Microsoft Office MCQ Quiz - Objective Question with Answer for Microsoft Office - Download Free PDF

The correct answer is File Tab → Export → Create PDF.

Key Points

• PowerPoint presentations can be exported as PDFs using the File Tab in the Ribbon interface.
• Under the File Tab, select Export, then choose the Create PDF/XPS Document option.
• This feature is available in Microsoft Office PowerPoint, across versions like 2016, 2019, and Office 365.
• Exporting to PDF ensures that the formatting, layout, and design of the presentation remain intact.
• The PDF file can be saved on the user's computer or shared electronically for viewing on different devices.

Additional Information

• PDF (Portable Document Format):
  • PDF is a widely used file format developed by Adobe Systems for presenting documents independent of software, hardware, or operating systems.
  • It preserves the layout and design of the content, making it ideal for sharing presentations, reports, and other documents.
• Export Functionality in PowerPoint:
  • Exporting allows users to convert presentations into formats like PDF, XPS, video files, and more.
  • This feature is useful for creating professional documents, archiving, or sharing non-editable versions of presentations.
• Benefits of PDF Format:
  • PDF files ensure consistent formatting and compatibility across all devices and platforms.
  • They are secure and can be password-protected to prevent unauthorized editing or copying.
• Alternative File Formats in PowerPoint:
  • Users can also export presentations to formats like MP4 (video), PNG (image), or PPTX (editable presentation).
  • Each format serves specific purposes, such as sharing, printing, or presenting.

The correct answer is Space chart .

Key Points

• Microsoft Excel is a spreadsheet program included in the Microsoft Office suite of applications.
• It features calculation, graphing tools, pivot tables, and a macro programming language called VBA (Visual Basic for Applications).
• Excel is widely used for data analysis, financial modeling, and other tasks involving numerical data.
• Users can customize various aspects of Excel, including column widths, to better suit their specific needs and preferences.

Additional Information

• Space Chart: A visual representation of data using symbols or icons to depict information, often used for geographical or spatial data.
• Line Chart: A chart that uses lines to connect data points, showing trends and changes over time or across categories.
• Bar Chart: A chart that uses rectangular bars to represent data, comparing values across different categories.
• Pie Chart: A circular chart divided into slices, each representing a proportion of a whole.

The correct answer is MS Excel.

Key Points

• MS Excel is a spreadsheet software developed by Microsoft that is specifically designed for data storage, organization, and analysis.
• It provides tools for performing basic statistical calculations such as averages, sums, standard deviations, and more.
• MS Excel includes built-in features for creating graphical representations of data, such as bar charts, line graphs, pie charts, and scatter plots.
• It supports the storage of large datasets and allows for easy sorting, filtering, and manipulation of data.
• MS Excel's functions, like PIVOT tables and conditional formatting, enable advanced data analysis and visualization capabilities.

Additional Information

• Spreadsheet Basics:
  • A spreadsheet is a digital tool used to organize, analyze, and store data in a tabular format, consisting of rows and columns.
  • MS Excel is one of the most widely used spreadsheet applications globally, part of the Microsoft Office suite.
• Statistical Analysis:
  • Excel provides functions like AVERAGE, COUNT, MAX, MIN, and STDEV to perform statistical calculations on datasets.
  • Advanced users can use Data Analysis Toolpak, an Excel add-in that offers tools for regression, ANOVA, and other statistical analyses.
• Graphical Tools in Excel:
  • Excel supports various types of charts and graphs, including bar charts, pie charts, histograms, and scatter plots.
  • These visual tools help in understanding trends, patterns, and relationships in data.
• Applications in Education:
  • Excel is widely used in educational institutions for managing student records, analyzing exam results, and generating progress reports.
  • It helps teachers and administrators in identifying trends and making data-driven decisions.

The correct answer is Access.

Key Points

• Access is a database management system developed by Microsoft and is not designed for video conferencing or virtual collaboration.
• It is primarily used to create and manage databases, analyze data, and generate reports.
• Unlike cloud-based communication platforms like Teams, Zoom, or Meet, Access does not offer features for online meetings or webinars.
• Microsoft Access is part of the Microsoft Office suite and is used for desktop-based database management, not cloud-based services.
• It is widely utilized by businesses for data storage, organization, and management but has no role in virtual communication tools.

