Office Technology and Software Applications Flashcards

When a document is described as 'read-only,' it means:

Answer: The file can be viewed but not edited or saved under the same name

A read-only file can be opened and viewed but cannot be modified and saved in place without changing permissions.

Which Excel feature allows you to visually highlight cells based on their values using colors or icons?

Answer: Conditional Formatting

Conditional Formatting automatically applies colors, icons, or data bars to cells based on rules you define.

In office document management, 'version control' refers to:

Answer: Tracking and managing changes to documents over time

Version control systems track document revisions so users can review history, compare versions, and restore previous ones.

What is the function of a digital signature in electronic documents?

Answer: To verify the signer's identity and ensure the document hasn't been altered

A digital signature uses cryptographic technology to authenticate the signer and confirm document integrity.

Which type of network allows employees in different office locations to securely connect to the company's internal network over the internet?

Answer: VPN

A VPN (Virtual Private Network) creates an encrypted tunnel over the internet to securely access a company's private network remotely.

In Microsoft Word, the 'Track Changes' feature is most useful for:

Answer: Reviewing and recording edits made by multiple collaborators

Track Changes records all insertions, deletions, and formatting changes made to a document so reviewers can accept or reject them.

What is the recommended action before sending a large file attachment via email in an office setting?

Answer: Compress it into a ZIP file or share via a cloud link

Compressing large files or sharing via a cloud storage link reduces email size and avoids exceeding mailbox attachment limits.