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2019FY9FEOfficeTechnologyDetailedSolutions

The document is the Fiji Year 9 Final Examination for Office Technology, consisting of multiple-choice and short answer questions covering topics such as typing, office roles, communication methods, and the use of technology in the workplace. It includes questions about the history of typewriters, the function of office equipment, and the importance of effective communication. The examination is designed to assess students' knowledge and skills in office technology as part of their education.

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0% found this document useful (0 votes)
32 views

2019FY9FEOfficeTechnologyDetailedSolutions

The document is the Fiji Year 9 Final Examination for Office Technology, consisting of multiple-choice and short answer questions covering topics such as typing, office roles, communication methods, and the use of technology in the workplace. It includes questions about the history of typewriters, the function of office equipment, and the importance of effective communication. The examination is designed to assess students' knowledge and skills in office technology as part of their education.

Uploaded by

kiyanaprasad
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 13

MINISTRY OF EDUCATION, HERITAGE & ARTS

FIJI YEAR 9 FINAL EXAMINATION 2019

OFFICE TECHNOLOGY

DETAILED SOLUTION

COPYRIGHT: MEHA, FIJI, 2019.


2.

SECTION A MULTIPLE–CHOICE QUESTIONS [30 marks]

1. The first mechanical typewriter was invented in

A. 1867. C. 1876.
B. 1967. D. 1976.

2. A stenographer is a trained professional who

A. types documents.
B. maintains accounts books.
C. repairs and maintains the typewriter.
D. accurately transcribes verbal communications.

3. The picture shown on the right is

A. Christopher Latham Sholes.


B. Samuel Soule.
C. Carlos Glidden.
D. Julius Caesar.

Source: https://www.ethw.org

4. The written statement of duties for a job is the

A. job analysis. C. job description.


B. job evaluation. D. job specification.

5. An electronic device that accepts input, processes and stores data


is a

A. mouse. C. keyboard.
B. monitor. D. computer.

6. Which of the following devices is classified as input?

A. Printer C. Speaker
B. Joystick D. Multimedia

7. The size of the paper used in this question paper is

A. A4. C. A6.
B. A3. D. A5.

© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.


3.

8. The function of the hardware shown on the right


is to

A. allow for presentation in the classroom.


B. produce result of any input on paper.
C. create audio output for listeners.
D. display data on the monitor.
Source: https://www.officetechnology.ie

9. The illustration given on the right is the icon for

A. Opera.
B. Mozilla Firefox.
C. Google Chrome.
D. Internet Explorer.
10. The internet icon shown on the right is

A. search.
B. account.
C. applications.
D. notifications.

11. The acronym URL stands for

A. Universal Resource Location.


B. Universal Resource Locator.
C. Uniform Resource Locator.
D. Uniform Reserve Location.

12. The toolbar that enables the user to edit the selected text in
Microsoft Word is

A. Menu. C. Task.
B. Formatting. D. Standard.

13. The purpose of the Tab key is to

A. type capital letters.


B. delete letters backward.
C. move the cursor to the next line.
D. advance the cursor to the next stop.

Turn over
© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.
4.

Study the statement below and answer Question 14.

YEAR 9 OFFICE TECHNOLOGY

14. The key which is pressed before typing the words in the statement is

A. Ctrl. C. Home.
B. Caps lock. D. Insert.

15. Another term for the Enter key on a keyboard is

A. Return. C. Home.
B. Backspace. D. Delete.

16. The home keys pressed by the right hand on the keyboard while
typing is

A. qwerty C. asdf
B. uiop D. jkl;

17. A student can move the cursor on the screen by using the mouse
or the

A. Alt keys. C. Filter keys.


B. Arrow keys. D. Control keys.

18. While typing, the thumbs are used to press the

A. Enter key. C. Shift key.


B. Space bar. D. Delete key.

19. The office role that supports the provision of services is the

A. controlling role. C. tertiary role.


B. complementary role. D. secondary role.

Study the statement below and answer Question 20.

One of the operations carried out in an office is to


communicate effectively within the office, customers
and suppliers.

© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.


5.
20. The above statement requires the worker to

A. order office supplies.


B. use the telephone system.
C. know the products and services.
D. identify and solve routine problems.

21. Which of the following office layout eases the interpersonal


communication?

A. Closed plan layout C. Open plan layout


B. Conservative layout D. Conventional layout

22. Which component of an office is shown in the picture below?

A. Other resources
B. Information
C. Equipment
D. People

Source: http://starprintings.com

Study the picture of a factory below and answer Question 23.

Source: https://www.brianlemay.com

23. The primary function of this business is to

A. sell the product. C. produce the service.


B. provide the service. D. manufacture the product.

24. The first time visitor to an office is classified as

A. follow up business. C. complete strangers.


B. with appointments. D. without appointments.

Turn over
© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.
6.

