In office document management, what does “check-in/check-out” mainly prevent during editing
A Spell check errors
B Printer paper jam
C Simultaneous overwriting
D Slow computer boot
Check-in/check-out controls who can edit a file at a time. It reduces conflicts where two people overwrite changes, and it helps maintain a clear, orderly editing process in shared document systems.
When choosing a file format for long-term sharing, which is generally most universal
A PDF document
B DOCX only
C PSD design file
D EXE program
PDF is widely supported on phones and computers and preserves layout. It is preferred for final sharing because fonts, spacing, and page breaks stay consistent across different devices and software.
In an office workflow, “approval” usually means
A Printing rough draft
B Final permission granted
C Removing all images
D Changing page color
Approval means an authorized person has reviewed the document and accepted it for official use. After approval, the document can be shared, printed, signed, or stored as a finalized record.
Which option best describes “collaboration” in office automation
A Working alone
B Avoiding computers
C Working together
D Only scanning papers
Collaboration means multiple people contribute to a document or task by editing, commenting, reviewing, or sharing files. Office automation tools make teamwork faster by reducing repeated emailing and confusion.
A key benefit of using cloud documents in offices is
A Anywhere file access
B No internet needed
C Bigger keyboard size
D Faster printer ink
Cloud documents can be accessed from different devices using the internet. Teams can work from home or office, and changes sync quickly, which improves productivity and reduces file duplication issues.
Which office suite tool is mainly used for creating letters and reports
A Spreadsheet tool
B Database tool
C Presentation tool
D Word processor
A word processor like MS Word is designed for text documents such as letters, applications, reports, and notices. It supports formatting, page setup, tables, and printing for professional output.
In MS Word, which part shows the document page area for typing content
A Document workspace
B Title bar
C Status bar
D Taskbar
The document workspace is the main area where you type and edit content. It displays pages, margins, and layout, allowing you to format text and insert objects directly in the document.
The “status bar” in Word commonly shows
A CPU temperature
B Wi-Fi password
C Page and word info
D Printer ink level
The status bar shows useful document details like page number, word count, and zoom level. It helps quickly monitor progress in writing, especially for assignments and office documents.
Which feature helps you quickly access frequently used commands in Word
A Mail Merge Wizard
B Quick Access Toolbar
C WordArt Gallery
D Document Inspector
The Quick Access Toolbar holds shortcuts like Save, Undo, and Redo. You can add more commands to it, making common tasks faster without searching through different ribbon tabs.
Which tab typically contains options for page margins and orientation
A Layout tab
B Home tab
C Review tab
D References tab
The Layout tab includes page setup tools like margins, orientation, size, columns, and breaks. These settings control how the document appears on printed pages and are important for proper formatting.
What is the main purpose of “margins” in a Word document
A Change font type
B Insert a table
C Set page white space
D Add hyperlinks
Margins define the blank space around the page edges. They make documents readable and printable, ensuring text does not go too close to the edge and leaving room for binding or notes.
If a document needs wider space for a large table, which page setting helps most
A Portrait mode
B Narrow fonts
C Spell check
D Landscape mode
Landscape orientation makes the page wider than it is tall. It is useful for wide tables, charts, or schedules, helping content fit better without breaking into awkward lines or extra pages.
In Word, which feature changes the look of text like size and typeface
A Print preview
B Font settings
C Find and replace
D Document inspector
Font settings control text appearance such as font name, size, and style. Proper font choices improve readability and maintain a professional look in office letters, reports, and formal documents.
Which action converts a Word document into PDF without printing
A Insert → Table
B Review → Comments
C Export to PDF
D Home → Bullets
Exporting to PDF creates a PDF file directly from the document. It keeps the formatting stable and is widely used for sharing final versions that should look the same on any device.
Which tool helps correct repeated spelling mistakes while typing
A AutoCorrect
B Watermark
C Section Break
D Columns
AutoCorrect fixes common typing errors automatically as you type, like wrong capitalization or frequent misspellings. It saves time and improves accuracy, especially when writing long office documents quickly.
When you want to change only a part of text style quickly, which tool is most direct
A Track Changes
B Mail Merge
C Format Painter
D Print Preview
Format Painter copies formatting from one text portion and applies it to another. It’s useful for quickly matching font, size, and spacing without manually repeating multiple formatting steps again and again.
