CSS NEXUS

Computer & IT · Topic 4

MS Office shortcuts

Keyboard shortcuts and basics of Word, Excel and PowerPoint.

Explanation 226 MCQs Free timed quizzes
Computer & IT

Learn first

Explanation

Shortcut questions are easy marks. Learn the common shortcuts first, then those special to Word, Excel and PowerPoint.

Common shortcuts

  • Ctrl+C copy, Ctrl+X cut, Ctrl+V paste, Ctrl+Z undo, Ctrl+Y redo.
  • Ctrl+S save, F12 Save As, Ctrl+P print, Ctrl+N new, Ctrl+O open, Ctrl+A select all.
  • Ctrl+B bold, Ctrl+I italic, Ctrl+U underline, Ctrl+F find, Ctrl+H replace, Ctrl+K hyperlink.
  • Alt+F4 closes the active window.

Word

  • Alignment: Ctrl+L left, Ctrl+E centre, Ctrl+R right, Ctrl+J justify.
  • F7 runs the spelling and grammar check.
  • Ctrl+Enter inserts a page break.

Excel and PowerPoint

  • Every Excel formula starts with "="; SUM, AVERAGE, COUNT, MAX and MIN are common functions.
  • A cell is named by column letter and row number (A1); $A$1 is an absolute reference.
  • F2 edits the active cell in Excel; Ctrl+; enters today's date.
  • In PowerPoint, F5 starts the slide show from the beginning and Shift+F5 from the current slide.

Practise

MS Office shortcuts MCQs

Try each question, then open the answer. MCQs 101–150 of 226.

101.Which Microsoft Office program is a database management system?

  1. A. Access
  2. B. Excel
  3. C. OneNote
  4. D. Publisher
Show answer

Answer: A. Access

Microsoft Access manages relational databases.

102.In Microsoft Access, a field that uniquely identifies each record is called what?

  1. A. Index
  2. B. Primary key
  3. C. Foreign key
  4. D. Query
Show answer

Answer: B. Primary key

The primary key has no duplicate values.

103.In a database, a single row of related data is called what?

  1. A. Query
  2. B. Table
  3. C. Record
  4. D. Field
Show answer

Answer: C. Record

A record is a row; a field is a column.

104.In a database, a single column of data is called what?

  1. A. Report
  2. B. Form
  3. C. Field
  4. D. Record
Show answer

Answer: C. Field

A field holds one type of data, such as "Name".

105.Which Microsoft Office program is mainly used for email and calendars?

  1. A. Outlook
  2. B. Teams
  3. C. OneNote
  4. D. Publisher
Show answer

Answer: A. Outlook

Outlook manages email, contacts and calendars.

106.Which Microsoft program is used for designing brochures and newsletters?

  1. A. Access
  2. B. Excel
  3. C. Publisher
  4. D. Visio
Show answer

Answer: C. Publisher

Publisher is for desktop publishing.

107.Which Microsoft program is used for drawing flowcharts and diagrams?

  1. A. Publisher
  2. B. OneNote
  3. C. Visio
  4. D. Paint only
Show answer

Answer: C. Visio

Visio creates diagrams and flowcharts.

108.Microsoft's digital notebook program is called what?

  1. A. Sticky Notes
  2. B. OneNote
  3. C. Notepad
  4. D. WordPad
Show answer

Answer: B. OneNote

OneNote organises notes in notebooks and sections.

109.Microsoft's AI assistant built into Office apps is called what?

  1. A. Cortana
  2. B. Clippy
  3. C. Copilot
  4. D. Bing Chat only
Show answer

Answer: C. Copilot

Microsoft 365 Copilot was introduced in 2023.

110.Google's free online alternative to Excel is called what?

  1. A. Google Docs
  2. B. Google Slides
  3. C. Google Sheets
  4. D. Google Keep
Show answer

Answer: C. Google Sheets

Google Sheets is a web-based spreadsheet.

111.Google's free online alternative to PowerPoint is called what?

  1. A. Google Forms
  2. B. Google Docs
  3. C. Google Slides
  4. D. Google Sheets
Show answer

Answer: C. Google Slides

Google Slides makes presentations online.

112.A free open-source office suite is called what?

  1. A. WPS only
  2. B. LibreOffice
  3. C. Microsoft 365
  4. D. iWork
Show answer

Answer: B. LibreOffice

LibreOffice includes Writer, Calc and Impress.