Additional Information

• Teams: A cloud-based collaboration platform developed by Microsoft that supports video conferencing, messaging, and file sharing.
• Zoom: A widely-used video conferencing tool that allows users to host webinars, meetings, and virtual events with features like screen sharing and breakout rooms.
• Meet: A video conferencing platform developed by Google, part of Google Workspace, enabling secure virtual meetings and collaborations.
• Database Management Systems (DBMS): Tools like Microsoft Access are used to manage structured data, allowing users to store, retrieve, and manipulate information efficiently.
• Cloud-Based Platforms: Platforms like Teams, Zoom, and Meet operate on cloud infrastructure, providing seamless access from multiple devices and ensuring scalability and reliability for virtual communication.

The correct answer is Microsoft Access.

Key Points

• Microsoft Access is a database management system developed by Microsoft and not a virtual assistant.
• It is used for storing, managing, and analyzing data, offering a combination of relational Microsoft Jet Database Engine with a graphical user interface and software-development tools.
• Unlike virtual assistants, Microsoft Access does not use artificial intelligence (AI) for user interaction or task automation.
• Examples of virtual assistants include Samsung Bixby, Apple Siri, and Amazon Alexa, which use AI to assist users with tasks such as setting reminders, answering queries, or controlling smart devices.
• Virtual assistants rely on natural language processing (NLP), while Microsoft Access is primarily focused on database management functions.

Additional Information

• Virtual Assistant:
  • Virtual assistants are AI-based software programs designed to perform tasks, answer questions, or provide services based on user commands.
  • Examples include Amazon Alexa, Google Assistant, Apple Siri, and Samsung Bixby.
  • They use technologies such as speech recognition, natural language processing (NLP), and machine learning.
  • They are widely used in smartphones, smart speakers, and other IoT devices to enhance user experience.
• Microsoft Access:
  • A part of the Microsoft Office Suite, Access is primarily used for database creation and management.
  • It is ideal for small-scale applications or managing personal data, such as contact lists or sales data.
  • Microsoft Access supports SQL queries and integrates well with other Office Suite tools like Excel.
• Natural Language Processing (NLP):
  • NLP is a branch of artificial intelligence that enables computers to understand and respond to human language.
  • It is a key technology behind virtual assistants, enabling them to process voice commands and provide meaningful responses.
  • Common applications include chatbots, translation services, and speech-to-text systems.
• Popular Virtual Assistants:
  • Amazon Alexa: Known for controlling smart home devices and offering voice interaction.
  • Apple Siri: Integrated into Apple devices, it provides voice-activated assistance and personalized services.
  • Google Assistant: Offers advanced AI capabilities and integrates seamlessly with Google services.
  • Samsung Bixby: A virtual assistant developed by Samsung, focusing on device-specific interactions and smart device management.

The correct answer is CTRL + N.

Key Points

• Create a new document with Ctrl+N. 

Additional Information

• Basic computer shortcut keys
  • Ctrl + M -- Indent the paragraph.
  • Ctrl + B -- Bold highlighted selection.
  • Ctrl + D -- Font options.
  • Alt + F--File menu options in the current program.
  • Alt + E--Edits options in the current program.
  • F1--Universal help (for any sort of program).
  • Ctrl + A--Selects all text.
  • Ctrl + X--Cuts the selected item.
  • Ctrl + Del--Cut selected item.
  • Ctrl + C--Copy the selected item.
  • Ctrl + Ins-- Copy the selected item.
  • Ctrl + V--Paste the selected item.
  • Shift + Ins -- Paste the selected item.
  • Home -- Takes the user to the beginning of the current line.
  • Ctrl + Home--Go to the beginning of the document.
  • End -- Go to the end of the current line.
  • Ctrl + End -- Go to the end of a document.
  • Shift + Home -- Highlight from the current position to the beginning of the line.
  • Shift + End -- Highlight from the current position to the end of the line.
  • Ctrl + (Left arrow) -- Move one word to the left at a time.
  • Ctrl + (Right arrow) -- Move one word to the right at a time.

The correct answer is Shift + Space.

• Short-cut key to Select entire row in M.S. Excel Worksheet is Shift + Space.

Key Points

• This table lists the most frequently used shortcuts in Excel.

The correct answer is Ctrl + F2.

• Ctrl + F2 function key displays the Print Preview window in Microsoft Office.

Key Points

• Print Preview function lets users see the pages that are about to print and allows the users to see exactly how the pages will look when they are printed.
• This feature allows you to see exactly how your pages will look when they are printed.
• We can print directly from the Print Preview page by clicking on the print button  or printer icon .

Additional Information

The correct answer is the Title bar.

Key Points

• Microsoft Excel consists of basic components like an Active cell, title bar Column headings, a Formula bar, a Name box, a mouse pointer, Row headings, Sheet tabs, a Taskbar, Tab scrolling buttons, and Toolbars.
• The title bar displays both the name of the application and the name of the spreadsheet.​

Additional Information

• A toolbar is just a collection of icons that provides a shortcut to using a drop-down menu.
• A quick access toolbar shows the options that are frequently used.
  • The user can add favorite options by adding new options to the quick access toolbar.
• The Menu Bar at the top of the screen gives access to different commands that are used for tasks such as opening and closing files, printing documents, formatting data, and other operations.