Which feature is best for applying the same formatting to headings throughout a report
A Styles
B Clipboard
C Zoom slider
D Task manager
Styles apply a consistent set of formatting to text, like heading fonts and spacing. Using styles keeps a document uniform and also helps Word create an automatic table of contents correctly.
Which paragraph setting increases space between two lines of the same paragraph
A Page color
B Line spacing
C Word count
D Document views
Line spacing adjusts the vertical space between lines. Increasing it improves readability and presentation, and it is often required in formal reports, assignments, and office documents for a clean layout.
Which option creates a numbered list for steps that must follow order
A Bullets
B Italic
C Numbering
D Underline
Numbering is used when order matters, like procedures and instructions. It helps readers follow steps correctly and makes documents organized, especially for office manuals and process documents.
In Word tables, what does “cell” mean
A Single box area
B Entire page
C Whole document
D Only table border
A table cell is the intersection of a row and a column. You can type text, numbers, or insert objects inside each cell to present information clearly in a structured format.
Which table feature is used to separate cells visually
A Thesaurus
B Comments
C Spelling
D Borders
Borders draw lines around table cells, making rows and columns easy to see. This improves readability, especially for schedules, lists, and comparison tables used in office documents.
Which feature places automatic text like page numbers at the bottom area of pages
A Header
B Watermark
C Footer
D Footnote
A footer appears at the bottom of each page and can include page numbers, date, or document name. It improves document navigation and looks professional in reports and official letters.
A header is mainly placed
A Top of page
B Middle of page
C End of document
D Inside table only
A header appears at the top margin area on each page. It can contain titles, chapter names, or company details, helping identify the document content across multiple pages.
What is the main purpose of inserting a watermark like “CONFIDENTIAL”
A Increase word count
B Show document status
C Fix spelling errors
D Add extra margins
A watermark lightly displays a label behind the text to indicate document status. It warns readers about sensitivity or draft nature without blocking the main content and is common in office documents.
A “section break” is most useful when a document needs
A Same header everywhere
B Only one page
C Different layout parts
D No page numbers
Section breaks divide a document into parts with separate formatting. You can apply different headers, page numbering, margins, columns, or orientation in different sections of one document.
In MS Word, columns are mainly used to create
A Newspaper-style text
B Photo album pages
C Printer test page
D Password lock
Columns split text into vertical sections on a page, like newspapers or brochures. This helps present long text neatly and is commonly used in newsletters, pamphlets, and office announcements.
What does “Restrict Editing” help you control in a shared Word file
A Screen brightness
B Allowed editing changes
C Internet connection
D Printer speed
Restrict Editing limits what others can change, such as allowing only comments or form filling. It helps protect the document structure and content when sharing important templates or official drafts.
Which feature records edits so reviewers can accept or reject them later
A Word Count
B Find Replace
C Track Changes
D Page Color
Track Changes highlights insertions, deletions, and formatting updates. It supports professional review workflows by making edits visible and allowing the author to accept or reject each change carefully.
Why are comments used during document review
A Give review feedback
B Add hidden viruses
C Change paper size
D Insert new fonts
Comments let reviewers give suggestions, questions, or notes without changing the main text. This improves collaboration and keeps the document content intact while decisions are discussed.
Document Inspector is mainly helpful before sharing because it can
A Increase font size
B Print faster pages
C Add more templates
D Remove hidden info
Document Inspector checks for hidden content like tracked changes, comments, and metadata. Removing this prevents accidental sharing of private editing history or author details in external office communication.
Which printing option selects only specific pages like 3 to 7
A Printer selection
B Paper quality
C Page range
D Header footer
Page range allows printing only selected pages. It saves paper and time when only a part of a long document is needed, such as a specific section for review or submission.
What does “duplex printing” mean in printer settings
A Color printing
B Both-side printing
C Two printers used
D Double font size
Duplex printing prints on both sides of the paper. It is used to save paper and produce compact documents. Many office printers support automatic duplex for easier printing.
In print settings, “printer selection” mainly means
A Choosing printer device
B Changing word style
C Enabling spell check
D Increasing file size
Printer selection lets you choose which connected printer will print the document. This is important in offices with multiple printers, such as separate printers for different rooms or departments.
