Office Management - Part I
(144).webp "Office Management - Part I - Quiz")
This quiz will be taken by Mrs. Vance's Office Management class and will count as a Final Exam and college EDGE credit. Students must score a 75% or better to receive the EDGE credit. The exam also counts as a part of your final semester grade. Good Luck Ashley, Brittany, Jenna, Jessi, Jessica, Mark and Rachel!
Questions and Answers
- 1.
All of the following are examples of professional conduct EXCEPT
- A.
Courtesy
- B.
Honesty
- C.
Gossip
- D.
Loyalty
Correct Answer
C. GossipExplanation
The question asks for an example of professional conduct that is NOT included in the given options. Professional conduct refers to the behavior and actions expected in a professional setting. Courtesy, honesty, and loyalty are all examples of professional conduct as they involve respectful behavior, being truthful, and showing commitment and support to one's organization or team. Gossip, on the other hand, involves spreading rumors or discussing personal or sensitive information about others, which is unprofessional and can create a negative work environment. Therefore, gossip is the correct answer as it does not align with professional conduct.Rate this question:
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- 2.
When taking a telephone message, it is important to record the date, time, telephone number, and
- A.
Mailing address
- B.
Name of caller
- C.
Fax number
- D.
E-mail address
- E.
All of the above
Correct Answer
B. Name of callerExplanation
When taking a telephone message, it is important to record the name of the caller. This is crucial because it helps in identifying who called and allows for effective follow-up or communication. Recording the caller's name also helps in maintaining accurate records and ensuring that messages are delivered to the correct person.Rate this question:
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- 3.
Teamwork consists of
- A.
Dependability, responsibility, understanding
- B.
Dependability, positive attitude, inconsistency
- C.
Being helpful, being overbearing, being responsible
- D.
Patronizing, understanding, cooperativeness
- E.
None of the above
Correct Answer
A. Dependability, responsibility, understandingExplanation
The correct answer is dependability, responsibility, understanding. Teamwork requires individuals to be dependable, meaning they can be relied upon to complete their tasks and fulfill their commitments. Responsibility is also crucial, as team members must take ownership of their actions and be accountable for their contributions. Additionally, understanding is essential for effective teamwork, as it involves empathy and the ability to communicate and collaborate with others. These qualities create a strong foundation for successful collaboration and cooperation within a team.Rate this question:
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- 4.
Which of the following is the USPS format to use when addressing the last line of an envelope?
- A.
WAYNE, W.V. 25570-1000
- B.
Wayne, WV 25570-1000
- C.
Wayne WV 25570-1000
- D.
WAYNE WV 25570-1000
- E.
Both C and D
Correct Answer
D. WAYNE WV 25570-1000Explanation
The correct answer is "WAYNE WV 25570-1000". This format follows the USPS guidelines for addressing the last line of an envelope, where the city name is in all caps and the state abbreviation is in title case. The ZIP code is also included with the optional ZIP+4 code.Rate this question:
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- 5.
Initial introduction to a new company and job is called _____.
- A.
Orientation
- B.
Performance review
- C.
An interview
- D.
None of the above
Correct Answer(s)
A. Orientation
D. None of the aboveExplanation
The initial introduction to a new company and job is called orientation. It is a process where new employees are familiarized with the company's policies, procedures, and culture. It helps them to understand their roles and responsibilities, meet their colleagues, and get acquainted with the workplace environment. Performance review refers to the evaluation of an employee's job performance, while an interview is a formal conversation between a job applicant and an employer to assess the applicant's suitability for the job. Therefore, the correct answer is orientation, and none of the other options are correct.Rate this question:
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- 6.
You should perform preventive maintenance on a computer/computer system
- A.
As brekdowns on equipment occur
- B.
Every day
- C.
On a regular basis
- D.
When new equipment is installed
- E.
All of the above
Correct Answer
C. On a regular basisExplanation
Performing preventive maintenance on a computer or computer system on a regular basis is important because breakdowns on equipment can occur every day. Regular maintenance helps to identify and address potential issues before they become major problems, ensuring the smooth functioning of the equipment and preventing unexpected breakdowns. It also helps to extend the lifespan of the equipment and improve its performance. Therefore, performing preventive maintenance on a regular basis is essential for the proper functioning and longevity of a computer or computer system.Rate this question:
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- 7.
Facsimile, often called fax,
- A.
