English for Secretaries

B1
 Contents

1. Greetings …………………………………….……………………… 1

2. Alphabet ……………………….……………………………………. 5

3. Introductions ……………………………………………………… 7

4. Telephone Numbers ……………………………………………… 13

5. Telling the Time ………….……………………………………….. 15

6. Dates ………………………………………………………………….. 21

7. Giving Directions ….……………………………………………… 33

8. Talking to visitors ………….……………….……………………. 35

9. Working with Computers Being Polite …………….……… 37

Appendix 1 – Introductions ……………………………….…… 61

Appendix 2- Greetings …………………………………………… 63

Appendix 3 – Good Byes, Farewells, Traveling and 67

Wishing Well Phrases …………………………………………….

Appendix 4 – Asking – Offering Help ………………………. 69

Contents

i
Greetings

ENGLISH FOR SECRETARIES

B1
 Greetings

Greetings When do we use it?

Good morning! From when you get up until 12 pm

Good afternoon! From 12pm until about 6pm

Good evening! From 6pm to 12

Hello! /Hi! How are you? Less formal, you can use it at any
time of the day/night

Good night! You use it when you go to bed

Goodbye! You use it when you finish work and

leave for the evening
Have a good evening!

See you tomorrow!

Have a good weekend! You use it when you finish work on

Fridays
See you on Monday!

Bye! Less formal

Thank you! You use it when someone does

something nice for you

Excuse me! You use it when you interrupt

someone

Sorry! You use it when you did something

wrong

Bless you! You use it when someone sneezes

Please You use it when you ask for

Greetings

something

1
 A Work out and say the correct greeting for each situation as
quickly as you can with a partner!

1. It is 10:00am and a foreign visitor comes into your office.

2. It is 2:00pm and you want to greet a foreign visitor you see

in the Administration building.

3. It is 12:10pm (lunchtime) and you greet a foreign visitor

entering the staff canteen.

4. It is 7:00pm and you are walking back to your home when

you meet a foreign visitor on campus.

5. It is 5:00pm and you are finishing work. A foreign visitor is

leaving the building at the same time.

6. It is 8:05am and you see a foreign visitor in the corridor.

7. It is Friday at 5:30pm and you see a foreign visitor when

you are leaving your office.

8. You see a foreign employee on campus that you already

know well.

9. You are with a foreign visitor in the same room and he/she
sneezes.

10. You accidentally spill your coffee on the foreign visitor’s

shirt and you want to apologise.

11. You wish to ask a foreign visitor a question but he/she is

doing something and you need to interrupt him/her.
Greetings

2
3
Greetings
 QUICK QUIZ!

B Test a partner

1. When does “Good morning” and “Good afternoon” start?

_____________________________________________________________

2. When does “Good afternoon” and “Good evening” start?

_____________________________________________________________

3. Can you say “Good day” when you meet someone during

the day?

_____________________________________________________________

4. Can you say “Goodnight” when you meet someone at

night?

_____________________________________________________________

5. What is a good answer to “How are you?”

_____________________________________________________________

6. What is a good response to “Have a good weekend!”?

Greetings

_____________________________________________________________

4
The English Alphabet

ENGLISH FOR SECRETARIES

B1
 The English Alphabet

A Listen and follow the 26 letters of the alphabet in English:

Upper Case lower case

(capitals)
A N a n

B O b o

C P c p

D Q d q

E R e r

F S f s

G T g t

H U h u

I V i v

J W j w

K X k x

L Y l y

M Z m z
The English Alphabet

vowels a, e, i, o, u

consonants 21

5
 B
Hangman. Your tutor is thinking of the first name of a participant in
the class.

Guess the letters until you have spelt the name!

Practise spelling your own first and second names in English with
C
your partners.

A- What is your name?

B - My name is __________

A - Can you spell that, please?

B - Of course, my first name is_ _ _ _ _ and my second name is _ _ _ _ _ _ _

__
The English Alphabet

A - Thank you.

B - No problem.

6
Introductions

ENGLISH FOR SECRETARIES

B1
 Introductions

Introducing People
(name), I don't think you've met (name).
I don't think you know (name)
May I introduce you to (name)
(name), do you know (name)?
(name), I'd like you to meet (name)

Meeting People the First Time

When you meet someone the first time, it is common to greet the person
with "How do you do?" the correct response is "How do you do." Here is a
short introductory conversation:
Ken: Peter, I'd like you to meet Mary.
Peter: How do you do?
Mary: How do you do.
Ken: Mary works for ...
A variation is also "It's a pleasure to meet you." or "Pleased to meet you."
Ken: Peter, I'd like you to meet Mary.
Peter: It's a pleasure to meet you.
Mary: How do you do.
Ken: Mary works for ...
Ken: Peter, I'd like you to meet Mary.
Peter: How do you do?
Mary: Pleased to meet you.
Ken: Mary works for...
In informal situations, especially in North America, introductions are also
made simply saying: "This is (name)." It is also common to just say "Hi" or
"Hello" as a response in this informal setting.
Ken: Peter, this is Mary.
Introductions

Peter: How do you do?

Mary: Pleased to meet you.
Ken: Mary works for ...

7
 Introductions are the first phrases we say when we meet
someone new. These phrases are different from the phrases we
use when we greet friends. Read these phrases and practice
them in these short conversations.

Fill in the gaps with the correct words or phrases form the box
A
below.

London Pleased live

English teacher Goodbye morning

Thanks Not too bad Mr. Brandon

MR. BRANDON: Good ___________________, Mrs. Brown.

MRS. BROWN: Good morning, ___________ _________. How are you?

MR. BRANDON: I’m fine, ____________________. And you?

MRS. BROWN: _________________________. Mr. Brandon, this is my

husband Michael, Michael this is Mr. Brandon my
__________________.

MR. BROWN: Pleased to meet you, Mr. Brandon.

