In an office document workflow, what is the best meaning of “single source of truth” for shared files
A Many email copies
B Multiple USB files
C One master document
D Printed draft sets
A single source of truth means everyone uses one master file location, usually shared online. This prevents outdated copies, reduces confusion, and ensures reviewers and editors always work on the latest version.
When a shared document needs controlled editing so only one person edits at a time, which approach is most suitable
A Check-out lock
B Extra fonts used
C More bullet points
D Wider margins
Check-out locking prevents simultaneous editing conflicts. It ensures one editor modifies the file at a time, reducing overwriting and making version tracking and approvals smoother in office workflows.
In Word, which feature ensures consistent formatting for all headings and body text across a long report
A Manual formatting
B Styles system
C Random templates
D Print scaling
Styles apply the same formatting rules repeatedly. When you edit a style, all text using it updates. This keeps long documents consistent and helps features like navigation and Table of Contents work correctly.
Why is “Update Table” used after editing a Table of Contents
A Change file format
B Increase margins
C Remove comments
D Refresh page numbers
When content moves, page numbers change. Updating the Table of Contents refreshes entries and page numbers, ensuring readers can navigate correctly in long reports and office manuals.
If a document requires different headers in different sections, what must be inserted first
A Section break
B Page border
C Word count
D AutoCorrect
Section breaks divide a document into parts that can have different headers and footers. Without a section break, header changes apply to the whole document, causing formatting errors.
In Word section headers, what must be turned off to stop copying the previous section’s header
A Track Changes
B Print Layout
C Link to Previous
D Spell check
Link to Previous connects headers between sections. Turning it off allows unique headers or footers in a new section, which is needed in documents with different chapter headings or formats.
Which paragraph setting prevents a heading from appearing alone at the bottom of a page
A Keep with next
B Center alignment
C Underline text
D Bold text
Keep with next keeps a heading on the same page as the paragraph that follows. It avoids awkward page breaks and improves readability in professional reports and structured documents.
When copying text from a website into Word, which paste choice best avoids mixed fonts and colors
A Keep source format
B Paste as link
C Paste as image
D Keep text only
Keep Text Only removes web formatting and applies your document’s style. It prevents messy fonts, colors, and spacing, saving time and keeping professional consistency in office documents.
Which feature is most useful for finding a term and replacing it everywhere in a long document
A Print Preview
B Mail Merge
C Find Replace
D Word Count
Find and Replace updates repeated terms quickly. It is used for correcting repeated spelling, updating titles, or changing department names across long office reports without manual editing line by line.
A multi-page table becomes clearer in print when which feature repeats column headings on each page
A Repeat header rows
B Merge all cells
C Add watermark
D Increase zoom
Repeat header rows ensures the header row prints at the top of each page. This helps readers understand the columns on every page, improving readability in printed reports and schedules.
Which table setting prevents one row from splitting across two printed pages
A AutoFit content
B Add shading
C Use italics
D Disable row break
Disabling row breaks keeps the entire row on one page. It prevents confusing splits where part of the row is on one page and the remainder is on the next.
In Word reviewing, which feature records edits for accept or reject decisions
A Track Changes
B Thesaurus tool
C Watermark
D Draft view
Track Changes records insertions and deletions visibly. Reviewers can accept or reject edits, ensuring changes are checked before finalizing the document, which is essential in office approval workflows.
Which feature allows adding feedback without modifying the document text itself
A Page borders
B Word count
C Comments tool
D Print scaling
Comments provide suggestions and questions alongside the text without changing content. They support collaboration and review while keeping the main document stable until decisions are made.
Before external sharing, which tool helps remove hidden author details and revision history
A Format Painter
B Document Inspector
C Navigation pane
D Spell check
Document Inspector checks metadata, comments, and tracked changes. Removing hidden information protects privacy and prevents accidental exposure of internal review history or personal details when sharing outside the office.
What is the main purpose of “Collate” when printing multiple copies of a document
A Print ordered sets
B Increase print speed
C Change paper type
D Lock page margins
Collate prints complete sets in order, such as 1–10, then 1–10 again. Without collation, pages may print grouped by page number, making sorting copies slow and error-prone.
Which print option is chosen to reduce paper by using both sides of sheets
A Single sided
B Draft printing
C Border printing
D Duplex printing
Duplex printing prints on both sides of the paper. It reduces paper usage, lowers cost, and is common in offices for long reports and official documents.
