CAP Exam
Which of the following is an interrogation point?
?
What is the difference between a record and a form?
A form precedes a record.
Which statement best defines a policy?
A policy is a broad guideline supportive of an enterprise goal.
Sorter:
A series of horizontal bins near the output tray of your copier. Use a sorter to ensure that each bin gets all the necessary pages, in order, as they exit the machine.
An abstract is found in which part of a manual?
Abstracts are not part of manuals
Which of the following is a benefit from using office equipment?
Accuracy improves.
Which of the following statements best describes a progressive way that administrative assistants currently use information?
Administrative assistants participate in workgroups and use information to help improve business processes.
Which of the following represents the greatest priority in the day of a typical administrative assistant?
Arranging an impromptu meeting with company executives due to a surprise visit from a key customer.
What is the main purpose of optical character recognition (OCR) technology for forms management?
Assists in designing and using a form, scanning a form directly into an electronic computer file, and summarizing results.
Which of the following practices is recommended regarding a company grapevine?
Be aware of the grapevine, listen to it and learn from it.
Which of the following practices is recommended regarding a company grapevine?
Be aware of the grapevine, listen to it, and learn from it.
Which business letter style is most frequently used?
Block style.
Digital Copying:
Breaks an image up into tiny rows and columns. In contrast, analog copiers work more like a camera, using a lens to take a picture of the document to be copied. Use to realize a greater range of features, such as the ability to connect the copier to a computer network.
How do you develop theories when you use the scientific method?
By providing support for a hypothesis.
Which of the following is not a way to assign work for an administrative assistant?
By the desires of the administrative assistant.
Catch Tray:
Collect finished copies emerging from your copier.
Which form of punctuation is used when creating a list of choices?
Colon.
If you already have shaded cells with different color fills and fonts, what happens when you change the theme?
Colors and fonts are automatically changed, based on the selected theme.
What is the most important tool of the trade for the administrative assistant?
Communication (use of language).
Automatic Document Feeder (ADF):
Copy documents without lifting the platen and using individual sheets. Load a stack of originals into the feeder, press start, and wait while the copier moves each sheet on and off the platen.
What are the Three C's of Effective Human Relations?
Courtesy, Cooperation, and Cheerfulness.
Phase One of the information process is idea generation. How are ideas best defined and communicated?
Creating an example of a desired report.
Which of the following is/are the most important factor(s) for workstation comfort and productivity?
Desk chair.
Which of the following is not a primary function in an Information Processing Center (IPC)?
Determining training needs for administrative assistants.
Which of the following activities plays a role in effective upward communication?
Discriminating between usable and non-usable information.
Which of the following is NOT typically part of a web conferencing system?
Carol is writing an evaluation report for City Council. Council members are already familiar with the background of the issue and the criterion by which things are being evaluated. They are most interested in knowing her recommendations. Knowing this, which organizational structure should Carol use in her report?
Executive
Which of the following sequences best describes a basic document filing procedure?
Finalizing/Releasing/Indexing/Coding/Cross-Referencing/Sorting/Filing/Accessing.
Which of the following sequences best describes a basic document filing procedure?
Finalizing/Releasing/Indexing/Coding/Sorting/Filing.
Which of the following components are not included in your computer's processing activities?
Flash drive - A flash drive provides storage, not processing.
Which statement best describes a form?
Forms are made up of fixed information and blank spaces for you to enter variable information.
Which statement is true regarding effective use of e-mail messages?
Forward messages only to people who have a need to know.
Which of the following is NOT an instance where we would typically want to use an exclamation point?
George Washington was born in 1732!
Which of the following is not a true statement regarding introducing personal computers (PCs) in office environments during the early 1980s?
Graphical User Interface (GUI) created a more user-friendly environment.
What is the most important skill needed to develop proficiency as a word processor?
Having knowledge and command of keyboarding.
Which of the following reports are designed to draw conclusions and make recommendations?
Interpretative Reports.
Which of the following statements is true regarding planning and usage of space in the office?
It is important to periodically evaluate the office layout to identify new space needs.
Which document is used to identify departure and arrival times, ground transportation used, and hotel accommodations?
Itinerary
Which of the following areas is not a common behavior of an engaged listener?
Listens for logic over feeling.
Which of the following describes a perpetual records transfer plan?
Make record transfers based on events.
Which of the following is not a fundamental step to take to produce an effective Policy and Procedure Manual?
Obtain outside support from a consulting organization.
Legal Reports
Obtain preprinted legal forms and legal software to efficiently produce documents such as contracts, wills, deeds, affidavits, and power of attorney.
Financial Reports
Often are generated in an accounting department. Be careful not to transpose numbers. Use commas correctly and space figures to make them stand out.
Which of the following represent(s) the "building blocks of language?"
Parts of speech.
What is the main challenge when using ergonomic practices in an office environment?
People need to move and not sit at a desk for long periods of time.
Which of the following is the first step to take before providing training?
Perform needs assessment
Which orientation views relationships with people as more important than completing a work activity in a specified time?
Polychronic
Long Reports
Prepare this report to communicate detailed information for subjects such as grant proposals, new product feasibility reports, and company financial performance. These reports usually require extensive research. Although these reports vary in format, most of these reports contain the following sections:
Which of the following software programs have the shortest learning curve?
Presentation software.
What type of information would you obtain through an interview?
Primary information.
Which person is best qualified to assist with writing accurate procedures?
Process owners.
Which statement best describes an effective meeting?
Provides learning by listening to a topic or by observing behavior.
Which of the following conditions do not represent a common use of parentheses?
