Chapter 14: Office Automation and MS Word (Set-10)
In a controlled office document workflow, which combination best prevents both wrong edits and wrong sharing of drafts
A Bold + italic
B Printing + scanning
C Permissions + approval
D Zoom + view
Permissions control who can edit or view, and approval confirms the document is officially accepted. Together they reduce unauthorized changes and prevent unapproved drafts from being shared as final documents.
In document management systems, why is “check-in/check-out” important in high-risk documents
A Fixes spelling errors
B Prevents edit conflicts
C Improves printer speed
D Adds table borders
Check-in/check-out prevents multiple people from editing the same file at once. It reduces overwriting and ensures changes are controlled, making it important for official documents requiring accuracy and traceability.
What is the most accurate difference between Version history and Track Changes in document control
A History stores versions
B Both store copies
C Track stores versions
D Both disable edits
Version history keeps saved copies of the file over time for restore. Track Changes marks edits inside a document for review and accept/reject. They support control but work differently.
When a final document must be shared externally, which step best reduces accidental leakage of internal review information
A Increase font size
B Add page border
C Enable macros
D Inspect document
Inspect document (Document Inspector) detects hidden comments, tracked changes, and metadata like author details. Removing them prevents internal review notes from leaking and keeps the shared file clean and professional.
In multi-section Word documents, why can page numbering fail to restart properly without correct setup
A Wrong font used
B No section break
C Too many tables
D Printer offline
Restarting page numbering needs sections. Without a section break, numbering settings apply to the entire document. Section breaks allow separate numbering rules for different parts like front matter and main content.
When a new section’s header keeps copying the previous header, which setting must be disabled
A Draft view
B Spell check
C Link to Previous
D AutoCorrect
Link to Previous connects headers between sections. Turning it off breaks the connection so you can create a unique header or footer in the new section, which is vital for chapter-wise reports.
In long reports, which method best ensures headings remain consistent and TOC stays accurate
A Manual formatting
B Use heading styles
C Random font changes
D Insert extra spaces
Heading styles standardize formatting and let Word recognize structure. This supports navigation, accurate table of contents generation, and easy global updates, which manual formatting cannot reliably maintain.
A Table of Contents shows missing headings most often because headings were
A Typed in bold
B Printed in duplex
C Not styled properly
D Saved as PDF
Word builds TOC from heading styles. If headings are only bolded or manually formatted, Word may not treat them as headings. Applying Heading styles fixes TOC detection and updates.
Which advanced paragraph setting best prevents a heading from being separated from its following paragraph
A Justify text
B Center align
C Underline text
D Keep with next
Keep with next keeps the heading and the next paragraph together on the same page. It prevents a heading being left alone at the bottom, improving layout quality and professional readability.
In multi-page tables, which settings combination best improves printed readability
A Bold text + italic
B Repeat headers + no split
C Zoom in + highlight
D Watermark + border
Repeating header rows shows column titles on each page, and preventing row splitting keeps row content together. This avoids confusion in printed tables and makes long reports easier to read.
When copying formatted content from the web, which paste option best avoids inconsistent fonts and spacing
A Keep text only
B Keep source format
C Paste as image
D Paste as link
Keep Text Only removes outside formatting and applies document styles. It prevents mixed fonts, colors, and spacing, reducing cleanup work and maintaining a consistent professional look in the final document.
In Word, why can “AutoFit to contents” sometimes harm report layout
A Adds metadata
B Removes headings
C Expands column width
D Disables printing
AutoFit to contents adjusts columns based on cell content. Long entries can expand columns and distort the table, causing wrapping or pushing content off the page. Fixed widths give more stable layouts.
In mail merge, what is the most common reason a field shows wrong data in the final output
A Wrong paper size
B Incorrect field mapping
C Too many pages
D Printer not selected
If merge fields are linked to wrong data source columns, names may appear where addresses should be. Using Match Fields and previewing results ensures correct mapping and accurate personalized documents.
Which mail merge output creates one combined list instead of separate letters for each record
A Letters merge
B Labels merge
C Envelopes merge
D Directory merge
Directory merge produces a single document listing all records sequentially. It is used for directories, registers, or lists. Letters and labels produce separate items for each recipient.
In mail merge, why is “Preview Results” considered a critical safety step
A Changes font style
B Detects merge errors
C Adds page borders
D Enables macros
Preview Results shows real data in place of merge fields. It helps catch missing values, wrong mapping, and formatting problems before final printing, preventing wasted paper and incorrect official communication.
Which feature best prevents unauthorized opening of a confidential Word document stored on a shared drive
A Password protect
B Underline title
C Center alignment
D Watermark label
Password protection prevents opening the file without the correct password. This helps secure sensitive office documents even if someone gains access to the shared folder, adding a basic layer of confidentiality.
