MS Office & Shortcut Keys MCQs With Answers
Almost every clerical and assistant test in Pakistan includes a few Microsoft Office questions. These MS Office and shortcut keys MCQs cover MS Word features such as Mail Merge, AutoCorrect, Track Changes, headers, alignment and page breaks, MS Excel cells, workbooks, formulas, SUM and AVERAGE, absolute references and common error messages, MS PowerPoint slides, Slide Master and transitions, Outlook and Access, and the keyboard shortcuts examiners ask most often, from Ctrl + Z, Ctrl + A and Ctrl + P to F2, F4, F5, Alt + Tab and Windows + L. They are ideal for PPSC, FPSC, NTS and computer operator tests.
Take a scored quiz instead →Which shortcut key is used to insert a hyper-link in Microsoft Word?
Ctrl + K is the standard shortcut key to open the Insert Hyperlink dialog box in MS Word and other MS Office applications. Ctrl + H is used for Find and Replace, Ctrl + L for Left Alignment, and Ctrl + M for Paragraph Indent.
In MS Word, which alignment option spreads the text evenly between both left and right margins?
Justify alignment (Ctrl + J) adds extra space between words so that lines of text align neatly along both the left and right margins, giving documents a clean, formal look like newspaper columns.
Which key combination is pressed to create a hard page break manually in Microsoft Word?
Pressing Ctrl + Enter inserts a manual Page Break in MS Word, forcing subsequent text to start on a new page. Shift + Enter inserts a line break (soft return) without starting a new paragraph.
What feature in MS Word allows a user to send a mass personalized letter to multiple recipients simultaneously?
Mail Merge combines a main document template with a data source (like an Excel sheet or Access table) to create personalized letters, emails, labels, or envelopes for multiple recipients at once.
Which feature of MS Word automatically corrects common spelling errors and typos as you type?
AutoCorrect is a built-in MS Office feature that automatically detects and fixes misspelled words, typos, and improper capitalization instantly while the user types.
What is the function of ‘Format Painter’ in Microsoft Office applications?
Format Painter allows users to copy all formatting attributes (font, size, color, background, borders) from a selected piece of text or object and apply them directly to another section.
In MS Word, what is the default view mode when a document is opened?
Print Layout View is the default view in MS Word. It displays the document exactly as it will appear on paper, showing margins, headers, footers, page breaks, and graphic elements.
In Microsoft Excel, all formulas and functions must begin with which character?
In MS Excel, every formula or calculation must start with an equals sign (=). This signals to Excel that the cell contents are to be evaluated as a mathematical formula rather than plain text.
What is the intersection of a row and a column in a Microsoft Excel worksheet called?
A cell is the fundamental unit of a spreadsheet where data (numbers, text, or formulas) is entered. It is defined by its column letter and row number (e.g., A1, B10).
Which Excel formula correctly calculates the average of values in cells A1 through A10?
=AVERAGE(A1:A10) is the correct built-in function syntax in Excel to compute the arithmetic mean of a range of cells. Note that Excel uses 'AVERAGE', not 'AVG' or 'MEAN'.
Which key is used in MS Excel to switch a cell reference between relative, absolute, and mixed references?
Pressing F4 while selecting a cell reference in an Excel formula toggles through relative (A1), absolute ($A$1), and mixed (A$1 or $A1) cell references by adding or removing dollar signs ($).
What error message appears in MS Excel when a column is not wide enough to display the full number?
The '####' string appears when a cell contains numerical data, date, or time that exceeds the current visual column width. Widening the column resolves this display issue.
Which keyboard shortcut key is used to edit the content of an active cell in MS Excel?
Pressing the F2 key places the cursor at the end of the text in the currently active cell, enabling direct in-cell editing without clearing existing content.
What is the file extension of a standard workbook in modern Microsoft Excel (2007 and newer)?
Modern versions of Microsoft Excel (2007 onwards) save files in the OpenXML format using the '.xlsx' extension. Older legacy files used '.xls'.
Which key on the keyboard is used to start a slideshow presentation from the very first slide in MS PowerPoint?
Pressing F5 starts the PowerPoint slideshow from the very first slide. Pressing Shift + F5 starts the slideshow from the current active slide.
In MS PowerPoint, what is the special slide that controls the default background, fonts, colors, and layout of all slides in a presentation?
The Slide Master is the top slide in a hierarchy of slides that stores information about the theme, layout, backgrounds, colors, fonts, and positioning for all slides in a presentation.
Which feature in MS PowerPoint provides visual movement effects when transitioning from one slide to another?
Slide Transitions are the visual motion effects that occur in Slide Show view when moving from one slide to the next. Animations, on the other hand, apply motion effects to individual objects on a single slide.
What is the keyboard shortcut to insert a new blank slide into the current PowerPoint presentation?
Ctrl + M inserts a new slide immediately after the current active slide in MS PowerPoint. Ctrl + N creates an entirely new presentation file, while Ctrl + D duplicates selected objects/slides.
Which keyboard shortcut key locks a Windows computer immediately?
Pressing the Windows Logo Key + L instantly locks the computer and returns to the Windows logon screen without closing open applications or losing unsaved work.
Which functional key on a standard computer keyboard opens the Help window in most Windows applications?
