MOTS — NQF5 Office Administrator Pre-Entry Quiz + Admin Viewer (Learning Variant v2 / Left Align / 25Q)

Managed Outsourced Technology Solutions (MOTS)

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Office Administrator (Pre-Entry) — Modern Digital Administration — Questions (25)

1) Before drafting a formal email, what should you do FIRST?

A) Start typing and fix later B) Clarify the purpose and key message, then write a clear subject C) Attach all related files first D) Reply-all to everyone involved

2) Which subject line is MOST professional and clear for a request?

A) Hey there!!! B) Need this C) Action: Approve Q4 Supplier List by 12 Oct D) Quick one

3) When should you use BCC rather than CC?

A) When recipients need to collaborate openly B) To hide a large recipient list’s addresses for a bulk notice C) When you want replies to go to everyone D) When sending to your manager only

4) Which file name follows a good naming convention?

A) final.docx B) Minutes_ProjectX_final_final2.docx C) 2025-03-01_Minutes_ProjectX_v1.docx D) scan0001.pdf

5) What’s the main advantage of using PDF for final approved documents?

A) Smaller font B) Preserves layout and is widely viewable C) Allows easier editing by recipients D) It’s always smaller than Word

6) Which Excel function totals a column of values?

A) AVERAGE() B) COUNT() C) SUM() D) IF()

7) To keep header rows visible while scrolling a long sheet, you should:

A) Sort the sheet B) Hide rows C) Freeze the top row D) Use a pivot table

8) Which Word feature helps create a dynamic Table of Contents?

A) Manual formatting only B) Track Changes C) Applying built-in Heading styles D) Spell Check

9) Why is version history useful in cloud storage (e.g., OneDrive/Drive)?

A) It auto-sends emails B) It restores earlier versions if mistakes happen C) It speeds up Wi-Fi D) It compresses images

10) Which sharing approach is MOST secure for an external partner who only needs to read a file?

A) Public link with edit rights B) Time-limited ‘view only’ link with no download if possible C) Permanent editor access D) Send the raw file via group chat

11) When scheduling a meeting across teams, which step helps avoid clashes?

A) Send an email without checking calendars B) Use the calendar ‘Find a time/Scheduling Assistant’ C) Book two times and see who arrives D) Invite everyone in the company

12) In an online meeting, which behaviour is BEST practice?

A) Stay unmuted to jump in faster B) Mute when not speaking and use chat for questions C) Turn off your camera and do other tasks D) Share your screen at all times

13) If a device stops reporting in a shared office (e.g., network printer), what should you check FIRST?

A) Reinstall all drivers B) Escalate immediately C) Power and network connectivity indicators D) Factory reset the device

14) What’s a sensible way to reduce oversized email attachments?

A) Send multiple 20MB emails B) Compress to a ZIP or share a cloud link C) Copy-paste into the email body D) Increase mailbox size

15) In a shared drive, the MOST appropriate permission for a reviewer is:

A) Owner B) Editor C) Viewer (read-only) D) No access

16) A consistent folder structure should prioritise:

A) Personal preferences only B) Clear categories, dates, and access rules agreed by the team C) Mixing personal and project files D) Using only flat, ungrouped folders

17) Which email is likely a phishing attempt?

A) Account Notice: Please verify via your portal link in the official app B) From IT: Unexpected password reset link with urgent tone and odd URL C) Your calendar invite from a known organiser D) Reminder from your task system

18) Under POPIA principles, a good practice when handling client data is to:

A) Collect extra personal data in case it’s useful later B) Share spreadsheets with personal data openly C) Minimise collection to the stated purpose and restrict access D) Store personal data indefinitely for reporting

19) What should effective meeting minutes capture?

A) Every word said verbatim B) Decisions, actions, owners, and due dates C) Only who attended D) Only the agenda

20) Which closing is most appropriate for a professional email to a client?

A) Cheers, later! B) Sent from my phone lol C) Kind regards, [Your Name] D) No closing

21) A supplier phones asking for an urgent update on an invoice. You are not authorised to share payment info. What is the BEST response?

A) Give them the internal payment status anyway to keep them happy B) Tell them finance is useless and hang up C) Take their details, log the request, and escalate to the authorised finance contact D) Say you have no idea and end the call

22) Which option shows good time management for an Office Administrator?

A) Do tasks in the order they arrive, no matter urgency B) Block focused time for priority deadlines and schedule follow-ups for lower priority items C) Ignore email until the end of the week D) Wait for someone to shout if it’s important

23) You receive a request to book a boardroom and arrange refreshments for 10 guests. What is the MOST professional next step?

A) Assume the room is free and just tell everyone it’s booked B) Ask catering to “just bring food” without details C) Check the shared calendar for room availability, confirm time and dietary requirements, then send a meeting invite D) Tell the requester to do it themselves

24) Confidential HR documents are left open on a shared printer tray. What should you do?

A) Leave them there, it’s not your problem B) Take a photo “for proof” and send it to colleagues C) Secure the documents and immediately hand them to the HR rep / authorised owner D) Put them in general recycling

25) A manager asks you to update a shared tracker. What is the BEST reason to record who updated it and when?

A) To blame someone later B) To help with audit trail and accountability for decisions C) To slow the process down D) Because the spreadsheet won’t save without it

Score: —

#	Surname	Name	Date/Time	Score	%	Banding	Details

Office Admin 5 Pre-Entry

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