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 151–200 of 226.

151.Which Excel function turns text to capital letters?

  1. A. PROPER
  2. B. CAPS
  3. C. UPPER
  4. D. LOWER
Show answer

Answer: C. UPPER

PROPER capitalises the first letter of each word.

152.Which Excel function removes extra spaces from text?

  1. A. STRIP
  2. B. CLEAN
  3. C. CUT
  4. D. TRIM
Show answer

Answer: D. TRIM

TRIM leaves single spaces between words.

153.Which Excel function is the modern replacement for VLOOKUP?

  1. A. XLOOKUP
  2. B. HLOOKUP
  3. C. LOOKUP2
  4. D. FINDVALUE
Show answer

Answer: A. XLOOKUP

XLOOKUP can search in any direction.

154.Which Excel function returns TRUE only if all conditions are true?

  1. A. OR
  2. B. NOT
  3. C. AND
  4. D. IF
Show answer

Answer: C. AND

OR returns TRUE if any condition is true.

155.Which Excel chart type is best for showing parts of a whole?

  1. A. Line chart
  2. B. Pie chart
  3. C. Bar chart only
  4. D. Scatter chart
Show answer

Answer: B. Pie chart

Each slice shows a share of the total.

156.Which Excel chart type is best for showing change over time?

  1. A. Doughnut chart
  2. B. Line chart
  3. C. Pie chart
  4. D. Radar chart
Show answer

Answer: B. Line chart

Line charts show trends.

157.Which Excel feature sorts data in A to Z order?

  1. A. Freeze Panes
  2. B. Subtotal
  3. C. Sort Ascending
  4. D. Filter
Show answer

Answer: C. Sort Ascending

Sort Descending gives Z to A.

158.Which Excel feature shows only rows that meet a condition?

  1. A. Sort
  2. B. Filter
  3. C. Group
  4. D. Hide only
Show answer

Answer: B. Filter

AutoFilter adds drop-down arrows to headings.

159.Dragging the small square at the corner of a cell to copy a series is called what?

  1. A. Flash Fill only
  2. B. AutoFill (fill handle)
  3. C. AutoCorrect
  4. D. AutoSum
Show answer

Answer: B. AutoFill (fill handle)

Dragging "Monday" fills the next days.

160.Which Excel feature fills a column by spotting a pattern you typed?

  1. A. Flash Fill
  2. B. Solver
  3. C. AutoSum
  4. D. Goal Seek
Show answer

Answer: A. Flash Fill

Shortcut Ctrl+E runs Flash Fill.

161.Which Excel tool finds the input needed to reach a target result?

  1. A. PivotTable
  2. B. Freeze Panes
  3. C. Flash Fill
  4. D. Goal Seek
Show answer

Answer: D. Goal Seek

It is in What-If Analysis.

162.A formula that refers to its own cell is called what?

  1. A. External reference
  2. B. Circular reference
  3. C. Absolute reference
  4. D. Mixed reference
Show answer

Answer: B. Circular reference

Excel warns about circular references.

163.Which PowerPoint view is used for normal editing?

  1. A. Reading view
  2. B. Presenter view
  3. C. Slide Sorter view
  4. D. Normal view
Show answer

Answer: D. Normal view

It shows slides with thumbnails on the side.

164.The notes a speaker sees but the audience does not are called what?

  1. A. Speaker notes
  2. B. Comments
  3. C. Handouts
  4. D. Captions
Show answer

Answer: A. Speaker notes

Presenter view shows them during a slide show.

165.Printed pages with several slides each for the audience are called what?

  1. A. Transitions
  2. B. Handouts
  3. C. Speaker notes
  4. D. Masters
Show answer

Answer: B. Handouts

You can print 1, 2, 3, 4, 6 or 9 slides per page.

166.A set of colours, fonts and effects applied to a whole presentation is called what?

  1. A. Theme
  2. B. Transition
  3. C. Template only
  4. D. Layout
Show answer

Answer: A. Theme

Themes are on the Design tab.

167.The arrangement of placeholders on a slide is called what?