Transfers images electronicallly using telephone lines.
- B.
Is an easy-to-use, convenient, relatively inexpensive, fast way to transmit and receive information.
- C.
Is a convenient but relatively expensive way to transmit and receive information.
- D.
All of the above
- E.
Both A and B
Correct Answer
E. Both A and BExplanation
The correct answer is both A and B. Facsimile, or fax, transfers images electronically using telephone lines, making it an easy-to-use, convenient, relatively inexpensive, and fast way to transmit and receive information. This means that both statements A and B are true, as fax is both convenient and relatively inexpensive.Rate this question:
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- 8.
A sum of money available to pay small expenditures is called a(n)
- A.
Office cash fund
- B.
Petty cash fund
- C.
Emergency cash fund
- D.
Discretionary account
Correct Answer
B. Petty cash fundExplanation
A sum of money available to pay small expenditures is called a petty cash fund. This fund is typically used for minor expenses such as office supplies, postage, or small repairs. It provides a convenient way to handle small transactions without the need for writing a check or using a credit card. The petty cash fund is managed by a designated person within an organization who is responsible for disbursing and recording the expenses.Rate this question:
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- 9.
Last week your gross earnings were $1,500 and your deductions were $180 for federal income tax, $60 for FICA, $25 for state income tax, and $40 for insurance. Your net pay is
- A.
$1,295
- B.
$1,195
- C.
$1,205
- D.
$1,105
Correct Answer
B. $1,195Explanation
Last week, the individual's gross earnings were $1,500. From this amount, deductions were made for federal income tax ($180), FICA ($60), state income tax ($25), and insurance ($40). To calculate the net pay, we need to subtract the total deductions ($180 + $60 + $25 + $40 = $305) from the gross earnings. Therefore, the net pay is $1,500 - $305 = $1,195.Rate this question:
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- 10.
A check that has been written, but not yet recorded or paid by the bank is
- A.
A bounced check
- B.
A canceled check
- C.
A dishonored check
- D.
An outstanding check
- E.
None of the above
Correct Answer
D. An outstanding checkExplanation
An outstanding check refers to a check that has been written by the account holder but has not yet been recorded or paid by the bank. It means that the recipient of the check has not yet deposited or cashed it, and therefore, the funds have not been deducted from the account. Until the check is cleared by the bank, it remains outstanding.Rate this question:
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- 11.
When trying to resolve a conflict, be objective and focus on the issue--not the person.
- A.
True
- B.
Falso
Correct Answer
A. TrueExplanation
When trying to resolve a conflict, it is important to be objective and focus on the issue at hand rather than attacking or blaming the person involved. This approach allows for a more constructive and productive discussion, as it shifts the focus towards finding a solution rather than escalating tension or personalizing the conflict. By staying objective, individuals are more likely to engage in a respectful and open dialogue, leading to a better chance of resolving the conflict effectively.Rate this question:
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- 12.
To create a budget, the MOST useful software tool is a
- A.
Computer form
- B.
Database
- C.
Spreadsheet
- D.
Template
- E.
None of the above
Correct Answer
C. SpreadsheetExplanation
A spreadsheet is the most useful software tool for creating a budget because it allows for easy organization and calculation of financial data. With a spreadsheet, you can input your income and expenses, create formulas to calculate totals, and easily make adjustments as needed. Spreadsheets also provide the flexibility to customize your budget layout and format, making it a versatile tool for budgeting purposes.Rate this question:
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- 13.
The second indexing unit of "The J C Penney Store" is
- A.
The
- B.
J
- C.
Penney
- D.
Store
- E.
C
Correct Answer
E. CExplanation
The given answer is "C" because it corresponds to the second indexing unit of "The J C Penney Store". The first indexing unit is "The", the second is "J", the third is "Penney", and the fourth is "Store". Therefore, "C" is the correct answer for the second indexing unit.Rate this question:
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- 14.
A numeric file does NOT require
- A.
Indexing
- B.
Sorting
- C.
Number assignment
- D.
A retrieval bar code
- E.
Coding
Correct Answer
D. A retrieval bar codeExplanation
A numeric file does not require a retrieval bar code because a retrieval bar code is typically used to track and locate physical items or documents. In the case of a numeric file, which is a collection of numerical data, there is no physical item to be tracked or located. Therefore, a retrieval bar code is not necessary for managing or accessing the information in a numeric file.Rate this question:
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- 15.
