Coastal Construction Assessment - Microsoft Outlook

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| By Steph123
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Quizzes Created: 5 | Total Attempts: 4,096
Questions: 35 | Attempts: 375

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Microsoft Outlook Quizzes & Trivia

Questions and Answers
  • 1. 

    What purpose would be served by filtering emails?

    • A.

      Tidying up and organizing emails

    • B.

      Finding specific emails more easily

    • C.

      Deleting emails en masse

    Correct Answer
    B. Finding specific emails more easily
    Explanation
    Filtering emails serves the purpose of finding specific emails more easily. By setting up filters, users can automatically sort incoming emails into specific folders or categories based on criteria such as sender, subject, or keywords. This helps in organizing and managing a large volume of emails efficiently. With filtered emails neatly categorized, it becomes easier to locate and access specific emails when needed, saving time and improving productivity.

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  • 2. 

    What is a Rule?

    • A.

      A set of instructions that dictate how emails should be processed

    • B.

      A distribution list of recipients to whom emails should be sent

    • C.

      A recurring appointment in the Outlook calendar

    Correct Answer
    A. A set of instructions that dictate how emails should be processed
    Explanation
    A rule is a set of instructions that dictate how emails should be processed. This means that when a rule is set up, it determines how incoming emails should be handled, such as automatically moving them to specific folders, forwarding them to certain recipients, or deleting them. Rules help in organizing and managing email in an efficient and automated manner, saving time and ensuring that emails are processed according to the user's preferences and requirements.

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  • 3. 

    Why would you schedule a recurring meeting?

    • A.

      To inform attendees that a meeting will happen

    • B.

      To organize the calendar

    • C.

      To represent a meeting that will happen on multiple occasions

    Correct Answer
    C. To represent a meeting that will happen on multiple occasions
    Explanation
    Scheduling a recurring meeting is done to represent a meeting that will happen on multiple occasions. This allows for the meeting to be automatically set up at regular intervals, saving time and effort in manually scheduling each occurrence. It ensures that all necessary attendees are aware of the upcoming meetings and can plan accordingly. Additionally, it helps in maintaining consistency and regularity in conducting the meetings, making it easier for everyone involved to keep track of and prepare for future sessions.

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  • 4. 

    When would you enable the Out-of-Office Assistant?

    • A.

      When you are taking a break

    • B.

      When you will be away from your job for a given period, i.e. vacation

    • C.

      Each night when you leave the office

    Correct Answer
    B. When you will be away from your job for a given period, i.e. vacation
    Explanation
    The Out-of-Office Assistant is enabled when you will be away from your job for a given period, such as during a vacation. This feature automatically sends a reply to anyone who emails you during that time, informing them that you are currently out of the office and providing alternative contact information if necessary. Enabling the Out-of-Office Assistant allows you to set up an automated response to ensure that important messages are not missed and that people are aware of your absence.

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  • 5. 

    What happens when you recall an email?

    • A.

      Nothing

    • B.

      If the recipient has not read it before it is recalled, it will be removed from their inbox

    • C.

      The recipient will not be able to open it

    Correct Answer
    B. If the recipient has not read it before it is recalled, it will be removed from their inbox
    Explanation
    When you recall an email, if the recipient has not read it before the recall, the email will be removed from their inbox. This means that the recipient will no longer see the email in their inbox and will not have the ability to open it.

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  • 6. 

    What is an Email Message Signature in Outlook?

    • A.

      It is a segment of text and/or images that is included at the bottom of all your outgoing email messages

    • B.

      It is a section where you must handwrite your signature

    • C.

      It is a way of proving that an email definitively came from a specific sender

    Correct Answer
    A. It is a segment of text and/or images that is included at the bottom of all your outgoing email messages
    Explanation
    An email message signature in Outlook is a segment of text and/or images that is included at the bottom of all your outgoing email messages. It serves as a personal or professional identifier and can include contact information, job titles, company logos, or any other relevant information. It helps recipients easily identify the sender and provides additional information or branding. This signature is automatically added to every email you send, saving you time and ensuring consistency in your communication.

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  • 7. 

    Why would you set up a folder in Outlook?

    • A.

