CAP Technology and Digital Tools 2 — Questions and Answers
Question 1: When creating a mail merge in Word to send personalized letters, which file typically serves as the data source?
- A PowerPoint presentation
- An Excel spreadsheet or CSV file (Correct answer)
- A PDF form
- A OneNote notebook
Correct answer: An Excel spreadsheet or CSV file
Mail merge data sources are commonly Excel spreadsheets or CSV files containing recipient fields.
Question 2: An admin needs to convert a scanned paper document to editable text. Which technology performs this task?
- OCR (Optical Character Recognition) (Correct answer)
- HTML parsing
- VPN tunneling
- File compression
Correct answer: OCR (Optical Character Recognition)
OCR technology analyzes image data and converts printed or handwritten characters into editable digital text.
Question 3: Which Excel chart type is most appropriate for showing a budget's proportional breakdown by department?
- Line chart
- Scatter plot
- Pie chart (Correct answer)
- Histogram
Correct answer: Pie chart
A pie chart visually shows proportional parts of a whole, making it ideal for budget breakdowns.
Question 4: What is the primary purpose of digital document version control in an office environment?
- To compress file size
- To track changes and maintain a history of document revisions (Correct answer)
- To convert files between formats
- To encrypt sensitive documents
Correct answer: To track changes and maintain a history of document revisions
Version control tracks document revisions, enabling users to view history, compare changes, and restore prior versions.
Question 5: A professional wants to share a large presentation file securely with an external client. Which approach is most appropriate?
- Email the raw file without compression
- Use a password-protected cloud sharing link (Correct answer)
- Print and mail a hard copy
- Post it publicly on social media
Correct answer: Use a password-protected cloud sharing link
A password-protected cloud sharing link secures the file while allowing controlled external access.
Question 6: Which keyboard shortcut inserts the current date as a static value in most spreadsheet applications?
- Ctrl+; (semicolon) (Correct answer)
- Ctrl+D
- Ctrl+T
- Alt+F4
Correct answer: Ctrl+; (semicolon)
Ctrl+; inserts the current date as a static (non-updating) value in Excel and similar spreadsheet programs.
CAP Technology and Digital Tools 2
When creating a mail merge in Word to send personalized letters, which file typically serves as the data source?