Technology and Digital Tools Flashcards

When creating a mail merge in Word to send personalized letters, which file typically serves as the data source?

Answer: An Excel spreadsheet or CSV file

Mail merge data sources are commonly Excel spreadsheets or CSV files containing recipient fields.

An admin needs to convert a scanned paper document to editable text. Which technology performs this task?

Answer: OCR (Optical Character Recognition)

OCR technology analyzes image data and converts printed or handwritten characters into editable digital text.

Which Excel chart type is most appropriate for showing a budget's proportional breakdown by department?

Answer: Pie chart

A pie chart visually shows proportional parts of a whole, making it ideal for budget breakdowns.

What is the primary purpose of digital document version control in an office environment?

Answer: To track changes and maintain a history of document revisions

Version control tracks document revisions, enabling users to view history, compare changes, and restore prior versions.

A professional wants to share a large presentation file securely with an external client. Which approach is most appropriate?

Answer: Use a password-protected cloud sharing link

A password-protected cloud sharing link secures the file while allowing controlled external access.

Which keyboard shortcut inserts the current date as a static value in most spreadsheet applications?

Answer: Ctrl+; (semicolon)

Ctrl+; inserts the current date as a static (non-updating) value in Excel and similar spreadsheet programs.