25. The best way for a business to make visitors feel comfortable when
walking into the reception area is by

A. talking to other customers.


B. attending to regular customers first.
C. putting a welcome sign at the entrance.
D. placing modern furniture and chairs to use.

26. Screening calls is the process of

A. deciding on who may speak with your boss.


B. deciding on which telephone call to answer.
C. placing acoustics screens in front of the office.
D. getting visitors to watch the television while waiting.

27. The medium of communication shown in the picture below is a

A. memorandum.
B. telephone.
C. report.
D. letter.

28. During the communication process the source of information is the

A. sender. C. decoder.
B. receiver. D. transmitter.

29. The symbol shown on the right is the


icon for

A. Messenger.
B. Telephone.
C. Internet.
D. Viber.

30. The picture below shows a person sending a message.


Which of the following transmission
channels is being used?

A. Email
B. Letter
C. Modem
D. Computer

© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.


7.

SECTION B SHORT ANSWER QUESTIONS


QUESTION 1 (10 marks)

List A List B
1. Secretary G A. Computer programs that find websites.

2. Icons L B. Enables you to work smarter so that you get


more done.
3. Insertion point E C. Typing of documents that are free of mistakes.

4. Search engines A D. Enables you to quickly find the right word with
similar meaning.
5. Email address J E. Shows where data can be entered.

6. Accuracy C F. Process whereby information is exchanged.

7. Clarity K G. Is employed in an office to assist with the


administrative tasks.
8. Time H. Relationship between the people within and
Management B outside the organisation.
9. Communication F I. A simplified expression of a piece of reality.

10. Model I J. Similar to physical mail so that both the sender


and recipient can communicate effectively.
K. The document is easy to read.

L. Graphics representations for a program or


function.

QUESTION 2

(a) Explain one importance of using technology in the office.


-Good standard of written and oral communication
-Competency in Microsoft Word and email systems
-Good organizational, record keeping and people skills
-Ability to identify, prioritises, complete and delegate tasks appropriately to meet
deadlines
-Ability to function as a key player in a team, providing and following leadership
where required
-Ability to effectively implement to organisation’s administration and
management requirement.
Any for (2 marks)

Turn over
© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.
8.

(b) Discuss one way an office worker can perform to the employer’s
expectation.
-Do what your boss says promptly and efficiently and demonstrate initiative
beyond this so that your boss does not have to guide you through everything.
-Wear appropriate office clothing and be an example of a well-organized person.
That will help make your boss's company attractive.
-Use Spellcheck ALWAYS!!! There's almost nothing worse than sending a
document out for public consumption full of spelling and grammar errors. It
makes you (and your company) look uneducated and careless.
Any for (3 marks)

(c) Refer to the Microsoft power point window below and answer the questions
that follow.

Source: http://dcpedestrian.com

(i) Explain how will you know the number of slides used in the
presentation.
PowerPoint allows you to access your taskbar without ending the
presentation. Locate and select the Slide Options button in the bottom-
left corner. (2 marks)

(ii) Explain how the slide transition is used in a slide show


during a power point presentation.
In Microsoft PowerPoint, slide transitions are motion effects that occur in
Slide Show view when you move from one slide to the next during a
presentation. You can control the speed, add sound, and
even customize the properties of transition effects. (2 marks)

(d) Name one device that is used to access internet.


Laptop, Desktop computers, Smart phones, Tablets, Smart TVs,
Any for (1 mark)

© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.


9.

QUESTION 3
(a) State the purpose of Google search.
The purpose of Google Search is to search for text, data and images in
publicly accessible documents offered by web servers. (1 mark)

(b) Describe the location of the box shown below when


accessing Google.

Source: http://www.google.com
The Google box will appear after typing text in the Google search.
The box is situated at the bottom of the page. (2 marks)

(c) The picture below shows a person using the computer.

Source: http://www.theaustralian.com.au
Discuss one way in which the person can improve his sitting
position when using the computer.

-Use ergonomic furniture so that no back pain eg. Ergonomic chair


-Sit up straight and both feet should be flat on the floor
-Have average desk height. (24”-35”)
-Eye level to top of monitor when using desktop computer
Any for (3 marks)
(d) Explain one way of improving accuracy when typing documents
using word processing.
-Type with both your hands, as this is the best way to ensure
a fast typing speed.
-Get into the habit of sitting with a good posture when you type
so that you are comfortable and can focus on better typing speed
and accuracy.
-Practice typing as often as possible so that you familiarize yourself
with the layout of the typing keys.
-Make a point of not looking at the keyboard while you are typing,
take advantage of typing speed tests on a regular basis.
Any for (2 marks)

Turn over
© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.
10.

