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NSSCO Office Practice (6157) study materials
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NSSCO Office Practice (6157) practice questions

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Question 1The Office Environment and Office Organisation

Which type of office layout places workstations in one large open area with few or no internal walls?

  1. Landscaped layout
  2. Closed-plan layout
  3. Cellular layout
  4. Open-plan layout Correct answer.

Explanation

An open-plan layout is a large undivided floor space where many employees work together, with partitions or screens rather than full walls. It is chosen for economy of space, easier supervision and better communication. Cellular and closed-plan layouts instead give each worker a separate enclosed room.

Question 2The Office Environment and Office Organisation

A firm wants to reduce the floor space needed per employee while keeping noise between work groups under control. Which arrangement best meets both aims?

  1. Renting several small separate buildings
  2. Individual cellular offices for every employee
  3. Removing all partitions to maximise flexibility
  4. A landscaped open plan with acoustic screens between groups Correct answer.

Explanation

A landscaped open plan combines the space efficiency of open planning with screens, planting and furniture that absorb and block sound between groups. It therefore reduces space per employee without losing acoustic separation. Cellular offices use more space, and removing all partitions removes the noise control.

Question 3The Office Environment and Office Organisation

In office organisation, what does the term 'span of control' refer to?

  1. The number of subordinates for whom one supervisor is directly responsible Correct answer.
  2. The total floor area allocated to a single department
  3. The range of products sold by a company
  4. The length of time a filing system is retained before disposal

Explanation

Span of control describes how many subordinates report directly to one manager or supervisor. A wide span means many subordinates under one supervisor, giving a flatter structure; a narrow span means few, giving a taller hierarchy with closer supervision.

Question 4The Office Environment and Office Organisation

A company has a managing director, three departmental managers, and supervisors reporting to each manager. Which organisational structure does this describe?

  1. A matrix structure with dual reporting
  2. A line (hierarchical) structure with clear levels of authority Correct answer.
  3. A flat structure with a wide span of control
  4. A committee-based structure

Explanation

A line structure arranges staff in a vertical chain of command from senior to junior, with each person answerable to one superior. The described levels (managing director, managers, supervisors) form such a hierarchy. A flat structure would have very few levels, and a matrix would give staff two bosses.

Question 5The Office Environment and Office Organisation

Which of the following is a function of the office rather than a function of production?

  1. Converting raw materials into finished goods on the shop floor
  2. Operating machinery to shape metal parts
  3. Assembling components into a saleable product
  4. Safeguarding business records and information Correct answer.

Explanation

The office handles information and administration: it collects, processes, stores and protects records on which decisions depend. Safeguarding records is therefore a core office function. The other options describe physical transformation of materials, which is production work.

Question 6The Office Environment and Office Organisation

Why is the office often described as the 'nerve centre' of an organisation?

  1. It is the place where all raw materials are stored before use
  2. It houses the machinery that generates the company's electricity supply
  3. It is always located at the physical centre of the company's premises
  4. It coordinates information and decisions that direct the whole organisation Correct answer.

Explanation

The nerve-centre description emphasises that the office gathers information from all sections, processes it and issues instructions and decisions that keep the whole organisation working. The image refers to coordination of information, not to physical position or utilities.

Question 7The Office Environment and Office Organisation

Which arrangement of office furniture best supports a worker who must repeatedly move between a computer, a telephone and a filing cabinet during the day?

  1. A desk placed so the worker must stand to reach each item
  2. A straight-line desk with the filing cabinet behind a fixed chair
  3. A radial arrangement with the three items within easy reach of a swivel chair Correct answer.
  4. An arrangement that places all three items in a separate room

Explanation

A radial layout places frequently used equipment around the seated worker so that each item is reached with a simple swivel or short stretch. This reduces unnecessary movement, fatigue and time lost. Straight-line or distant arrangements force the worker to stand or walk repeatedly.

Question 8The Office Environment and Office Organisation

What is the main purpose of an office manual?

  1. To replace the need for any supervision of staff
  2. To record the daily attendance of each employee
  3. To list the prices of the company's products for customers
  4. To set out the office's procedures, duties and rules in one reference document Correct answer.

Explanation

An office manual is a written reference that documents routines, responsibilities and regulations so that work is done consistently and new staff can learn quickly. It supports supervision rather than replacing it, and it does not deal with attendance records or pricing.