If reviewers should only comment but not change content, which setting is most appropriate
A Allow full edit
B Enable macros
C Restrict to comments
D Use columns
Restricting editing to comments allows feedback without altering text. This preserves document integrity during review and supports controlled approvals, especially for official notices and policy documents.
Before sending a “final” file outside the organization, which tool reduces privacy risk most directly
A Word count
B Document Inspector
C Thesaurus tool
D Format Painter
Document Inspector removes hidden personal details, comments, and tracked changes. This reduces leakage of internal review history and author identity, which is important for professional and secure external communication.
In print settings, why is selecting correct paper size important for official forms
A Adds word count
B Enables Track Changes
C Adds watermark
D Prevents cut-off
Wrong paper size can cause text to shift or print outside the page. Correct paper size ensures margins and layout fit properly, preventing cut-off content and keeping official prints readable and acceptable.
Which printing option ensures pages come out as complete sets when printing multiple copies
A Print selection
B Draft quality
C Collate copies
D Border printing
Collation prints pages in full sets like 1–5, 1–5. Without it, the printer may output all page 1 copies first, making sorting slow and increasing chances of mixing pages.
Which feature helps restore an earlier saved state after accidental edits in cloud-based Word documents
A Page border
B Version history
C Underline tool
D AutoCorrect
Version history keeps previous saved versions. If wrong edits occur, you can restore an earlier version. This is essential for teamwork and protects against irreversible mistakes in shared documents.
In office automation, what does “least privilege” mainly mean for document access
A Everyone can edit
B Maximum file sharing
C Minimum needed access
D No folder structure
Least privilege means users get only the access they require, like view or comment. It reduces accidental changes and security risks, protecting sensitive documents while still allowing necessary work.
Why is enabling macros risky in documents from unknown sources
A Makes fonts smaller
B Can run harmful code
C Improves printing
D Updates TOC
Macros automate actions but can also contain malicious instructions. Enabling macros from untrusted sources may harm systems or steal data. Best practice is to avoid enabling unless the source is verified.
Which view is most useful for reorganizing a long report by moving heading sections
A Outline view
B Web view
C Read mode
D Draft view
Outline view shows headings in a structured way and lets you move sections easily. It helps reorganize large documents without manual cutting and pasting, preserving structure and saving editing time.
In Word, which feature keeps references like “see Section 2.1” accurate after renumbering
A Watermark
B WordArt
C Cross-reference
D Page color
Cross-references link to headings or numbered items. When numbering changes, updating fields keeps the references correct, preventing wrong section numbers in technical documents and official reports.
Which feature helps apply numbering patterns like 1, 1.1, 1.1.1 to headings consistently
A Justify alignment
B Multilevel list
C Paragraph shading
D Page break
Multilevel lists create hierarchical numbering for headings. When linked with heading styles, they maintain consistent structure, improve navigation, and make TOC and cross-references more reliable.
In table formatting, what is the main purpose of disabling “Allow row to break”
A Increase row height
B Add extra borders
C Remove table shading
D Stop row splitting
Disabling row breaking keeps a row’s content on one page. This prevents confusing splits in printed tables and improves readability in reports where each row contains related information.
Which feature best helps ensure a heading and its first paragraph stay together
A Print Layout
B Word Count
C Keep with next
D AutoSave
Keep with next prevents a heading from being separated from the paragraph that follows. It avoids poor page breaks and improves the professional look of formatted office reports and manuals.
Why can PDF be safer than DOCX for final distribution in office communication
A Easy to edit
B Layout stays fixed
C Adds more styles
D Needs Word only
PDF preserves final layout and reduces accidental editing. It displays consistently across devices and printers, making it safer for official distribution compared to editable DOCX files.
In collaborative documents, which control decides whether someone can only view or can edit
A Font selection
B Page numbering
C Line spacing
D Sharing permissions
Sharing permissions define access levels like view, comment, or edit. Proper permission settings protect documents from unwanted changes and help manage safe collaboration in cloud document systems.
In Word, why is paragraph spacing preferred over using multiple Enter key lines
A Stable formatting
B Faster internet
C Better printer ink
D More word count
Paragraph spacing remains consistent when text changes. Multiple Enter presses can shift unpredictably during edits, causing messy gaps. Proper spacing improves readability and keeps professional documents clean.
In print preview, what problem is most likely detected early in complex documents
A Keyboard shortcuts
B Email delivery issues
C Wrong page breaks
D CPU temperature
Print Preview shows how content flows across pages. It helps catch unwanted page breaks, table splitting, and misaligned headers before printing, saving paper and preventing unprofessional prints.
For sending a document to many recipients with different names, which workflow is correct
A Copy paste manually
B Mail merge letters
C Print then scan
D Use watermark only
Mail merge letters combine a main template with a recipients list to create personalized copies. It reduces manual errors, saves time, and ensures each recipient receives correct name and address details.