MR. BRANDON: ________________________ to meet you too. Are you from

England Mr. Brown?

MR. BROWN: Yes; from Manchester. Do you _______________________ in

Manchester?

MR. BRANDON: No, I’m from _______________________, but I live in

Manchester while I’m teaching at college.

MRS. BROWN: Well, ________________________ Mr. Brandon, it was nice to

see you.
Introductions

MR. BRANDON: Yes, It was nice talking to you. Goodbye.

8
 Rearrange the letters to write the correct word for each space.
B

A. Hello. My name’s Pedro Perez. I’m from Seville, Spain. I’m a new (NSTDTEU)
______________________ in this course.

B. Nice to meet you Mr. Perez; I’m Anne Murray. I’m

_______________ teacher. (RYUO)

A. Nice to __________________________ you too. (TEEM)

B. How do you ________________________ your surname, please? (LEPLS)

A. P E R E Z

B. Ok, and what’s your email __________________? (DSADERS)

A. pedp30@.[Link]

B. Ok, Mr. Perez. The first lesson _______________ at 10:00 o’clock in (ARTSST)
the classroom number 3. See you in class.

A. ___________________ meeting you, Mrs. Murray. See you there (CEIN)

then.

When you work as a secretary, you often make “small talk” to foreign
visitors when they are waiting in reception. It can make the visitor feel
more welcome because most people are happy to talk about themselves
and their lives. It is also interesting for you to find out about other
people and to tell them a little about yourself……..
Introductions

9
 An Example of a Short Introduction:
Hi! My name is Lara Sonton and I work at this university.

I am a VSO UK volunteer in the Faculty of Education.

I have worked here for 6 months and my project in the

ELIC (English Language Improvement Centre) will last for 3 years.

I am enjoying my work at HU very much.

I live on campus in an apartment.

I come from Scotland, UK and I am single.

In my family there are 4 of us – my father, my mother, my sister and me!

C Practice introducing each other

Introducing Someone Else – Welcome!

You are now going to introduce someone else in the group to the
D
other participants.

Language structures to help you present the information:

1. I’m going to introduce you to ………….

2. She works ………………

Introductions

3. She is a ………………….

4. She has worked here for ……………………….

10
 5. She likes / enjoys ………………………

6. She lives ……………………..

7. She is single / married.

8. In her family there are ………. of them – her ………….., ……….

Her children’s names are …………………………..

They are ………………….. years old.

(If you discovered any extra information about your partner and she does
not mind you telling the others, then feel free to include it)

Everything about me…

Introductions

11
 E Write a paragraph in English introducing yourself.

• Check spelling and punctuation carefully!

• Add extra personal information if you wish.

Introductions

12
Telephone Numbers

ENGLISH FOR SECRETARIES

B1
 Telephone Numbers

Pair-work. Separate into groups of two. One student looks at

A
telephone numbers A and the other at telephone Numbers B.
Practice dictating the numbers and writing them down.

Telephone numbers A:

a. 625445789

b. +34 925888585

c. +34 915552558

Telephone numbers B:

a. 622552555

b. +34 910525548

c. +34 922500401 Telephone Numbers

13
 Practice giving your own telephone numbers.
B
Telephone Numbers

14
Telling the Time

ENGLISH FOR SECRETARIES

B1
 Telling the Time

Telling the Time - Useful Phrases

TIME

Asking the What's the time?

time What time is it?

Have you got the right time?

What time do you make it?

Telling the time

more formal less formal

It's... It's...
3.00 three o'clock three

3.02 just gone three o'clock three oh two

3.03 three minutes past three three oh three

3.05 five past three three oh five

3.09 nine minutes past three three oh nine

3.10 ten past three three ten

3.15 a quarter past three three fifteen

3.20 twenty past three three twenty

Telling the Time

3.21 twenty-one minutes past three three twenty-one

3.25 twenty-five past three three twenty-five

15
 3.30 half past three three thirty

3.35 twenty-five to four three thirty-five

3.40 twenty to four three forty

3.45 a quarter to four three forty-five
3.50 ten to four three fifty
3.55 five to four three fifty-five
3.57 three minutes to four t hree fifty-seven
3.58 nearly four o'clock three fifty-eight
4.00 four o'clock four

Rules for telling the time in English

In English we use "past" to say We use "to" to say times before

times after the hour until half the hour from 31 minutes until
past, or 30 minutes past the the full hour.
hour.

In English we use o'clock only We can also just say the

at the full hour. Example: It's numbers in groups of two.
eight o'clock Example: It's seven twenty-five

When speaking about the Be careful! In English we use at

different times of the day we night NOT in the night
often use: in the morning, in
the afternoon, in the evening
Telling the Time

16
There are two common ways of telling the time.

Less formal but easier way More popular way

Say the hours first and then Say the minutes first and then
the minutes. the hours. Use past and the
Example: 7:45 - seven forty- preceding hour for minutes 01
five through 30. Use to and the
forthcoming hour for minutes
For minutes 01 through 09, you 31 through 59, but .
can pronounce the '0' as oh.
Example: 7.15 - fifteen minutes
Example: 11:06 - eleven (oh) six past seven

Example: 7.45 - fifteen minutes

to eight

Another possibility of saying '15 minutes past' is: a quarter past

Another possibility of saying '15 minutes to' is: a quarter to
Another possibility of saying '30 minutes past' is: half past
Example: 5:30 - half past five

Telling the Time

17
 Note
Use o'clock only at the full hour.
Example: 7:00 - seven o'clock (but 7:10 - ten past seven)
In English ordinary speech, the twelve-hour clock is used.
E.g. 17:20 - twenty past five
For times around midnight or midday you can use the
expressions midnight or midday / noon instead of the number
12.
E.g. 00:00 - midnight
E.g. 12:00 - midday or noon

To make clear (where necessary) whether you mean a time

before 12 o'clock noon or after, you can use in the morning, in
the afternoon, in the evening, at night. Use in the morning
before 12 o'clock noon, after 12 o'clock noon use in the
afternoon. When to change from afternoon to evening, from
evening to night and from night to morning depends on your
sense of time.
Example: 3:15 - a quarter past three in the morning OR a quarter
past three at night
More formal expressions to indicate whether a time is before
noon or after are a.m. (also: am - ante meridiem, before noon)
and p.m. (also: pm - post meridiem, after noon). Use these
expressions only with the formal way of telling the time.
Example: 3:15 - three fifteen a.m.