      In order to keep all emails that share a common criterion in a single location

    • B.

      So that emails will automatically appear in folders

    • C.

      So that emails will not be accidentally deleted

    Correct Answer
    A. In order to keep all emails that share a common criterion in a single location
    Explanation
    Setting up a folder in Outlook allows for better organization and management of emails. By creating a folder, all emails that meet a specific criterion can be stored in one place, making it easier to locate and access them when needed. This helps to avoid clutter in the inbox and ensures that related emails can be easily grouped together for future reference or action.

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  • 8. 

    Can you send a meeting request to more than one person?

    • A.

      Yes

    • B.

      No

    • C.

      Only if the person is in your address book

    Correct Answer
    A. Yes
    Explanation
    Yes, you can send a meeting request to more than one person. This allows you to schedule a meeting with multiple individuals at the same time. By sending a meeting request to multiple recipients, you can ensure that all the required participants are aware of the meeting details and can plan accordingly. This is a convenient feature that saves time and effort in coordinating schedules and ensuring everyone is on the same page.

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  • 9. 

    Which of the following are valid ways to search for emails?

    • A.

      Instant search, search tools and filtering

    • B.

      Search tools, filtering and scrolling

    • C.

      Help, search and filtering

    Correct Answer
    A. Instant search, search tools and filtering
    Explanation
    The correct answer is "Instant search, search tools and filtering" because these are all valid methods that can be used to search for emails. Instant search allows users to quickly find specific emails by typing in keywords or phrases. Search tools provide additional options and filters to narrow down search results based on criteria such as sender, subject, or date. Filtering allows users to create custom rules to automatically sort and organize incoming emails.

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  • 10. 

    What is a distribution list?

    • A.

      A grouping of multiple email addresses into a single entry which can be used to send an email to all members of the group

    • B.

      A contacts page that displays all of your contacts

    • C.

      A separate Address Book that contains only the contacts that you add to it yourself

    Correct Answer
    A. A grouping of multiple email addresses into a single entry which can be used to send an email to all members of the group
    Explanation
    A distribution list is a convenient way to send an email to multiple recipients at once. It allows for grouping multiple email addresses into a single entry, making it easier to send messages to all members of the group without having to manually add each recipient's email address. This saves time and effort, especially when sending emails to large groups or regularly communicating with the same set of people.

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  • 11. 

    Which interface component displays the contents of the selected message?

    • A.

      Navigation pane

    • B.

      Status bar

    • C.

      Reading pane

    • D.

      Go menu

    Correct Answer
    C. Reading pane
    Explanation
    The reading pane is the interface component that displays the contents of the selected message. It allows users to view the message without opening it in a separate window or tab. This feature is commonly found in email clients and messaging applications, making it easier for users to quickly preview and read their messages without navigating away from their inbox.

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  • 12. 

    A message that contains a check mark indicates that the message _____________.

    • A.

      Has been marked as complete

    • B.

      Has been flagged for follow-up

    • C.

      Contains an attachment

    • D.

      Has been forwarded

    Correct Answer
    A. Has been marked as complete
    Explanation
    When a message contains a check mark, it signifies that the message has been marked as complete. This check mark is often used as a visual indicator to show that a task or action associated with the message has been finished or resolved. It helps users keep track of their progress and ensures that no important tasks or messages are overlooked.

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  • 13. 

    Which of the following is correct?  By default, when you reply to a message:

    • A.

      You must open the message in its own window first

    • B.

      You must enter a subject

    • C.

      You must manually provide a recipient address to the message

    • D.

      The reply will contain the original message

    Correct Answer
    D. The reply will contain the original message
    Explanation
    When you reply to a message, the reply will contain the original message. This means that when you respond to someone's message, the content of their original message will be included in your reply. This is a default setting in most email or messaging platforms and is designed to provide context and continuity to the conversation.

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  • 14. 

    To determine the attendance for a meeting, you can open the meeting in your Calendar and select the:

    • A.

      Insert tab

    • B.

      Attendee tab

    • C.

      Scheduling Assistant icon

    • D.