A chronological file divided into 12 monthly divisions with 31 daily parts for the current month is called
- A.
A current file
- B.
A monthly file
- C.
A reminder file
- D.
A tickler file
Correct Answer
D. A tickler fileExplanation
A tickler file is a chronological file divided into 12 monthly divisions with 31 daily parts for the current month. It is used to remind and prompt individuals of important tasks, events, or deadlines. This file system helps to ensure that nothing is forgotten or overlooked by providing a structured organization for time-sensitive materials.Rate this question:
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- 16.
A tickler file must be checked
- A.
Monthly
- B.
Daily
- C.
Weekly
- D.
Annually
Correct Answer
B. DailyExplanation
A tickler file is a system used to remind someone of tasks or events that need to be completed or attended to. Checking the tickler file on a daily basis ensures that no important tasks or events are missed and allows for timely action to be taken. This frequency of checking ensures that the individual stays organized and on top of their responsibilities.Rate this question:
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- 17.
The home row keys on a 10-key calculator keypad are
- A.
0, 1, 2
- B.
1, 2, 3
- C.
4, 5, 6
- D.
5, 6, 7
- E.
3, 4, 5
Correct Answer
C. 4, 5, 6Explanation
The correct answer is 4, 5, 6. This is because the home row keys on a 10-key calculator keypad are the keys that your fingers naturally rest on. In this case, the keys 4, 5, and 6 are located in the middle row of the keypad, making them the home row keys.Rate this question:
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- 18.
If you work in a small office, you probably will be responsible for all the details involved with processing outgoing mail.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
In a small office, there are usually fewer employees and resources compared to larger organizations. Therefore, it is likely that individuals working in a small office will have to handle various tasks, including processing outgoing mail. This can involve tasks such as sorting, packaging, and ensuring that the mail is sent out in a timely manner. Thus, the statement "If you work in a small office, you probably will be responsible for all the details involved with processing outgoing mail" is true.Rate this question:
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- 19.
Searching for specific records and asking questions about a table in a database involves the use of
- A.
Tables
- B.
Forms
- C.
Queries
- D.
Reports
- E.
Both C and D
Correct Answer
C. QueriesExplanation
To search for specific records and ask questions about a table in a database, the most appropriate tool to use is queries. Queries allow users to retrieve specific data from a table by specifying search criteria and conditions. It enables users to filter, sort, and manipulate data based on their requirements. Forms, on the other hand, are used for data entry and display purposes. Reports are used to present data in a formatted and organized manner. While both forms and reports can be useful in database management, queries are specifically designed for searching and querying data.Rate this question:
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- 20.
An appointment calendar should be updated
- A.
When authorized by the supervisor
- B.
At the end of the day
- C.
Every week
- D.
As appointments are changed
Correct Answer
D. As appointments are changedExplanation
The appointment calendar should be updated as appointments are changed because this ensures that the calendar remains accurate and up-to-date. By updating the calendar whenever appointments are changed, it helps to avoid any confusion or scheduling conflicts. This allows both the supervisor and the individuals involved in the appointments to stay informed and make necessary adjustments if needed. It also helps in maintaining an organized and efficient scheduling system.Rate this question:
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- 21.
The FIRST item in an office's emergency procedures should be
- A.
A list of employees who can administer first aid
- B.
AIDS prevention information
- C.
Electric shock prevention instuctions
- D.
Instructions for moving a person with spinal injuries
Correct Answer
A. A list of employees who can administer first aidExplanation
The first item in an office's emergency procedures should be a list of employees who can administer first aid. This is important because in case of any emergency or injury, it is crucial to have trained individuals who can provide immediate medical assistance. Having a list of employees who are trained in first aid ensures that the necessary help can be quickly and efficiently provided, potentially saving lives and minimizing the impact of the emergency situation.Rate this question:
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- 22.
Which of the following is NOT a proper method for implementing change?
- A.
Give clear directions
- B.
Check employee understanding of the change
- C.
Ignore employee suggestions
- D.
Set reasonable expectations
Correct Answer
C. Ignore employee suggestionsExplanation
Ignoring employee suggestions is not a proper method for implementing change because it disregards the valuable input and ideas that employees may have. In order to successfully implement change, it is important to involve employees and consider their suggestions and feedback. This helps to create a sense of ownership and engagement among employees, leading to a smoother transition and increased acceptance of the change.Rate this question:
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- 23.