It is not usual to use a.m. and p.m. with past/to.

Example: 3:15 - fifteen minutes past three OR a quarter past three
American English
Beside past Americans often use after.
Telling the Time

Example : 06:10 - ten past/after six

18
But: in time expressions with half past it is not usual to replace
past by after.

Beside to Americans often use before, of or till.

Example: 05:50 - ten to/before/of/till six

Telling the Time

19
 A Complete the time in two different ways.

12:05 _____________________________________________________________

09:20 _____________________________________________________________

14:25 _____________________________________________________________

07:40 _____________________________________________________________

15:00 _____________________________________________________________

06:55 _____________________________________________________________

16:12 _____________________________________________________________

22:35 _____________________________________________________________

18:10 _____________________________________________________________

B
Ask and answer.

Questions: Answers:

Do you have the time? Sure, it's 6:00.

Sorry, I'm not wearing a

Do you know what time it is?
watch.

What time is it? 5:50

Can you tell me what time it

It's a quarter after two.
is, please?
Telling the Time

20
 Dates

ENGLISH FOR SECRETARIES

B1
 Dates

Date and Night in English

The day is divided into “day (time)” and “night (time)”. Daytime
is from approximately 6am (sunrise) to approximately 6pm
(sunset). Nighttime is from sunset to sunrise.

Every day starts precisely at midnight. AM (Ante-Meridiem =

before noon) starts just after midnight. PM (Post-Meridiem =
after noon) starts just after noon.

DAYS OF THE WEEK

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday
Dates

21
 OTHER VOCABULARY RELATED TO TIME

today

tomorrow

day

week

month

year

DATE

Asking the date What’s the date today?

What’s today's date?

Dates 15 October or October in mid-December

15
at the end of March
Monday, 1 January
by the end of June
at the beginning of July

on 2 February

Years

1984 in 2007

2000 AD

2005 BC

2018
Dates

22
Centuries the 17th century the 20th century

the 18th century the 21st century

the 19th century

Notice:

Question: Answers:

What's today?
Today's Tuesday, June 6.
or
(June sixth)
What day is it today?

It's June 6. or It's the 6th of

What's the date?
June.

There's a difference between "day" and "date"

• day: Sunday, Monday, Tuesday, etc.

• date: June 6

When someone asks you the date, it's not necessary to give the
year. For example:

• What's the date? ----> It's June 6. (Not It's June 6, 2005)
Dates

23
 To say dates it is important to know Ordinal Numbers in English:
1. fir st 1st 21. twenty-fir st 21st

2. seco nd 2nd 22. twenty-seco nd 22nd

3. thi rd 3rd 23. twenty-thi rd 23rd

4. four th 4th 24. twenty-four th 24th

5. fif th 5th 25. twenty-fif th 25th

6. six th 6th 26. twenty-six th 26th

7. seven th 7th 27. twenty-seven th 27th

8. eigh th 8th 28. twenty- eigh th 28th

9. nin th 9th 29. twenty - nin th 29th

10. ten th 10th 30. thirtie th 30th

11. eleven th 11th 31. thirty - fir st 31st

12. twelf th 12th

13. thirteen th 13th

14. fourteen th 14th

15. fifteen th 15th

16. sixteen th 16th

17. seventeen th 17th

18. eighteen th 18th

19. nineteen th 19th

20. twentie th 20th

Dates

24
Spelling of Ordinal Numbers

Just add th to the cardinal number:

• four - fourth • eleven - eleventh

Exceptions:

• one - first • eight - eighth

• two - second • nine - ninth

• three - third • twelve - twelfth

• five - fifth

In compound ordinal numbers, note that only the last figure is

written as an ordinal number:

• 421st = four hundred and twenty-first

• 5,111th = five thousand, one hundred and eleventh

Figures

When expressed as figures, the last two letters of the written

word are added to the ordinal number:

• first = 1st

• second = 2nd

• third = 3rd

• fourth = 4th

• twenty-sixth = 26th

• hundred and first = 101st

Dates

25
 Titles
In names for kings and queens, ordinal numbers are written in
Roman numbers. In spoken English, the definite article is used
before the ordinal number:

• Charles II - Charles the Second

• Edward VI - Edward the Sixth

• Henry VIII - Henry the Eighth

HOW TO SAY THE YEAR

You write You say

1900 nineteen hundred

1901 nineteen hundred (and) one

nineteen oh-one

1995 nineteen ninety-five

2000 two thousand

twenty hundred

2002 two thousand (and) two

twenty oh-two

2010 two thousand (and) ten

twenty ten

You normally split up the year in tens.

Dates

1985 is split up in 19 and 85. (You say: nineteen eighty-five).

26
From 2000 until 2009 the year is normally not split up.

• 2000 = two thousand

• 2001 = two thousand (and) one

The word and is often left out. From 2010 on the year is split up again.

2010 is split up in 20 and 10. (You say: twenty ten).

Writing and saying the date in Writing and saying the date in
British English American English

rule: day – month – year rule: month – day – year

Day Month Year Month Day Year

You 1st January, 2010 You January 1st, 2010

write: write:

You the of twenty You January (the)* twenty

say: first January ten say: first ten

Note: The two letters at the end of * The definite article ›the‹ can be
the number and the comma are left out.
often left out

Abbreviations BC, AD, BCE, CE

Sometimes BC or AD is added after the year.