Providing emphasis to an entire sentence.
Which field of study is used as the foundation in developing characteristics of effective verbal communicators?
Psychology.
PAL is an acronym that stands for?
Purpose, agenda, and length (of meeting)—three key variables for successful meetings.
Which of the following statements is the biggest challenge when writing for a business audience?
Readers have a real or perceived scarcity of time.
Which of the following statements is correct regarding effective proofreading?
Record writing errors that you typically make and look for these errors first.
Which of the following is NOT a potential advantage of a database management system (DBMS)?
Reduces data storage needs
Which of the following sections are not found in the header of a business memo?
Reply: section.
In the following sentence, identify the dangling modifier and why it is wrong. Since getting that new job out of town, my gas bills have doubled and my car is falling apart.
Since getting that new job,' because it incorrectly modifies 'my gas bills.'
Which of the following statements reflect the best practice in scheduling meetings?
Solicit available time schedules from all participants.
Which financial statement shows how much money that a company made was retained and reinvested in the company?
Statement of Retained Earnings
Hard drives are measured in gigabytes or terabytes. What do gigabytes and terabytes represent?
Storage capacity - The more gigabytes or terabytes your hard drive is, the more information you can store on it.
Which of the following statements is false regarding a records retention and recovery program?
Sufficient protection of important documents is achieved by placing paper duplicates in a vault or safe.
Which is the best way of making sure to have good lighting in the office?
Supplement natural light with artificial light.
Which of the following organizations offers the Certified Professional Secretary and Certified Administrative Professional certifications?
The International Association of Administrative Professionals.
Which organization is most concerned with promoting administrative assistants as a profession?
The International Association of Administrative Professionals.
What part of an incident report identifies any witnesses to the event and summarizes their respective testimony?
The discussion
Which of the following reasons emphasizes the importance for optimal group communication?
The emergence of teams in organizations.
Moving Platens:
The top of the copier moves back and forth across the document to be copied. Be aware that these copy machines have low volume throughput.
What is the primary factor in determining a computer's operating system?
The type of computer used.
One of my greatest frustrations in my job duties is trying to locate lost paper documents. What advice do you have to help me locate these documents after they have been finalized and filed?
There are many practices that you can implement to find your lost documents and reduce your frustration. First, make sure that you have a written procedure that describes your filing process. Next, make sure that access to your files is restricted. When a document can't be found, check folders before and after the folder where the document should be and check for misfiles using letters that look alike such as N and M. Look for possible document check-outs that may not have been recorded. Speak with your employees requesting files recently. Check your sorter and look behind your file cabinet, desk or even in the wastebasket.
Technical Reports
These reports include equations, symbols, super and sub scripts (symbols above and below the writing line), special spacing, formatting, and scientific terminology and jargon.
Which of the following is FALSE about incident reports?
They always include a recommendation.
What is the purpose of the 5Ws and 1H in effective records management?
They assist administrative assistants in asking basic questions about the nature and location of a record.
Which of the following is a characteristic of Smart Phones in an office environment?
They perform synching through the internet or through the Cloud.
What statement best describes the need for administrative assistants to use their time wisely?
Time is a valuable and perishable commodity.
Which of the following typefaces would be the best choice for a business report to your manager?
Times New Roman
Editing Features:
To adjust how an image appears after copying.
Duplex Copying:
To copy on both sides of a page. This is a useful feature, but is prone to paper jams.
Monthly Reports
To periodically supply facts and figures and to communicate progress toward department and company objectives.
Informational Reports
To present objective information, such as facts, interview summaries, graphs, survey results, and project updates.
Bypass Tray:
To reduce the risk of jamming. Copy directly onto originals (colored paper, odd-sized paper, or card stock) that either can't be fed or are inconvenient to feed from the traditional copy paper tray inside your copier. Trays typically hold anywhere from one to 100 sheets. Use in color copiers to print covers or transparencies.
Proportional Zoom:
To shrink or enlarge both length and width of a page and reduce white space on copies of reduced pages.
Memory:
To store data (such as scanned pages), scan documents, utilize scan once/print many, or fax.
Which of the following statements is not a purpose of an adjective?
To substitute for a noun.
Why would you use a Letter of Transmittal in a long business report?
To summarize your report's purpose and scope, sources of information, and major recommendations
Why should a travel agent be used to help plan business travel?
Travel agents are specialists and can cut through the maze of travel information.
Which of the following conditions do not represent a requirement for effectively planning a conference?
Use forward scheduling to create a planning schedule.
Which of the following is not a primary factor to consider when creating an office layout?
Use of color.
Which of the following is a true statement regarding telecommunications technology?
Use of telecommunication technology is a natural progression of the Computer and Information Age.
Short Reports
Use these reports to objectively and succinctly communicate facts. These reports, as compared to long reports, are informal documents that get right to the point. Similar to standard memoranda, These reports usually run one to three pages but may be longer. They differ from memoranda in that they include subdivisions, are routine, and occasionally include exhibits or charts.
Interpretative (Analytical) Reports
Use this report format to draw conclusions and make recommendations.
Which of the following is the best way to classify copy machines?
Volumes of copies desired and functions performed.
Which of the following statements best describes the intent of document editing?
Writing is expansive and creative, while editing is a critical activity.
Remote Diagnostics:
Your service tech can log in online, diagnose the issue and apply a fix remotely. Improved repair time and assistance ensures that maintenance schedules are accurately followed.
What do the electrical connections between the various components on a motherboard consist of?
thin and narrow pieces of metallic foil referred to as 'traces'
Brenda needs a _____ in order to see images on her computer screen.
video card