BPA-Basic Office Systems of Procedures

As an office worker you may use portions of lawfully acquired copyrighted works in a multimedia presentation, which is defined as ______% or ___ minutes (whichever is less) of "motion media".

10%, 3 minutes

The line for a secretary's signature in meeting minutes must be ____ long.

2 inches

Computer virus

A destructive program loaded onto a computer and run without the user's knowledge

Computer network

A group of computers and related devices that are linked and can share information

Controller

A person who supervises company accounting and financial reporting activities

Software

A program that gives instructions to a computer

Hotspot

A public location that offers network access through a wireless connection

The first sentence of an information request

A question or a polite demand

Interactive voice response

A recorded message accessed and directed by the user to get or record information

FTP (File Transfer Protocol)

A tool that allows files to be uploaded to or downloaded from a remote computer

Blog

A web-based journal, also called a weblog

Wiki

A website to which anyone can add, edit, or delete content

The two letter state abbreviation for Alaska is_____.

AK

Memos

An important channel of communication within an organization

Extranet

An information network like an intranet but partially available to some outside users

Discussion group

An online public forum for articles and messages related to a certain topic

When you or an office colleague answers the phone, what should be done?

Announce your name and office affiliation

Letters

Are confidential

Which formatting style includes keying in all lines at the left margin?

Block-style letter.

Overhead

Business costs not directly related to a product or service

Letters

Carry sense of formality and importance

A _____ resume starts by listing your work history, with the most recent position listed first.

Chronological

Positive Messages

Communicating straightforward requests, replies, and goodwill

Electronic imaging

Converting paper documents to pictures that are stored and displayed by computer

Letters

Deliver persuasive, well considered messages

In the first sentence of a direct reply email

Deliver the information the reader wants

Negative Messages

Delivering refusals and bad news

Channels used for positive messages

Emails, memos, and letters

Input

Entering data into the information system

When answering the phone for your employer, you should

Greet the caller by providing your employer's name and your name.

_______________________is the first sign that an unethical decision has occurred.

Guilt

Processing

Handling data to create meaningful information

Letters

Important external communication channel

Hypertext

Information in electronic documents that is organized with links to information at other locations

Brief positive messages

Instant messaging, texting, and social media

Letters

Less likely than electronic media to be intercepted, misdirected, forwarded, retrieved, or otherwise inspected by unintended recipients

Routine requests and responses to requests

May take form of emails, memos, letters, or social media posts

sales channels

Methods of marketing products, such as through retail stores or online.

. File the following States in order, NJ, NC, MS, NH:

Mississippi, New Hampshire, New Jersey, North Carolina

Letters

Necessary when the situation calls for a permanent record

A standard large envelope is 9.5in by 4.125in, it is also commonly referred to as:

No 10

The envelope size most commonly used for mailing letters is:

No. 10

Which of the following is most important in completing a travel expense report?

Receipts

Subject Line

Refers in abbreviated form to previous correspondence and or summarizes a message

Subject Line

Refers to earlier correspondence so that in the first sentence, they are free to emphasize the main idea

Output

Retrieving information from the system

Persuasive Messages

Sales pitches

Storage

Saving information for future use

Distribution

Sending information to the appropriate people

The first sentence of an information request

Should not be an explanation or justification, unless resistance to the request is expected

Firewall

Software and equipment used to prevent unauthorized access to computers and networks

Demographic data

Statistics that describe a population, such as age or income level

Opening and closing

The most emphatic positions in a message

Hardware

The physical parts of a computer or related equipment

Maintenance should be performed on office machines:

When suggested by the manufacturer

Relational database

a program that allows the user to link data from two or more tables to create reports

When filing, personal names with prefixes,

a. surnames that include a prefix are filed as one unit.

When someone is asking you to do something, you are

actively listening to requests.

The subject line of a business letter is:

after the salutation

The table of content heading is typed in:

all caps

Reference initials ______.

are in capital sentences

The subject line of a business letter is:

before the salutation

In a business plan _________.

both heading and subheadings are bold.

A resume starts by listing your work history, with the most recent position listed first.

chronological

If you see this proofreaders mark in your document, you are being asked to ____.

close up; delete space

The process of sending and receiving messages that convey information, feelings, ideas and beliefs is

communication

When filing and dealing with a foreign personal name, if you cannot distinguish the last name from the first, you should

consider a prefix as part of the name, not as a separate unit.

The notation "cc" on letters, memos and email indicates:

courtesy copy

When creating a flyer for a picnic, which of the following software should be used:

desktop publishing

When creating an invitation, which of the following software should be used:

desktop publishing

The margins control the amount of spacing between lines of text

false

The first impression is typically made in the

first 7 to 10 seconds

A _____ resume is used most often by people who are changing careers or who have gaps in their employment history.

functional

The carat symbol indicates where something must be

inserted.

When filing simple personal names the names should be divided into which two indexing unit?

last name, first name, middle name or initial

In an agenda, numbers may be:

left or right aligned

A ____ is a unit of measurement for computer memory and storage

megabyte

Numbers or bullets may be used in letters to call attention to items in a list. If the sequence of the items is important, use:

numbers.

In a series, a comma before the conjunction is ____.

optional

A printer is an example of a(n)

peripheral.

Ethics deals with

principles for acceptable conduct.

For output devices, an office professional can use a

printer

For output devices, an office professional can use a:

printer

Symbols used when marking up copy are called

proofreader's marks

information processing

putting facts or numbers into a meaningful and useful form

The inside address of a business letter in modified-block style is the ________?

recipient's address

The inside address of a formal business letter is the _____?

recipient's address

Use a ______to separate three or more items in a series if any of the items already contain commas.

semi-colon

Software that can be installed and used, and then purchased if you decide to continuing using it, is called

shareware.

Which strategy demonstrates customer focus?

showing respect for customers seeking customer input going the extra mile to maintain good relationships

Usually the spacing in the body of letter is:

single spaced

Principles are

specific and pervasive boundaries for behavior that are universal and absolute

When filing personal names with prefixes:

surnames that include a prefix are filed as one unit

Completing a job application is an example of reading

to follow directions

The purpose of an organizations tagline is:

to serve as a linking device between the organization and the name

The purpose of an organizations tagline is:

to serve as a linking device between the organization and the name.

Professional organizations can help improve your professional image?

true

The virtual office has no physical form and allows you to work in your car, at a coffee shop, or at an out-of-town location

true

. The title on a title page is typed in:

upper and lowercase

In a MLA report ________:

use a 1 inch margins for all pages.