If printed text is cut off near page edges, what adjustment is most appropriate
A Add watermark
B Increase font only
C Increase margins
D Use italics
Printers often cannot print at the extreme edges. Increasing margins keeps content within printable area, preventing cut-off text and improving the professional appearance of printed documents.
Which panel is most helpful for jumping to a heading quickly in a long report
A Navigation pane
B Status bar
C Title bar
D Clipboard pane
Navigation pane lists headings and search results. It helps move quickly to sections without scrolling, making it very useful for long documents such as policies, manuals, and office reports.
In mail merge, which step is used to link Word fields to the correct columns in your data source
A Print range
B Match Fields
C Insert columns
D Format Painter
Match Fields ensures placeholders like Name and Address connect to the correct data source columns. It prevents wrong data placement and ensures merged letters and labels display accurate recipient details.
Which mail merge output produces one combined document listing all records sequentially
A Letters merge
B Labels merge
C Directory merge
D Envelopes merge
Directory merge creates one document containing all records in order, useful for directories, attendance lists, and registers, while letters and labels produce individual items per recipient.
Which mail merge option allows selecting only a subset of recipients, such as a certain city
A Filter recipients
B Add watermark
C Add comments
D Print preview
Filtering selects only records that meet conditions like city or category. It supports targeted communication and prevents unnecessary printing or sending for recipients who should not receive the document.
Which view is best for checking margins, headers, and page breaks before final printing
A Draft view
B Outline view
C Web view
D Print Layout
Print Layout shows the document as real pages. It helps confirm page breaks, margins, and headers, ensuring the printed or PDF output looks correct after adding images, tables, or sections.
Which tool compares two versions of a Word file and highlights differences
A Word Count
B AutoCorrect
C Compare tool
D Mail Merge
Compare tool shows additions, deletions, and formatting differences between two documents. It helps review changes when different drafts exist, ensuring important edits are not missed.
Why is embedding fonts useful before sending a Word file to another office computer
A Prevent font substitution
B Increase typing speed
C Remove page breaks
D Enable macros
If the receiver lacks the fonts, Word may replace them, changing layout. Embedding fonts helps preserve the same appearance and spacing, reducing formatting issues in shared documents.
In cloud sharing, which control decides whether someone can edit or only view a file
A Font settings
B Sharing permissions
C Page orientation
D Line spacing
Sharing permissions set access levels like view, comment, or edit. Correct permissions protect documents from unwanted changes and help manage collaboration safely in office environments.
When Word opens a downloaded file in Protected View, what does it mainly indicate
A Printing forced
B File deleted
C Editing blocked
D Fonts missing
Protected View opens potentially unsafe files in read-only mode. It blocks editing until you trust the source, helping reduce risk from malicious documents downloaded from unknown locations.
Which feature stores older saved versions and allows restoring them in cloud collaboration
A Version history
B WordArt
C Page borders
D Underline tool
Version history records earlier saved copies. If mistakes happen, you can restore an older version. This improves safety in teamwork and reduces damage from accidental edits or deletions.
Which setting controls space above and below paragraphs without using extra blank lines
A Print scaling
B Page borders
C Font color
D Paragraph spacing
Paragraph spacing provides consistent gaps between paragraphs. It prevents layout shifting caused by extra Enter presses and keeps office documents clean and professional, even after editing.
For stable alignment in forms, which tool is the correct choice instead of using many spaces
A Tabs ruler
B Extra spaces
C Bold headings
D Underline lines
Tabs align content to fixed positions, making forms neat and stable. Spaces can shift when fonts change. Using tabs and the ruler keeps fields aligned properly in edited and printed documents.
Which feature divides text into vertical blocks like a newsletter or brochure
A Highlight tool
B Word count
C Columns feature
D Page numbers
Columns split text into multiple vertical sections. This layout is common in brochures and newsletters and improves reading flow, making content look professional and well-organized.
Which break forces text to start at the top of the next column
A Page break
B Column break
C Line break
D Section break
A column break ends the current column and pushes text to the next one. It gives precise control over multi-column layouts, preventing uneven endings and improving brochure formatting.
Which feature keeps references like “see Figure 2” accurate after renumbering
A Cross-reference
B Watermark
C AutoCorrect
D Print preview
Cross-references link to headings, figures, or numbered items. When numbering changes, updating fields keeps references correct, reducing errors in technical documents and structured reports.
Which feature is used to create structured numbering like 1, 1.1, 1.1.1 for headings
A Italic formatting
B Shading tool
C Underline tool
D Multilevel list
Multilevel lists support hierarchical numbering. When linked with heading styles, they create consistent section numbering, improving navigation and helping TOC and cross-references stay correct.