Example:

• 1060 BC (ten sixty Before Christ)

• 1060 AD (ten sixty Anno Domini) – This is Latin for in the year of
the Lord.

The abbreviations BCE or CE are becoming more and more common

today.
Dates

• 1060 BCE (ten sixty Before the Common/Current/Christian Era)

27
 • 1060 CE (ten sixty Common/Current/Christian Era)

• 1060 BC = 1060 BCE

• 1060 AD = 1060 CE

Note

It is common to use numbers instead of months.

British English American English

• 13-11-2010 • 11-13-2010

• 13/11/2010 • 11/13/2010

• 13.11.2010 • 11.13.2010
If you write 4/8/2011, it is the 4th August 2011 in Britain, but it is April
8th, 2011 in the USA.

Months

• January (Jan) • July

• February (Feb) • August (Aug)

• March (Mar) • September (Sept)

• April (Apr) • October (Oct)

• May • November (Nov)

• June • December (Dec)

Days of the Week

• Monday (Mon) • Thursday (Thur) (Thurs)

• Tuesday (Tue) (Tues) • Friday (Fri)

• Wednesday (Wed) • Saturday (Sat)

• Sunday (Sun)
Dates

28
► Months and the days of the week begin with a capital letter.

Sample Sentences and the Correct Prepositions:

• I was born in 1999. (Use in with the year.)

• I was born in August. (Use in with the month.)

I was born on 12th May, 2000. (Use on in the complete date.)

A Match the dates to what they refer to in the column on the

right.

a. 2/23/2005 1. December second, nineteen

fourteen

b. 6/8/1066 2. January fifth, nineteen sixty-

eight

c. 8/22/1940 3. June eighth, ten sixty-six

d. 12/2/1914 4. July third, eighteen seventeen

e. 3/21/2000 5. October twelfth, eighteen

seventy

f. 4/30/1990 6. April thirtieth, nineteen ninety

g. 1/5/1968 7. July fourth, nineteen forty-five

h. 7/4/1945 8. March twenty-first, two

thousand

i. 10/12/1870 9. February twenty-third, two

thousand and five

j. 7/3/1817 10. August twenty-second,

Dates

nineteen forty

29
 B Write the dates in letters

a. 9/3/1832
__________________________________________________

__________________________________________________

b. 3/12/1515
__________________________________________________

__________________________________________________

c. 6/20/1952
__________________________________________________

__________________________________________________

d. 10/6/1745 _________________________________________

__________________________________________________

B Choose the right answer.

1. We use ____number with days.

a. Cardinals (one, two...)

b. Ordinals (1st...)

2. We use ___numbers with years.

a. Cardinals (one...)

b. Ordinals (1st...)
Dates

30
3. To write the date in English, we write the month, day and
year in...

a. American English

b. British English

4. The written form of 9th is...

a. Nineth

b. ninth

5. The written form of 15th is...

a. fifteenth

b. fiveteenth

Dates

31
Giving Directions

ENGLISH FOR SECRETARIES

B1
 Giving Directions

BEHIND NEAR NEXT TO OPPOSITE IN FRONT OF BETWEEN

A: Excuse me, where can I find the toilet?

B: It’s in front of the Hall and between the vending machine and the
drinking fountain.

Practice giving directions to find:

A

a. The bathroom
b. The secretary`s office
c. The President’s office (Office 2)

YOU

Giving Directions

33
 Giving Directions

34
Talking to Visitors

ENGLISH FOR SECRETARIES

B1
 Talking to Visitors

A Match each question with the most suitable answer:

1. How are you? a. I come from the UK.

2. How long are you here for? b. I’m staying in the Guest
House

3. What will you be doing at HU? c. Yes, I really like it here.

4. Where are you staying? d. I’m fine, thank you. And you?

5. Where are you from? e. I will be working in the FOE.

6. Are you enjoying your visit? f. I will be here for one month.

B Work with a partner and practise asking for personal information

and giving your own answers.

1. What is your name?

My name is………………………

2. Where do you work? What do you do? (What is your job?)

I work here at this university. / I work at Kensington University.

Talking to Visitors

I am a secretary in the …………………… Department.

…………………… Office.

35
 I am a secretary for the President / Academic Vice-President
/Administrative Vice-President.

I am the head secretary.

3. How long have you worked here?

I have worked here for …………. years / months.

4. Do you like working here?

Yes - I want to continue working here. I like my job.

I get on well with my colleagues and I have a lot of friends.

5. Where do you live?

I live on campus.

I live in Harer and travel to work every day.

6. Are you married?

No, I’m single.

Yes, I am (married).

In my family there are …….. of us – my husband /… daughter(s) /…

son(s)

My children’s names are……… They are …………..years old.

Talking to Visitors

36
Working with Computers

ENGLISH FOR SECRETARIES

B1
 Working with Computers

Considering the breakneck speed at which computers have developed in terms of capacity,
efficiency and versatility, it is no wonder that they have drastically altered almost every area
of business. Now, in a matter of seconds, we can communicate with colleagues from all
over the globe. We can send and share documents and files with more than one person at
the same time. We can quickly and directly inquire about quotations and place orders in
writing almost instantly. Clients can receive immediate, personalized attention through
company websites. This unit aims to look at common computer and technological
vocabulary and expressions

Computer terminology

English is without a doubt the dominant language as far as computer terminology is

concerned. It is important to learn terminology for software applications.

Working with Computers

37
 The Computer Workstation

A Write the name of each object in the right place. Then

check with the rest of the class.

Screen Scanner Drawer Printer

Mouse Keyboard Tower unit CD drive

Working with Computers

38
 B Other workstation objects

________________ ______________ _______________

______________ _______________

mouse mat/pad surge protector 8-port hub

memory stick speakers

C Describing the components which make up your computer

workstation in the office:

*In the office I have my own workstation.