  1. A. Master
  2. B. Theme
  3. C. Transition
  4. D. Layout
Show answer

Answer: D. Layout

For example, "Title and Content".

168.Which PowerPoint feature makes slides advance automatically at set times?

  1. A. Rehearse Timings
  2. B. Slide Master
  3. C. Slide Sorter
  4. D. Animation Painter
Show answer

Answer: A. Rehearse Timings

It records how long each slide is shown.

169.Which PowerPoint file extension is for a show that opens straight into slide show?

  1. A. .pptx
  2. B. .potx
  3. C. .pdf
  4. D. .ppsx
Show answer

Answer: D. .ppsx

.potx is a PowerPoint template.

170.Which key goes to the next slide during a slide show?

  1. A. P or Left Arrow
  2. B. N, Space or Right Arrow
  3. C. F5
  4. D. Esc
Show answer

Answer: B. N, Space or Right Arrow

P or Left Arrow goes back.

171.During a PowerPoint slide show, pressing a slide number and Enter does what?

  1. A. Prints that slide
  2. B. Jumps to that slide
  3. C. Deletes that slide
  4. D. Hides that slide
Show answer

Answer: B. Jumps to that slide

Typing 5 then Enter jumps to slide 5.

172.Microsoft's online collaboration and chat platform is called what?

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

Answer: C. Microsoft Teams

Teams combines chat, meetings and file sharing.

173.Microsoft's subscription Office service is called what?

  1. A. Office XP
  2. B. Microsoft 365
  3. C. Office Live Store
  4. D. Windows 365 only
Show answer

Answer: B. Microsoft 365

It was formerly called Office 365.

174.Which Microsoft program creates forms and surveys online?

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

Answer: D. Microsoft Forms

Google's equivalent is Google Forms.

175.Which Excel function returns the position of a value in a range?

  1. A. INDEX
  2. B. FIND
  3. C. MATCH
  4. D. LOOKUP
Show answer

Answer: C. MATCH

INDEX and MATCH are often used together.

176.Which Excel function returns the value at a given row and column of a range?

  1. A. MATCH
  2. B. INDEX
  3. C. OFFSET
  4. D. CHOOSE
Show answer

Answer: B. INDEX

=INDEX(A1:C10,2,3) returns the value in row 2, column 3.

177.Which Excel function returns the first characters of a text?

  1. A. MID
  2. B. RIGHT
  3. C. LEFT
  4. D. FIRST
Show answer

Answer: C. LEFT

=LEFT("Pakistan",3) gives "Pak".

178.Which Excel function returns the last characters of a text?

  1. A. RIGHT
  2. B. MID
  3. C. LEFT
  4. D. END
Show answer

Answer: A. RIGHT

=RIGHT("Pakistan",3) gives "tan".

179.Which Excel function returns characters from the middle of a text?

  1. A. LEFT
  2. B. CENTER
  3. C. RIGHT
  4. D. MID
Show answer

Answer: D. MID

=MID("Pakistan",4,2) gives "is".

180.Which Excel function returns the absolute (positive) value of a number?

  1. A. INT
  2. B. ABS
  3. C. ROUND
  4. D. SIGN
Show answer

Answer: B. ABS

=ABS(-5) gives 5.

181.Which Excel function returns the square root of a number?

  1. A. EXP
  2. B. ROOT
  3. C. SQRT
  4. D. POWER
Show answer

Answer: C. SQRT

=SQRT(81) gives 9.

182.Which Excel function raises a number to a power?

  1. A. PRODUCT
  2. B. POWER
  3. C. EXP
  4. D. SQRT
Show answer

Answer: B. POWER

=POWER(2,10) gives 1024.

183.Which Excel function multiplies all the numbers in a range?

  1. A. PRODUCT
  2. B. MULTIPLY
  3. C. POWER
  4. D. SUM
Show answer

Answer: A. PRODUCT

=PRODUCT(A1:A3) multiplies the three values.

184.Which Excel function rounds a number down to the nearest whole number?