Question 9The Office Environment and Office Organisation

Which factor is most important when deciding where to locate a company's main administrative office?

  1. The colour scheme used in the reception area
  2. Proximity to the nearest factory chimney
  3. Availability of suitable premises, transport links and a suitable labour pool Correct answer.
  4. The number of windows in the boardroom

Explanation

Office location decisions weigh access to transport, availability and cost of premises, and the supply of suitably skilled labour, along with communication facilities. These factors affect running costs and the ability to recruit and serve clients. Decorative details are minor once the site is chosen.

Question 10The Office Environment and Office Organisation

A business moves from a city-centre office to a cheaper suburban site but loses several experienced clerks who cannot travel there. Which conclusion is most reasonable?

  1. Staff loss never affects office efficiency
  2. The saving in rent must be weighed against recruitment and training costs caused by staff loss Correct answer.
  3. The move was cost-free because rent fell
  4. Location has no effect on office organisation

Explanation

Location decisions involve trade-offs. Lower rent is an advantage, but losing experienced staff creates replacement, recruitment and training costs and may reduce efficiency temporarily. A sound analysis compares the total costs and benefits rather than rent alone.

Question 11The Office Environment and Office Organisation

What is meant by 'delegation' in office organisation?

  1. Recording every instruction given in a register
  2. Dismissing an employee for poor performance
  3. Transferring all decision-making permanently to an outside contractor
  4. Passing authority and responsibility for a task to a subordinate while retaining overall accountability Correct answer.

Explanation

Delegation is the assignment of a duty together with the authority needed to carry it out, while the manager remains accountable for the outcome. It develops staff and frees managers for higher-level work. It is not dismissal, permanent outsourcing or mere record-keeping.

Question 12The Office Environment and Office Organisation

Which of these is an advantage of centralising the filing system of a large company in one records room?

  1. Duplicate copies of every document are automatically created
  2. Files are kept under unified control with consistent indexing and security Correct answer.
  3. Each department can keep its files secret from the others
  4. Departmental staff never need to consult records

Explanation

Centralised filing brings all records under one control point, so indexing, retention and security rules are applied consistently and space and equipment are shared. The main drawback is the travel or delay involved when departments need files, not secrecy or duplication.

Question 13The Office Environment and Office Organisation

Which of the following best describes a 'line and staff' organisation?

  1. Staff specialists have authority over line managers in all matters
  2. Line managers hold direct authority while staff specialists advise and support them Correct answer.
  3. Only line managers exist, with no specialist advisers
  4. All employees report to a committee

Explanation

In a line and staff structure, line managers command the departments that produce the organisation's work, while staff specialists such as accountants or personnel officers provide expert advice and services. Staff advisers normally lack command authority over line departments.

Question 14The Office Environment and Office Organisation

What is the chief benefit of using a work-flow (process) chart in planning an office?

  1. It lists the company's customers alphabetically
  2. It shows the sequence of operations and documents so unnecessary movement and delay can be removed Correct answer.
  3. It replaces the need for office equipment
  4. It records the salary scale of each employee

Explanation

A work-flow chart maps each step a document or task passes through, revealing duplication, backtracking and idle time. Planners can then rearrange desks, equipment or procedures to shorten the route. Payroll, customer lists and equipment supply are separate matters.

Question 15The Office Environment and Office Organisation

Which of the following is the best example of an ergonomic adjustment to a workstation?

  1. Raising the computer monitor to eye level and supporting the user's feet Correct answer.
  2. Replacing the office carpet with tiles
  3. Adding more filing cabinets to the room
  4. Painting the office walls a brighter colour

Explanation

Ergonomics matches the work environment to the physical needs of the worker. Adjusting monitor height and providing foot support reduce strain on the neck, back and legs. Colour, storage and flooring changes may affect comfort generally but are not ergonomic fittings of the workstation itself.

Question 16The Office Environment and Office Organisation

A department head must decide whether to buy a new photocopier. Which information in the office records would be most useful?

  1. The colour of the current machine
  2. The number of visitors received last year
  3. The number of copies made each month and the running costs of the existing machine Correct answer.
  4. The birthdays of the departmental staff

Explanation

A purchasing decision should rest on evidence of need and cost. Copy volume shows whether the present machine is overloaded, and running costs allow comparison with a new machine's purchase and operating costs. Personal or decorative details do not support the decision.

