In an office workflow, which practice best ensures a document is reviewed by the right person before final sharing
A Random emailing
B USB copying
C Printing first
D Approval routing
Approval routing sends the document to the correct reviewer in sequence. It reduces mistakes, ensures accountability, and helps offices maintain quality control before a document becomes an official final version.
When many staff edit a document, which method best prevents accidental overwriting of changes
A Bigger font size
B More page breaks
C Check-out control
D Extra watermarks
Check-out control allows only one editor at a time or manages edit locks. This prevents two people from overwriting each other’s updates and keeps the document history and workflow more reliable.
Which option is the best reason to convert a Word report into PDF before sending outside the office
A Easier editing
B Fixed layout
C Faster typing
D Adds animations
PDF preserves page layout across devices and printers. It prevents font substitution and spacing changes, making it ideal for final distribution of office reports, applications, and letters.
In Word, which feature is most useful for applying consistent formatting to all headings in a report
A Manual bolding
B Random fonts
C Extra spacing
D Heading styles
Heading styles apply uniform formatting and help Word understand document structure. They support navigation and automatic Table of Contents, making long reports professional and easier to manage.
When a Table of Contents must update page numbers after editing, what should be done
A Update TOC
B Reinstall Word
C Change printer
D Add watermark
Updating the Table of Contents refreshes headings and page numbers after changes. It keeps the TOC accurate, which is essential in structured reports, manuals, and office documents.
If a report needs different page numbering in different parts, which is required first
A Line spacing
B Section break
C Word count
D Text highlight
Section breaks divide the document into parts with separate settings. They allow different headers, footers, orientation, and page numbering styles in different sections of one Word document.
Which header setting must be turned off to make a unique header in a new section
A Print Layout
B AutoCorrect
C Spell check
D Link to Previous
If Link to Previous stays enabled, the new section’s header continues the earlier one. Turning it off allows separate header content, which is needed for multi-section reports and documents.
Which option helps prevent a heading from being left alone at the bottom of a page
A Bold formatting
B Underline text
C Keep with next
D Center align
Keep with next keeps the heading and the following paragraph together on the same page. This avoids awkward page breaks and improves readability and professional appearance in reports.
Which paste option is best to avoid messy formatting when copying text from web pages
A Keep source format
B Keep text only
C Paste as image
D Paste with link
Keep Text Only removes external fonts, colors, and spacing. It helps maintain consistent formatting in your document, reducing time spent cleaning layout issues in office reports.
Which Word tool is best for locating and correcting repeated wrong terms across a long document
A Word count
B Print preview
C Mail merge
D Find Replace
Find and Replace quickly changes repeated words or phrases throughout a document. It reduces manual editing time and helps ensure consistent terminology in long reports and office documents.
When a table continues on multiple pages, which feature repeats the header row on each page
A Repeat header rows
B Merge cells
C Split table
D Shading only
Repeat header rows keeps column headings visible on every page. This improves readability in printed multi-page tables, helping users interpret the data without searching for the first page.
Which table option prevents one row from splitting across two pages during printing
A Increase margins
B Add watermark
C Disable row break
D Use italics
Disabling row breaks keeps each row together on one page. It prevents confusing splits where half a row prints on one page and the rest on the next, improving clarity.
For formal documents, why are styles better than manual formatting in many places
A Adds more pages
B Global consistency
C Blocks printing
D Increases errors
Styles apply uniform formatting rules across a document. If a style is updated, all text using it updates together, ensuring consistent headings and body text in long office reports.
Which Word feature best supports reviewing edits with accept or reject options
A AutoCorrect
B Thesaurus
C Watermark
D Track Changes
Track Changes records edits clearly and allows reviewers to accept or reject them. It supports accurate collaboration and approvals, ensuring changes are reviewed before becoming part of the final document.
Which review feature is best for adding feedback notes without changing the main text
A Comments tool
B Page margins
C Print preview
D Header footer
Comments allow reviewers to suggest improvements or ask questions without editing content. This keeps the main document stable while supporting clear communication during teamwork and approval workflows.
Before emailing a “final” file externally, which tool helps remove hidden personal details and revision marks
A Format Painter
B Document Inspector
C Word Count
D Draft view
Document Inspector finds hidden comments, tracked changes, and metadata like author details. Removing these protects privacy and prevents internal review history from being shared outside the organization.