I share a workstation with __________________________________

There is __________________________________________________
Working with Computers

I have ____________________________________________________
The workstation consists of _________________________________

39
 Identify the different parts of this desktop computer.
D

Mouse LCD monitor hard drive DVD burner

CD/CD-ROM USB / FireWire Keyboard Inkjet printer

drive ports

READING

Arranging a Computer Workstation: Recommendations

The following is a brief summary of ergonomist-approved

recommendations for creating an ergonomic working arrangement—an

important part of protecting your health.

Length of Use
Working with Computers

If the computer will only be used by one person, then the arrangement can

be optimized for that person's size, shape, and features such as adjustable

40
height may be unnecessary. If it's going to be used by several people, you

will need to create an arrangement that most closely satisfies the needs of

the extremes—the smallest and tallest, thinnest and broadest persons—as

well as those in between.

Type of Computer

Laptop computers are growing in popularity and are great for short periods

of computer work. Guidelines for laptop use are more difficult because

laptop design is inherently problematic: When the screen is at a

comfortable height and distance the keyboard isn't, and vice versa. For

sustained use, consider purchasing either an external monitor, an external

keyboard (preferably with a negative-tilt keyboard tray), or both; or a

docking station. Then, rearrange your workspace to create a good

workstation layout.

Desk

Make sure that the computer monitor, CPU system unit, keyboard, and

mouse are placed on a stable working surface (nothing that wobbles) with
Working with Computers

adequate room for proper arrangement. If this work surface is going to be

used for writing on paper as well as computer, use a flat surface that is

between 28 and 30 inches above the floor (suitable for most adults).

41
 Chair

Choose a comfortable chair. If only one person is using the chair, it can

even be at a fixed height provided that it is comfortable and has a good

backrest that provides lumbar support. If more than one person will be

using the computer, consider buying a chair with several ergonomic

features.

Types of Work

Determine the type of software that will be used most often and adjust

your workstation accordingly. For word processing, arranging the best

keyboard/mouse position is a high priority. For Internet use and graphic

design, arranging the best mouse position is a high priority. For data entry,

arranging the best numeric keypad/keyboard is a high priority. For games,

arranging the best keyboard/mouse/game pad is a high priority

E Find these words in the text and try to guess the meaning

from their context. In pairs decide which word goes in which

gap.
Working with Computers

Backrest layout wobbles rearrange

Sustained docking

42
 a. If the high chair is fitted with a reclinable _____________, it must

have an integral harness.

b. A ____________ dialogue between Islamic and Western nations was

essential.

c. However, text, _________________ and size will be standardized to

the extent possible.

d. My new alarm clock is also a ______________ station so I can wake up

to music from my iPod.

e. The minister had been certain which way she was going to vote, but

now she was starting to _____________________

f. I have to ________________ my sock drawer.

F
Say whether these sentences are True or False

____ a. If more than one person are going to use the computer, the

workstation must be as suitable as possible for both of them.

____ b. Chairs with several ergonomic features are not good when
Working with Computers

more than one person will make use of the workstation.

____ c. Laptops are good only when used for short periods of time.

43
 ____ d. You must make sure that the surface where the screen and

the CPU are is as shaky as possible.

____ e. For jobs that require data entry it is necessary to get a good

numeric keypad.

____ f. When working for long hours with a laptop, it is not

necessary to acquire an external monitor.

G Use the words below to complete the sentences.

Mouse LCD monitor hard drive DVD burner

CD/CD-ROM USB / FireWire Keyboard Inkjet printer

drive ports

a. Highlight the item and right-click on your…

b. Older… took up a lot of room on your desktop. These new LCD ones

are much more compact.

c. When you want to save information on a DVD or CD, your computer

Working with Computers

needs a…

d. In the mid-1980’s, the first hard… had a capacity of 40 MB, now

they have more than 500 GB!

44
 e. For fast connections to your PC, connect your peripheral to a… or…

port.

H
Identify the following items, explain their uses and tell
how they make office work easier or more complicated. Use
comparatives and superlative sentences.

Software Social Smart phone Memory stick MP3 Player

Application network

E-book reader Multi-audio Tablet Video Blackberry

phone projector

I Read the following text and answer the questions below .

Working with Computers

There is no doubt the Internet has revolutionized our lives during the

last decade. As with the invention of electricity, cars or penicillin, it is

45
 one of those advances that human history experiences from time to

time that radically changes people’s lives. The internet has made

communication faster than ever, making it especially relevant in the

area of business. Requests, purchase orders, complaints, offers, and so

many business affairs are done through e-mails that take seconds to

send and receive.

The internet also facilitates bank transactions: payments, transfers,

investments, as well as consulting up-to-date accounts information.

You can also search for jobs anywhere in the world and find all the

information you may need: requirements, job description, salary

offered, working conditions. Applications via the Internet have

replaced hand-written job applications; and if you place your CV on the

Web, potential employers can access it and may invite you for an

interview before long.

1. How has the Internet influenced daily activities?

Working with Computers

2. Has it contributed to educational development in any way?

3. In your opinion, what are the disadvantages of this new

means of communication ?

46
 I Complete the following activities using the words in the
box and some extra examples of your own .

Homepage task bar search engine internet key word

security

loads and online website address access

downloads

1. _______________ products and services can be bought over

the Internet.

2. If you _______________ a computer file, you can open it and

read it.

3. When information moves from the Internet to your

computer, it ________________.

Discuss these questions.

J Read the article and order the paragraphs properly.

