In a document workflow, which step best ensures the final file is the approved one and not an older draft
A Use version numbering
B Use random names
C Print every copy
D Avoid saving
Version numbering like v1, v2, Final helps identify the latest approved file. It reduces confusion in teams, prevents accidental sharing of old drafts, and supports basic document control in offices.
When many people edit one document, which practice best reduces conflicting changes
A Different fonts used
B Disable spell check
C One editor at time
D Print all drafts
Allowing one editor at a time or using controlled editing prevents two people from changing the same section simultaneously. This avoids overwriting, reduces conflicts, and keeps document updates organized.
For office automation, which tool best supports “paperless” document storage and retrieval
A File cabinet
B Typewriter
C Carbon copy
D Document management
Document management systems store files digitally with folders, tags, search, and permissions. They reduce paper handling, improve retrieval speed, and support secure sharing and archiving of office records.
Which statement best explains “document lifecycle” in offices
A Only printing stage
B Create to archive
C Only typing stage
D Only deleting stage
A document lifecycle covers creation, editing, review, approval, sharing, storage, and archiving. Managing these steps properly ensures correct versions, secure handling, and easy retrieval when needed later.
Which method best ensures a shared office document is always up to date for all users
A Email attachments
B Printed copies
C Single cloud link
D USB transfers
A single cloud link points to the same document location. Everyone views the latest version, reducing duplicate copies. It also makes collaboration easier through shared access and version history.
Which Word feature is designed mainly to copy selected text appearance to another place
A AutoCorrect
B Document Inspector
C Mail Merge
D Format Painter
Format Painter copies formatting like font, size, color, and spacing from one part to another. It saves time and helps maintain consistent design in documents without manually repeating formatting steps.
When a document needs different headers in different sections, which is essential to insert
A Page border
B Line spacing
C Section break
D Word count
Section breaks divide the document into parts that can have different headers, footers, page numbering, margins, or orientation. They are necessary when formatting changes should apply to only part.
If you want a table of contents to update automatically, what must be used for headings
A Bold text only
B Heading styles
C Underline only
D Page color
Word uses heading styles to identify section titles. When you apply Heading 1, Heading 2, etc., Word can generate and update the table of contents with correct page numbers easily.
In Word, “Justify” alignment is best described as
A Left edge straight
B Centered lines
C Right edge straight
D Both edges straight
Justify alignment adjusts spacing so both left and right margins appear straight. It gives a formal look in reports, but can create uneven spaces in short lines, so review readability.
Which feature prevents layout shifting better than pressing Enter repeatedly
A Bold text
B Thesaurus
C Page break
D AutoCorrect
Page breaks force content to start on a new page reliably. Unlike repeated Enter keys, page breaks keep the layout stable when you add or delete text, reducing formatting problems.
To apply the same formatting to all body text across a report, what is most effective
A Modify a style
B Manual formatting
C Add watermark
D Print preview
Modifying a style updates all text using that style. This is faster and more consistent than manual changes. It helps keep font, spacing, and alignment uniform across large documents.
Which Word tool helps remove hidden personal details before sending a file outside office
A Word Count
B Draft view
C Format Painter
D Document Inspector
Document Inspector finds hidden data like comments, tracked changes, author info, and properties. Removing such data prevents unintended disclosure of internal review details and improves privacy when sharing externally.
What does “Protected View” mainly do when opening internet-downloaded Word files
A Prints instantly
B Adds watermark
C Blocks editing
D Hides ribbon
Protected View opens files in a safer read-only mode to reduce risk from untrusted sources. It prevents editing until you choose to enable it, helping protect against malicious content in documents.
Which setting controls how much blank space remains at the top and bottom of the page
A Margins
B Orientation
C Font color
D Zoom
Margins set blank space on all page sides, including top and bottom. Proper margins improve readability, ensure printing safety, and help meet official formatting requirements for letters and reports.
For a wide chart or table that must fit on one page, which combination is most suitable
A Portrait + wide margins
B Draft view + zoom
C Landscape + narrow margins
D Read mode + comments
Landscape provides more horizontal space, and narrow margins increase usable area. Together, they help wide content fit better, reducing line breaks or table splitting across pages in printed documents.
In mail merge, which file element is replaced by actual recipient values during merging
A Watermarks
B Merge fields
C Page borders
D Footnotes
Merge fields are placeholders like «Name» and «Address». Word replaces them with data from the recipient list. This creates personalized letters or labels while keeping the same main document format.