In print settings, what does “Collate” mainly do when printing multiple copies
A Changes paper size
B Adds page borders
C Orders each set
D Locks the file
Collate prints complete sets in correct order, like 1–5 then 1–5 again. Without it, the printer may print all page 1 copies first, making sorting slower and error-prone.
Which print option reduces paper use by printing both sides
A Single-sided only
B Duplex printing
C Color mode
D Border mode
Duplex printing uses both sides of a sheet, reducing paper use and printing costs. It is commonly used in offices for reports and documents that have multiple pages.
If the printer cuts off text at edges, which page setup change is most appropriate
A Add watermark
B Use bold font
C Add comments
D Increase margins
Increasing margins keeps text away from the paper edges. Many printers cannot print to the very edge, so proper margins prevent cut-off text and ensure clean, readable printed documents.
Which feature helps navigate to headings quickly and view document structure
A WordArt
B Page color
C Navigation pane
D Footnotes
Navigation pane lists headings and search results so you can jump quickly to sections. It is very useful for long reports, manuals, and structured office documents.
In mail merge, which step ensures Word fields match your data source column names
A Word Count
B Match Fields
C Print range
D Add columns
Match Fields connects Word placeholders to the correct columns like FullName or Address. It prevents wrong data placement and ensures merged letters, labels, and envelopes show correct recipient details.
Which mail merge output type is best for producing one combined list of all recipients
A Labels merge
B Letters merge
C Envelopes merge
D Directory merge
Directory merge creates one document containing all records continuously. It is used for directories, lists, and registers, unlike letters which create separate personalized documents per recipient.
Which mail merge feature lets you include only recipients from selected criteria like city or department
A Format Painter
B Insert table
C Filter recipients
D Add watermark
Filter recipients selects only matching records. This supports targeted mailings and avoids generating documents for everyone, improving efficiency and reducing mistakes in bulk office communication.
In Word, why is “Print Layout” preferred before final printing
A Shows real pages
B Adds more fonts
C Removes headings
D Stops saving
Print Layout shows margins, headers, page breaks, and page content as it will print. It is essential for checking tables, images, and section formatting before printing or exporting to PDF.
Which feature can compare two documents and highlight differences for review
A Spell check
B AutoCorrect
C Page break
D Compare tool
Compare tool highlights changes between two documents, showing added, removed, and changed text. It helps review when different drafts exist and ensures no important edits are missed.
Why is embedding fonts useful when sharing a Word file to another computer
A Makes PDF editable
B Keeps same look
C Speeds printer
D Removes comments
If the receiver does not have your fonts, Word substitutes different fonts, changing layout. Embedding fonts preserves the document appearance, reducing spacing shifts and formatting problems.
In Word, which feature helps store and reuse consistent layouts like letterhead and report formats
A Word Count
B Table borders
C Templates file
D Hyperlink tool
Templates save standard layout, styles, and repeated content like logos or headings. They help create consistent office documents quickly and reduce formatting errors across repeated work.
For document security, which option decides who can view or edit a shared cloud file
A Sharing permissions
B Text alignment
C Font color
D Word count
Sharing permissions control access levels like view, comment, or edit. Proper permissions prevent unauthorized editing and protect official documents in collaboration environments.
When a Word file opens in Protected View after download, it usually means
A Printing disabled
B Fonts removed
C Pages deleted
D Editing blocked
Protected View opens the file in a safer mode, blocking editing until you trust the source. It reduces security risk from unknown downloaded documents that may contain harmful content.
Which feature is best for restoring earlier saved copies in cloud collaboration
A WordArt
B Version history
C Page color
D Underline
Version history stores earlier versions with timestamps. If mistakes occur, you can restore a previous version. It supports safe collaboration and reduces risk of permanent loss from wrong edits.
Which paragraph setting controls extra space above and below paragraphs
A Page borders
B Word count
C Print range
D Paragraph spacing
Paragraph spacing improves readability by controlling space between paragraphs. It is better than pressing Enter repeatedly, because spacing stays consistent even when text is edited or moved.
For professional alignment in forms, which tool is most correct
A Multiple spaces
B Random indents
C Tabs ruler
D Bold headings
Tabs align text at fixed positions, producing stable layouts. Spaces can shift when fonts change. Using tabs and the ruler ensures form fields and values align neatly in office documents.
Which setting splits text into newspaper-like vertical sections for brochures
A Columns feature
B Landscape mode
C Thesaurus tool
D Print preview
Columns divide text into vertical blocks. This format is useful for brochures, newsletters, and pamphlets, improving reading flow and professional appearance.