(e) Explain how the Typing Tutor program can assist students
taking Office Technology.
-Typing tutor is the process of writing or inputting text by pressing keys on the
computer keyboard, cell phone, or calculator. It can be distinguished from other
means of text input, such as handwriting and speech recognition. Text can be in
the form of letters, numbers and other symbols. ... This allows them to edit their
document without having to take their hands off. (2 marks)

QUESTION 4
(a) The picture below shows an office role that controls operations
connected with budgets.

Source: http://www.telegraph.co.uk

(i) Explain one function of the office role.


Controlling role ensures that an organization's resources are
being used effectively & efficiently for the achievement of
predetermined goals. (2 marks)

(ii) Office functions support business functions. Explain one


office function used in an organisation.
-Communicating with customers
-Managing staff
-Managing finance
-Processing data
Any for (2 marks)
(b) Study the jumbled statement below and answer the question
that follows.

“This is Mary speaking. Good morning. How


may I help you? Professional Stationaries.”

Re-arrange the statements according to correct telephone


etiquette.
Good morning, Professional Stationaries, This is Mary speaking,
How may I help you? (2 marks)

© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.


11.

(c) Explain the difference between personal and telephone callers.


Personal callers are those that called the office personally whereas
telephone callers are those that called through the use of telephone. (2 marks)

(d) The picture below shows a Receptionist answering a telephone


call.

Explain how the caller would know that he or she is welcomed


by the receptionist.
By the tone of the receptionist when smiling is very welcomed and
good impression of the receptionist. (2 marks)

QUESTION 5
(a) Study the mode of communication shown below and answer
the questions that follow.

1 October 2019

The Manager
Paper Production Company
NAUSORI

Dear Sir

I would like to request if I could buy twenty


reams of A4 paper, forty toilet papers and
ten reams on A3 paper.

(i) Identify the mode of communication.


Letter (1 mark)
(ii) Explain the medium of communication used.
Email attachment, post service, hand delivery. Any for (2 marks)

(b) Explain the medium of communication that can be used to


send a very urgent message to a family member.
Email, telephone, person to person, SMS, Viber,
Messenger. Any for (2 marks)

(c) Explain one cause of communication failure when using office


machines.
-When there is no power
-When there is a problem with the machine Any for (2 marks)

Turn over
© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.
12.

(d) Study the illustration below and answer the question that follows.

Source: http://www.slideshare.net

Discuss the communication process shown above. (3 marks)

1. Sender is the source of information.


2. Receiver is that to whom the message, idea, attitude or
Emotion is sent to.
3. Feedback is the response given by the receiver and lets
The sender know whether the message has been received
As intended or whether it has been unsuccessful
Any for (3 marks)

SECTION C PARAGRAPH WRITING

QUESTION 1

Discuss five types of visual aids used in presentations.

 Microsoft Power point presentation is the most commonly used form of visual
aids
 Overhead projector are displayed on the overhead projector
 Paper Hand-outs is too detailed and the audience will have full record of the
findings
 White or blackboard is very useful to help explain the sequence of ideas or
routines
 Flip Chart is a large pad of paper on a stand. It is very useful and flexible way
of recording information during presentation
 Video (DVD or VHS) gives a chance to show stimulating visual information.

© MEHA, FY9FE 2019: OFFICE TECHNOLOGY.


13.

QUESTION 2

Discuss five ways in which a person can make ergonomic


changes to his/her work area.

 Adjusting the position of your computer keyboard to prevent carpal tunnel


syndrome
 Being sure that the height of your desk chair allows your feet to rest flat on floor
 Learning the right way to lift heavy objects to prevent back injuries
 Do not sit for too long.
 Using handle coatings or special gloves to suppress vibrations from power tools

QUESTION 3 (5 marks)

Discuss five criteria used for designing an office.

• Privacy – the office should promote confidentiality.


• Accessibility - Equipment and data are close to work areas
• Flexibility - There is room for extension of the office
• Convenience - Arrangement of furniture and/or equipment.
• Interactive - Related business function are close to one another.

QUESTION 4 (5 marks)

Discuss five points to consider when managing telephone


calls.

 Practice using the features of your phone (transfer, hold, etc.) until you can use
them easily and confidently.
 Have a pad of paper and pen near the phone ready to take notes.
 Clear off a space around your phone so that you are not knocking things over when
you reach for the receiver.
 Keep phone directories handy (Baylor and Waco and Online).
 Hold a team meeting prior to business hours, or early in the day, to review any
new information that a caller may ask about or need to know.
 Make sure you are in the communication loop. Ask members of your department to
let you know about any new information that a caller may inquire about, for
example: new promotions in Athletics, training opportunities, etc.

THE END

________________________________
COPYRIGHT: MEHA, FIJI, 2019.

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