CAP Technology and Digital Tools 2

Question 1

When creating a mail merge in Word to send personalized letters, which file typically serves as the data source?

Accepted Answer

An Excel spreadsheet or CSV file

Answer

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?

Accepted Answer

OCR (Optical Character Recognition)

Answer

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?

Accepted Answer

Pie chart

Answer

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?

Accepted Answer

To track changes and maintain a history of document revisions

Answer

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?

Accepted Answer

Use a password-protected cloud sharing link

Answer

A password-protected cloud sharing link secures the file while allowing controlled external access.

CAP - Certified Administrative Professional Practice Test