Assigning some tasks to other employees is called
- A.
Decision making
- B.
Delegating
- C.
Making a To Do list
- D.
Scheduling
Correct Answer
B. DelegatingExplanation
Delegating refers to the act of assigning tasks or responsibilities to other employees. It involves entrusting specific duties to individuals who have the necessary skills and capabilities to complete them. Delegating not only helps distribute workload but also empowers employees by giving them opportunities to showcase their abilities and take ownership of their work. It is an important aspect of effective leadership and management, as it allows for better utilization of resources and promotes collaboration within a team.Rate this question:
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- 24.
Your manager reports to your team that your project is right on target. This is an example of what?
- A.
Group rating
- B.
Prestige
- C.
Goal accomplishment
- D.
Feedback
- E.
None of the above
Correct Answer
D. FeedbackExplanation
The manager reporting that the project is right on target can be considered as feedback. Feedback is information or opinions about a project's progress or performance, which helps individuals or teams understand how they are doing and make necessary adjustments if needed. In this case, the manager's statement provides reassurance and confirmation that the project is on track, giving the team valuable feedback on their progress.Rate this question:
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- 25.
A job description will usually NOT include
- A.
Name of supervisor
- B.
Duties and responsibilities
- C.
Skills and experience required
- D.
Information about working environment
Correct Answer
A. Name of supervisorExplanation
A job description typically includes details about the duties and responsibilities of the position, the skills and experience required, and information about the working environment. However, it usually does not include the name of the supervisor. The purpose of a job description is to provide a clear understanding of the role and expectations for potential candidates, and the name of the supervisor is not relevant to this information.Rate this question:
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- 26.
Employee performance evaluations would NOT be used to determine which of the following?
- A.
Pay increase
- B.
Amount of vacation
- C.
Promotion
- D.
Areas of improvement
Correct Answer
B. Amount of vacationExplanation
Employee performance evaluations would NOT be used to determine the amount of vacation because the amount of vacation is typically determined by company policies, employment contracts, or labor laws. Vacation time is usually based on factors such as length of service, employment status, or accrual rates, rather than individual performance. Performance evaluations are more commonly used to assess an employee's job performance, identify areas of improvement, determine eligibility for promotions, or evaluate the need for a pay increase.Rate this question:
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- 27.
Knowing career goals, kinds of jobs available, job opportunities for the future, and job educational requirements are all part of developing a
- A.
Cover letter
- B.
Career plan
- C.
Job application
- D.
Resume
- E.
None of the above
Correct Answer
B. Career planExplanation
Developing a career plan involves considering various factors such as career goals, available job options, future job opportunities, and educational requirements. A career plan helps individuals map out their career path and make informed decisions about their professional development. It is a strategic approach to setting goals, identifying steps to achieve them, and determining the necessary skills and qualifications needed for desired job roles. Therefore, the correct answer is career plan.Rate this question:
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- 28.
The MOST appropriate way to resign from a job is to
- A.
Leave a not on your desk
- B.
Submit a letter of resignation
- C.
Telephone your supervisor
- D.
Tell a co-worker
Correct Answer
B. Submit a letter of resignationExplanation
The most appropriate way to resign from a job is to submit a letter of resignation. This method is considered professional and formal, allowing you to clearly communicate your decision to leave the job. It provides a written record of your resignation, which can be kept for future references or legal purposes. Submitting a letter of resignation also shows respect towards your employer and colleagues, as it gives them a chance to prepare for your departure and make necessary arrangements. Leaving a note on your desk, telephoning your supervisor, or telling a co-worker may not be as formal or effective in conveying your resignation.Rate this question:
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- 29.
The advantages of researching educational requirements for administrative positions include all of the following EXCEPT
- A.
Helping you in determining post-secondary choices
- B.
Giving you a sense of direction in your life
- C.
Allowing you to reach career goals
- D.
Allowing you to obtain a work permit
Correct Answer
D. Allowing you to obtain a work permitExplanation
Researching educational requirements for administrative positions can provide several advantages, such as helping individuals determine their post-secondary choices, giving them a sense of direction in life, and allowing them to reach their career goals. However, it does not directly relate to obtaining a work permit. Work permits are typically issued by government authorities and are based on factors such as immigration status, job offers, and specific visa requirements. Therefore, researching educational requirements may not directly contribute to obtaining a work permit.Rate this question:
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- 30.