      Appointment Icon

    Correct Answer
    C. Scheduling Assistant icon
    Explanation
    To determine the attendance for a meeting, you can open the meeting in your Calendar and select the Scheduling Assistant icon. This icon allows you to view the availability of the attendees and schedule the meeting at a time when everyone is available. By using the Scheduling Assistant, you can easily see who has accepted or declined the meeting invitation, as well as any potential conflicts with other appointments. This feature helps you manage and organize your meetings effectively.

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  • 15. 

    How would you assign a category to an appointment?

    • A.

      On the File menu, click Categorize, and choose the desired category

    • B.

      Right-click the appointment and choose Categorize→[Desired category]

    • C.

      Choose Tools -> Categorize

    • D.

      Choose Go -> Categorize

    Correct Answer
    B. Right-click the appointment and choose Categorize→[Desired category]
    Explanation
    To assign a category to an appointment, the correct method is to right-click the appointment and choose Categorize, followed by selecting the desired category. This action will allow the user to categorize the appointment according to their preferences or organizational system.

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  • 16. 

    You want to ensure that the recipients of the e-mail see the "Please treat this as Confidential" message in the Information Bar of the e-mail. Which of the following actions will you take to accomplish the task?

    • A.

      Change the importance level.

    • B.

      Assign a Flag.

    • C.

      Use RSS Feeds.

    • D.

      Change the sensitivity level.

    Correct Answer
    D. Change the sensitivity level.
    Explanation
    Changing the sensitivity level of an email is the correct action to ensure that the recipients see the "Please treat this as Confidential" message in the Information Bar. By changing the sensitivity level to "Confidential" or a similar option, the email will be marked as sensitive and a visual indicator will be displayed in the Information Bar, drawing the recipients' attention to the message's confidential nature. This helps to ensure that the recipients are aware of the importance of keeping the email confidential.

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  • 17. 

    You create a task request and send it to multiple recipients. You want to send an informative e-mail that gives information about the start date, due date, subject, priority, actual work, status, etc. about the task request.  Which option from the Task tab would you choose?

    • A.

      Assign task

    • B.

      Recurrence

    • C.

      Send status report

    • D.

      Details

    Correct Answer
    C. Send status report
    Explanation
    If you want to send an informative email that provides information about the start date, due date, subject, priority, actual work, status, etc. about the task request to multiple recipients, you would choose the option "Send status report" from the Task tab. This option allows you to send a comprehensive report on the status of the task to keep all recipients informed.

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  • 18. 

    You create a meeting request to invite several attendees for a meeting. Now you want to ensure that you do not receive any response from attendees indicating whether they plan to attend the meeting or not.  Which button from the Meeting tab should you use to change whether you receive responses?

    • A.

      Appointment

    • B.

      Scheduling

    • C.

      Cancel Invitation

    • D.

      Responses

    Correct Answer
    D. Responses
    Explanation
    To ensure that you do not receive any response from attendees indicating whether they plan to attend the meeting or not, you should use the "Responses" button from the Meeting tab. This button allows you to toggle the option to receive responses on or off.

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  • 19. 

    David has scheduled a business meeting that will occur regularly on 10 A .M. from July 30, 2012 to Sept 15, 2012. Due to some other meetings, David wants to change the time of the business meeting that is going to be held on Aug 27, 2012. He wants to set the meeting time to 3 P.M.  What steps should he take?

    • A.

      Open the Meeting object, Select the "Open this occurrence" radio button, Change the time, Click "Save & Close".

    • B.

      Open the Meeting object, Select the "Open this occurrence" radio button, Delete the occurrence, create a new Meeting for this specific date with the new time information.

    • C.

      Right-click on the Meeting, Delete the Meeting, Create a new Meeting that does not include Aug 27.

    • D.

      Right-Click on the Meeting, Click "Options", Change the time for the Meeting, Click "Save & Close".

    Correct Answer
    A. Open the Meeting object, Select the "Open this occurrence" radio button, Change the time, Click "Save & Close".
    Explanation
    To change the time of the business meeting on Aug 27, 2012, David should open the Meeting object, select the "Open this occurrence" radio button, change the time, and then click "Save & Close". This will allow him to modify the specific occurrence of the meeting without deleting it or creating a new one.

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  • 20. 

