Document Preparation & Presentation Skills-50 MCQs

 

A. Business Presentations – Basics

1. A business presentation is mainly used to:

A) Enter data
B) Communicate ideas clearly
C) Store information
D) Design websites

✅ Answer: B
Explanation: Presentations help convey ideas effectively.

2. Which factor is most important for an effective presentation?

A) Number of slides
B) Clear objective
C) Font size only
D) Background color

✅ Answer: B
Explanation: Clear objectives guide content flow.

3. Visual aids in presentations help to:

A) Confuse audience
B) Increase understanding
C) Increase text
D) Reduce clarity

✅ Answer: B
Explanation: Visuals make information easier to understand.

4. Which is NOT a good presentation practice?

A) Too much text
B) Using images
C) Clear headings
D) Consistent format

✅ Answer: A
Explanation: Excessive text reduces effectiveness.

5. The ideal number of bullet points per slide is:

A) 10–12
B) 8–10
C) 3–6
D) 15–20

✅ Answer: C
Explanation: Fewer points improve readability.

B. Software Packages & Office Automation

6. A software package is a:

A) Single program
B) Set of related programs
C) Hardware device
D) Operating system

✅ Answer: B
Explanation: Packages contain multiple programs.

7. MS Office is an example of:

A) System software
B) Utility software
C) Application software
D) Firmware

✅ Answer: C
Explanation: It performs user-specific tasks.

8. Office automation refers to:

A) Manual work
B) Use of computers for office work
C) Manufacturing automation
D) Networking only

✅ Answer: B
Explanation: Automates routine office tasks.

9. Which task is automated using office automation systems?

A) Payroll
B) Documentation
C) Communication
D) All of the above

✅ Answer: D
Explanation: Office automation covers multiple tasks.

10. Office automation increases:

A) Workload
B) Paperwork
C) Productivity
D) Errors

✅ Answer: C
Explanation: Automation improves efficiency.

C. Microsoft Word – Document Preparation

11. MS Word is mainly used for:

A) Calculations
B) Database management
C) Document creation
D) Presentations

✅ Answer: C
Explanation: Word is a word-processing tool.

12. Which feature checks spelling and grammar?

A) Thesaurus
B) Find
C) Spell Check
D) Track Changes

✅ Answer: C
Explanation: It detects language errors.

13. The default file extension of MS Word 2007 is:

A) .doc
B) .txt
C) .docx
D) .pdf

✅ Answer: C
Explanation: Word 2007 uses .docx format.

14. Which tool is used to change margins?

A) Format Painter
B) Page Layout
C) Insert
D) Review

✅ Answer: B
Explanation: Margins are set in Page Layout.

15. Mail Merge is used for:

A) Creating reports
B) Sending bulk letters
C) Creating slides
D) Data analysis

✅ Answer: B
Explanation: Mail merge personalizes mass communication.

D. Microsoft Excel – Formulas & Graphs

16. MS Excel is used mainly for:

A) Word processing
B) Calculations and analysis
C) Image editing
D) Presentations

✅ Answer: B
Explanation: Excel handles numerical data.

17. A formula in Excel always begins with:

A) +
B) –
C) =
D) @

✅ Answer: C
Explanation: "=" indicates a formula.

18. Which function calculates average?

A) SUM()
B) COUNT()
C) AVERAGE()
D) MAX()

✅ Answer: C
Explanation: AVERAGE() finds mean value.

19. Which function finds the highest value?

A) MIN()
B) MAX()
C) SUM()
D) COUNT()

✅ Answer: B
Explanation: MAX() returns largest value.

20. Which chart is best for comparison?

A) Pie chart
B) Line chart
C) Bar chart
D) Area chart

✅ Answer: C
Explanation: Bar charts compare values clearly.

21. Pie chart is used to show:

A) Trend
B) Comparison
C) Proportion
D) Growth

✅ Answer: C
Explanation: Shows parts of a whole.

22. Rows in Excel are identified by:

A) Letters
B) Numbers
C) Symbols
D) Colors

✅ Answer: B
Explanation: Rows use numbers.

23. Columns in Excel are labeled with:

A) Numbers
B) Letters
C) Colors
D) Shapes

✅ Answer: B
Explanation: Columns use letters.

24. A worksheet contains:

A) Slides
B) Cells
C) Pages
D) Documents

✅ Answer: B
Explanation: Data is stored in cells.

25. Which function counts numeric values?

A) COUNT()
B) SUM()
C) IF()
D) TEXT()

✅ Answer: A
Explanation: COUNT() counts numbers only.

