Which statement best describes office automation in a workplace
A Manual paper filing
B Only email usage
C Automating office tasks
D Only typing letters
Office automation means using software and devices to handle routine office work like creating documents, storing files, sharing data, scheduling tasks, and reducing manual repetitive effort to improve speed and accuracy.
In document workflow, what happens immediately after drafting in most offices
A Review and approval
B Printing final copy
C Deleting old files
D Changing computer time
After drafting, documents usually go for checking by seniors or teammates. Review helps find errors, confirm facts, and approve the final version before sharing, printing, or officially sending.
What is the main purpose of using templates in office documents
A Increase file size
B Reuse same structure
C Stop spell checking
D Disable printing
Templates provide a ready-made layout and styles for documents like letters and reports. They save time, keep formatting consistent, and reduce mistakes when creating similar documents repeatedly.
Which tool is most suited for real-time collaboration on a document
A Offline notepad file
B Calculator app
C Cloud shared document
D Screen saver
Cloud documents allow multiple people to edit or comment together. Changes can sync quickly, and version history helps track updates, making teamwork smoother than sending many email attachments.
Which file format is the default for modern MS Word documents
A TXT
B JPG
C MP3
D DOCX
DOCX is the standard Word document format. It supports rich formatting, images, tables, and styles. It also compresses content efficiently compared to older DOC format in most cases.
Why is PDF commonly used for sharing final documents
A Fixed layout view
B Easy to edit
C Requires Word only
D Always smaller size
PDF keeps the same layout on different devices and printers. It reduces formatting changes, so the receiver sees the document exactly as intended, which is helpful for final reports and forms.
What does “Print Preview” help you check before printing
A Internet speed
B Computer RAM
C Final page layout
D Keyboard settings
Print Preview shows how pages will look when printed, including margins, page breaks, headers, and spacing. It helps avoid wasting paper by catching layout issues before sending to the printer.
A digital signature in documents mainly ensures
A Faster typing speed
B Authenticity and integrity
C Higher screen brightness
D Larger font size
A digital signature helps confirm who signed the document and whether it was changed after signing. It builds trust in shared files, especially for official approvals and sensitive documents.
Which is an example of an office suite component
A Word processor
B Paint program
C Antivirus only
D Game launcher
An office suite commonly includes a word processor, spreadsheet tool, presentation tool, and sometimes email or database tools. These are designed to handle everyday office productivity work.
What is the main benefit of basic version control in documents
A Change monitor colors
B Increase printing speed
C Track file changes
D Remove all comments
Version control keeps older versions and records updates. If something goes wrong, you can return to a previous copy, compare edits, and see who changed what in a team document.
In MS Word, the Ribbon is mainly used for
A Storing files
B Playing videos
C Connecting printer only
D Command organization
The Ribbon groups Word features into tabs like Home and Insert. This makes tools easier to find, such as font settings, paragraph options, tables, and page layout commands.
Where is the Quick Access Toolbar usually located
A Bottom status bar
B Middle of page
C Top-left area
D Inside footer only
The Quick Access Toolbar is generally near the top-left of the Word window. It provides one-click access to common commands like Save, Undo, and Redo, and can be customized.
Which option changes the overall page direction in Word
A Orientation
B Font size
C Spell check
D Thesaurus
Orientation switches the page between Portrait and Landscape. It is used when you need wider space, such as for large tables, charts, or documents that must fit more content horizontally.
What does “Save As” mainly allow you to do
A Print immediately
B Save with new name
C Delete document
D Hide ribbon
Save As creates a new copy with a different file name, location, or format. It helps keep the original unchanged while creating a modified version or exporting to PDF.
Which view is best for checking how the document prints page-by-page
A Web Layout
B Outline View
C Print Layout
D Draft View
Print Layout shows margins, page breaks, headers, footers, and how content fits on each page. It is the most useful view when preparing a document for printing.
Which feature checks and suggests corrections for spelling errors
A Track Changes
B Mail Merge
C Watermark
D Spell Check
Spell Check scans the document and highlights wrong spellings. It also suggests correct words. Using it before final submission improves professionalism and reduces avoidable mistakes in office documents.