    Peter uses Microsoft Outlook 2007 business cards to save the contact information of an identity. He opens the contact, and he wants to send his business card to other users in such a way that only the .vcf file of the contact will be available to the recipients. Which of the following actions will he take to accomplish the task?

    • A.

      Send the business card in the Internet format.

    • B.

      Send the business card in the plain-text format.

    • C.

      Send the business card in the Business Card format

    • D.

      Send the business card in the PDF format.

    Correct Answer
    A. Send the business card in the Internet format.
    Explanation
    Peter will send the business card in the Internet format to accomplish the task. This format allows the recipient to receive the .vcf file of the contact, which contains the contact information. Sending it in the plain-text format or PDF format would not allow the recipient to access the .vcf file. The Business Card format is specific to Microsoft Outlook and may not be compatible with other email clients. Therefore, the Internet format is the most suitable option for sharing the contact information.

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  • 21. 

    Mark uses Microsoft Outlook 2007 for messaging and emailing. He schedules some meeting requests and events for the sales ratio project of the company. He sends the meeting requests to the CEO and Manager of the sales department. However, the recipients are seeing his time as busy when he is free and he does not get any appointment. Which of the following is the cause of the issue?

    • A.

      He has made changes in the "Show as" time text box.

    • B.

      He has made changes in the Availability settings.

    • C.

      He has made changes in the Free/Busy options settings.

    • D.

      He has made changes in the Free/Busy grid.

    Correct Answer
    A. He has made changes in the "Show as" time text box.
    Explanation
    The issue is that the recipients are seeing Mark's time as busy when he is actually free. This suggests that there has been a change in how his availability is displayed. The "Show as" time text box in Microsoft Outlook allows users to set their availability status, such as "Busy" or "Free". If Mark has made changes in this setting, it could be causing the recipients to see his time as busy even when he is free.

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  • 22. 

    You compose a confidential e-mail message. You want to send the e-mail message to the CEO of the company. However, you want to ensure that the e-mail expires on June 12, 2013 after 10:00 pm. Which of the following actions will you perform to accomplish the task?

    • A.

      Use the Delay Delivery feature with the e-mail message.

    • B.

      Add a flag on June 12, 2010 to the e-mail message.

    • C.

      Configure the message options settings of the e-mail message.

    • D.

      Change the send/receive settings of Outlook.

    Correct Answer
    C. Configure the message options settings of the e-mail message.
    Explanation
    To accomplish the task of ensuring that the e-mail message expires on June 12, 2013 after 10:00 pm, you would configure the message options settings of the e-mail message. This allows you to set an expiration date and time for the message, ensuring that it is no longer accessible after the specified time. The other options mentioned, such as using the Delay Delivery feature or adding a flag, do not directly address the requirement of expiring the e-mail message. Changing the send/receive settings of Outlook is also unrelated to this task.

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  • 23. 

    Martha creates an appointment that comprises confidential meeting information. She wants to prevent other employees from accessing the details of the appointment. Which of the following actions will she take to accomplish the task?

    • A.

      Open the appointment and click the Mark Complete option.

    • B.

      Open the appointment and change the Trust Center settings.

    • C.

      Open the appointment and click the Private option.

    • D.

      Open the appointment and set the sensitivity level to private.

    Correct Answer
    C. Open the appointment and click the Private option.
    Explanation
    Martha wants to prevent other employees from accessing the details of the appointment. To accomplish this, she will open the appointment and click the Private option. By setting the appointment as private, only Martha will have access to the details, ensuring confidentiality.

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  • 24. 

    Ann creates a rule named "Open Program" by using the rules wizard. She opens the rules wizard to review how many rules are created. However, she sees the word "failed" in the name of the rule instead of the name "Open Program". Which of the following is the cause of the issue?

    • A.

      She has made changes in the rules wizard options.

    • B.

      She creates the rule that contains the Open another program action.

    • C.

      Microsoft Outlook modifies the exception in the rule.

    • D.

      Microsoft Outlook was unable to successfully import the rule.

    Correct Answer
    D. Microsoft Outlook was unable to successfully import the rule.
    Explanation
    The reason for the issue is that Microsoft Outlook was unable to successfully import the rule. This is indicated by the word "failed" appearing in the name of the rule instead of the intended name "Open Program".

