In office automation, which practice best reduces duplicate files when many staff handle one document
A Multiple email copies
B Printing every draft
C Using different names
D Central document repository
A central repository stores the latest document in one place. Everyone accesses the same file, reducing duplicate versions, confusion, and wrong uploads. It also supports access control and organized document management.
For tracking edits over time, which feature is closest to basic version control in office documents
A File name change
B Page color theme
C Version history
D Screen zoom
Version history keeps earlier copies and timestamps of changes. It helps compare revisions, restore older versions, and understand how a document changed, which is valuable in team workflows and approvals.
While designing office templates, which element ensures repeated documents follow the same professional look
A Predefined styles
B Random fonts
C Different margins
D Unchecked spelling
Predefined styles control headings, body text, spacing, and alignment. Using them in templates ensures consistent formatting across documents, and also helps automatic features like table of contents work correctly.
In shared office documents, why are clear file naming rules important
A Increase file speed
B Reduce confusion
C Improve printer ink
D Add extra pages
Naming rules make it easy to identify document type, date, and version. This prevents staff from opening wrong drafts, helps quick searching, and supports orderly document management in busy office environments.
When preparing a final document for official circulation, which step is most important before sharing externally
A Add more emojis
B Increase screen size
C Remove editing marks
D Change keyboard layout
Before external sharing, remove tracked changes, comments, and hidden data. This prevents confusion and avoids exposing internal review notes. A clean final copy looks professional and protects sensitive information.
In MS Word, which view is best for focusing on writing with fewer layout distractions
A Draft view
B Print Layout
C Web Layout
D Read Mode
Draft view emphasizes text editing and reduces visual layout elements like headers and footers. It helps writers focus on content and speed while typing, especially during early drafting stages.
When formatting a professional letter, which setting ensures text starts at the correct distance from page edges
A Zoom level
B Spell check
C Margins
D Word count
Margins define the blank space around the page. Proper margins improve readability, leave space for printing and binding, and help documents meet standard office formatting rules for letters and reports.
If only one paragraph needs different alignment without affecting others, what is the correct approach
A Select paragraph
B Change whole document
C Use Print Preview
D Export to PDF
Alignment changes apply to selected text or paragraphs. Selecting only the required paragraph ensures other content stays unchanged, preventing formatting errors and maintaining consistent layout in the rest of the document.
Which feature helps you keep heading formatting uniform even after edits
A Clipboard
B Styles
C Taskbar
D Watermark
Styles keep headings consistent by applying predefined formatting. Even if you change a style later, all text using that style updates together, saving time and keeping long documents uniformly formatted.
To insert a manual new page without pressing Enter many times, which is best
A Line spacing
B Word count
C Page break
D Thesaurus
A page break starts a new page at a chosen point. It keeps layout stable when you add or remove text, avoiding messy spacing that happens when multiple Enter presses shift content unexpectedly.
Which feature is best for repeating a company logo and document title on every page
A Header
B Footnote
C Comments
D Mail merge
Headers repeat content at the top of each page, such as logos, titles, and dates. They make reports look professional and help identify pages when printed or shared as multi-page documents.
In Word, which option is used to show “Draft” lightly behind the text
A Highlight
B Underline
C Bold
D Watermark
A watermark is faint text or an image behind the main content. It marks document status like Draft or Confidential and helps readers understand the document’s nature without disturbing readability.
When inserting a table, what controls the number of vertical divisions
A Rows
B Margins
C Columns
D Tabs
Columns divide a table vertically. Choosing correct columns helps arrange data properly, like Name, Address, and Phone in separate fields. Good table design improves clarity in office records and reports.
In tables, what tool is most used to emphasize header row visually
A Spell check
B Shading
C AutoCorrect
D Find tool
Shading adds background color to cells, often used for header rows. It improves readability by separating headings from data and makes tables easier to scan in printed reports or office documents.
In mail merge, why is “Match Fields” sometimes needed
A Correct data mapping
B Increase font size
C Print faster pages
D Remove watermark
Match Fields links Word’s required fields like Name or Address to the correct columns in the data source. This prevents wrong placement of information during merging and ensures each letter prints correct details.
Which mail merge option is most suitable for sending the same notice to many recipients by post
A Slides
B Charts
C Letters
D Notes
Letters in mail merge create separate personalized documents for each recipient. It is ideal for sending notices, invitations, or official letters where the content is mostly same but names and addresses change.