Which keyboard shortcut repeats the last action or redoes an undone step
A Ctrl + Z
B Ctrl + S
C Ctrl + Y
D Ctrl + F
Ctrl + Y redoes the last undone action or repeats the last command. It helps restore changes after undo and speeds up repetitive formatting tasks in document editing.
Which shortcut toggles bold formatting quickly for selected text
A Ctrl + B
B Ctrl + U
C Ctrl + P
D Ctrl + K
Ctrl + B applies or removes bold formatting. It is commonly used for headings and important terms, allowing quick emphasis without using the mouse.
Which security method ensures only authorized users can open a confidential Word document
A Center alignment
B Page numbering
C Line spacing
D Password protect
Password protection blocks opening without the correct password. It is used for confidential documents like office records and reports, preventing unauthorized viewing when files are shared or stored.
Which restriction allows users to fill only form fields while keeping layout protected
A Filling forms
B Web layout
C Print preview
D Draft view
Restricting editing to filling forms lets users type only in designated fields. It keeps instructions and formatting unchanged, improving accuracy and preventing accidental edits in official forms.
Which permission is best when you want someone to read a document but not change it
A Full edit
B Delete access
C View only
D Owner rights
View-only permission prevents edits while allowing reading. It protects final documents and supports safe sharing when recipients should only review content without modifying official wording or layout.
Why is paragraph spacing preferred over pressing Enter many times for gaps
A Adds word count
B Stable layout
C Prints faster
D Enables macros
Paragraph spacing stays consistent when text changes, while extra Enter presses can shift and create messy gaps. Using spacing settings keeps professional formatting reliable in office letters and reports.
Which bar shows page number, word count, and zoom controls at the bottom of Word
A Status bar
B Title bar
C Menu bar
D Ribbon bar
The status bar provides quick document information and controls such as page number, word count, and zoom. It helps track progress and adjust view settings while editing.
Which feature verifies a signer and detects changes after signing in a document
A Watermark text
B Table shading
C Font embedding
D Digital signature
Digital signatures confirm who signed the document and show if the file was altered afterward. They increase trust in electronic approvals and are used for secure office communication and authorization.
In office automation, what does an audit trail mainly record
A Font selection
B Paper type
C Change history
D Printer model
An audit trail records who changed a document, what changed, and when. It supports accountability and compliance, especially in offices where approvals and document control are important.
What is the safest practice regarding macros in documents from unknown sources
A Avoid enabling macros
B Enable all macros
C Increase margins
D Use Print Layout
Macros can run automated actions and may contain harmful code. Avoid enabling macros unless the source is trusted. This reduces security risks in office environments handling many files.
Which option best explains why PDF is preferred for final official distribution
A Always smaller
B Fixed appearance
C Easier editing
D Needs Word only
PDF maintains the same formatting across devices and printers. It prevents layout changes due to font differences or software versions, making it best for final official documents and printing.
For a multi-page report, which feature helps keep sections organized by headings
A Page border
B AutoCorrect
C Outline view
D Thesaurus
Outline view shows heading structure and lets you collapse or move sections easily. It supports organizing long reports without manually cutting large text blocks, improving efficiency and structure.
Which tool helps correct grammar and spelling using suggestions in modern Word
A Editor tool
B Mail merge
C Watermark
D Page breaks
Editor provides grammar and spelling suggestions and helps improve clarity. It supports producing clean professional documents by reducing language errors before final submission or external sharing.
Which file type is designed mainly for reusable document layouts like letterheads
A Document DOCX
B Image JPG
C Audio MP3
D Template DOTX
DOTX templates store layout, styles, and reusable structure. They help create consistent documents quickly, such as official letterheads, notices, and formatted office reports.
Which feature helps keep a single official file while allowing teamwork online
A Co-authoring
B Manual typing
C Paper filing
D Offline copying
Co-authoring lets multiple users work on the same document with controlled collaboration. It reduces duplicate copies and supports real-time or near real-time editing, improving office productivity.
In Word, which feature helps ensure the document prints correctly on a specific paper size
A Word Count
B Thesaurus
C Page Setup
D Comments tool
Page Setup controls paper size, margins, and orientation. Choosing correct paper size prevents cut-off printing and ensures documents like forms and letters fit properly on the intended paper.
In a document lifecycle, which step usually comes after approval and distribution
A Changing fonts
B Archiving records
C Adding comments
D Random copying
After approval and distribution, documents are often archived for future reference and compliance. Proper archiving keeps records searchable, secure, and organized in document management systems.