-reading:

① Answer the following questions:

What is business correspondence?

Why is business correspondence important?

How does business correspondence help maintain proper relationship among businessmen?

What do the inner qualities of a good business letter refer to?

List the inner qualities of a good business letter, according to the text.

Why should the language in a business letter be clear?

What do the outer qualities of a good business letter refer to?

List the outer qualities of a good business letter, according to the text.

Why is it suggested that different colors should be used for different types of letters?

In what way do we fold a business letter?

② Language points:

[1] If the trader has to run from place to place to get information, he will end up doing nothing.

本句中，end up doing sth意为“以……告终”，“以……结束”，后接名词时多用介词with。请看下例：Whenever we go out to dinner with them, I always end up paying the bill. 我们每次与他们外

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出吃饭，最终付账的总是我。He ended up his speech with some amusing stories. 他最后以几个有趣的故事结束了他的演讲。

[2] In the first place, the inner qualities of a good business letter refer to the quality of language, its

presentation, etc.

本句中，in the first place意为“首先”、“第一”，下文中的in the second place意为“其次”、“第二”。in the first place也可作“最初”、“从一开始”解释。请看下例：In the first place, I’m too busy, and in

the second I don’t really want to go. 第一，我太忙；第二，我真的不想去。We don’t know how the

moon was formed in the first place. 我们不知道最初月球是怎样形成的。

(III) Post-reading: Exercises

Part 3 Text B Business Letters

(I) Pre-reading:

① New words

② Phrases and expressions

(II) While-reading:

① Answer the following questions:

List the essential parts of a business letter, according to the text.

What information will be inclined in the heading of a business letter?

Where is the date written on the letter sheet?

What is included in inside address of a business letter? Where is inside address written on the letter

sheet?

How many parts can the body of a business letter be divided into? What does each part contain?

How many types of business letters are there according to the text? What are they?

What is a quotation letter?

What is an order letter?

On what occasion will a purchaser write a complaint letter?

What is a recovery letter?

② Language points:

[1] The date is normally written on the right hand side corner after the heading as the day, month and

year.

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金华职业技术学院教案

介词after多指时间，但在本句中，after用于表示顺序、排位，请看下例：My name is after yours

on the list. 名单上我的名字排在你后面。

[2] It is a statement in brief, indicating the matter to which the letter relates.

本句中，to which the letter relates是the matter的定语从句，其中介词to被置于关系代词which之前，此时关系代词不能用that，亦不能省略。请看下例：Yesterday we paid a visit to the house

in which Lu Xun lived. 昨天我们参观了鲁迅故居。

[3] It contains a statement of the sender’s intentions, hopes or expectations concerning the next step

to be taken.

本句中，concerning是一个介词，意思是“关于”。请看下例：We have several questions concerning

the report. 关于这篇报告我们有几个问题。

[4] The letter should include information regarding the amount of arrears argument for payment, and

last date for payment.

本句中，regarding为介词，意思是“关于”。请看下例：He refused to divulge any information

regarding the man’s whereabouts. 关于这个人的下落他拒绝透露任何消息。

[5] Thus, we may define a letter of complaint as the letter that draws the attention of the supplier or

any other party on account of supply of defective or damaged goods.

本句中，define…as…的意思是“把……定义为……”、“把……说成是……”。请看下例：People

define him as a genius. 人们说他是天才。

另外，本句中的on account of的意思是“因为”、“由于”，起介词作用。请看下例：She was told

to wear flat shoes only, on account of her back problem. 由于腰背问题，她被告知只能穿平底鞋。

(III) Post-reading: Exercises

Part 4 Extended Reading

Exercises

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