Question 17The Office Environment and Office Organisation

In a small office, the receptionist also opens the mail, keeps the petty cash and types all correspondence. Which organisational weakness does this illustrate?

  1. Overuse of centralised filing
  2. Too wide a span of control for the supervisor
  3. Excessive specialisation of duties
  4. Lack of separation of duties, which weakens internal control Correct answer.

Explanation

Combining the handling of cash with other duties in one person removes the check that another employee would provide. Separation of duties ensures that no single person controls a transaction from start to finish, which protects against error and fraud. The problem is concentration, not specialisation.

Question 18The Office Environment and Office Organisation

What is the main purpose of a job description?

  1. To advertise the company's products
  2. To state the duties, responsibilities and reporting relationships of a post Correct answer.
  3. To calculate the company's annual tax
  4. To record the applicant's medical history

Explanation

A job description defines a post by listing its title, duties, responsibilities and the person to whom the holder reports. It is used in recruitment, induction and appraisal. It is not a medical record, a tax document or an advertisement.

Question 19The Office Environment and Office Organisation

Which of the following is a disadvantage of an open-plan office?

  1. It uses more floor space per employee than separate rooms
  2. Noise and distractions from colleagues can reduce concentration Correct answer.
  3. It makes supervision of staff more difficult
  4. It prevents any sharing of equipment

Explanation

Because many people work in one undivided area, sound carries and conversations, telephones and machines distract workers, lowering concentration for tasks needing quiet. The other options are false: open planning saves space, eases supervision and encourages equipment sharing.

Question 20The Office Environment and Office Organisation

A manager wishes to reduce the number of levels in the organisation while keeping work coordinated. Which change should accompany a wider span of control?

  1. More delegation of routine decisions to subordinates Correct answer.
  2. Stricter centralisation of every minor decision
  3. Abolition of the supervisor posts without any replacement
  4. Removal of all written procedures

Explanation

A wider span means each manager supervises more people, so routine decisions must be pushed down through delegation to prevent the manager becoming a bottleneck. Written procedures also help maintain consistency. Centralising every minor decision would overload the manager and defeat the purpose.

Question 21The Office Environment and Office Organisation

Which of these tasks is normally carried out by the office rather than by the sales department?

  1. Keeping personnel records of employees Correct answer.
  2. Demonstrating a product to a client
  3. Visiting customers to close a sale
  4. Negotiating the price of a large customer order

Explanation

Personnel records are administrative records kept by the office to support management decisions about staffing. Negotiating prices, demonstrating products and visiting clients are selling activities performed by the sales function.

Question 22The Office Environment and Office Organisation

Why should an office keep a procedure for the disposal of obsolete records?

  1. To increase the number of filing cabinets required
  2. To ensure that every record is kept forever
  3. To allow staff to destroy records without any authority
  4. To free storage space and remove records no longer needed while protecting those still legally required Correct answer.

Explanation

A disposal procedure sets retention periods so that records are kept only as long as operational or legal needs require, then destroyed under authority. This frees space and equipment and reduces the risk of outdated information being used, while protecting records that must still be retained.

Question 23The Office Environment and Office Organisation

An office is being redesigned and staff complain that the new desks are too low and the chairs give no back support. Which professional concept is being ignored?

  1. Centralisation
  2. Delegation
  3. Span of control
  4. Ergonomics Correct answer.

Explanation

Ergonomics is the study of fitting equipment and furniture to the physical needs of the worker to prevent strain and injury. Desks at the wrong height and unsupported chairs are classic ergonomic failures. The other terms concern organisation and authority, not physical comfort.

Question 24The Office Environment and Office Organisation

A company's office manual states that all incoming invoices must be date-stamped, entered in a register and passed to the accounts section within one working day. What does this instruction illustrate?

  1. A documented procedure with a defined sequence and time limit Correct answer.
  2. An organisational chart of the company
  3. A job description for the accounts manager
  4. A retention schedule for financial records

Explanation

The instruction sets out a routine in a fixed order and imposes a time limit, which is exactly what a written procedure does. It guides staff so that invoices are handled consistently and not delayed. It does not describe a post, a retention period or reporting lines.

