it tactfully. You might say, “May I ask who is calling, please?” or “May I have your name, please?” Avoid phrases that may sound abrupt or suspicious, like “Who’s this?” or “Who’s calling?” If a telephone caller requests a person who is out of the office, always offer to take a message. If given one, write it down while you are still on the telephone. Be sure to get all details correct, especially the name and the telephone number of the caller. If no message is given, make a note about the call. After hanging up, place the note where the person for whom it is intended will be sure to receive it. It is often a good idea to say, “Perhaps I could help you.” Even if it develops that you cannot, the caller will appreciate your good will. As you learn more about your duties, you will be able to answer more and more questions and save a second call. TAKING INSTRUCTIONS When you are given instructions, it is wise to make notes. This is especially true if the instructions are not to be carried out immediately. If there are a number of things to remember, as is often the case, some detail of the instructions may be forgotten that may change the whole operation. Notes provide a means of refreshing your memory and ensuring you heard and understood the directions that were given. USE OF WORKING HOURS Obviously, working hours should be used to get work done. However, if you have no work to do, you are encouraged to study training manuals and the references that you use in the daily performance of your job. This wise use of time not only helps you in performing your job more efficiently, but also aids you in preparing for your next rating examination. Remember, it is never too early to start studying. Generally, however, you can find something to do. Your wise use of time demonstrates your initiative, your ability to organize work, and your interest in getting ahead. OFFICE MACHINES Office machines play an important part in the efficient operation of almost all aircraft maintenance offices. In the course of your duties, you will be required to prepare and disseminate correspondence, complete reports, as well as reproduce copies of messages, letter-type technical directives, charts, forms, and so forth. Therefore, you must be able to operate word processors, computers, and copiers. You should also know how to provide routine care and maintenance to any machine that you operate. Since almost all office machines are electrical, you should follow certain precautions when operating or cleaning a machine or performing routine maintenance on a machine. WARNING Do not eat or drink while operating or cleaning computers or other electrical equipment. Spilling coffee, soda, or foods onto a computer can damage the unit as well as increase the chances of serious bodily harm due to electrical shock. Computer Familiarization Throughout the Navy, computers simplify the management and storage of large volumes of data. The computer collects, stores, collates, and processes information in a fraction of the time that is required with manual procedures. In addition, with the help of computer software programs, the preparation and transmission of naval correspondence has also become faster, easier, and more efficient. Most naval aviation commands have word- processing software programs. The manufacturer of the program usually provides an easy to understand instructional booklet, tutorial program, or both with the computer for easy operation of the word-processing program. Regardless of which word-processing program your activity uses, the instructional booklet and the tutorial should enable you to perform basic computer functions in a very short time. The major components of the computer include the central processing unit (CPU), an input device (keyboard, mouse), and an output device (printer, monitor). These components are known as the computer’s hardware. These computer components by themselves, however, are useless without computer software. Computer software is a series of instructions that a computer interprets and executes to perform certain functions. The things you will learn about your computer will grow out of what you already know about typewriters. For example, when you use a typewriter, you must manually load a clean sheet of paper before getting started. The computer automatically provides a blank screen for use as a clean sheet of paper. The computer 2-4