Technology & Data Management Flashcards

An administrative professional needs to combine a customer list in Excel with a form letter in Word to produce 300 personalized letters. Which feature should be used?

Answer: Mail Merge

Mail Merge pulls records from a data source into a template to create personalized documents in bulk.

Which Excel function returns a value from a table by matching a lookup value in the first column?

Answer: VLOOKUP

VLOOKUP searches the first column of a range and returns a value from a specified column in the same row.

In a relational database, what is the purpose of a primary key?

Answer: To uniquely identify each record in a table

A primary key holds a unique value for every record so that no two rows are identical.

A coworker receives an email that appears to come from IT asking them to confirm their password through a link. What is this most likely?

Answer: A phishing attempt

Phishing uses fake but legitimate-looking messages to trick users into revealing credentials.

Which backup strategy copies only the files that changed since the last full backup, regardless of any backups in between?

Answer: Differential backup

A differential backup captures all changes since the last full backup, so restoring needs only the full backup plus the latest differential.

When naming electronic files for a shared drive, which date format sorts files chronologically by default?

Answer: YYYY-MM-DD

Putting year, then month, then day makes alphabetical sorting match chronological order.

What does a retention schedule specify in records management?

Answer: How long records must be kept and when they may be destroyed

A retention schedule sets how long each type of record is kept and how it is disposed of, based on legal and business requirements.