Which formatting makes text appear slanted
A Italic
B Bold
C Underline
D Strikethrough
Italic formatting slants the text and is used to emphasize words, show titles, or highlight terms. It does not change the content, only the text style appearance.
Which alignment places text evenly between left and right margins
A Left align
B Center align
C Justify
D Right align
Justify alignment spreads text so both left and right edges look straight. It is common in formal reports and books, but may create uneven spacing if the line has few words.
What does line spacing control in a paragraph
A Word meaning
B Space between lines
C Paper thickness
D Printer speed
Line spacing changes the vertical gap between lines of text. Proper spacing improves readability, helps meet formatting rules, and makes documents look clean for letters, reports, and assignments.
Indentation in Word mainly changes
A Paragraph start position
B Text color
C File format
D Cursor blinking
Indentation moves text inward from the left or right margin. It is used for quotations, nested lists, or structured writing. It helps show levels and improves visual organization.
Which feature creates a list with dots or symbols
A Columns
B Margins
C Bullets
D Header
Bullets present items clearly in a list format. They are useful for points, features, or steps where order is not important, making the document easy to scan quickly.
What are “Styles” in Word mainly used for
A Consistent formatting
B Changing monitor display
C Running antivirus scan
D Making audio notes
Styles apply a saved set of formatting like font, size, spacing, and color. Using styles keeps headings and text uniform and also helps generate an automatic table of contents.
Which option inserts a table into a Word document
A Page Color
B Text Highlight
C Word Count
D Insert Table
Insert Table creates rows and columns for structured data. Tables help present comparisons, lists, and schedules neatly. You can later adjust borders, shading, alignment, and cell sizes.
Borders and shading are mainly used to
A Repair Word file
B Connect to Wi-Fi
C Improve visual layout
D Change keyboard type
Borders outline text or table cells, and shading adds background color. These features highlight important parts, improve readability, and make tables or headings stand out in formal documents.
What is the purpose of a page break
A Delete a page
B Start new page
C Change font style
D Add a hyperlink
A page break forces content to move to the next page from a chosen point. It is better than pressing Enter many times because it keeps layout stable when editing.
Headers and footers are used to show
A Repeated page info
B Only pictures
C Computer model name
D Hidden passwords
Headers and footers display information that repeats on pages, such as page numbers, document title, date, or company name. They help in professional formatting and easy reference.
What is a watermark typically used for
A Changing file type
B Speeding up typing
C Marking document status
D Removing margins
A watermark is faint text or an image behind content, often used to show labels like “Draft” or “Confidential.” It signals the document’s nature without blocking the main text.
Mail merge is mainly used to
A Draw shapes
B Create many letters
C Compress videos
D Scan documents
Mail merge combines a main document with a data list to produce personalized copies. It is used for letters, labels, and envelopes where names and addresses change but format stays same.
In mail merge, a data source contains
A Ribbon commands
B Printer drivers
C Page borders
D Recipient details
The data source stores variable information like name, address, phone, or ID. Word pulls these values into merge fields to generate many personalized documents quickly and accurately.
Merge fields are best described as
A Fixed headings
B Printer settings
C Placeholders for data
D Spell check results
Merge fields mark where individual data items will appear in the main document. During mail merge, Word replaces each field with values from the recipient list for each record.
Which mail merge output is used for address stickers
A Labels
B Letters
C Reports
D Slides
Labels in mail merge format many small address blocks on a page. Word places recipient details in repeated label positions, making it easy to print and paste on envelopes or packages.
“Preview Results” in mail merge helps you
A See final printing cost
B Change Windows settings
C Check merged data
D Increase file security
Preview Results shows how the document will look with real recipient details. It helps catch wrong fields, missing data, or formatting problems before producing the final merged letters or labels.
Format Painter is mainly used to
A Draw charts
B Copy formatting quickly
C Insert footnotes
D Lock the document
Format Painter copies formatting like font, size, color, and spacing from one part and applies it to another. It saves time when you want consistent formatting without repeating steps.
