Test Your Outlook 2010 Technology Skills

1.

Although MS Outlook is often used mainly as an e-mail application, it also provides features among the following:

A.

A calendar
B.

Task and contact management
C.

Picture Manager
D.

Allows web browsing

Correct Answer(s)
A. A calendar
B. Task and contact management
D. Allows web browsing

Explanation
MS Outlook is a versatile application that offers more than just email functionality. It includes a calendar feature that allows users to schedule and organize their appointments and events. Additionally, it provides task and contact management tools, allowing users to keep track of their tasks and manage their contacts efficiently. However, Picture Manager is not a feature of MS Outlook. Lastly, MS Outlook does not offer web browsing capabilities.

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2.

MS Outlook 2003 can operate in conjunction with Microsoft Exchange Server to provide enhanced functions for multiple users in an organization

A.

Ture
B.

False

Correct Answer
A. Ture

Explanation
MS Outlook 2003 can indeed operate in conjunction with Microsoft Exchange Server to provide enhanced functions for multiple users in an organization. This integration allows for features such as shared calendars, contacts, and email folders, as well as improved collaboration and communication within the organization. By connecting to the Exchange Server, Outlook 2003 enables users to access their emails, appointments, and other data from multiple devices and locations, making it a valuable tool for organizations with multiple users.

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3.

Which feature among the following provides the benefit of having constant exchange of data without the network performance issues of having a constant connection

A.

RPC over Internet
B.

Cache Exchange Mode
C.

New Data File Type (.pst)
D.

E-mail messages with restricted permission Information Rights Management (IRM)

Correct Answer
B. Cache Exchange Mode

Explanation
Cache Exchange Mode is a feature that provides the benefit of constant exchange of data without the network performance issues of having a constant connection. This mode allows Outlook to store a local copy of the user's mailbox on their computer, which enables them to access their email, calendar, and other data even when they are offline. When the user reconnects to the network, any changes made to the local copy are automatically synchronized with the server, ensuring that the data is up to date. This constant exchange of data without the need for a constant network connection helps to improve performance and efficiency.

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4.

Benefits of Cache Exchange Mode among the following are:

A.

Notification of new e-mail
B.

Enhanced privacy features
C.

Automatic synchronization
D.

Reduced network & Server loads

Correct Answer(s)
A. Notification of new e-mail
C. Automatic synchronization
D. Reduced network & Server loads

Explanation
Cache Exchange Mode offers several benefits including notification of new email, automatic synchronization, and reduced network and server loads.

Notification of new email allows users to receive immediate alerts when new messages arrive, ensuring they stay updated and can respond promptly.

Automatic synchronization ensures that changes made to emails, calendar events, and contacts are automatically updated across all devices, providing a seamless and consistent experience.

Reduced network and server loads are achieved by storing a local copy of emails, reducing the need for constant communication with the server. This improves performance, especially in scenarios with limited or unreliable network connectivity.

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5.

What term best describes the usefulness of Quick flagging?

A.

Security
B.

Follow up
C.

Prioritization
D.

Filtering Spam

Correct Answer
B. Follow up

Explanation
Quick flagging is a feature that allows users to mark emails or messages for follow-up. This term best describes the usefulness of Quick flagging because it helps users easily identify and prioritize important messages that require a response or further action. By flagging messages, users can ensure that they don't forget to follow up on important tasks or conversations, helping them stay organized and efficient in their communication.

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6.

Mailbox size can be checked in Outlook Web mail.

A.

True
B.

False

Correct Answer
B. False

Explanation
In Outlook Web mail, users can check their mailbox size by going to the settings or options menu and looking for the mailbox size or storage usage section. However, this statement is incorrect as mailbox size cannot be checked in Outlook Web mail.

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7.

Which steps among the following should an user perform regularly to maintain a reasonable mailbox size:

A.

Make sure Deleted Items is emptied upon closing out (auto or manual)
B.

Remove e-mail in Sent Items and Drafts (auto or manual)
C.

Check Mailbox Cleanup feature (tools – mailbox Cleanup)
D.

Archive

Correct Answer(s)
A. Make sure Deleted Items is emptied upon closing out (auto or manual)
B. Remove e-mail in Sent Items and Drafts (auto or manual)
C. Check Mailbox Cleanup feature (tools – mailbox Cleanup)
D. Archive

Explanation
The user should regularly perform the following steps to maintain a reasonable mailbox size: making sure Deleted Items is emptied upon closing out (auto or manual), removing e-mail in Sent Items and Drafts (auto or manual), checking the Mailbox Cleanup feature (tools – mailbox Cleanup), and archiving.

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8.

When checking Mailbox Size, the Server Data tab will only appear when Outlook is in ……………….state. (Offline/Connected/Disconnected).

Correct Answer(s)
offline

Explanation
The Server Data tab will only appear when Outlook is in an offline state.

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4

9.

Archiving feature is available both in Outlook client and Outlook Webmail

A.

True
B.

False

Correct Answer
B. False

Explanation
The statement is false because the archiving feature is not available in Outlook Webmail. It is only available in the Outlook client.

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10.

File extension for an Archive file is ………….

Correct Answer
.pst

Explanation
The file extension .pst is commonly used for archive files in Microsoft Outlook. PST stands for Personal Storage Table, and it is a file format used to store email messages, contacts, calendar events, and other data in Outlook. By archiving data into a .pst file, users can free up space in their mailbox while still retaining access to their old emails and other information.

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4

11.

Which one among the following can only be done successfully if Outlook has online status:

A.

Creating an appointment
B.

Creating an event
C.

Scheduling a meeting

Correct Answer
C. Scheduling a meeting

Explanation
Scheduling a meeting can only be done successfully if Outlook has online status because it requires access to the internet and the ability to communicate with other participants. Creating an appointment and creating an event can be done offline as they are individual tasks that do not require real-time communication or coordination with others. However, scheduling a meeting involves inviting and coordinating multiple participants, which requires an online connection to send and receive invitations, check availability, and make necessary updates.

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12.

Choose the advantages of using Word as an Email Editor in Outlook from the following:

A.

Formatting benefits to e-mails
B.

Spell Check in e-mails
C.

Decrease in RAM usage
D.

Auto-Save benefits

Correct Answer(s)
A. Formatting benefits to e-mails
B. Spell Check in e-mails
D. Auto-Save benefits

Explanation
Using Word as an Email Editor in Outlook provides formatting benefits to emails, allowing users to customize the appearance of their messages. It also includes a spell check feature, ensuring that emails are free from spelling errors. Additionally, Word as an Email Editor offers auto-save benefits, which automatically saves drafts of emails, preventing any loss of work in case of unexpected disruptions. However, there is no mention of a decrease in RAM usage as an advantage of using Word as an Email Editor in Outlook.

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13.

Which features among the following are introduced in MS Outlook 2007 :

A.

Cache Exchange Mode
B.

To-do Bar
C.

Minimized Navigation Pane & MS Word 2007 as the default e-mail editor
D.

Able to send your Calendar via e-mail

Correct Answer(s)
B. To-do Bar
C. Minimized Navigation Pane & MS Word 2007 as the default e-mail editor
D. Able to send your Calendar via e-mail

Explanation
In MS Outlook 2007, several new features were introduced. These include the To-do Bar, which allows users to manage their tasks and appointments more efficiently. The Minimized Navigation Pane provides a more streamlined and clutter-free interface. MS Word 2007 became the default email editor, offering enhanced editing capabilities. Additionally, users can now send their calendar via email, making it easier to share schedules and appointments with others.

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