Each word below is spelled correctly EXCEPT
- A.
Correspondance
- B.
Immediately
- C.
Received
- D.
Statistical
- E.
All of the above words are correct.
Correct Answer
A. CorrespondanceExplanation
The word "correspondance" is the incorrect spelling in this list. The correct spelling is "correspondence".Rate this question:
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- 31.
During a telephone call, each of the listed responses is proper EXCEPT
- A.
"Excuse me, I'm having trouble hearing you."
- B.
"May I ask what your call is about?"
- C.
"May I ask who is calling please?"
- D.
"Who is this?"
- E.
All of the above are correct.
Correct Answer
D. "Who is this?"Explanation
"Who is this?" is not a proper response during a telephone call because it can be perceived as impolite or rude. It is more appropriate to ask "May I ask who is calling please?" to inquire about the caller's identity in a polite manner.Rate this question:
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- 32.
The study of the relationships between work and environment and well-being of employees is
- A.
Ergonomics
- B.
Employee empowerment
- C.
Economics
- D.
Office competencies
- E.
Both A and B
Correct Answer
A. ErgonomicsExplanation
Ergonomics is the study of how the work environment and the tasks performed within it affect the well-being and productivity of employees. It focuses on optimizing the design of workstations, equipment, and systems to ensure that they are comfortable, efficient, and safe for workers. Employee empowerment, economics, and office competencies do not specifically address the relationships between work, environment, and employee well-being, making them incorrect choices. Therefore, the correct answer is ergonomics.Rate this question:
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- 33.
The purpose of an office procedures manual is to explain
- A.
How the word processing software works
- B.
The certification process for becoming a Certified Professional Secretary
- C.
The procedures and organizational structure of the company
- D.
The registration process for taking college classes
- E.
None of the above
Correct Answer
C. The procedures and organizational structure of the companyExplanation
The purpose of an office procedures manual is to provide a comprehensive guide on the procedures and organizational structure of the company. It outlines the step-by-step processes for various tasks and provides information on the hierarchy, roles, and responsibilities within the organization. This manual serves as a reference for employees to understand how things are done in the company and ensures consistency and efficiency in the workflow. It helps new employees to quickly get acquainted with the company's procedures and enables existing employees to stay updated with any changes or updates in the organizational structure.Rate this question:
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- 34.
Which sentence contains complete spelling accuracy?
- A.
Please use the correct devise when removing your paper from the machine.
- B.
The company offers very good benefits to its personel.
- C.
We need to order more letterhead stationary before Friday.
- D.
You will be out of luck if you loose this money.
- E.
None of the sentences have complete spelling accuracy.
Correct Answer
E. None of the sentences have complete spelling accuracy. -
- 35.
When an item on a job application does not apply to you, you should write or type
- A.
A question mark
- B.
The initials NA
- C.
The initials SA
- D.
The word no
Correct Answer
B. The initials NAExplanation
When an item on a job application does not apply to you, it is common practice to indicate this by writing or typing the initials "NA," which stands for "Not Applicable." This helps to clearly communicate to the employer that the particular item does not pertain to your situation, ensuring accurate and relevant information is provided on the application.Rate this question:
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- 36.
Some companies have expanded by using a global marketplace. Which of the following statement(s) is/are true about global marketplaces?
- A.
They use e-commerce to sell goods and services online.
- B.
They buy and sell goods or services throughout the world.
- C.
Some employees must travel beyond the United States to other countries.
- D.
The need for global communications links increase as organizations strive to remain competitive.
- E.
All of the above
Correct Answer
E. All of the aboveExplanation
Global marketplaces refer to companies that engage in buying and selling goods or services across the world. They utilize e-commerce platforms to sell their products online, allowing customers from different countries to make purchases. In order to establish a global presence, some employees may be required to travel outside their home country to other nations. Additionally, as organizations aim to stay competitive in the global market, the demand for effective global communication links increases. Therefore, all of the statements mentioned in the options are true about global marketplaces.Rate this question:
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- 37.
Time is a valuable resource that should be managed wisely. Which of the following would NOT be used in an office to manage your time?
- A.
Completing a time log that analyzes your time
- B.
Setting priorities and simplifying your work
- C.
