Training Session 8

Scanning Documents to Email

• Requires assistance with scanning and emailing documents.

• Procedure to scan documents:

  • Place documents face up on the scanner.

  • Select 'Send Copy' to scan both sides of the document.

  • After scanning, click on 'Email' to attach the scanned document.

  • Name the document appropriately (e.g., "Doctor's Report").

• Important to select the correct folder to save the document:

  • Create a new folder if necessary (e.g., "Doctor's Information").

  • Use 'Browse' to navigate and select the correct directory for saving.

Emailing Scanned Documents

• Sample process for attaching and sending the scanned document:

  • Open email application and compose a new email.

  • Click 'Attach File' and navigate to the saved folder to select the document.

  • Include a subject line and body text explaining the attachment; send when ready.

• Confirmation of successful email sending by checking the sent folder.

Using Chat GPT for Document Editing

• Discusses utilizing Chat GPT for refining written documents.

• Structure prompts effectively for Chat GPT to adjust tone, check grammar, and enhance professionalism:

  • Directly input content that needs revision into Chat GPT.

  • Example of a report scenario: describe an incident, list key facts, and ask Chat GPT to rephrase.

• Advantage of drafting directly in Chat GPT to eliminate extra steps of using Word.

Managing Document Files

• Importance of organizing documents into proper folders:

  • Mention of a specific directory (e.g., N N E C School).

• Procedures for copying text from Chat GPT into Word or a specific document:

  • Use the keyboard shortcut 'Ctrl + V' to paste content directly.

  • Adjust formatting and layout once the content is in the Word file.

Navigating Technology and Software

• Introduction to changing default browsers and understanding operating systems:

  • Steps to set Google Chrome as the default browser.

• Overview of Adobe Acrobat user experience discussed regarding text editing:

  • Limitations without purchasing premium features.