ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

1 hour 30 minutes

READ THE FOLLOWING INSTRUCTIONS CAREFULLY.

ANSWER ALL QUESTIONS ON THIS PAPER

1. This test consists of 60 items. You will have 1 hour and 30 minutes to answer them.

2. In addition to this test booklet, you should have an answer sheet.

3. Each item in this test has four suggested answers lettered (A), (B), (C), (D). Read each item
you are about to answer and decide which choice is best.

4. On your answer sheet, find the number which corresponds to your item and shade the
space having the same letter as the answer you have chosen. Look at the sample item
below.

Sample Item

The acronym RAM stands for Sample Answer

(A) Read Access Memory A C D

(B) Random Access Memory
(C) Real Access Memory
(D) Random Automatic Memory

The best answer to this item is “Random Access Memory”, so (B) has been shaded.

5. If you want to change your answer, erase it completely before you fill in your new choice.

6. When you are told to begin, turn the page and work as quickly and as carefully as you
can. If you cannot answer an item, go on to the next one. You may return to that item
later.

Items 1-3
Some of the following sentences contain errors of punctuation or capitalization. Some of them are
correct. Select the letter (A), (B) or (C) to identify the error. Select (D) if there is no error.
1. Saint Vincent and the grenadines is an island nation in the Caribbean, north of Trinidad and
Tobago.
(A) (B) (C)
NO ERROR
(D)

2. Facebook is everywhere! Homes, offices, movie theaters, hospitals and the list goes on.

(A)(B) (C)
NO ERROR
(D)

3. Weather report: “It’s seven o’clock in Frankfurt and it is snowing”. NO ERROR

(A) (B) (C) (D)

Items 4-10 refer to the following incomplete sentences. Choose the word or words to BEST complete
EACH sentence.

4. I ………………….. tennis every Sunday morning.

(A) playing
(B) play
(C) am playing
(D) am play

5. Don’t make so much noise. Noriko ……………….. to study for her ESL test!
(A) try
(B) tries
(C) tried
(D) is trying

6. Sorry, she can’t come to the phone. She …………………… a bath!

(A) is having
(B) having
(C) have
(D) has

7. I am tired as ………………since 7 O'clock in the morning.

(A) I was working
(B) I have been working
(B) I had been working
(D) I will be working

8. Sheela ……………… to explain the chapter once again.

(A) ordered her teacher
(B) invited her teacher
(C) asked her teacher
(D) said to her teacher

9. You should ……………… such stupid mistakes.

(A) avoid to made
(B) avoid make
(C) avoid making
(D) avoid to have

10. When it was morning they decided to ……………….. an inn.

(A) put out in
(B) put off at
(C) put at
(D) put up at

11. Which of the following is NOT a common operating system?

(A) Apple
(B) Linux
(C) Unix
(D) Windows XP
12. Which of the following is a list of input devices?
(A) Mouse, keyboard, scanner
(B) Keyboard, monitor, speakers
(C) Touchpad, plotter, trackball
(D) Monitor, printer, microphone

13. Which of the following abbreviations may be used in a manuscript to represent the word
‘management’?
(A) mgt
(B) mgmt
(C) mgnt
(D) mgmnt

14. What does the manuscript symbol ‘stet’ mean?

(A) spell out words in full.
(B) retain words marked with dots or dashes
(C) set text in italics
(D) Align text vertically

15. The term ‘application software’ is BEST described as

(A) programs that produces hardcopy
(B) programs that prints business documents
(C) programs that accept data
(D) programs that perform specific tasks

16. A laptop computer is BEST categorized as a

(A) monster computer
(B) mainframe
(C) microcomputer
(D) minicomputer

17. Which of the following is NOT an advantage of computer usage?

(A) Storage
(B) Speed
(C) Accuracy
(D) Flexibility

18. A flash drive, CD, DVD and Blu-ray disc are examples of which of the following devices?
(A) pointing
(B) storage
(C) output
(D) video input

19. The process of preparing a storage device for use by the computer is called
(A) reading
(B) writing
(C) formatting
(D) transporting

20. Which of the following types of software is NOT operating software?

(A) Linux
(B) Spreadsheet
(C) IOS
(D) Unix

Item 21 refers to the following devices.

(1) (2) (3) (4)

21. Which list contains correctly labelled devices?

(A) 1. Projector 2. Speakers 3. Joystick 4. Microphone
(B) 1. Scanner 2. Touch Pad 3. Game controller 4. Light Pen
(C) 1. Projector 2. Printer 3. Trackball 4. Barcode Scanner
(D) 1. Monitor 2. Plotter 3. Optical Mark Reader 4. Pointing stick
22. Which of the following types of software is MAINLY used to create financial documents?
(A) Presentation
(B) Spreadsheet
(C) Word processing
(D) Database management

23. In document preparation, convention states that there are …….. space(s) after each full stop.
(A) one
(B) three
(C) four
(D) two

24. In mail merge, how many documents are to be prepared?

(A) one
(B) three
(C) four
(D) two

25. Using database software you can _____.

(A) add, change and delete data
(B) sort and retrieve data
(C) create forms and reports
(D) all of the above