F1 is globally recognized across almost all software programs and operating systems as the standard hotkey to display the online or offline Help documentation.
Which keyboard shortcut is used to select all items or text in a document or folder simultaneously?
Ctrl + A (Select All) highlights all text, objects, or files in the current active window or document. Ctrl + S is Save, Ctrl + X is Cut, and Ctrl + Z is Undo.
Which keyboard shortcut key combination reverses the last action performed by the user?
Ctrl + Z triggers the 'Undo' command, reversing the most recent action in text editors, spreadsheets, and graphic design tools. Ctrl + Y is 'Redo' or repeat action.
In Microsoft Excel, what is the keyboard shortcut to insert a new row or open the Insert dialog box?
In Microsoft Excel, pressing `Ctrl + Shift + Plus (+)` opens the Insert dialog box or instantly inserts new cells, rows, or columns based on the current selection. `Ctrl + Minus (-)` opens the Delete dialog box.
In Microsoft Excel, which function is used to add up all numbers in a range of cells?
The `=SUM()` function in Microsoft Excel calculates the total sum of all numerical values within a specified range of cells (e.g., `=SUM(A1:A10)`). It is one of the most fundamental and heavily used built-in spreadsheet functions.
In Microsoft Word, what is the keyboard shortcut to center-align selected text?
In Microsoft Word, `Ctrl + E` aligns selected paragraph text to the center. Other alignment shortcuts include `Ctrl + L` (Left align), `Ctrl + R` (Right align), and `Ctrl + J` (Justify align).
Which Microsoft Office program is mainly used for typing and editing letters or reports?
- Microsoft Word is used for typing and editing documents.
- It offers tools for formatting and spell check.
- Word files usually use the .docx extension.
Which Microsoft Office program is mainly used for spreadsheets and calculations?
- Microsoft Excel is used for spreadsheets and calculations.
- Data is arranged in rows and columns.
- Excel files usually use the .xlsx extension.
Which Microsoft Office program is mainly used to make slideshow presentations?
- Microsoft PowerPoint is used to make slideshow presentations.
- It combines text, images, and animations on slides.
- PowerPoint files usually use the .pptx extension.
Which Microsoft Office program is mainly used to manage email and calendars?
- Microsoft Outlook manages email, calendars, and contacts.
- It is widely used in offices for communication.
- It can schedule meetings and appointments.
Which of the following file extensions belongs to a Microsoft Word document?
- The .docx extension belongs to a Microsoft Word document.
- .xlsx is for Excel and .pptx is for PowerPoint.
- File extensions help identify the type of a file.
Which key combination is used to cut selected text on a Windows computer?
- Ctrl + X cuts selected text or items.
- It removes the item while copying it.
- The cut item can then be pasted using Ctrl + V.
Which key combination opens the ‘Find’ feature to search text in a document?
- Ctrl + F opens the Find feature.
- It searches for specific text in a document or webpage.
- This shortcut works in most browsers and apps.
Which key combination is used to print an open document?
- Ctrl + P opens the print dialog for a document.
- It lets users select a printer and adjust settings.
- This shortcut works in most applications.
Which key combination is used to switch between open windows on a Windows computer?
- Alt + Tab switches between open windows.
- Holding Alt while pressing Tab cycles through them.
- It helps users multitask without a mouse.
Which key combination directly opens the Windows Task Manager?
- Ctrl + Shift + Esc directly opens Task Manager.
- Task Manager helps close programs that stop responding.
- It also shows CPU and memory usage.
Which key refreshes the currently open webpage in most browsers?
- F5 refreshes the currently open webpage.
- It reloads the page's content.
- It can help fix minor display issues.
In Microsoft Word, what feature adds repeating text, like a page number, at the top of every page?
- A header adds repeating text at the top of every page.
- It is often used for titles or page numbers.
- A footer works the same way at the bottom of the page.
In Microsoft Word, which feature lets a user see edits made by reviewers, like insertions and deletions?
- Track Changes shows edits made by reviewers.
- It displays insertions and deletions visually.
- Changes can be accepted or rejected by the author.
In Microsoft Word, what feature checks a document for spelling and grammar mistakes?
- Spell Check finds spelling and grammar mistakes.
- It underlines errors for the user to review.
- It helps improve the accuracy of a document.
In Microsoft PowerPoint, what is a single page of a presentation called?
- A slide is a single page of a PowerPoint presentation.
- Slides can contain text, images, and animations.
- A presentation is made up of many slides shown in order.
In Microsoft Excel, what is an entire Excel file, which can contain many worksheets, called?
- A workbook is an entire Excel file.
- It can contain many individual worksheets.
- Each worksheet is one page of rows and columns.
Which Microsoft Office application is mainly used for creating and managing databases?
- Microsoft Access is used for creating and managing databases.
- It builds tables, forms, and reports without deep coding.
- It is often used by small businesses for record keeping.
What is the primary use of ‘Spreadsheet’ software?
• Excel and Google Sheets are primary examples of spreadsheet software.
• They use formulas, charts, and pivot tables to organize and visualize numerical data.
• Essential for finance and reporting tasks.
Which key is used to save a document in most applications?
• 'Ctrl + S' is the standard shortcut to save changes to a file.
• It commits data to persistent storage.
• Always good practice to save frequently.