Question 25The Office Environment and Office Organisation

Which statement best explains why the office needs good internal communication?

  1. It allows departments to coordinate activities and management to give consistent instructions Correct answer.
  2. It allows each department to set its own unrelated targets
  3. It guarantees that the company will make a profit
  4. It removes the need for written records

Explanation

Internal communication carries instructions, information and feedback between departments so that work is coordinated and decisions reflect the same facts. Profit depends on many factors and is not guaranteed by communication, nor does communication remove the need for records.

Question 26The Office Environment and Office Organisation

Which office layout places workstations in one large room divided only by low screens, with no floor-to-ceiling walls between departments?

  1. An open-plan office Correct answer.
  2. A landscaped office
  3. A hot-desking office
  4. A cellular office

Explanation

An open-plan office is a single large space in which staff from several sections work together, separated only by low partitions or screens. The absence of full walls between departments is the defining feature, and it is this that produces both the communication benefits and the noise and privacy drawbacks associated with the layout.

Question 27The Office Environment and Office Organisation

A clerk in a busy registry must find a named customer's file quickly from a cabinet holding thousands of folders. Which filing method should the registry use?

  1. Geographical filing by town
  2. Numerical filing by invoice number
  3. Alphabetical filing by customer name Correct answer.
  4. Chronological filing by date of receipt

Explanation

When the only detail known at the point of request is the customer's name, the index to the files must be arranged by that same name, so alphabetical filing gives direct access without a separate lookup. A request can then be traced in the cabinet in the same order in which it is asked for, which keeps retrieval fast as the volume of folders grows.

Question 28The Office Environment and Office Organisation

A company wants each invoice to be checked, approved and paid in the same sequence every month, whatever clerk is on duty. Which office document is designed to achieve this?

  1. A procedure setting out the steps and who performs each one Correct answer.
  2. An office manual index
  3. An organisation chart showing reporting lines
  4. A job description for the accounts clerk

Explanation

A procedure records the fixed order of steps in a routine and names the person responsible for each stage, so any member of staff can repeat the process identically. Standardising the sequence in this way is what controls consistency; the other documents describe structure, duties or contents rather than the order of work.

Question 29The Office Environment and Office Organisation

In a large organisation the registry, the typing pool and the messenger service all report to the same office services manager, who answers directly to the chief executive. Which feature of organisation does this illustrate?

  1. A functional relationship in which staff advise but do not command
  2. A span of control that is deliberately kept narrow Correct answer.
  3. A decentralised structure in which each department controls its own support services
  4. A committee structure in which decisions are taken by vote

Explanation

A narrow span of control exists when one manager supervises only a few sections or subordinates, so each reporting line is short and close. Here the office services manager has three sections under direct supervision and one clear line upward to the chief executive, which is the mark of a narrow span rather than delegation across many tiers.

Question 30The Office Environment and Office Organisation

An office manager is asked to justify replacing four separate departmental typewriters with one central word-processing unit. Which argument is the strongest organisational case for the change?

  1. Work can be pooled and allocated to whichever operator is free, reducing idle time across the department Correct answer.
  2. The new unit will look more modern to visitors at reception
  3. Each department keeps its own machine, so staff never have to leave their section
  4. Operators will each be able to choose their own working hours

Explanation

Centralising a service is justified when it allows work to be pooled, so that peaks in one department are absorbed by operators who would otherwise be idle. The organisational gain is smoother use of staff time and fewer delays, which is a stronger argument than appearance or the convenience of individuals.

Question 31Office Equipment, Machines and Information Technology

In an office, which machine is specifically designed to destroy confidential documents so that the information on them cannot be read?

  1. A laminator
  2. A shredder Correct answer.
  3. A photocopier
  4. A franking machine

Explanation

A shredder cuts paper into strips or fine particles, which makes the printed information unreadable and protects confidentiality. The other machines reproduce, seal or process documents without destroying the information on them.

Question 32Office Equipment, Machines and Information Technology

A receptionist needs to send the same one-page notice to 40 parents by telephone line. Which piece of office equipment performs this task most efficiently?

  1. A guillotine
  2. A scanner
  3. A binding machine
  4. A fax machine Correct answer.

Explanation

A fax machine transmits a copy of a document over the telephone line to a receiving machine, so one notice can reach many recipients without printing and posting separate copies. Scanning, binding and cutting do not transmit documents to distant recipients.

