CS Technology & Office Software Flashcards

A secretary should use 'strong passwords' that include:

Answer: A mix of uppercase and lowercase letters, numbers, and special characters

Strong passwords combine uppercase and lowercase letters, numbers, and special characters to make them difficult to guess or crack.

What does 'version control' mean when working on documents?

Answer: Tracking and managing changes to a document over time so previous versions can be retrieved

Version control tracks document revisions, allowing users to see change history and restore earlier versions if needed.

Which file extension indicates a Microsoft Word document?

Answer: .docx

The .docx extension indicates a Microsoft Word document formatted using the Open XML standard introduced in Office 2007.

What is the safest action when receiving an unexpected email with an attachment from an unknown sender?

Answer: Delete the email without opening the attachment, or verify with IT

Unexpected attachments from unknown senders may contain malware; deleting without opening or consulting IT is the safest course of action.

In a shared calendar system, 'permissions' control:

Answer: Who can view or edit the calendar and its contents

Calendar permissions determine which colleagues can view, add, edit, or delete events, protecting privacy while enabling collaboration.

What is the purpose of an email 'auto-reply' or 'out of office' message?

Answer: To automatically inform senders when you are unavailable and when you will return

An out-of-office auto-reply notifies senders that you are unavailable, provides an expected return date, and may direct them to an alternate contact.