Full Interview Guide: Computer, IT & MS Office for Office Assistant

Prepared for: Muhammad Arsalan

Post: Office Assistant

Department: Establishment Department, Civil Secretariat KP

1. What is an operating system? Give examples.

Answer: An operating system (OS) is software that manages computer hardware and software

resources. Examples include Windows, macOS, Linux.

2. What are the functions of RAM and ROM?

Answer: RAM stores data temporarily for quick access by the CPU; ROM stores permanent

instructions for booting the computer.

3. What is the difference between hardware and software?

Answer: Hardware refers to the physical parts of a computer (e.g., keyboard, mouse), while

software is the set of instructions that tells the hardware what to do (e.g., MS Word).

4. What are input and output devices? Give examples.

Answer: Input devices allow users to enter data (e.g., keyboard, mouse), while output devices

show results (e.g., monitor, printer).

5. What is the difference between a file and a folder?

Answer: A file is a document or data item stored in a computer. A folder is a container used to

organize files.

6. How do you create a table in MS Word?

Answer: Go to the Insert tab -> Click on Table -> Choose number of rows and columns.

7. What is the shortcut for 'Save As' in MS Word?

Answer: F12

8. How do you sort data in MS Excel?

order.

9. What is the use of formulas in Excel? Give an example.

Answer: Formulas perform calculations. Example: =SUM(A1:A5) adds values from cell A1 to A5.

10. How do you create a presentation in PowerPoint?

Answer: Open PowerPoint -> Click on Blank Presentation -> Add slides -> Insert content like text,

images, and charts.

11. How to insert a header or footer in Word?

Answer: Go to Insert tab -> Click on Header or Footer -> Choose a built-in design or create your

own.

12. How do you send an email with an attachment?

Answer: Click on Compose -> Add recipient and message -> Click on paperclip icon to attach a file

-> Send.

13. What is CC and BCC in emails?

Answer: CC (Carbon Copy) sends a copy to other recipients; BCC (Blind Carbon Copy) hides

recipients from each other.

14. What is the difference between a web browser and a search engine?

Answer: A web browser (e.g., Chrome) displays web pages; a search engine (e.g., Google) helps

find websites.

15. What is phishing?

Answer: Phishing is a fraudulent attempt to get sensitive information by pretending to be a

trustworthy entity via email or websites.

16. How do you operate a scanner and printer?

Answer: Connect device -> Turn it on -> Use appropriate software to scan or print documents.

17. What is the difference between a laser printer and an inkjet printer?
 Answer: Laser printers use toner and are faster; inkjet printers use liquid ink and are better for

photos.

18. What would you do if a printer shows "paper jam" error?

Answer: Turn off the printer -> Open access panels -> Carefully remove the jammed paper ->

Close and restart.

19. What steps do you take if the computer is not turning on?

Answer: Check power cable -> Power button -> UPS or socket -> Monitor or hardware issues.

20. How to connect a projector to a computer for a presentation?

Answer: Connect VGA/HDMI cable -> Turn on projector -> Press Windows+P to select display

mode.

21. What is the importance of typing speed for an office assistant?

Answer: High typing speed improves efficiency and productivity in data entry and document

preparation.

22. How do you rename, copy, move, and delete files/folders in Windows?

Answer: Right-click the file/folder -> Choose Rename/Copy/Cut/Delete from the context menu.

23. What is the shortcut for switching between open windows?

Answer: Alt + Tab

24. How do you change line spacing in MS Word?

Answer: Go to the Home tab -> Click on Line and Paragraph Spacing -> Select the desired

spacing.

25. How can you protect a Word document with a password?

Answer: Click on File -> Info -> Protect Document -> Encrypt with Password -> Enter a password.

26. What is the use of Track Changes in MS Word?

Answer: It allows you to see edits and suggestions made to a document, useful for reviewing

changes.
27. How do you insert a page number in MS Word?

Answer: Go to Insert tab -> Click on Page Number -> Choose the desired location and format.

28. How do you set page orientation in MS Word?

Answer: Go to Layout tab -> Click on Orientation -> Choose Portrait or Landscape.

29. How can you freeze panes in MS Excel?

Answer: Go to View tab -> Click on Freeze Panes -> Select Freeze Top Row or Freeze First

Column.

30. What is conditional formatting in Excel?

Answer: It is used to automatically format cells based on their values, like highlighting values

greater than 100.

31. How do you create a chart in Excel?

Answer: Select your data -> Go to Insert tab -> Choose the type of chart (e.g., Bar, Line, Pie).

32. What is the difference between relative and absolute cell references in Excel?

Answer: Relative changes when copied (A1), absolute remains fixed ($A$1).

33. How do you apply a filter in Excel?

Answer: Select your data -> Go to Data tab -> Click on Filter -> Use drop-down arrows to filter

values.

34. How do you rename a file or folder in Windows?

Answer: Right-click on the file or folder -> Select Rename -> Type the new name and press Enter.

35. How do you copy and move files in Windows?

Answer: Copy: Right-click -> Copy -> Paste to new location. Move: Right-click -> Cut -> Paste.

36. How do you delete a file in Windows?

Answer: Right-click -> Delete or press Delete key. Deleted files go to the Recycle Bin.

37. How do you restore a deleted file?

Answer: Open Recycle Bin -> Right-click the file -> Click Restore.
38. What is file compression and why is it used?

Answer: It reduces file size using tools like ZIP or WinRAR for easier sharing or storage.

39. What is the shortcut to copy, paste, and cut?

Answer: Copy: Ctrl + C, Paste: Ctrl + V, Cut: Ctrl + X

40. What is the shortcut to switch between open windows?

Answer: Alt + Tab

41. How do you minimize all windows and go to desktop?

Answer: Windows key + D

42. How do you open Task Manager?

Answer: Ctrl + Shift + Esc or Ctrl + Alt + Del, then choose Task Manager.

43. What is the shortcut for Undo and Redo?

Answer: Undo: Ctrl + Z, Redo: Ctrl + Y

44. What are the components of a professional email?

Answer: Subject, Greeting, Body, Closing, Signature

45. What precautions should you take before opening email attachments?

Answer: Verify sender, avoid unknown links, use antivirus protection.

46. How do you organize emails into folders?

Answer: Create a new folder/label in the email platform and drag emails into it.