If your data source column is named “FullName”, which feature helps link it to Word’s “Name” field
A Word Count
B Print range
C Page break
D Match Fields
Match Fields connects Word’s standard fields with your custom column names. This ensures correct mapping during mail merge and prevents errors like addresses appearing in name locations or blanks.
For selecting only recipients from a specific city in mail merge, which step is used
A Add watermark
B Insert columns
C Filter recipients
D Export PDF
Filtering recipients allows you to include only records that meet conditions, like a city or department. It helps send targeted letters and avoids producing unnecessary merged documents for all entries.
Which feature allows a reviewer to suggest changes without directly editing final text
A WordArt
B Comments
C Page color
D AutoCorrect
Comments allow reviewers to add notes, suggestions, and questions without altering the document text. This supports collaboration and maintains clean content while feedback is discussed during review.
Which option shows additions and deletions clearly during collaborative editing
A Zoom slider
B Print Layout
C Find tool
D Track Changes
Track Changes marks inserted and deleted text, helping reviewers see exactly what changed. It supports accept/reject decisions and improves accuracy in approvals, especially when many edits are made.
When sending a Word file for final approval, which is best to avoid confusion
A Share one final link
B Keep many drafts
C Remove file names
D Use mixed styles
Sharing one link to a single file prevents multiple attachments and mixed versions. Approvers review the correct copy, and updates are visible in one place, reducing mistakes in approval workflows.
In printing, what does “collate” ensure when printing 3 copies of a 5-page document
A Same page grouped
B Duplex always on
C Full sets ordered
D Color printing on
Collation prints complete sets in order, like 1–5, 1–5, 1–5. Without collate, the printer may output 1,1,1 then 2,2,2, making sorting copies slower and error-prone.
Which printing choice best saves paper for long office reports
A Single-sided mode
B Print all pages
C Large font size
D Duplex printing
Duplex printing uses both sides of paper. It reduces paper consumption, lowers printing cost, and makes files thinner. It is a standard office practice when printers support it.
When printing selected pages like “1,3,5”, which setting is required
A Paper size
B Page range
C Orientation
D Header footer
Page range allows printing specific pages by numbers or ranges. It helps print only needed sections, saving paper and time, especially in review or when submitting only particular pages.
Exporting a Word document to PDF is useful mainly because it
A Makes editing easier
B Adds more fonts
C Preserves final layout
D Increases file size
PDF keeps the same appearance across devices. It prevents layout changes due to missing fonts or different Word versions, making it ideal for final submission, printing, and official document sharing.
Which feature helps you jump directly to a specific heading in a long document
A Navigation pane
B Page border
C Watermark
D Mail merge
The Navigation pane shows headings and search results, letting you quickly move around a long file. It saves time and helps manage large reports, manuals, and structured documents.
When copying text from a website into Word, which paste option best avoids messy formatting
A Keep source format
B Paste as picture
C Paste with link
D Keep text only
Keep Text Only removes web styling like fonts and colors. It helps maintain consistent formatting in your document and prevents unwanted layout issues, especially in formal office reports.
Which feature can compare two Word documents and highlight differences
A Thesaurus
B Word count
C Compare tool
D AutoCorrect
The Compare tool highlights differences between two versions, showing what was added, removed, or changed. This is helpful in approvals when separate drafts exist from different people.
A document property like “Author” is stored under
A Page borders
B Document metadata
C Merge fields
D Print range
Metadata stores information about the document, such as title, author, and keywords. It helps in searching and organizing files, but should be cleaned when sharing externally if privacy matters.
Which option is best for preventing accidental editing while allowing reading
A Underline text
B Increase margins
C Add watermark
D Read-only mode
Read-only access lets users view content without changing it. It prevents accidental edits in shared office documents like policies, notices, and final instructions while still allowing easy access.
In Word, which feature can lock only the formatting while allowing text typing in blanks
A Dark mode
B Print Layout
C Filling forms
D Zoom level
Restricting editing to filling forms lets users type only in specific fields while keeping the layout unchanged. This is useful for office forms where structure must stay fixed but data entry is needed.
Which action best prevents losing work if Word crashes while typing
A AutoRecover enabled
B Disable saving
C Use watermark
D Use landscape
AutoRecover saves temporary copies at intervals. If a crash happens, you can restore recent work. It is a critical safety feature for long documents and reduces the risk of losing typed content.
What is the main purpose of “AutoSave” in cloud-based Word documents
A Manual saving
B Printing fast
C Locking edits
D Continuous saving
AutoSave continuously saves changes to cloud files. It reduces risk of losing updates and helps collaboration, because team members can see recent changes without waiting for someone to click Save.