Employing the use of unnecessary telephone conversations and excessive socializing
- D.
Planning your work activities by using reminder systems
- E.
Both C and D
Correct Answer
C. Employing the use of unnecessary telephone conversations and excessive socializingExplanation
The given answer, "Employing the use of unnecessary telephone conversations and excessive socializing," would not be used in an office to manage time because these activities are not productive and can waste valuable time. Effective time management involves prioritizing tasks, simplifying work, planning activities, and analyzing how time is spent through a time log. However, engaging in unnecessary conversations and excessive socializing can be a distraction and hinder productivity.Rate this question:
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- 38.
An itinerary is
- A.
A written record of meeting proceedings and decisions
- B.
A document that contains the information for a meeting
- C.
A description of tasks to be accomplished
- D.
A document giving detailed plans for a trip
Correct Answer
D. A document giving detailed plans for a tripExplanation
An itinerary is a document giving detailed plans for a trip. It typically includes information such as travel dates, transportation arrangements, accommodation details, and a schedule of activities or attractions to visit. This document helps travelers stay organized and ensures that they have a clear plan for their trip, including the timing and sequence of activities. Itineraries are commonly used by individuals, travel agencies, and tour operators to provide a structured plan for travelers to follow during their trip.Rate this question:
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- 39.
Proper etiquette in conducting business meetings both in the US and foreign countries include
- A.
Being on time for appointments
- B.
Taking an ample supply of business cards
- C.
Providing gifts when appropriate
- D.
All of the above
- E.
Only A and C
Correct Answer
D. All of the aboveExplanation
The proper etiquette in conducting business meetings, both in the US and foreign countries, includes being on time for appointments, taking an ample supply of business cards, and providing gifts when appropriate. These practices are considered respectful and professional in business settings, promoting positive relationships and effective communication. Being punctual shows respect for others' time, while having enough business cards ensures smooth networking. Offering gifts can be a cultural norm in some countries, demonstrating goodwill and fostering a positive impression. Therefore, all of the options mentioned (A and C) are correct in terms of proper etiquette in business meetings.Rate this question:
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- 40.
The advantages of using magnetic media (hard disks, floppy disks, CDs) include all the following EXCEPT
- A.
Records can be retrieved quickly and easily
- B.
Electrical power surges and failures can erase or change the information
- C.
Less storage space is required
- D.
Records can be organized and updated easily
Correct Answer
B. Electrical power surges and failures can erase or change the informationExplanation
Magnetic media such as hard disks, floppy disks, and CDs offer several advantages, including quick and easy retrieval of records, easy organization and updating of records, and requiring less storage space. However, one disadvantage of using magnetic media is that electrical power surges and failures can potentially erase or alter the stored information.Rate this question:
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- 41.
When records are outdated, or needed only infrequently, you should remove them from the active storage area.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
When records are outdated or needed infrequently, it is recommended to remove them from the active storage area. This helps to declutter and organize the storage space, making it easier to access and manage the records that are frequently needed. By removing outdated or infrequently used records, it also helps to prioritize and ensure that the active storage area is dedicated to the most relevant and frequently accessed information.Rate this question:
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- 42.
A disaster recovery plan
- A.
Varies depending on the needs of the organization
- B.
Should be reviewed periodically and updated as needed
- C.
Helps companies to resume normal business operations as soon as possible
- D.
All of the above
- E.
Only B and C
Correct Answer
D. All of the aboveExplanation
The correct answer is "All of the above". This means that all of the statements listed in the options are true. A disaster recovery plan can vary depending on the needs of the organization, it should be reviewed periodically and updated as needed, and it helps companies to resume normal business operations as soon as possible.Rate this question:
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- 43.
Deciding how to identify how a record (document) is to be filed is called
- A.
Coding
- B.
Captioning
- C.
Indexing
- D.
Marking
Correct Answer
C. IndexingExplanation
Indexing is the process of determining how a record or document should be filed. It involves assigning specific keywords or terms to the document based on its content, so that it can be easily retrieved and organized later. This helps in efficient storage and retrieval of information, as well as in maintaining a structured and organized filing system. Coding, captioning, and marking are not specifically related to the process of determining how a record is to be filed.Rate this question:
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- 44.
You would use the following type of filing system if you were arranging records by topic.
- A.
Name filing
- B.
Subject filing
- C.