Mail merge “recipients list” refers to
A Font styles list
B Page margins list
C Keyboard shortcuts
D Names and addresses
The recipients list contains data like names, addresses, and other fields. Word uses this list to create personalized copies during mail merge, saving time in bulk communication tasks.
Which mail merge output is most suitable for printing envelopes
A Slides
B Notes pages
C Envelopes
D WordArt
Mail merge envelopes format recipient address fields correctly for envelope printing. It helps create many addressed envelopes quickly and neatly, often used for invitations, notices, or official letters.
Directory merge is mainly used to create
A A combined list
B One certificate
C Photo watermark
D Printer driver
Directory merge produces a single document that lists all records one after another, like a directory of names or addresses. It is useful for creating consolidated lists for office use.
“Finish & Merge” in mail merge mainly performs
A Page color change
B Final output creation
C Spell check lock
D Margin removal
Finish & Merge completes the merge process and generates final documents. You can create individual documents, print directly, or send emails depending on the selected output type.
In Word, “Find” feature is mainly used to
A Print only page 1
B Insert new pages
C Locate text quickly
D Change page size
Find searches for specific words or phrases in a document. It is helpful in long files to quickly jump to required sections, headings, or repeated terms without manual scrolling.
“Replace” is helpful when you need to
A Change repeated word
B Insert watermark
C Export to PDF
D Create a table
Replace can update a word or phrase throughout the document. It saves time when correcting repeated mistakes or updating names, like changing an old company title to a new one.
The Thesaurus tool helps improve writing by providing
A Synonyms list
B Page numbers
C Printer model
D File recovery
Thesaurus suggests similar words, helping avoid repetition and improve clarity. It is useful in office writing where professional and varied word choice makes reports and letters more effective.
Which feature creates clickable links to websites or email addresses
A Footnote
B Hyperlink
C Section break
D Shading
Hyperlinks connect text or objects to web pages, emails, or document locations. They help readers quickly open references, websites, or contact addresses directly from the document.
Footnotes are mainly used to
A Add page borders
B Add sound effects
C Add bottom notes
D Remove tracking
Footnotes place additional information at the bottom of the page. They are commonly used for references, brief explanations, or clarifications without interrupting the main text flow.
Endnotes differ from footnotes because endnotes appear
A On title bar
B Inside header
C Inside table
D At document end
Endnotes collect notes at the end of a document or section, rather than at the page bottom. They are useful when you want cleaner pages but still need references or extra details.
Which feature helps generate an automatic Table of Contents
A Heading styles
B Text highlight
C Print preview
D Zoom tool
Using proper heading styles lets Word recognize headings and build a Table of Contents automatically. If headings change, you can update the TOC to refresh page numbers and entries.
Which keyboard shortcut opens the “Find” box in Word
A Ctrl + P
B Ctrl + S
C Ctrl + F
D Ctrl + Z
Ctrl + F opens the navigation or find box to search text quickly. It is a common shortcut for locating words, headings, or phrases in long documents during editing or review.
Which keyboard shortcut opens Print dialog quickly
A Ctrl + K
B Ctrl + P
C Ctrl + B
D Ctrl + U
Ctrl + P opens the print settings screen where you can choose printer, pages, and other print options. It saves time compared to navigating through menus for frequent printing tasks.
Word “AutoRecover” is useful because it can
A Recover unsaved work
B Make new templates
C Add hyperlinks
D Create mail merge
AutoRecover saves temporary copies while you work. If Word crashes or power goes off, you may recover the latest version. This reduces loss of important office work and typing effort.
When creating references, “citations” in Word are mainly for
A Page margins
B Printer selection
C Source reference notes
D Font replacement
Citations help record the source of information used in a document. They support academic or formal writing by showing where facts came from, and they help create bibliographies in supported formats.
A macro in Word is best described as
A Automated action steps
B Screen protector
C File compression
D Printer ink type
A macro records a sequence of actions so you can repeat them with one command. It helps automate repetitive formatting or editing tasks, improving speed in office document preparation.
In office data entry work, accuracy is improved mainly by
A Random guessing
B Bigger monitor size
C Faster mouse clicks
D Validation and review
Data entry accuracy improves when entries are checked using validation rules, careful review, and double-checking. This reduces mistakes in records, forms, and reports, which is critical for correct office operations.