In document formatting, why are tabs preferred over multiple spaces for alignment
A Look colorful
B Increase word count
C Consistent alignment
D Disable margins
Tabs align text at set positions. Spaces vary in width and can shift when fonts change. Using tabs produces consistent, clean alignment in office documents like forms, lists, and structured layouts.
Which tool changes spacing before and after paragraphs for clean layout
A Paragraph spacing
B Page orientation
C Document inspector
D Mail merge
Paragraph spacing controls extra space above and below paragraphs. It improves readability and professional appearance, helping avoid too-tight or too-wide gaps without using multiple blank lines.
In tables, what is the purpose of merging cells
A Split a table
B Remove borders
C Combine cell area
D Add footnotes
Merging cells combines adjacent cells into one larger cell. It is used for table headings, grouped labels, or formatting complex tables where one label spans multiple columns or rows.
To keep a table header repeating on each printed page, which feature is used
A Print preview
B Word count
C Page color
D Repeat header rows
Repeat header rows makes the table header appear at the top of each page when a table continues across pages. It improves readability in printed reports by keeping column titles visible.
Which key combination is most used to apply bold formatting quickly
A Ctrl + F
B Ctrl + B
C Ctrl + P
D Ctrl + K
Ctrl + B toggles bold formatting for selected text. It is a common shortcut that speeds up formatting work in Word, especially when creating headings, emphasis, or key points.
Which shortcut is used to undo the last action in Word
A Ctrl + Y
B Ctrl + S
C Ctrl + Z
D Ctrl + U
Ctrl + Z reverses the last action, like deleting text or applying formatting. It helps quickly correct mistakes during editing and is one of the most frequently used productivity shortcuts.
What does “Ctrl + Y” typically do in Word
A Undo action
B Print dialog
C Insert link
D Redo action
Ctrl + Y repeats or redoes the last undone action. It is useful when you undo something by mistake or want to apply the same action again quickly, improving editing speed.
In Word, “Ctrl + U” is used for
A Underline text
B Insert table
C Open file
D Close Word
Ctrl + U toggles underline formatting. It is often used for emphasis in headings or key terms, but should be used carefully in formal documents to avoid cluttered formatting.
A keyboard shortcut “Ctrl + S” is important mainly because it
A Starts slideshow
B Saves document
C Finds word
D Inserts symbol
Ctrl + S saves the document quickly. Regular saving prevents loss of work due to power cuts or crashes. It is a key habit for office staff handling important files and reports.
In Word, which feature can create an index-like list of terms with page numbers automatically
A Table of contents
B Watermark
C Page border
D Index tool
The Index tool builds a list of marked terms with page numbers. It is used in long documents like manuals and books, helping readers find topics quickly, separate from a table of contents.
What is the main role of “Spell Check” before final printing
A Increase margins
B Add page breaks
C Reduce language errors
D Insert mail merge
Spell Check identifies misspellings and many grammar issues. Running it before printing improves professionalism and reduces mistakes in official documents, letters, and reports used in office communication.
In Word, why is “Print Layout” preferred for final formatting checks
A Shows slide view
B Shows real pages
C Hides page breaks
D Removes headers
Print Layout shows the document as real pages with margins, headers, and page breaks. It helps verify that the final printed result will look correct, especially after adding tables, images, or sections.
Which option allows saving a copy with a different name without changing the original file
A Undo
B Redo
C Save As
D Find
Save As creates a new file with a different name, location, or format. It is useful for making versions like “Draft” and “Final” while keeping the original document unchanged.
When a Word document is “shared”, the key control for security is usually
A Font selection
B Line spacing
C Paper size
D Sharing permissions
Sharing permissions control who can view, comment, or edit a document. Proper permissions prevent unauthorized changes or access and are important in cloud collaboration for office files and official documents.
Which file extension is most associated with Word templates
A DOTX
B XLSX
C PPTX
D JPG
DOTX is a Word template format. It stores pre-set styles, layout, and placeholder content. Using templates helps create consistent documents quickly, such as letterheads, reports, and office forms.
In office automation, why is “standardization” of formats important
A More colors used
B Slower workflow
C Consistent output
D More duplicates
Standard formats ensure documents look uniform across the organization. This improves readability, reduces training time, and supports faster processing because staff know where to find information in templates and forms.
When adding columns to text for a brochure, which step avoids uneven column endings
A Increase word count
B Enable Track Changes
C Add watermark
D Insert column break
A column break forces text to start at the top of the next column. It helps control layout in brochures and newsletters, preventing awkward column endings and keeping the design clean and balanced.