Numeric filing
- D.
Geographic filing
Correct Answer
B. Subject filingExplanation
Subject filing would be the appropriate type of filing system to use when arranging records by topic. This system allows for easy organization and retrieval of information based on specific subjects or topics. It helps to categorize records based on their content, making it easier to locate and access relevant information when needed. This type of filing system is commonly used in libraries, research centers, and businesses where records need to be organized and accessed based on their subject matter.Rate this question:
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- 45.
Terminal-digit and middle-digit filing are types of
- A.
Name filing
- B.
Subject filing
- C.
Numeric filing
- D.
Geographic filing
Correct Answer
C. Numeric filingExplanation
Terminal-digit and middle-digit filing are types of numeric filing. Numeric filing is a method of organizing and sorting documents or records based on numerical values. In terminal-digit filing, the records are arranged in numerical order based on the last few digits of the numbers, while in middle-digit filing, the records are sorted based on the middle digits. This type of filing system is commonly used in healthcare settings, where patient records or medical codes are organized numerically for easy retrieval and efficient management.Rate this question:
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- 46.
All of the following are true about a DBMS (Database Management System) EXCEPT
- A.
It identifies how long a record or document must be kept.
- B.
It is a collection of related records.
- C.
It helps you keep records up-to-date and speeds up the retrieval process.
- D.
It is flexible and may be designed to meet the needs of a particular organization.
Correct Answer
A. It identifies how long a record or document must be kept.Explanation
A DBMS (Database Management System) is a software that helps in managing and organizing data in a database. It is a collection of related records, as it stores data in tables with relationships between them. It helps in keeping records up-to-date and speeds up the retrieval process by providing efficient querying and indexing mechanisms. It is flexible and can be designed to meet the specific needs of an organization. However, determining how long a record or document must be kept is not a function of a DBMS. This task is typically handled by data retention policies and legal requirements specific to an organization.Rate this question:
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- 47.
Which of the following is NOT an acceptable collection procedure?
- A.
Courteous phone call
- B.
Gentle reminder
- C.
Hiring a loan shark
- D.
Collection letter
- E.
Both C and D
Correct Answer
C. Hiring a loan sharkExplanation
Hiring a loan shark is not an acceptable collection procedure because it involves using illegal and unethical methods to collect debts. Loan sharks often resort to intimidation, threats, and violence, which is against the law and can cause harm to individuals. In contrast, the other options mentioned - courteous phone call, gentle reminder, and collection letter - are all acceptable and legal ways to collect debts, as they involve communication and reminders without resorting to illegal tactics.Rate this question:
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- 48.
Safety practices you should follow to maintain your office workstation should include all of the following EXCEPT
- A.
Replacing worn chair mats
- B.
Keeping workstation drawers closed
- C.
Using electrical power strips
- D.
Eating and drinking at the desk
Correct Answer
D. Eating and drinking at the deskExplanation
Eating and drinking at the desk can lead to spills and stains, which can damage equipment and create unsanitary conditions. It is important to maintain a clean and organized workspace to prevent accidents and maintain productivity. The other options, such as replacing worn chair mats, keeping workstation drawers closed, and using electrical power strips, are all safety practices that help maintain a safe and efficient office workstation.Rate this question:
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- 49.
You can create a database report by using
- A.
Wizards
- B.
Templates
- C.
Blank forms
- D.
Display view
Correct Answer
A. WizardsExplanation
A database report can be created using wizards, which are tools that guide users through a step-by-step process to generate a report. These wizards simplify the report creation process by providing pre-defined options and settings. Users can select the desired layout, fields, and formatting options, and the wizard will generate the report accordingly. This allows users to quickly and easily create professional-looking reports without needing advanced knowledge or skills in report design.Rate this question:
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- 50.
Which of the following has top priority in an office setting?
- A.
Making coffee
- B.
Checking personal e-mail
- C.
Typing today's meeting agenda
- D.
Scheduling next month's conference
Correct Answer
C. Typing today's meeting agendaExplanation
In an office setting, typing today's meeting agenda would have top priority because it directly relates to the work and productivity of the office. Making coffee, checking personal e-mail, and scheduling next month's conference are important tasks but they can be done after the meeting agenda is typed.Rate this question:
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Current Version
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Mar 06, 2024Quiz Edited by
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May 16, 2009Quiz Created by
Angievance
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