113.Which Office feature shows the main commands in tabs at the top of the window?

  1. A. Title bar
  2. B. Ribbon
  3. C. Taskbar
  4. D. Status bar
Show answer

Answer: B. Ribbon

The Ribbon replaced menus in Office 2007.

114.The small toolbar above the Ribbon with Save and Undo is called what?

  1. A. Navigation Pane
  2. B. Quick Access Toolbar
  3. C. Status Bar
  4. D. Mini Toolbar
Show answer

Answer: B. Quick Access Toolbar

You can add your favourite commands to it.

115.The bar at the bottom of a Word window showing page and word count is called what?

  1. A. Title bar
  2. B. Formula bar
  3. C. Status bar
  4. D. Ribbon
Show answer

Answer: C. Status bar

It also shows the zoom slider.

116.Which Word tab contains the commands for margins and orientation?

  1. A. Review
  2. B. Insert
  3. C. Layout
  4. D. View
Show answer

Answer: C. Layout

It was called Page Layout in older versions.

117.Which Word tab contains Spelling, Comments and Track Changes?

  1. A. Mailings
  2. B. References
  3. C. Insert
  4. D. Review
Show answer

Answer: D. Review

Reviewers use this tab to edit and comment.

118.Which Word tab contains Footnotes and Table of Contents?

  1. A. Review
  2. B. References
  3. C. Insert
  4. D. Layout
Show answer

Answer: B. References

It also has Citations and Bibliography.

119.Which Word tab contains Mail Merge?

  1. A. Mailings
  2. B. Insert
  3. C. References
  4. D. Review
Show answer

Answer: A. Mailings

Mailings also creates envelopes and labels.

120.Which Word tab is used to insert tables, pictures and page numbers?

  1. A. Home
  2. B. Design
  3. C. Layout
  4. D. Insert
Show answer

Answer: D. Insert

Insert also adds headers, footers and shapes.

121.Which page orientation is taller than it is wide?

  1. A. Square
  2. B. Landscape
  3. C. Panorama
  4. D. Portrait
Show answer

Answer: D. Portrait

Landscape is wider than it is tall.

122.The standard paper size used in most of the world, including Pakistan, is what?

  1. A. Legal
  2. B. A3
  3. C. A4
  4. D. Letter
Show answer

Answer: C. A4

A4 is 210 × 297 mm.

123.The empty space between the text and the edge of the page is called what?

  1. A. Padding
  2. B. Gutter only
  3. C. Indent
  4. D. Margin
Show answer

Answer: D. Margin

Word's default margins are 1 inch (2.54 cm).

124.Moving the start of a paragraph inwards from the margin is called what?

  1. A. Alignment
  2. B. Indent
  3. C. Margin
  4. D. Tab stop only
Show answer

Answer: B. Indent

A first-line indent moves only the first line.

125.Which Word feature automatically fixes common typing mistakes like "teh"?

  1. A. AutoCorrect
  2. B. Thesaurus
  3. C. Track Changes
  4. D. Format Painter
Show answer

Answer: A. AutoCorrect

AutoCorrect replaces common errors as you type.

126.Which Word feature creates a list of headings with page numbers?

  1. A. Table of Contents
  2. B. Footnotes
  3. C. Bibliography
  4. D. Index only
Show answer

Answer: A. Table of Contents

It is built from Heading styles.

127.A ready-made document design used to start new files is called what?

  1. A. Template
  2. B. Theme only
  3. C. Macro
  4. D. Style
Show answer

Answer: A. Template

Word templates use the .dotx extension.

128.A saved set of formatting, such as "Heading 1", is called what?

  1. A. Style
  2. B. Macro
  3. C. Template
  4. D. Theme
Show answer

Answer: A. Style

Styles keep formatting consistent.

129.A recorded series of commands that can be replayed is called what?

  1. A. Template
  2. B. Add-in
  3. C. Macro
  4. D. Style
Show answer

Answer: C. Macro

Macros automate repetitive tasks.

130.Which Word view shows the document as it will print?

  1. A. Draft
  2. B. Web Layout
  3. C. Outline
  4. D. Print Layout
Show answer

Answer: D. Print Layout

It is the default view.

131.Which Word feature shows how a document will look before printing?

  1. A. Outline view
  2. B. Draft view
  3. C. Print Preview
  4. D. Read Mode
Show answer

Answer: C. Print Preview

In new versions it is part of File > Print.