In mail merge, what is the best way to send only selected recipients from a list
A Add page borders
B Change margins
C Insert columns
D Filter recipients
Filtering recipients selects only records that match conditions like city or department. It prevents creating unnecessary documents and helps deliver targeted messages accurately in office communication.
In mail merge labels, the most common cause of misaligned printing is
A Wrong font size
B Wrong label template
C Using Track Changes
D Using TOC
Labels must match the physical sheet dimensions. Choosing the wrong label vendor or size causes misalignment, leading to printing outside label areas and wasting sheets.
When a Word file is shared externally, which practice best reduces risk of editing by receivers
A Increase margins
B Add italics
C Share as PDF
D Use bigger fonts
Sharing as PDF reduces editing risk and preserves formatting. It ensures the receiver sees the document as intended and is ideal for final official notices, letters, and reports.
In Word, which shortcut is used for inserting a hyperlink quickly
A Ctrl + K
B Ctrl + L
C Ctrl + E
D Ctrl + D
Ctrl + K opens the hyperlink dialog. It lets you link text to websites, email addresses, files, or document locations quickly, improving navigation and reference access in digital documents.
Which shortcut is most used to find text quickly in long Word documents
A Ctrl + P
B Ctrl + F
C Ctrl + B
D Ctrl + U
Ctrl + F opens the Find box. It helps locate words and headings quickly, making navigation and editing faster in long reports, manuals, and office documents.
Which tool provides grammar and spelling suggestions together in modern Word
A Thesaurus tool
B Print preview
C Page setup
D Editor tool
Editor checks spelling and grammar and provides suggestions to improve clarity. It helps reduce language mistakes before final printing or sharing, improving professionalism in office communication.
Which file extension is used mainly for Word templates
A DOCX file
B PDF file
C DOTX file
D TXT file
DOTX stores templates with preset styles and layouts. It helps create consistent documents like letterheads and reports quickly, ensuring uniform formatting across repeated office documents.
Which practice best supports controlled approvals and accountability in document handling
A Random file names
B Maintain audit trail
C Print without review
D Disable permissions
An audit trail records who edited or approved and when. It supports compliance, accountability, and traceability, especially for sensitive documents that pass through multiple staff members.
Digital signatures are mainly used in office documents to
A Increase file size
B Add watermarks
C Improve font clarity
D Verify authenticity
Digital signatures confirm the signer’s identity and show whether the document changed after signing. They help ensure trust in electronic approvals and protect document integrity in office workflows.
In Word, which tool best helps remove personal information stored in file properties
A Page numbering
B Word count
C Document Inspector
D Format Painter
Document Inspector can remove metadata like author name and hidden properties. This is important when sharing files externally to prevent exposing personal or internal organizational details unintentionally.
When printing a long report, which combination best reduces paper and improves readability
A Duplex + collate
B Bold + underline
C Zoom + draft view
D Italic + center
Duplex printing saves paper by using both sides, and collate ensures pages print as complete sets. Together they reduce cost and make multi-copy printing easier to organize and distribute.
Why is “single master link” recommended over email attachments in collaboration
A Adds extra security
B Prevents duplicate versions
C Improves internet speed
D Increases font size
A single master link points to one file. It avoids multiple attachments and reduces version confusion, ensuring everyone views and edits the latest approved document in the workflow.
Which Word feature helps you jump quickly to page numbers and headings from a sidebar
A Footer area
B Clipboard tool
C Page border
D Navigation pane
Navigation pane provides a sidebar to search and browse headings. It helps quickly move through large documents, making editing and reviewing faster and reducing time spent scrolling.
In professional page layout, which setting controls whether a document is Portrait or Landscape
A Line spacing
B Font style
C Orientation setting
D Word count
Orientation sets page direction as Portrait or Landscape. It affects how content fits on paper, especially wide tables and charts, and is a key page setup option in office documents.
Which method is generally most reliable for creating a PDF with document structure and clickable elements preserved
A Screen screenshot
B Export to PDF
C Copy to Notepad
D Print as image
Export to PDF is designed to convert the document while preserving structure like headings and bookmarks and usually keeps hyperlinks. Other methods may lose structure or reduce quality.
For reliable printing of a form, what should be verified first in Page Setup
A Paper size correct
B Thesaurus enabled
C Track Changes on
D Word count high
Correct paper size prevents layout shifting and cut-off printing. Forms often require exact sizing, so verifying page size and margins in Page Setup ensures the document prints properly and looks professional.
In a long Word document, which combination best supports clean structure and easy navigation
A Random formatting
B Styles + headings
C Many blank lines
D Mixed font types
Using heading styles creates a clear structure. It supports navigation, table of contents, consistent formatting, and easier editing. This is essential for long office reports and technical documents.