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