EAC EAC Technology & Digital Tools 2 — Questions and Answers
Question 1: When an executive assistant creates a database to track client contacts, which Microsoft Office tool is most appropriate?
- Microsoft Publisher
- Microsoft Access or Excel (Correct answer)
- Microsoft OneNote
- Microsoft Visio
Correct answer: Microsoft Access or Excel
Microsoft Access is designed for database management, while Excel can handle simpler contact tracking with sorting and filtering capabilities.
Question 2: What is the best practice when managing an executive's email inbox to ensure nothing critical is missed?
- Delete all emails after reading
- Use folders, flags, and filters to categorize and prioritize emails by urgency and topic (Correct answer)
- Forward all emails to a personal account
- Print every email for physical filing
Correct answer: Use folders, flags, and filters to categorize and prioritize emails by urgency and topic
Using folders, flags, and filters allows systematic organization of emails so urgent or important items are surfaced and nothing critical is overlooked.
Question 3: Which tool would an executive assistant most likely use to create a professional organizational chart for a new department?
- Microsoft Paint
- Microsoft Visio or PowerPoint SmartArt (Correct answer)
- Notepad
- Windows Calculator
Correct answer: Microsoft Visio or PowerPoint SmartArt
Microsoft Visio is purpose-built for diagrams and charts, while PowerPoint's SmartArt provides accessible org chart templates for professional presentations.
Question 4: An executive assistant is asked to automate repetitive data entry tasks in Excel. Which feature should they use?
- Conditional Formatting
- Macros or Power Automate (Correct answer)
- Spell Check
- Print Preview
Correct answer: Macros or Power Automate
Macros record and replay repetitive actions in Excel, while Power Automate can handle broader workflow automation, both reducing manual data entry time.
Question 5: What is the recommended approach when an executive assistant receives a suspicious phishing email appearing to be from the CEO?
- Open all attachments to verify content
- Click any links to check if they are legitimate
- Report it to IT security immediately without clicking links or attachments (Correct answer)
- Forward it to all staff to warn them by sharing the original email
Correct answer: Report it to IT security immediately without clicking links or attachments
Reporting phishing emails to IT security immediately, without engaging with links or attachments, is the safest and most responsible response.
Question 6: Which collaboration platform feature helps executive assistants and executives work together on documents in real time without emailing file versions back and forth?
- Print-to-PDF function
- Co-authoring in Microsoft 365 or Google Workspace (Correct answer)
- Desktop wallpaper settings
- System backup utilities
Correct answer: Co-authoring in Microsoft 365 or Google Workspace
Co-authoring features in Microsoft 365 and Google Workspace allow multiple users to edit the same document simultaneously, eliminating version-control confusion.
EAC EAC Technology & Digital Tools 2
When an executive assistant creates a database to track client contacts, which Microsoft Office tool is most appropriate?