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The correct answer is Text.

• The 'LEN' function in MS-Excel belongs to text.

Key Points

• LEN function in excel is taken from the length and is used to count the number of characters is there in a cell.
• It considers special characters, spaces and alphabets and counts all these values if there is a selected cell.
• LEN function only counts the character length for only one cell.
• Example to use LEN function:

​   

Additional Information

• Financial functions in EXCEL are FV Function, IPMT, XIRR in Excel, PMT Function, IRR Excel Function, RATE Function, NPV Function, etc.
• Logical functions in EXCEL are AND Function, NOT, OR Excel Function, TRUE Function, IFERROR Excel Function, Excel XOR Function and Excel Lo
• Math functions in EXCEL are EVEN Excel Function, SUM Function, POWER Function, SUMIF and LOG Excel Function.

The correct answer is Moves the cursor to the beginning of the document.

Key Points

•  Ctrl + Home is a shortcut key used in MS Word to move the cursor to the beginning of the document.

Additional Information

Shortcuts in MS Word

The correct answer is Bullets and Numbering.

• Bullets and Numbering feature of MS Word help to create a list in a document.

Key Points

• Bullets and Numbering are used to create a list in documents in MS word.
• To create a list in MS Word:
  • Select the text required to format as a list.
  • Click on the Bullets or Numbering drop-down option on the Home tab.
  • Select the bullet or numbering style required, and it will appear in the document.
  • 

Additional Information

• Word wrap is a word processing feature that automatically transfers a word that has no insufficient space from the end of one line of text to the beginning of the next.
• Scaling in MS Word is another text effect to make the text larger or smaller.
• WordArt is used to create decorative effects to the text styles

The correct answer is Ctrl + click on a sentence to select it.

• Triple-click (Ctrl + click) on a sentence to select it is used to select a sentence in a paragraph in MS Word.

Mistake Points

• Double click can only select a single word but Ctrl+Click on a statement can select complete statement. Hence option 3 is correct and 4 is incorrect.

Key PointsShortcut in MS word for selection:

• To select the current word, double-click on it.
• To select the current paragraph, triple-click on the paragraph.
• To select a sentence and not just a line, hold down [Ctrl] and click once in any place within the sentence.
• To select a vertical block of text, click at the start of the block. Later, hold down the [Shift] key and click a second time at the opposite end of the block. This trick is used when only want to copy one column of a tabular list

Approach (to find the difference in the shortcut)

These can be easily understood if you do it practically on MS word as it has very minute differences which you need to see while performing and reading each point. 

An MS Excel worksheet contains rows 1,048,576 rows and 16,384 columns to store the text and numbers and merged into a single workbook knows as a File. ​Workbooks are the Excel files that one can open and share, while Excel worksheets are individual spreadsheets within them. Function Key Shortcuts:

• F2: Edit Cells
• F4: Anchor Cells
• F7: Spell Check
• F11: Generates a bar graph from the values entered
• F12: Save As
• SHIFT + F2: Insert a Comment
• SHIFT + F8: Add to Selection
• SHIFT + F10: Right Click
• SHIFT+F11:  Insert a new worksheet
• CTRL +F2: Switch to Print Preview
• CTRL + F3: Name a Cell
• CTRL+F9 Minimize the workbook window
• CTRL +N :Create a new workbook
• CTRL +W :Close a workbook
• Windows Flag + D: Minimize Programs
• ALT+N: Open the Insert tab
• ALT+H: Go to the Home tab

The correct answer is Top

The default alignment for the paragraph in MS-Word is Left.

• The alignment buttons in the Home tab in the Paragraph section allows us to change the alignment.
  • Left
  • Right
  • Centre
  • Justified
• It also provides the alignment for other objects such as picture, symbol, shapes etc.
• 

Additional Information

Font Formatting:

• Ctrl+D opens the Font dialogue box for character formatting to format font type, style, size, colour etc.
• Ctrl+Shift+F moves directly to the Font type field in this dialogue box.
• Ctrl+Shift+P moves directly to the Font size field in this dialogue box.
• The keyboard commands for font styles are also the same as in previous Office versions:
• Ctrl+B Bold style
• Ctrl+I Italic style
• Ctrl+U Underline
• Ctrl+1 Single line spacing
• Ctrl+2 Double line spacing
• Ctrl+5 1.5 line spacing