In mail merge, what is the main role of “Preview Results”
A Verify merged output
B Add new recipients
C Change printer model
D Insert page border
Preview Results shows how each record will appear after merging. It helps detect missing fields, incorrect formatting, or wrong data mapping before creating final documents, saving time and avoiding printing mistakes.
Which option finalizes the merge to create separate documents for all recipients
A Track Changes
B Document Inspector
C Finish & Merge
D Word Count
Finish & Merge completes mail merge output. It can create individual documents, print them, or send emails depending on choice. It’s the final step to produce the personalized set.
For preventing unauthorized viewing of a confidential Word file, which is most direct
A Increase margins
B Password protect
C Add watermark
D Use italics
Password protection blocks opening the document without the correct password. It is a basic security measure for confidential office documents like salary sheets or internal reports when files are shared or stored.
Restrict Editing is mainly useful when you want others to
A Edit everything
B Change page size
C Remove all tables
D Only add comments
Restrict Editing can limit changes to comments only, form filling, or read-only access. This protects the main text while allowing feedback, which is common in approval workflows and controlled templates.
When working in teams, which feature shows exactly what text was added or removed
A Print Preview
B Thesaurus
C Track Changes
D Zoom slider
Track Changes marks insertions, deletions, and formatting edits. Reviewers can accept or reject each change. It supports accurate review and prevents confusion when multiple people edit one document.
Document Inspector should be used especially to remove
A Hidden metadata
B Page numbers
C Font styles
D Margins
Documents can store hidden details like author name, comments, and revision history. Document Inspector finds and helps remove such data, reducing privacy risks when sharing files outside the organization.
When printing only pages 2–4 of a long report, which setting is required
A Paper source
B Page range
C Font size
D Line spacing
Page range lets you specify exactly which pages to print. It saves paper and time and is useful when only a section is needed for review, submission, or referencing in meetings.
In printing, why is print preview important after inserting images and tables
A Checks layout shifts
B Fixes virus issues
C Adds page numbers
D Changes file type
Images and tables can push text onto new pages or disturb spacing. Print Preview helps you confirm page breaks, alignment, and overall layout before printing, preventing wasted paper and unprofessional output.
If a printer supports duplex, what is the biggest advantage in office printing
A Stronger fonts
B Faster internet
C Less paper used
D Better keyboard
Duplex printing uses both sides of a sheet, cutting paper usage nearly in half for many documents. It reduces cost, keeps files thinner, and is commonly preferred for long reports.
In MS Word, which tool quickly searches a word and replaces it throughout the document
A Mail Merge
B Page layout
C Print preview
D Find and Replace
Find and Replace updates repeated words or phrases in one operation. It helps correct common errors and update names quickly in large documents, improving accuracy and saving editing time.
Word Count is most useful when preparing
A Limited-length report
B Printer settings
C Page watermark
D Table borders
Many assignments and office reports have word limits. Word Count helps you track length and adjust content. It also shows characters and pages, helping meet document guidelines.
When AutoRecover is enabled, it mainly protects against
A Wrong font selection
B Printer ink leak
C Unexpected shutdown
D Slow typing speed
AutoRecover saves temporary copies as you work. If Word crashes or power fails, you can recover recent work. This reduces loss of typed content and supports safer document creation.
In Word, which feature provides synonyms to improve writing quality
A Comments
B Thesaurus
C Footnotes
D Header
Thesaurus suggests similar words to avoid repetition and improve clarity. It is useful for professional office writing where better word choice can make letters and reports clearer and more effective.
For making a clickable jump to a website inside a Word document, what is used
A Watermark
B Shading
C Hyperlink
D Indentation
A hyperlink connects text or an object to a web page, email, or file. It makes references easy to open and is useful for documents that include online resources or official web links.
What is the main reason to use “Heading 1, Heading 2” properly in a long report
A Automatic TOC
B Faster printing
C Bigger file size
D Better Wi-Fi
Heading styles allow Word to build a Table of Contents automatically. When headings are updated, the TOC can refresh page numbers and titles, saving time and keeping the document structured.
Footnotes are especially useful in office policy documents to
A Add page borders
B Explain a term
C Insert pictures
D Lock editing
Footnotes provide extra information at the bottom of the page, such as definitions or references. They keep the main text clean while still giving important clarification where needed.
Endnotes are preferred over footnotes when
A Document needs columns
B Printing is disabled
C Notes should appear last
D Fonts are locked
Endnotes collect all notes at the end of a document or section. This keeps pages less cluttered and is useful when many references exist, making reading smoother in long documents.