132.Text arranged in rows and columns in Word is called what?

  1. A. Chart
  2. B. Table
  3. C. Text box
  4. D. SmartArt
Show answer

Answer: B. Table

Tables can be inserted from the Insert tab.

133.Joining two or more table cells into one is called what?

  1. A. Wrap text
  2. B. Group cells
  3. C. Merge cells
  4. D. Split cells
Show answer

Answer: C. Merge cells

Split cells does the opposite.

134.Diagrams like flowcharts and hierarchies in Office are made with what?

  1. A. SmartArt
  2. B. Clip Art
  3. C. WordArt
  4. D. Text boxes only
Show answer

Answer: A. SmartArt

SmartArt turns lists into diagrams.

135.Decorative styled text in Office is called what?

  1. A. Watermark
  2. B. SmartArt
  3. C. Drop cap
  4. D. WordArt
Show answer

Answer: D. WordArt

WordArt adds effects like shadows and glow.

136.Which Excel bar shows the contents or formula of the active cell?

  1. A. Name box
  2. B. Ribbon
  3. C. Status bar
  4. D. Formula bar
Show answer

Answer: D. Formula bar

It appears above the column headings.

137.Which Excel box shows the address of the selected cell?

  1. A. Status bar
  2. B. Cell box
  3. C. Formula bar
  4. D. Name Box
Show answer

Answer: D. Name Box

It shows addresses like B4.

138.An Excel file is called what?

  1. A. Document
  2. B. Spreadsheet page
  3. C. Worksheet
  4. D. Workbook
Show answer

Answer: D. Workbook

A workbook contains one or more worksheets.

139.A single page in an Excel file is called what?

  1. A. Range
  2. B. Worksheet
  3. C. Table
  4. D. Workbook
Show answer

Answer: B. Worksheet

Sheet tabs appear at the bottom.

140.Excel columns are labelled with what?

  1. A. Symbols
  2. B. Numbers
  3. C. Roman numerals
  4. D. Letters
Show answer

Answer: D. Letters

Rows are labelled with numbers.

141.What does the Excel formula =A1+B1 do?

  1. A. Compares A1 and B1
  2. B. Joins the text of A1 and B1
  3. C. Multiplies A1 by B1
  4. D. Adds the values in A1 and B1
Show answer

Answer: D. Adds the values in A1 and B1

Excel uses + - * / for arithmetic.

142.Which symbol is used for multiplication in Excel formulas?

  1. A. *
  2. B. #
  3. C. ×
  4. D. x
Show answer

Answer: A. *

For example, =A1*B1.

143.Which symbol is used for "power" (exponent) in Excel?

  1. A. &
  2. B. ^
  3. C. *
  4. D. **
Show answer

Answer: B. ^

=2^3 gives 8.

144.Which symbol joins text in Excel formulas?

  1. A. %
  2. B. &
  3. C. #
  4. D. +
Show answer

Answer: B. &

="Pak"&"istan" gives Pakistan.

145.The Excel formula =SUM(A1:A5) adds which cells?

  1. A. All cells in column A
  2. B. Only A1 and A5
  3. C. A1, A2, A3, A4 and A5
  4. D. A1 to E1
Show answer

Answer: C. A1, A2, A3, A4 and A5

The colon means "from A1 to A5".

146.Which Excel function returns the middle value of a list?

  1. A. AVERAGE
  2. B. MEDIAN
  3. C. MODE
  4. D. MID
Show answer

Answer: B. MEDIAN

MODE gives the most frequent value.

147.Which Excel function returns the most frequent value?

  1. A. MAX
  2. B. MEDIAN
  3. C. COUNT
  4. D. MODE
Show answer

Answer: D. MODE

In newer Excel it is MODE.SNGL.

148.Which Excel function returns the current date and time?

  1. A. TIME()
  2. B. TODAY()
  3. C. DATE()
  4. D. NOW()
Show answer

Answer: D. NOW()

TODAY() gives only the date.

149.Which Excel function adds values that meet a condition?

  1. A. COUNTIF
  2. B. SUMIF
  3. C. IF
  4. D. SUM
Show answer

Answer: B. SUMIF

=SUMIF(A1:A10,">100") adds values over 100.

150.Which Excel function returns the number of characters in text?

  1. A. SIZE
  2. B. COUNT
  3. C. CHARS
  4. D. LEN
Show answer

Answer: D. LEN

=LEN("Lahore") gives 6.

Test yourself

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