26. The BEST software application to demonstrate a product is

(A) Database
(B) Spreadsheet
(C) Presentation
(D) Word processing

27. A large collection of related files is called a

(A) field
(B) record
(C) sector
(D) database

Item 28 refers to the following screenshot

28. Which paragraph alignment has been applied to the text in the screenshot?
(A) Left
(B) Centre
(C) Right
(D) Justified

Item 29 refers to the following screenshot

29. The area labelled X in the screenshot is known as the
(A) name box
(B) active cell
(C) status bar
(D) formula bar

30. In H2O the figure 2 appears lowered. Which effect has been applied?
(A) Laid down
(B) subscript
(C) Lowered
(D) superscript

31. In word processing, what does a wavy red line beneath a word mean?
(A) The word is misspelled
(B) The word processor can suggest an acronym
(C) The word is not in the word processor’s dictionary
(D) The use of the word caused a grammatical error

32. A network is
(A) A group of computers in a computer lab
(B) A group of connected computers that share information and resources
(C) A group of computers built for gaming
(D) A group of computers in a store

33. Which is NOT a type of heading?

(A) marginal
(B) shoulder
(C) paragraph
(D) indented

34. A manuscript may be BEST described as

(A) a rough draft to be edited and prepared as a mailable copy
(B) a mailable document
(C) a document containing errors
(D) a note to an administrative assistant

35. Sending a letter outside of your territory would require a(n)___________.

(A) label
(B) document cover
(C) window envelope
(D) airmail envelope

36. A8 paper is used in the presentation of:

(A) labels
(B) postcards
(C) invitations
(D) business cards

37. Stationery includes:

(A) Manuscripts, typescripts and mailable copies
(B) Displays, bond paper and notices
 (C) Envelopes, staples, paper clips and pens
(D) Envelopes, agendas and minutes

38. Which document usually has a tear-off slip?

(A) agenda
(B) circular letter
(C) Memorandum
(D) minutes

39. The __________ prepares the agenda for a meeting.

(A) Chairperson
(B) Clerk
(C) Receptionist
(D) Secretary

40. Which of the following terms refers to a writer’s name within a letter?
(A) Signatory
(B) Salutation
(C) Designation
(D) Chairperson

41. It would be best to prepare a notice on:

(A) A5 portrait paper
(B) A4 portrait paper
(C) A5 landscape paper
(D) A4 landscape paper

42. All of the following are legal documents EXCEPT

(A) lease
(B) contract of employment
(C) specification
(D) will

43. Words such as WITNESS, BEQUEATH, APPOINT would appear in capitals in a will are called
(A) connecting words
(B) legal words
(C) private words
(D) capital words

44. Another name for the person who grants a lease (landlord) is
(A) lessee
(B) contractor
(C) contractee
(D) lessor

45. Legal documents may be printed on all of the following paper sizes EXCEPT:
(A) 8.27 x 11.69
(B) 8.5 x 11
(C) 8.27 x 5.83
(D) 8.5 x 14

46. Which of the following is NOT a financial document?

(A) invoice
(B) scope of works
(C) trial balance
(D) receipt

47. All of the following may be sent via e-mail EXCEPT __________.
(A) softcopy attachments
(B) hardcopy attachments
(C) web links
(D) web pages

48. Which of the following is NOT an e-mail program?

(A) Skype
(B) Outlook
(C) Gmail
(D) Hotmail

49. All of the following are advantages of e-mail over postal mail EXCEPT
(A) the speed of delivery
(B) lower cost
 (C) sending to multiple recipients simultaneously
(D) the ability to send all forms of attachments

50. Which of the following is NOT a web-based e-mail client program?

(A) Google Mail
(B) Outlook
(C) Hotmail
(D) Yahoo Mail

51. Which of the following devices might be used to transmit electronic mail?
(A) Printer
(B) Monitor
(C) Tablet
(D) Fax machine

52. Which of the following file extensions is MOST likely associated with a file which contains
images?
(A) .jpg
(B) .xls
(C) .doc
(D) .pps

53. Which of the following practices should be performed AFTER the file retention period?
(A) Secure storage
(B) Encryption
(C) Archiving
(D) Destruction

54. All of the following are mechanisms to secure files EXCEPT

(A) use of passwords
(B) use of fire extinguishers
(C) Use of firewalls
(D) use of fireproof storage

55. Archiving relates to the ___________ of files.

(A) security
(B) integrity
(C) retention
(D) traceability

56. Making a file read-only is a file _______ mechanism.

(A) integrity
(B) Sharing
(C) Protection
(D) security

57. Which of the following BEST explains the concept of intellectual property?
(A) Legal protection for creative works
(B) Legal protection for creative people
(C) Tangible assets owned by creative people
(D) Intangible assets owned by creative people

58. Which of the following is NOT protected by copyright?

(A) Music
(B) Literary works
(C) Ideas and thoughts
(D) Typographical arrangements of published editions.

59. All of the following are good habits of an administrative assistant EXCEPT
(A) always being supervised
(B) meeting deadlines
(C) being courteous
(D) developing accuracy and speed

60. When working in a group you should NOT

(A) share your ideas
(B) be open to suggestions
(C) be willing to listen
(D) force your ideas on other persons