Which break should be inserted to keep different numbering styles in different parts of one document
A Line break
B Page color
C Table shading
D Section break
Section breaks divide a document into parts with separate formatting rules. They allow different page numbering styles or headers in sections, which is useful in reports with front matter and main content.
Which setting changes the direction of text flow into multiple vertical blocks on a page
A Columns
B Margins
C Tabs
D Orientation
Columns divide text into vertical sections like newspapers. It is helpful for brochures and newsletters. You can adjust number of columns and spacing to match professional document layout.
Which shortcut is best to quickly insert a hyperlink dialog in Word
A Ctrl + L
B Ctrl + E
C Ctrl + K
D Ctrl + Y
Ctrl + K opens the Insert Hyperlink dialog in Word. It quickly lets you link text to a website, file, email, or a place within the document, saving time during editing.
What does the “Format Painter” copy from selected text
A Only formatting
B Only words
C Only images
D Only page breaks
Format Painter copies formatting like font, size, color, and spacing—not the text itself. It helps maintain consistent styling quickly across headings, paragraphs, and lists without repeating manual formatting steps.
In document workflow, what does “final version” generally mean
A First rough draft
B Unchecked document
C Half-filled template
D Approved clean copy
A final version is the approved document ready for official use. It should have correct content, clean formatting, and no internal review marks. It is the version typically printed or shared externally.
In MS Word, which tool checks grammar suggestions along with spelling
A Mail merge
B Editor tool
C Print layout
D Watermark
Word’s Editor provides spelling and grammar checks, suggesting improvements for clarity and correctness. It helps create professional documents by reducing language mistakes before submission or official sharing.
Which action best keeps formatting safe when moving text to another Word document
A Use Keep Text Only
B Paste as plain
C Print the text
D Add watermark first
Using Keep Text Only pastes content without bringing unwanted formatting from another source. This helps maintain a consistent style in the target document, preventing mixed fonts and messy spacing.
When you need to protect a file from accidental changes but still allow viewing, choose
A Bold formatting
B Landscape mode
C Read-only mode
D Double spacing
Read-only access lets users view the document without editing. It reduces accidental changes in shared office files and is useful for distributing policies, instructions, and finalized documents to many staff.
In print settings, why might “collate” be used for multi-copy printing
A Complete sets order
B Faster typing
C Change paper size
D Add page borders
Collate prints full sets of pages in order for each copy, like 1–5 then 1–5 again. Without collate, it prints all page 1 copies first, which can confuse assembling documents.
Which practice best supports accurate data entry in office forms
A Skipping validation
B Using input checks
C Avoiding templates
D Using random codes
Input checks like required fields, format rules, and review steps reduce mistakes in data entry. They help ensure consistent records, prevent missing details, and improve the overall reliability of office information.
In Word, which feature helps compare two versions of a document for differences
A Word count
B AutoCorrect
C Compare documents
D Insert table
Compare documents highlights differences between two versions, showing inserted and deleted text. It helps reviewers understand changes clearly, especially when two drafts exist from different team members.
What is the main function of “Document Properties” in office files
A Show file details
B Add bullets
C Print envelopes
D Insert columns
Document properties store details like title, author, keywords, and dates. They help organize and search files in document management systems and provide useful information for tracking office documents.
Which step reduces formatting issues when sharing Word files across different computers
A Use rare fonts
B Remove headings
C Avoid saving
D Embed fonts option
Embedding fonts stores the font data inside the document so it looks the same on other computers. This prevents substitution with different fonts, which can change spacing and layout in shared files.
In mail merge, what does “filter recipients” allow you to do
A Change margins
B Select certain records
C Insert a table
D Lock the ribbon
Filter recipients lets you choose which records from the data source will be used, such as only a specific city or category. It helps send targeted letters instead of merging for everyone.
What is the main reason for using “Print to PDF” option
A Create PDF copy
B Edit PDF easily
C Increase page count
D Remove passwords
Print to PDF generates a PDF file using a virtual printer. It is useful when export options are not available or when you want a PDF version that preserves the printed layout for sharing.
If Word shows “Protected View” after opening a downloaded file, it mainly means
A File is deleted
B Printing is forced
C Editing is blocked
D Fonts are missing
Protected View opens potentially unsafe files in a safer read-only mode. It prevents automatic editing and reduces risk from downloaded documents. You can enable editing only if you trust the source.
Which feature helps recover an older saved version after accidental changes in a managed system
A WordArt
B Page border
C Highlight
D Version history
Version history stores previous saved copies. If wrong changes happen, you can restore an earlier version. This supports safe document handling in office systems where multiple edits may occur over time.