TELECOMMUNICATIONS

A: Says one employee of his company´s adaptation of the

aforementioned guideline: “Things were going from bad to
worse. My boss called at all hours of the night and my wife
was at wits´end. Three employees quit and we were having
Working with Computers

trouble finding replacements, so as a result my workload

doubled. Finally we all sat down and talked about the
problem and how best to solve it. We established times
when we absolutely could not be reached and decided on

47
 one person per day that would assume on-call duties. Since
the changes life has improved dramatically, and overall
communication has improved.”
B: But this change is not a magical panacea for all companies.
Every office works under different dynamics and the key is
to find a solution that works for each one so that employees
are able to enjoy their free time and disconnect from the
office.
C: Nowadays, mobile phones are ubiquitous: we can see them
on the underground, in the supermarket, at restaurants and
pubs. And just about everyone you know has one, including
your grandma, even if she still doesn´t know how to send
text messages. Mobile phones offer employees greater
flexibility in terms of working outside the office, and allow
them to stay in contact from almost any location.
D: But is the greater flexibility that mobile phones offer
employees really a good thing? This is a question that looms
large in the heads of many employees, as with their bosses
greater degree of access to them at all hours of the day,
they find it hard to find a work life balance. An employee
can be at his anniversary dinner with his wife when suddenly
the phone rings. The boss needs to know when he sent out
the contracts and if he has heard from the client yet about
their decision.
Working with Computers

E: This kind of interruption at work can be annoying at best,

but at worst they can destroy one´s personal relationships.
So what can management and employees do to maintain this
work life balance? One recommendation is that bosses and

48
 employees establish clear guidelines for when is and isn´t an
appropriate time to call as well as rules about which
questions truly merit calls during nonworking hours and
work hard to stick to these guidelines no matter what.

Read the following symbols and write addresses corresponding in

K
the below table. Then practice saying them.

@ at - hyphen

. dot martin all lowercase

/ slash MARTIN all uppercase

_ underscore

work email address

home email address

company’s website

five websites you use on a 1.

daily or weekly basis 2.

3.
4.
5.
Working with Computers

49
 L

Across Down
5. the machine that lets you 1. a small port on your
put documents and such on computer that you can attach
paper drives to [USB]

6. the tool you use to type 2. a mass storage device that

words onto the computer is portable that connects
Working with Computers

7. the program that checks through a USB port

your spelling [FLASHDRIVE]

13. talking to other users by 3. music form most played on

50
 typing or using headphones the computer

14. the most popular internet 4. one of the many different

search engine sizes in regards to computers

15. what you use to click storage

things on the screen 8. a program that lets you

16. what is another word for draw on your computer

computer screen 9. the brain of a computer

17. any physical part of a 10. amachine that lets you

computer put paper documents onto

18. the object on your screen your computer

that lets you point at things 11. a program that destroys

19. internet mail your computer system

12. any program on the

computer

15. the object that your

mouse sits on

GRAMMAR
Computer terminology might be confusing but verbs can often
get as confusing sometimes. Be careful.

Do/Make
Working with Computers

In many languages, do and make account for the same verb. In

English, do is used for more general actions. Make is used more
for the creation of things.

51
 Example:

Every night, I do the dishes. (The dishes already exist, so it is a

more general action)

Every night, I make dinner. (Dinner doesn’t exist until I start to

create it)

Hear/Listen
Hear is used to describe a response to sound. Listen is used
when we are actively trying to distinguish a sound.
Furthermore, listen is always accompanied by the preposition
‘to.’

Example:

She hears bird sounds at night, even if she doesn’t want to.

She listens to the music that she likes.

See/Watch
To see is related to the sense of sight, however it is not used as
an action verb. Anything done actively with your eyes needs to
be said with watch.

Example:

I see the sun over the horizon.

Working with Computers

I am watching the sunset below the mountain.

52
Lie/Lay
These can become very confusing because lie and lay are both
verbs in the infinitive or base form, but ‘lay’ can be used apart
from the base form as the past tense of lie. However, as base
form verbs, lay requires a direct object whereas lie doesn’t. In
this sense, lie is a reflexive verb because you can do it to
yourself, but lay is not.

Example:

I lie down.

I lay the paper on the table.

*To lie is also a verb that means to say something that isn’t
true.

Intend/Pretend
To intend means to have the idea for future, or to have had the
idea in the past. To pretend something is to fake something;
something that isn’t real. It is very often used along with to do
or to be.

Example:

I intend to go to school on Monday, even though I am sick today.

I pretend to be good at football. The truth is I am not very

skilled.
Working with Computers

53
 Lose/Miss
If you lose something you don’t have something that you
previously had. If you miss something you don’t have
something that you never had possession of before.

Example:

I lost my wallet that had all of my credit cards in it. I’m

devastated!

Sometimes I miss the bus if I don’t arrive on time.

*To miss is also a verb to express an emotion of longing for

someone or something.

Lend/Borrow
Both of these verbs express the act of an object or idea being
temporarily given to another entity; however they are the
opposite in terms of which part of the action is taking place.
You lend something to someone. You borrow something from
someone.

Example:

Sometimes I lend my sister clothes, because I know she will give

them back to me.

Last month I had to borrow money from the bank. I am not

Working with Computers

looking forward to having to pay that money back to them.

54
Feel/Fall
To feel is to have some sort of perception, whether it is
physical or emotional. To fall is most often used to mean
physically lowered by some force. These can get confused
because the past tense of fall is fell.

Example:

I feel sick because of all the pizza I ate this afternoon.

I fell down the stairs because I wasn’t paying attention.

Remember/Remind
To remember is to have some information that you keep stored
in your mind. You cannot 'remember' yourself. By contrast,
remind can be reflexive verb with yourself, however is most
often used when someone else provides you with a piece of
information.

Example:

She remembers all the best memories from her childhood.

She reminds me all the time to take out the trash in the
mornings.