Question 33Office Equipment, Machines and Information Technology

Which statement best describes the main function of a franking machine in an office mailroom?

  1. It addresses envelopes from a database
  2. It weighs parcels and records their dimensions
  3. It prints a validated postage impression and date on envelopes Correct answer.
  4. It opens incoming envelopes automatically

Explanation

A franking machine prints an authorised postage mark, usually with the date and sender's details, directly onto envelopes or labels. This replaces the use of adhesive stamps and speeds up the dispatch of bulk mail.

Question 34Office Equipment, Machines and Information Technology

What is the primary purpose of a laminator in an office?

  1. To punch holes for filing
  2. To reduce a document to a smaller size
  3. To seal a document between plastic films for protection Correct answer.
  4. To copy a document onto carbon paper

Explanation

A laminator applies heat or pressure to bond a document between transparent plastic films, protecting it from dirt, moisture and tearing. This is why identity cards, certificates and notices are often laminated.

Question 35Office Equipment, Machines and Information Technology

Which input device is most suitable for capturing a handwritten signature so that it can be stored as a digital image?

  1. A barcode reader
  2. A magnetic ink character reader
  3. An optical mark reader
  4. A graphics tablet Correct answer.

Explanation

A graphics tablet uses a stylus and pressure-sensitive surface to capture freehand drawing and handwriting as digital data. Barcode, magnetic ink and optical mark readers only interpret pre-printed codes or marks.

Question 36Office Equipment, Machines and Information Technology

Which of the following is a direct benefit of storing office records on a computer rather than in filing cabinets?

  1. Records no longer need any backup
  2. Records automatically become legally valid
  3. Records can be searched and retrieved quickly by keyword Correct answer.
  4. Records can never be lost or deleted

Explanation

Electronic storage allows records to be indexed and searched by keyword, so a file can be retrieved in seconds rather than physically located in a cabinet. Electronic records still require backup and careful access control.

Question 37Office Equipment, Machines and Information Technology

Which office machine is used to fasten loose sheets into a booklet with a plastic comb or spiral?

  1. A binding machine Correct answer.
  2. A collator
  3. A stapler
  4. A perforator

Explanation

A binding machine secures loose pages into a booklet using a plastic comb, spiral or similar binding element. Collating arranges pages, stapling joins a few sheets, and perforating punches holes.

Question 38Office Equipment, Machines and Information Technology

What does the abbreviation 'ICT' stand for in an office context?

  1. Internal Communication Technology
  2. Integrated Computer Training
  3. Information and Communication Technology Correct answer.
  4. International Clerical Technology

Explanation

ICT stands for Information and Communication Technology, covering the computer hardware, software and telecommunication systems used to create, store and exchange information. The term is standard in office practice syllabuses.

Question 39Office Equipment, Machines and Information Technology

A clerk must produce 200 identical copies of a one-page letter. Which method is the most economical and appropriate?

  1. Using a photocopier with an automatic document feeder Correct answer.
  2. Writing each copy by hand
  3. Typing each copy individually
  4. Using a spirit duplicator with handwritten masters

Explanation

A photocopier with an automatic document feeder can reproduce many identical copies quickly from one original, which is economical for short runs. Typing or handwriting each copy wastes labour and introduces errors.

Question 40Office Equipment, Machines and Information Technology

Which feature of a word processor is most useful when the same standard closing paragraph must appear at the end of many different letters?

  1. Spell check
  2. Thesaurus
  3. Word count
  4. AutoText or a stored template block Correct answer.

Explanation

AutoText or a stored template block lets a standard passage be inserted repeatedly without retyping, which ensures consistency and saves time. Spell check, word count and the thesaurus do not store reusable text.

Question 41Office Equipment, Machines and Information Technology

An office needs a device that can print, scan and copy documents while occupying one desk. Which device best meets this requirement?

  1. A dot matrix printer
  2. A digital projector
  3. A multifunction printer Correct answer.
  4. A plotter

Explanation

A multifunction printer combines printing, scanning and copying in a single unit, which saves space and cost. A dot matrix printer only prints, a plotter produces large technical drawings, and a projector displays images.

Question 42Office Equipment, Machines and Information Technology

Why is an uninterruptible power supply (UPS) important for a computer used to record payments in an office?