Which feature restricts others from changing your document
A Page Border
B SmartArt
C Word Count
D Restrict Editing
Restrict Editing lets you limit formatting or allow only certain changes. It is useful for official documents, forms, or shared files where you want to prevent unwanted edits.
Password protection in Word mainly prevents
A Copying a folder
B Printing in color
C Unauthorized opening
D Screen rotation
Password protection can block people from opening the document without the correct password. It helps secure sensitive office files like salary lists, reports, and confidential letters.
Track Changes is best used for
A Reviewing edits
B Counting pages
C Playing audio
D Drawing diagrams
Track Changes records insertions, deletions, and formatting changes. Reviewers can accept or reject edits later. It is widely used in teamwork, approvals, and official document correction processes.
Comments in Word are mainly used to
A Change margins
B Give feedback notes
C Reduce file size
D Add printer drivers
Comments allow reviewers to add notes without changing the main text. They are useful for suggestions, questions, and approvals during collaboration, keeping communication clear inside the document.
Document Inspector helps you remove
A Screen wallpaper
B Keyboard shortcuts
C Hidden document data
D Printer ink settings
Document Inspector finds and removes hidden information like comments, tracked changes, metadata, and document properties. This is important before sharing externally to avoid leaking private editing history or author details.
In Print settings, “Page range” means
A Color selection
B Paper brand
C Font style
D Pages to print
Page range lets you choose specific pages, such as 2–5 or only page 1. It saves paper and time when you do not need the entire document printed.
Duplex printing refers to
A Both-side printing
B Printing with color
C Printing two copies
D Printing very fast
Duplex printing prints on both sides of paper. It reduces paper usage and makes documents compact. Some printers support automatic duplex; others may require manual flipping of pages.
Find and Replace is mainly used to
A Add new pages
B Create table borders
C Change repeated text
D Start mail merge
Find and Replace searches for a word or phrase and replaces it everywhere you choose. It saves time when correcting repeated spelling, updating names, or changing formatting across a long document.
Word Count feature shows
A Monitor size
B Number of words
C Printer model
D Internet speed
Word Count displays total words and often includes pages, characters, paragraphs, and lines. It helps meet assignment or office requirements where word limits matter for reports and official writing.
AutoCorrect is designed to
A Fix common typos
B Print documents
C Encrypt hard disk
D Create slide shows
AutoCorrect automatically corrects frequent mistakes like “teh” to “the.” It can also replace short codes with full words. This improves typing speed and reduces small errors in documents.
Thesaurus in Word helps you find
A File extensions
B Printer pages
C Similar words
D Table rows
Thesaurus suggests synonyms and related words. It helps improve writing quality, avoid repetition, and choose clearer words for letters, reports, and formal office documents.
A hyperlink in Word is used to
A Count characters
B Remove spaces
C Change margins
D Open a link
A hyperlink connects text or an image to a web page, email address, or another place in the document. Clicking it quickly takes the reader to the linked location.
A Table of Contents in Word is usually based on
A Random paragraphs
B Heading styles
C Page color theme
D Printer selection
Word builds a Table of Contents using heading levels like Heading 1, Heading 2, etc. If headings are styled properly, the TOC updates easily and shows correct page numbers.
Footnotes are mainly used to
A Add top headings
B Print extra copies
C Add page bottom notes
D Insert new fonts
Footnotes provide extra information or references at the bottom of the same page. They are useful for definitions, citations basics, or clarification without interrupting the main text flow.
A section break is useful when you want
A Different page formatting
B Same layout everywhere
C Smaller monitor display
D Faster internet browsing
Section breaks allow different parts of a document to have different margins, orientation, headers, or columns. For example, one section can be landscape for a wide table, while others stay portrait.
Columns feature is commonly used for
A Music editing
B Virus scanning
C Newspaper-style layout
D Password recovery
Columns split text into vertical sections on a page, like newspapers or brochures. This improves readability for long text and makes documents look more professional in newsletters and pamphlets.
Which keyboard shortcut saves a document quickly in Word
A Ctrl + P
B Ctrl + S
C Ctrl + Z
D Ctrl + F
Ctrl + S saves the current document instantly and helps prevent data loss. Using it frequently is a good habit, especially during long typing sessions or when working on important office files.