Office Management - Part I

52 Questions | Total Attempts: 56

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Office Software Quizzes & Trivia

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

  • 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

  • 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

  • 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

  • 5. 
    Initial introduction to a new company and job is called _____.
    • A. 

      Orientation

    • B. 

      Performance review

    • C. 

      An interview

    • D. 

      None of the above

  • 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

  • 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

  • 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

  • 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

  • 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

  • 11. 
    When trying to resolve a conflict, be objective and focus on the issue--not the person.
    • A. 

      True

    • B. 

      Falso

  • 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

  • 13. 
    The second indexing unit of "The J C Penney Store" is
    • A. 

      The

    • B. 

      J

    • C. 

      Penney

    • D. 

      Store

    • E. 

      C

  • 14. 
    A numeric file does NOT require
    • A. 

      Indexing

    • B. 

      Sorting

    • C. 

      Number assignment

    • D. 

      A retrieval bar code

    • E. 

      Coding

  • 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

  • 16. 
    A tickler file must be checked
    • A. 

      Monthly

    • B. 

      Daily

    • C. 

      Weekly

    • D. 

      Annually

  • 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

  • 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

  • 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

  • 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

  • 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

  • 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

  • 23. 
    Assigning some tasks to other employees is called
    • A. 

      Decision making

    • B. 

      Delegating

    • C. 

      Making a To Do list

    • D. 

      Scheduling

  • 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

  • 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

  • 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

  • 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

  • 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

  • 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

  • 30. 
    Each word below is spelled correctly EXCEPT
    • A. 

      Correspondance

    • B. 

      Immediately

    • C. 

      Received

    • D. 

      Statistical

    • E. 

      All of the above words are correct.

  • 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.

  • 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

  • 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

  • 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.

  • 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

  • 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

  • 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

  • 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

  • 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

  • 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

  • 41. 
    When records are outdated, or needed only infrequently, you should remove them from the active storage area.
    • A. 

      True

    • B. 

      False

  • 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

  • 43. 
    Deciding how to identify how a record (document) is to be filed is called
    • A. 

      Coding

    • B. 

      Captioning

    • C. 

      Indexing

    • D. 

      Marking

  • 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

  • 45. 
    Terminal-digit and middle-digit filing are types of
    • A. 

      Name filing

    • B. 

      Subject filing

    • C. 

      Numeric filing

    • D. 

      Geographic filing

  • 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.

  • 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

  • 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

  • 49. 
    You can create a database report by using
    • A. 

      Wizards

    • B. 

      Templates

    • C. 

      Blank forms

    • D. 

      Display view

  • 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

  • 51. 
    A self-introduction, resume, certificates, certifications, work samples, a transcript, and letter of recommendations are all included in a(n)
    • A. 

      Application

    • B. 

      Biography data folder

    • C. 

      Data sheet

    • D. 

      Portfolio

  • 52. 
    Which of the following is NOT an appropriate interviewing procedure?
    • A. 

      Dressing appropriately

    • B. 

      Asking questions about salary and benefits

    • C. 

      Making eye contact with the interviewer frequently

    • D. 

      Asking questions about the company and its products or services