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  • 25. 

    Mark sends an email message that contains some attachments about a sales meeting. However, the recipients of the e - mail message receive a Winmail.dat attachment. Which of the following is the most likely cause of this issue?

    • A.

      The e-mail message was in HTML format.

    • B.

      The e-mail message was in plain text format.

    • C.

      The e-mail message was in RTF format.

    • D.

      The e-mail message was in XPS format.

    Correct Answer
    C. The e-mail message was in RTF format.
    Explanation
    The most likely cause of the issue is that the e-mail message was in RTF format. The Winmail.dat attachment is typically generated when an email client that doesn't support RTF receives an email in that format. The email client then converts the RTF format into a Winmail.dat attachment, which can be unreadable to the recipients.

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  • 26. 

    David creates a contact group named "friends" to reference all his friends with a single name. He wants to send an e -mail to all his friends with some image attachments by using the list. However, David is not be able to see the contact group in his folder. Which of the following is a cause of the issue?

    • A.

      The contact group is saved into the Business Contacts folder.

    • B.

      The contact group is not updated.

    • C.

      The size of the contact group is very large.

    • D.

      The contact group is saved into the Contacts folder.

    Correct Answer
    D. The contact group is saved into the Contacts folder.
    Explanation
    The reason for David not being able to see the contact group in his folder is that the contact group is saved into the Contacts folder.

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  • 27. 

    You are composing an e -mail message, which you want to send. However, you notice that the Send button is not visible in the message window. What is the most likely cause of the issue?

    • A.

      A signature has been added.

    • B.

      The e-mail account is not created.

    • C.

      The e-mail is marked as unread.

    • D.

      The e-mail is a junk e-mail.

    Correct Answer
    B. The e-mail account is not created.
    Explanation
    The most likely cause of the issue is that the e-mail account is not created. If the e-mail account has not been set up or configured properly, the Send button may not be visible in the message window. Without a valid e-mail account, the message cannot be sent.

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  • 28. 

    You received an e-mail message that comprises two attachments. One of the attachments is a PowerPoint presentation. However, you are not able to preview the attachment by using the attachment previewer. Which of the following actions will you take to resolve the issue?

    • A.

      Change the account settings of Outlook.

    • B.

      Use the Clean Up tool settings.

    • C.

      Change the Auto Preview settings.

    • D.

      Change the trust center settings of Outlook.

    Correct Answer
    D. Change the trust center settings of Outlook.
    Explanation
    To resolve the issue of not being able to preview the PowerPoint presentation attachment, you should change the trust center settings of Outlook. The trust center settings control the security and privacy settings for attachments and other features in Outlook. By adjusting these settings, you can enable the attachment previewer to display the content of the PowerPoint presentation.

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  • 29. 

    David receives a question on a product from a customer. He wants to save the contact details of the customer for future reference. Which of the following actions will he take to accomplish the task?

    • A.

      Right-click the name of the sender in the Information Bar > Message Options, and click the Contacts button.

    • B.

      Right-click the name of the sender in the Information Bar > Add to Contacts.

    • C.

      Right-click the name of the sender in the Reading Pane > Add to Contacts.

    • D.

      Open the e-mail and click the Other Actions button on the Message tab.

    Correct Answer
    C. Right-click the name of the sender in the Reading Pane > Add to Contacts.
    Explanation
    The correct answer is "Right-click the name of the sender in the Reading Pane > Add to Contacts." This action allows David to save the contact details of the customer for future reference. By right-clicking the name of the sender in the Reading Pane, he can access the option to add the sender to his contacts. This ensures that he can easily retrieve the customer's contact information whenever needed.

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  • 30. 

    You are composing an e-mail. You want to add a signature to the e-mail. Subsequently, you want to add another signature to the e-mail. However, you are not able to add multiple signatures. Which of the following is the most likely cause of the issue?

    • A.

      The e-mail is marked as read.

    • B.

      The e-mail is a reply of a message.

    • C.

      The e-mail is an outgoing message.

    • D.

      Only one signature can be added to the e-mail.