E. Basic Statistical Formulas (Excel)

26. Which function calculates total?

A) SUM()
B) AVG()
C) TOTAL()
D) ADD()

✅ Answer: A
Explanation: SUM() adds values.

27. Mean value is calculated using:

A) MAX()
B) MIN()
C) AVERAGE()
D) COUNT()

✅ Answer: C
Explanation: Mean = average.

28. Which function counts non-empty cells?

A) COUNT()
B) COUNTA()
C) COUNTBLANK()
D) SUM()

✅ Answer: B
Explanation: COUNTA counts all values.

29. Which formula checks conditions?

A) SUM()
B) IF()
C) AVG()
D) COUNT()

✅ Answer: B
Explanation: IF() is a logical function.

30. Which function finds the lowest value?

A) MIN()
B) MAX()
C) SMALL()
D) COUNT()

✅ Answer: A
Explanation: MIN() returns smallest value.

F. Microsoft PowerPoint – Effective Presentations

31. MS PowerPoint is used for:

A) Calculations
B) Database
C) Presentations
D) Typing letters

✅ Answer: C
Explanation: PowerPoint creates slide shows.

32. A PowerPoint file is called:

A) Worksheet
B) Document
C) Presentation
D) Database

✅ Answer: C
Explanation: Slides together form a presentation.

33. Slide layout refers to:

A) Slide animation
B) Slide background
C) Arrangement of content
D) Slide transition

✅ Answer: C
Explanation: Layout controls placement of text/images.

34. Which feature adds movement between slides?

A) Animation
B) Transition
C) Theme
D) Layout

✅ Answer: B
Explanation: Transitions occur between slides.

35. Which is NOT a presentation tip?

A) Simple design
B) Large fonts
C) Reading directly from slides
D) Relevant images

✅ Answer: C
Explanation: Slides should support, not replace speech.

G. Email & Email Etiquettes

36. Email stands for:

A) Electronic Mail
B) Express Mail
C) Easy Mail
D) Extra Mail

✅ Answer: A
Explanation: Email is electronic communication.

37. CC in email means:

A) Confidential Copy
B) Carbon Copy
C) Control Copy
D) Central Copy

✅ Answer: B
Explanation: CC sends copy to others.

38. BCC stands for:

A) Blind Carbon Copy
B) Basic Carbon Copy
C) Backup Copy
D) Business Copy

✅ Answer: A
Explanation: BCC hides recipients.

39. Email etiquette refers to:

A) Email formatting rules
B) Proper email behavior
C) Writing code
D) Using attachments

✅ Answer: B
Explanation: Etiquette ensures professional communication.

40. Subject line of an email should be:

A) Empty
B) Long
C) Clear and brief
D) Decorative

✅ Answer: C
Explanation: Clear subject improves understanding.

41. Which is a good email practice?

A) Using ALL CAPS
B) Informal language
C) Proper greeting
D) No subject

✅ Answer: C
Explanation: Professional tone is important.

42. Attachments should be:

A) Large in size
B) Irrelevant
C) Clearly named
D) Hidden

✅ Answer: C
Explanation: Clear naming avoids confusion.

43. Which is NOT an email component?

A) To
B) CC
C) Header
D) Printer

✅ Answer: D
Explanation: Printer is hardware.

H. Emerging Technology in Office Automation

44. Cloud-based office tools include:

A) Google Docs
B) Google Sheets
C) Office 365
D) All of the above

✅ Answer: D
Explanation: All are cloud-based tools.

45. Automation reduces:

A) Accuracy
B) Efficiency
C) Manual work
D) Productivity

✅ Answer: C
Explanation: Automation minimizes manual effort.

46. AI in office automation helps in:

A) Data analysis
B) Scheduling
C) Email filtering
D) All of the above

✅ Answer: D
Explanation: AI enhances office productivity.

47. Which tool supports online collaboration?

A) MS Paint
B) Google Docs
C) Notepad
D) Calculator

✅ Answer: B
Explanation: Google Docs allows real-time collaboration.

48. Video conferencing is used for:

A) Document editing
B) Online meetings
C) Calculations
D) File storage

✅ Answer: B
Explanation: Used for virtual meetings.

49. Digital documents are preferred because they are:

A) Difficult to share
B) Easy to store and edit
C) Less secure
D) Expensive

✅ Answer: B
Explanation: Digital format offers flexibility.

50. The main goal of document preparation is:

A) Decoration
B) Clear communication
C) Data storage
D) Printing

✅ Answer: B
Explanation: Documents communicate information effectively.

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