  1. It prints receipts more quickly
  2. It protects the computer from computer viruses
  3. It increases the speed of the computer's processor
  4. It provides temporary power so work can be saved during a power failure Correct answer.

Explanation

A UPS contains a battery that supplies power for a short period when the mains supply fails, allowing the operator to save data and shut down safely. It does not affect processor speed, printing speed or virus protection.

Question 43Office Equipment, Machines and Information Technology

Which type of software would an office use to maintain a list of customers, their addresses and payment records?

  1. A web browser
  2. A database management system Correct answer.
  3. A spreadsheet only for charts
  4. A desktop publishing package

Explanation

A database management system stores structured records and allows them to be sorted, searched and updated efficiently. Desktop publishing is for page layout, spreadsheets are for calculation, and a browser accesses the internet.

Question 44Office Equipment, Machines and Information Technology

A secretary wants to send the same letter to 300 clients, with each letter showing the client's name and address. Which function should be used?

  1. Mail merge Correct answer.
  2. Find and replace
  3. Macro recording
  4. Track changes

Explanation

Mail merge combines a main document with a data source so that each copy is personalised with individual names and addresses. Track changes, macros and find-and-replace do not generate personalised copies from a list.

Question 45Office Equipment, Machines and Information Technology

Which storage medium is most appropriate for archiving a large volume of scanned records that must be kept for several years?

  1. Random access memory
  2. An external hard drive or optical disc Correct answer.
  3. A floppy disk
  4. A printer's buffer

Explanation

An external hard drive or optical disc provides large, non-volatile capacity suitable for long-term storage of scanned records. Floppy disks hold very little data, RAM is volatile, and a printer buffer is temporary.

Question 46Office Equipment, Machines and Information Technology

What is the main advantage of using email instead of postal mail for internal office communication?

  1. Messages require no device to access
  2. Messages are guaranteed to be read immediately
  3. Messages cannot be forwarded to others
  4. Messages are delivered almost instantly and can include attachments Correct answer.

Explanation

Email delivers messages within seconds and allows documents to be attached, which speeds up internal communication. It does not guarantee immediate reading, can easily be forwarded, and requires a device and connection.

Question 47Office Equipment, Machines and Information Technology

Which precaution best protects office computer equipment from damage caused by dust?

  1. Placing equipment next to an open window
  2. Running equipment continuously without cleaning
  3. Covering equipment when not in use and cleaning it regularly Correct answer.
  4. Storing equipment in direct sunlight

Explanation

Dust accumulates inside computers and printers and can cause overheating and mechanical faults. Regular cleaning and covers reduce dust entry and extend equipment life. Sunlight, open windows and lack of cleaning increase risk.

Question 48Office Equipment, Machines and Information Technology

A company wants to reduce paper consumption. Which practice would contribute most directly to this goal?

  1. Replacing electronic filing with more cabinets
  2. Printing all emails for the file
  3. Increasing the number of photocopies made
  4. Using duplex printing and storing documents electronically Correct answer.

Explanation

Duplex printing uses both sides of each sheet, halving paper use, while electronic storage removes the need to print many documents at all. Printing emails and increasing copying both raise paper consumption.

Question 49Office Equipment, Machines and Information Technology

Which statement correctly distinguishes a photocopier from a duplicator?

  1. A photocopier makes copies directly from an original, while a duplicator works from a prepared master Correct answer.
  2. Both machines require a master to be prepared first
  3. A photocopier requires a master, while a duplicator copies directly from an original
  4. A duplicator produces only single copies

Explanation

A photocopier scans the original and reproduces it directly, whereas a duplicator requires a master from which many copies are produced. This distinction affects cost and suitability for long print runs.

Question 50Office Equipment, Machines and Information Technology

A clerk is choosing between a laser printer and an inkjet printer for producing 500 letters per day. Which choice is better and why?

  1. A laser printer, because it cannot print text
  2. An inkjet printer, because its toner lasts longer
  3. An inkjet printer, because it prints faster at high volume
  4. A laser printer, because it has a lower cost per page and higher speed for volume printing Correct answer.

Explanation

Laser printers use toner and are faster with a lower cost per page, making them suitable for high-volume text printing. Inkjet printers are slower and their cartridges are less economical for large volumes.