Computer Knowledge and Office Procedure
Computer Knowledge and Office Procedure tests everyday office computing and the paper trail of administrative work. Computer questions cover hardware, operating-system basics, file management, MS Word, Excel, PowerPoint, internet and e-mail use, and basic security. Office procedure covers receipt and dispatch, noting and drafting, file movement, record keeping, correspondence format, and confidentiality.
Core rules
- File paths: folders are separated by a backslash in Windows; an extension such as .docx or .xlsx identifies the file type.
- Excel: formulas begin with “=”; relative references change when copied, absolute references (with $) do not.
- Word: use styles for headings, and use “Track Changes” for reviewed drafts rather than editing silently.
- Office procedure: a received letter is diarized, entered in the receipt register, and put up with a note; the draft is prepared only after the decision is recorded.
- Confidential papers are not mixed with routine files and are not sent through ordinary dispatch.
Worked example
In Excel, cells B2 and B3 contain 120 and 180. The formula =SUM(B2:B3) returns 300. Reasoning: SUM adds all numeric cells in the range from B2 through B3 inclusive; if the formula is copied down one row to =SUM(B3:B4), the range shifts because the references are relative. To keep B2 fixed, write =SUM($B$2:B3) or use an absolute range.
Traps that cost marks
Confusing “Save” with “Save As”; deleting a file instead of moving it; using a colon instead of a backslash in a Windows path; and drafting a reply before the receipt and note stage is complete. Missing enclosures in official correspondence is a common procedural error.