    Correct Answer
    D. Only one signature can be added to the e-mail.
    Explanation
    The most likely cause of the issue is that only one signature can be added to the e-mail. This means that the email client or software being used has a limitation that allows for only one signature to be added. Therefore, when attempting to add another signature, it is not possible due to this restriction.

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  • 31. 

    Fernando receives an e -mail from the CEO of the company, describing the sales ratio of a product. The e -mail has a number of sales documents as attachments. He reviews the e-mail message and attachments. He decides to print the e-mail so that he can use it for future reference. However, only the e-mail is printed and not the attachments. Which of the following is the most likely cause of the issue?

    • A.

      He has changed the e-mail options.

    • B.

      The e-mail contains a .vbs file as an attachment.

    • C.

      He has not used the default printer.

    • D.

      He is using the RTF format.

    Correct Answer
    C. He has not used the default printer.
    Explanation
    The most likely cause of the issue is that Fernando has not used the default printer. This means that when he clicked on the print option, it did not automatically select the printer that is set as the default on his computer. As a result, only the email itself was printed and not the attachments.

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  • 32. 

    Virginia works in the finance department of the company. She creates a task and sends it to the manager of his department. The manager declines her task request and it was returned to her. She wants to open the task request and change the due date of the task. However, she is not able to edit her task request. Which of the following is a cause of the issue?

    • A.

      She has not reclaimed the ownership of the task.

    • B.

      She has created an unassigned copy of the task.

    • C.

      She has cleared the "Keep an updated copy of this task on my task list" checkbox.

    • D.

      The due date of an assigned task cannot be changed.

    Correct Answer
    A. She has not reclaimed the ownership of the task.
    Explanation
    The reason Virginia is unable to edit her task request is that she has not reclaimed ownership of the task. When the manager declined the task request and returned it to her, she needs to reclaim ownership in order to make any changes to the task.

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  • 33. 

    Which of the following account types is required to send internal or external out of office messages?

    • A.

      POP3

    • B.

      HTTP

    • C.

      IMAP

    • D.

      Exchange Server

    Correct Answer
    D. Exchange Server
    Explanation
    Exchange Server is the correct answer because it is a Microsoft email and calendaring server that allows users to send and receive emails, manage calendars, and set automatic out of office messages. POP3, HTTP, and IMAP are email protocols that do not have the built-in functionality to send out of office messages.

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  • 34. 

    Which of the following actions will you take if you want to change the overall design of an email message including colors, fonts and effects?

    • A.

      Click the Format Text tab > Click the Select button.

    • B.

      Click the Options tab > Click the Themes button.

    • C.

      Click the Message tab > Click the Include dialog box launcher.

    • D.

      Click the Format Text tab > Click the Change Styles button.

    Correct Answer
    D. Click the Format Text tab > Click the Change Styles button.
    Explanation
    To change the overall design of an email message including colors, fonts, and effects, you would click the "Format Text" tab, and then click the "Change Styles" button. This option allows you to modify the formatting and style of the email message, giving you control over the colors, fonts, and effects used in the email.

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  • 35. 

    Sam organizes a weekly meeting with the CEO and the Manager of the company. He wants the meeting to be held on Monday. However, he wants to know the choice of the other members. He also wants to know t he response of the Manager. Which of the following actions will he take to accomplish the task?

    • A.

      Create an e-mail and use the RSS Feeds.

    • B.

      Create an e-mail and request a Read receipt.

    • C.

      Create an e-mail and include voting buttons.

    • D.

      Create an e-mail and change the importance Level.

    Correct Answer
    C. Create an e-mail and include voting buttons.
    Explanation
    Sam wants to know the choice of the other members and the response of the Manager regarding the weekly meeting. By creating an email and including voting buttons, Sam can easily gather the preferences and feedback of the recipients. The voting buttons will allow the recipients to indicate their availability and preferences for the meeting, making it easier for Sam to plan and schedule the meeting accordingly.

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Our quizzes are rigorously reviewed, monitored and continuously updated by our expert board to maintain accuracy, relevance, and timeliness.

  • Current Version
  • Mar 18, 2023
    Quiz Edited by
    ProProfs Editorial Team
  • Feb 08, 2012
    Quiz Created by
    Steph123
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