M
Choose the right verbs from the list above and fill the
blanks with them.
Working with Computers

1. Why do you ___________________ all this?

2. So today, you ___________________ $33,000 and pay 40
percent tax..

55
 3. Damian was not one to_______________________ control.
4. Don't forget to ________________________ me of that.
5. Tom may have _____________________ the train. He hasn't
come yet.
6. Would you _____________________ me a pencil?
7. Sometimes they have to ___________________themselves it’s
not a dream.
8. I ___________________bad about deceiving my father.
9. We love to___________________the waves crashing in the
open sea whenever it happens.
10. I________________
___ some money to him, knowing he will pay me back soon.
11. He told me to
___________________the glassware down on the kitchen
table.
12. I’m planning
on___________________ the laundry this afternoon.
13. During the play, it
was obvious the lead actor was ___________________to speak
in that manner. His real accent was clearly something quite
different.
Working with Computers

56
 Computing Vocabulary Bank for Secretaries

• arrow keys (n) Direction or cursor keys that allow the computer user

to move the insertion point around the screen

• back-up (n) A copy of data or software that is kept in case

theoriginal is damaged

• back up (v) To copy files from one disk to another

• boot (v) To start up

• central processing unit (n) The ‘brain’ of the computer which

makes programmes(cpu) function that are stored in the main

memory

• character (n) A symbol on the keyboard (e.g. Letter, number)

• crash (v) The system fails

• data (n) Information to be processed by a computer programme

• edit (v) To make changes and corrections

• fax (n) A machine which scans a document so that the image is Sent
Working with Computers

to the receiving machine which then produces a copyof the original

• folder (n) This holds documents and allows you to organize

information

57
 • font (n) Shape, style and/or size of typeface

• format (n) Layout of a document (e.g. Page numbers, line spaces,

margins, headers, footers)

• hardware (n) The electronic & mechanical parts that make up a

computer

• icon (n) A small picture representing an object, process or function

• Internet (n) A global system of computer networks which

facilitatesData communication services

• laptop (n) A portable computer

• menu bar (n) Area at the top of the screen which allows access to

thedifferent menus

• mouse (n) A small device with a ball underneath (or laser light)that

ismoved by The computer user to position the cursor and/or make

choices from the menu

• multimedia (n) Integration of existing technologies of audio, video,

Working with Computers

animation and telecommunications with computing

• password (n) A secret word which must be entered before access

isgiven to the computer system

58
• printer (n) An output device which converts data into printed form

• save (v) To copy information from the RAM to a disk

• scanner (n) An input device that reads the image of a series of dots

introduces information into the computer’s memory

• screen saver (n) A program that darkens the screen after you have

not worked on the computer for a few minutes

• scroll (v) To move a document by using the scroll bars so that you

can see text in another part of the document

• software (n) Information in the form of data and programmes

• spellchecker (n) Corrects typing mistakes (you must still be vigilant)

• spreadsheet (n) An application programme for financial planning

which allows the computer user to present and analyseinformation in

tabular form

• upgrade (v) To add or replace hardware or software to increase the

computer’s capabilities

• virus (n) A piece of software that attaches itself to an application orfile

Working with Computers

and then spreads to system files & other software

• window (n) A rectangle on the desktop that displays information

59
Appendix 1 - Introductions

PROFESSIONAL SKILLS
Intermediate
 Appendix 1 - Introductions
Introductions are the first phrases we say when we meet someone new. These phrases are
different from the phrases we use when we greet friends. Read these phrases and practice
them in these short conversations.

Introducing People
(name), I don't think you've met (name).
I don't think you know (name)
May I introduce you to (name)
(name), do you know (name)?
(name), I'd like you to meet (name)

Meeting People the First Time

When you meet someone the first time, it is common to greet the person with "How
do you do?" the correct response is "How do you do." Here is a short introductory
conversation:
Ken: Peter, I'd like you to meet Mary.
Peter: How do you do?
Mary: How do you do.
Ken: Mary works for ...
A variation is also "It's a pleasure to meet you." or "Pleased to meet you."
Ken: Peter, I'd like you to meet Mary.
Peter: It's a pleasure to meet you.
Mary: How do you do.
Ken: Mary works for ...
Ken: Peter, I'd like you to meet Mary.
Peter: How do you do?
Mary: Pleased to meet you.
Ken: Mary works for...
In informal situations, especially in North America, introductions are also made simply
saying: "This is (name)." It is also common to just say "Hi" or "Hello" as a response in
Appendix 1 - Introductions

this informal setting.

Ken: Peter, this is Mary.
Peter: How do you do?
Mary: Pleased to meet you.
Ken: Mary works for ...

61
Appendix 2 - Greetings

PROFESSIONAL SKILLS
Intermediate
 Appendix 2 - Greetings

Common English Greetings and Expressions

English-speaking people usually greet each other

in an informal way, so you can use these
common conversational greetings for friends,
family, as well as people you meet in casual
settings.

• Hey, Hey man, or Hi

• How’s it going? or How are you doing?

• What’s up? What’s new? What’s going on?

• How’s everything? How are things? How’s life?

• How’s your day? How’s your day going?

• Good to see you or Nice to see you

• Long time no see or It’s been a while

Business Greetings and Formal Greetings

It's common to use different greetings depending on whether you greet a friend, family or a
business associate. There are also greetings that are used with people you do not very well.
Appendix 2 - Greetings

Once you have been introduced to someone, the next time you see that person it is
important to greet them. We also greet people as we leave people. In English (as in all
languages), there are different ways to greet people in formal and informal situations.

63
 It’s best to begin by using formal greetings in most business situations, and then listen to
how your co-workers or business partners greet you. It’s a good idea to wait until someone
speaks casually with you before you speak casually with them. You may find that people will
begin to use casual greetings with you over time, as you get to know each other better.
Formal greetings are also used when you meet older people.

1. Good morning, Good afternoon, or Good evening

These are formal ways of saying “hello”, which change depending on the time of day. Keep
in mind that “good night” is only used to say “good bye”, so if you meet someone late in the
day, remember to greet them with “good evening”, rather than “good night”. Good morning
can be made more casual by simply saying “morning”. You can also use “afternoon” or
“evening” as informal greetings, but these are less commonly used.

