20 Essential MS Office MCQs for Computer Operator Tests (NTS, CSS, PMS, KPPSC, PPSC, ETEA, SPSC, BPSC, and FPSC)

Here are 20 MS Office Multiple Choice Questions (MCQs) tailored for Computer Operator tests like NTS, PPSC, FPSC, and others. They cover the most commonly asked fundamentals across Word, Excel, and PowerPoint.

1. What is the primary function of Microsoft Word?
A) Creating spreadsheets
B) Making presentations
C) Word processing
D) Database management
Correct Answer: C) Word processing

Explanation: MS Word is a word processor designed for creating, editing, and formatting text documents like letters, reports, and resumes.

2. What is the default file extension for a document saved in MS Word 2007 and later versions?
A) .doc
B) .docx
C) .txt
D) .pdf
Correct Answer: B) .docx

Explanation: Earlier versions used ".doc", but since Word 2007, the default format is the XML-based ".docx".

3. Which shortcut key is used to "Select All" text in a document?
A) Ctrl + S
B) Ctrl + A
C) Ctrl + C
D) Ctrl + V
Correct Answer: B) Ctrl + A

Explanation: Pressing Ctrl + A selects every piece of text and object within the current document.

4. What is the shortcut key for checking spelling and grammar?
A) F5
B) F7
C) F12
D) F2
Correct Answer: B) F7

Explanation: Pressing the F7 key instantly opens the Spelling and Grammar dialog box to check for errors.

5. Which shortcut key is used to "Undo" an action?
A) Ctrl + U
B) Ctrl + Y
C) Ctrl + Z
D) Ctrl + X
Correct Answer: C) Ctrl + Z

Explanation: Ctrl + Z reverses your last action, while Ctrl + Y is used to "Redo" an action.

6. What is the shortcut key to "Cut" selected text?
A) Ctrl + C
B) Ctrl + X
C) Ctrl + V
D) Ctrl + D
Correct Answer: B) Ctrl + X

Explanation: Ctrl + X removes the selected text from its original place and copies it to the clipboard so it can be pasted elsewhere.

7. How do you open a new, blank document in MS Word?
A) Ctrl + O
B) Ctrl + N
C) Ctrl + M
D) Ctrl + W
Correct Answer: B) Ctrl + N

Explanation: Ctrl + N creates a completely new (blank) document, whereas Ctrl + O opens an existing one.

8. What is the basic unit of a worksheet into which you enter data in Excel?
A) Box
B) Table
C) Cell
D) Column
Correct Answer: C) Cell

Explanation: A cell is the rectangular box where a row and a column intersect. All data in Excel is entered into cells.

9. In MS Excel, columns are labeled as ______, and rows are labeled as ______.
A) Numbers, Letters
B) Letters, Numbers
C) Roman Numerals, Letters
D) Letters, Symbols
Correct Answer: B) Letters, Numbers

Explanation: Columns run vertically and are labeled A, B, C, etc. Rows run horizontally and are numbered 1, 2, 3, etc.

10. What is the default file extension for an MS Excel workbook?
A) .xlsx
B) .xls
C) .exl
D) .xlc
Correct Answer: A) .xlsx

Explanation: Similar to Word, Excel 2007 and newer versions use the XML-based ".xlsx" format by default.

11. Every formula in MS Excel must begin with which symbol?
A) +
B) @
C) #
D) =
Correct Answer: D) =

Explanation: Excel recognizes a cell entry as a mathematical formula or function only if it starts with an equals sign (=).

12. Which function is used to add all the numbers in a range of cells?
A) ADD()
B) TOTAL()
C) SUM()
D) COUNT()
Correct Answer: C) SUM()

Explanation: The SUM function (e.g., `=SUM(A1:A5)`) quickly adds together all the numeric values within the specified range.

13. What is a "Workbook" in MS Excel?
A) A single page of calculations
B) A collection of charts
C) A collection of worksheets
D) A text document
Correct Answer: C) A collection of worksheets

Explanation: An Excel file is called a Workbook, and it can contain multiple individual pages called Worksheets (or sheets).

14. Which shortcut key is used to Edit a selected cell in Excel?
A) F2
B) F4
C) F9
D) F11
Correct Answer: A) F2

Explanation: Pressing F2 places the cursor inside the currently selected cell so you can edit its contents directly.

15. Which application is specifically designed for creating multimedia presentations?
A) MS Word
B) MS Excel
C) MS Access
D) MS PowerPoint
Correct Answer: D) MS PowerPoint

Explanation: PowerPoint is the standard MS Office tool for creating slides, visual aids, and professional presentations.

16. What is the default file extension for MS PowerPoint presentations?
A) .ppt
B) .pptx
C) .pps
D) .ptx
Correct Answer: B) .pptx
Explanation: For versions 2007 and later, PowerPoint files are saved with the ".pptx" extension.

17. Which shortcut key is used to start a presentation from the beginning?
A) F5
B) Shift + F5
C) F7
D) Alt + F5
Correct Answer: A) F5

Explanation: Pressing F5 launches the slideshow starting from slide number 1. (Shift + F5 starts from the currently selected slide).

18. To insert a New Slide in a current presentation, which shortcut key do you use?
A) Ctrl + N
B) Ctrl + S
C) Ctrl + M
D) Ctrl + O
Correct Answer: C) Ctrl + M

Explanation: Ctrl + M adds a new slide to the current presentation. Ctrl + N opens an entirely new, blank presentation file.

19. What is the "Slide Sorter" view used for?
A) To edit individual text boxes
B) To see all slides as thumbnails and easily rearrange them
C) To run the presentation on a projector
D) To add animations to a picture
Correct Answer: B) To see all slides as thumbnails and easily rearrange them

Explanation: Slide Sorter displays miniature versions of all slides, making it easy to drag and drop them into a new order.

20. What does the "Ctrl + P" shortcut do across all MS Office programs?
A) Pastes text
B) Prints the document
C) Opens the paragraph menu
D) Pauses an action
Correct Answer: B) Prints the document

Explanation: Ctrl + P opens the print dialog box, allowing you to select a printer and print your current Word document, Excel sheet, or PowerPoint slides.