Which break forces text to move to the next column in a multi-column layout
A Page break
B Column break
C Line break
D Section break
A column break ends the current column and starts text at the top of the next column. It helps control brochure layout and prevents uneven column endings.
In long documents, which feature can automatically update references like “see section 2” after renumbering
A Watermark
B AutoCorrect
C Print range
D Cross-reference
Cross-references link to headings, figures, or numbered items. If numbering changes, you can update fields so references remain correct, improving accuracy in manuals and structured reports.
Which feature helps control heading numbering like 1, 1.1, 1.1.1 in reports
A Bold format
B Highlight tool
C Multilevel list
D Underline tool
Multilevel lists support structured numbering for headings. When linked with heading styles, they create consistent section numbering, improving navigation, table of contents accuracy, and professional formatting.
In Word, which command quickly saves without asking location again after first save
A Save As
B Save command
C Export PDF
D Print preview
After the first save, Save updates the same file instantly. This helps reduce data loss while editing and is a key habit in office work, especially for long documents.
Which tool provides grammar suggestions along with spelling improvements
A WordArt tool
B Page border
C Mail merge
D Editor tool
Editor checks grammar, spelling, and writing clarity. It suggests corrections and improvements, helping create professional documents with fewer language errors before printing or sharing.
In table design, what is the purpose of merging cells
A Delete table rows
B Combine cell area
C Add new fonts
D Insert watermark
Merging cells creates one larger cell from multiple cells. It is useful for table headings or grouped labels that need to span across several columns or rows in office forms and reports.
Which tool is best to ensure a printed document will not have unexpected page breaks
A Thesaurus
B AutoCorrect
C Print preview
D Word count
Print Preview shows final layout with page breaks, tables, and images. It helps detect unexpected splits and formatting problems before printing, saving paper and ensuring professional output.
Which shortcut is used to redo the last undone action in Word
A Ctrl + Z
B Ctrl + S
C Ctrl + F
D Ctrl + Y
Ctrl + Y redoes the last undone action or repeats the last command. It helps correct accidental undo and speeds up repeated formatting operations during document editing.
Which shortcut applies bold formatting quickly
A Ctrl + B
B Ctrl + U
C Ctrl + P
D Ctrl + K
Ctrl + B toggles bold formatting. It is used frequently for headings and important words, helping apply emphasis quickly without using the mouse.
Which feature ensures only authorized users can open a confidential Word document
A Center alignment
B Password protect
C Page numbers
D Line spacing
Password protection blocks opening without the correct password. It helps secure sensitive office files, preventing unauthorized access when documents are stored or shared.
Which feature limits editing so users can only fill specific fields in a form
A Draft view
B Web layout
C Filling forms
D Zoom slider
Restricting editing to filling forms allows users to type only in designated fields. It protects the form structure and ensures users cannot change instructions or layout, improving data entry accuracy.
If a document must be shared for review but not changed, which permission is best
A Full edit
B Delete access
C Owner access
D View only
View-only permission prevents unwanted edits while allowing reading. It is useful for sharing final drafts or official documents where recipients should review content without modifying it.
Why is paragraph spacing preferred over pressing Enter for gaps in documents
A Adds more pages
B Stable formatting
C Makes text hidden
D Blocks printing
Paragraph spacing stays consistent even when text is edited or moved. Extra Enter lines often shift unexpectedly, causing messy layout. Proper spacing gives a clean professional document structure.
Which Word feature helps show page number and word count at the bottom
A Title bar
B Ribbon bar
C Status bar
D Scroll bar
The status bar displays document details like page number, word count, and zoom. It helps track progress and provides quick access to view and zoom controls during editing.
Which file extension is commonly used for Word templates in modern Word
A DOTX
B DOCX
C PDF
D XLSX
DOTX is the Word template format. It stores preset styles and layout. Using templates ensures consistent formatting and speeds up creation of repeated office documents like letters and reports.
Which option best describes digital signature purpose in documents
A Increase brightness
B Verify authenticity
C Add watermark
D Change margins
A digital signature confirms the signer identity and shows if a document was changed after signing. It improves trust in electronic documents used for approvals and official communication.
In office workflow, what is the key purpose of an audit trail
A Make fonts bigger
B Print faster pages
C Track document changes
D Add more tables
An audit trail records who changed a document and when. It supports accountability, compliance, and reliable review, especially for important office documents that pass through multiple hands.