  1. A. INT
  2. B. ROUNDUP
  3. C. CEILING
  4. D. ROUND
Show answer

Answer: A. INT

=INT(7.9) gives 7.

185.Which Excel function returns the remainder after division?

  1. A. QUOTIENT
  2. B. DIV
  3. C. INT
  4. D. MOD
Show answer

Answer: D. MOD

=MOD(10,3) gives 1.

186.Which Excel function returns a random number between 0 and 1?

  1. A. RANDBETWEEN
  2. B. RANDOM
  3. C. RAND
  4. D. RND
Show answer

Answer: C. RAND

RANDBETWEEN gives a random whole number in a range.

187.Which Excel function ranks a number within a list?

  1. A. ORDER
  2. B. SORT only
  3. C. POSITION
  4. D. RANK
Show answer

Answer: D. RANK

=RANK(A1,A1:A10) shows its position.

188.Which Excel function finds the largest value that meets a condition in newer versions?

  1. A. MAX
  2. B. LARGE
  3. C. SUMIF
  4. D. MAXIFS
Show answer

Answer: D. MAXIFS

MINIFS finds the smallest matching value.

189.Which Excel function returns the k-th largest value?

  1. A. TOP
  2. B. RANK
  3. C. MAX
  4. D. LARGE
Show answer

Answer: D. LARGE

=LARGE(A1:A10,2) gives the second largest.

190.Which Excel function calculates the monthly payment on a loan?

  1. A. RATE
  2. B. FV
  3. C. PV
  4. D. PMT
Show answer

Answer: D. PMT

PMT uses the rate, number of periods and loan amount.

191.Which Excel function calculates the future value of an investment?

  1. A. FV
  2. B. PMT
  3. C. NPV
  4. D. PV
Show answer

Answer: A. FV

FV stands for future value.

192.Which Excel function returns the day of the week for a date?

  1. A. WEEKNUM
  2. B. DATEVALUE
  3. C. DAY
  4. D. WEEKDAY
Show answer

Answer: D. WEEKDAY

It returns a number from 1 to 7.

193.Which Excel function counts the working days between two dates?

  1. A. WORKDAY
  2. B. DATEDIF
  3. C. DAYS
  4. D. NETWORKDAYS
Show answer

Answer: D. NETWORKDAYS

It leaves out weekends.

194.Which Excel function calculates the number of days between two dates?

  1. A. DATE
  2. B. NETWORKDAYS
  3. C. DAY
  4. D. DAYS
Show answer

Answer: D. DAYS

=DAYS(end_date, start_date).

195.Which Excel function checks if a cell is empty?

  1. A. ISBLANK
  2. B. ISNUMBER
  3. C. ISTEXT
  4. D. ISERROR
Show answer

Answer: A. ISBLANK

It returns TRUE for empty cells.

196.Which Excel function replaces an error result with another value?

  1. A. ERROR.TYPE
  2. B. IFNA only
  3. C. ISERROR
  4. D. IFERROR
Show answer

Answer: D. IFERROR

=IFERROR(A1/B1,0) shows 0 instead of #DIV/0!.

197.Which Excel function checks several conditions in order without nesting many IFs?

  1. A. AND
  2. B. IF
  3. C. IFS
  4. D. SWITCH only
Show answer

Answer: C. IFS

IFS was added in Excel 2019.

198.Excel macros are written in which language?

  1. A. C++
  2. B. Python
  3. C. Java
  4. D. VBA (Visual Basic for Applications)
Show answer

Answer: D. VBA (Visual Basic for Applications)

Newer Excel also supports Python in some versions.

199.Which Excel file extension saves a workbook with macros?

  1. A. .xlsm
  2. B. .xlsx
  3. C. .csv
  4. D. .xls
Show answer

Answer: A. .xlsm

.xlsx files cannot store macros.

200.Which file format saves Excel data as plain text separated by commas?

  1. A. PDF
  2. B. DOCX
  3. C. CSV
  4. D. XLSX
Show answer

Answer: C. CSV

CSV stands for comma-separated values.

Test yourself

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