2. It’s nice to meet you or Pleased to meet you

These greetings are formal and polite. If you say this to someone when you meet him or her
for the first time, it will make you seem courteous. Remember to only use these greetings
the first time you meet someone. Next time you see the person you can show that you
remember him or her by saying “it’s nice to see you again”.

Do you want to make a good impression when meeting people?

When you greet people in person for the first time—

To make a positive first impression when meeting new people, include the following as
part of your greeting: a warm smile, an introduction that includes your first and last
Appendix 2 - Greetings

name, a welcoming comment, direct eye contact and a firm handshake, if appropriate. I
also recommend repeating the person’s name. For instance, “It’s very nice to meet you
Bob.”

64
When you meet people who don’t tell you their name—

If this occurs, simply ask them for their name. I might say, “I didn’t catch your name.”
After they respond, I will repeat their name as described in the previous point. This is a
simple way of demonstrating your interest in them.

When someone introduces you and does not include your name—

When you are introduced to someone and the person making the introduction doesn’t
include your name, it’s likely they forgot it or they don’t know how to make a proper
introduction. In this case, offer a warm greeting as I described in the first tip and be sure
to include your first and last name. This will prove you are paying attention and that you
realize your name was omitted.

When you greet someone who likely forgot your name—

When I greet people I have not seen in a while, I always take the initiative to introduce
myself by name. I could say, “Hi Paul; Todd Smith; how are you doing?” If I don’t
remember the person’s name, I will introduce myself by sharing my name and hope they
respond by sharing theirs. If people don’t offer their name in the greeting, I will often say
something like, “Will you kindly remind me of your name?”

When you are not introduced—

I was with a friend in a restaurant recently and a couple of his friends stopped by the
table to say hi. He talked to them for a few minutes but never introduced me. The proper
etiquette in this circumstance would have been for him to introduce me to his friends.

When you meet with a group of people you DON’T know—

Have you ever walked into a room with a small group of people you didn’t know and
stood there awkwardly not knowing what you should do? If this happens, be proactive
and introduce yourself to each person in the room. This will make you stand out from the
Appendix 2 - Greetings

group as someone with confidence. It will also make everyone feel more at ease.

65
 When you meet with a group of people you DO know—

When you get together with a group of friends or business associates, immediately greet
each person with a friendly greeting. As new people join the group, be the first one to
show you care by greeting them. My daughter Hannah calls this “Being Like a Dog.” Dogs
are always happy to see you and they’re the first ones to greet you.

When you meet with a group of people-some you know and some you don’t
know—

When I find myself in this situation, I will always greet the people I know and introduce
myself to the people I have not yet met. Once again, this seems to make everyone in the
group feel comfortable.

When you greet a receptionist—

Whether you are greeting the receptionist at your dentist’s office or at the offices of one
of your clients, always introduce yourself with a smile and friendly greeting. For instance,
“Hi my name is Todd Smith, I have a 4:00 appointment with Steve Johnson.” In the case
of a business environment, I always hand the receptionist my business card to go along
with my verbal introduction.
Appendix 2 - Greetings

66
Appendix 3 - Good Byes. Farewells.
Traveling. Wishing Well Phrases

PROFESSIONAL SKILLS
Intermediate
 Appendix 3 - Good Byes. Farewells.
Traveling. Wishing Well Phrases

Good Byes. Farewells- Useful Expressions

Simple good-byes (Formal) Good-bye

Stay in touch.
It was nice meeting you.
I hope to see you soon.

Simple good-byes (Informal) Bye.

See you.
Talk to you later.
Catch up with you later.
Nice seeing you.

Leaving a place (Formal) I have to leave here by noon.

Is it okay if we leave your home at 9pm?

Appendix 3 - Good Byes. Farewells. Traveling. Wishing Well Phrases

What do you say we leave work a little
earlier today?
Would you mind if I leave the dinner before it
ends?
I need to depart for the airport in one hour.

Leaving a place (Informal) I got to go now.

I’ll be leaving from the office in 20 minutes.
How about we jet off to the shops now?
I’m afraid I have to head off now.
Let’s get off work early.

67
 Traveling Phrases – Wishing Well

Here are a number of phrases used when saying goodbye to friends or family as they
depart on trips, both short and long.

L ON G T RIP S, V A CA TIONS , ETC.

American English British English

Have a good trip. Have a good journey.
Enjoy your vacation. Enjoy your holidays
Have a good time in (destination) Have a good time in (destination)

Short Outings
Enjoy! (American English)
Have a good time at (destination place such as a restaurant)
Have a good time in (destination city)

When your friends or family return home it is common to use one of the
following phrases:
How was your vacation? (holiday in British English)
Did you enjoy your time in (destination)
How was your journey / flight / trip?
Appendix 3 - Good Byes. Farewells. Traveling. Wishing Well Phrases

68
Appendix 4 - Asking – Offering Help

PROFESSIONAL SKILLS
Intermediate
 Appendix 4 - Asking – Offering Help

Help – Useful Expressions

• Is there anything I can do?

Offering Help
• May I help you?
• Can I help you?
• Can I be of any help?
• Are you looking for something?
• Would you like some help?
• Do you need some help?
• Do you need any help?
• Need any help?
• What can I do for you today?
• Can I give you a hand?
• May I offer my assistance?
• Can I be of any assistance?
• Let me help with…
• Can I lend a hand?
• How can I make myself useful?
• Could you give me a hand?
Asking for Help
• Would you mind helping me out?
Appendix 4 - Asking – Offering Help

• Could you help me please?

• Could you carry / take..?
• I need some assistance please.
• Can you help with …?

69
 Responding to Help Offer
• I appreciate your offer
• I’d like to take you up on your offer.
• Thank you for your help.
• That’s very nice of you.
• That’s very kind of you.
Appendix 4 - Asking – Offering Help

70