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Top 50 MS Office Interview Questions and Answers for Professionals

Top 50 MS Office Interview Questions and Answers for Professionals

Edited By Team Careers360 | Updated on Apr 11, 2024 03:27 PM IST | #Microsoft Project

In today's fast-paced business world, proficiency in Microsoft Office is a must for many job roles. Whether you are aiming for an administrative position, a data analyst role, or even a creative job, Microsoft Office skills are often a prerequisite.

To help you prepare for your upcoming job interview, we have compiled a list of the top 50 MS Office interview questions and answers, along with detailed answers to each one. Therefore, this list will help students understand and gain the required knowledge in today’s highly competitive world. Read more to learn about Microsoft Word Certification Courses.

Some Applications of MS Office

Microsoft Exel (MS Excel)

This is a spreadsheet in electronic mode that helps one to calculate, organise, store and even manipulate the data by using formulas which use a spreadsheet system inclusive of rows and columns. It also gives proper flexibility and convenience so that external databases can be used for making and analysing reports which ultimately saves time.

Microsoft Outlook

If you want an email service which is directly under Microsoft Office Suite then Microsoft Outlook is your go-to tool. This can help users send and receive email messages, store other contacts' names and numbers, perform calendar management, and track different tasks performed.

Microsoft Word (MS Word)

This application of Microsoft is a word-processing application which helps in creating both simple and complicated documents. The application can help in making articles, proficient documents, reports, and more. Using this one can edit, write, format and even save their files and documents.

50 Top MS Office Interview Questions and Answers

1. Can you explain the difference between Microsoft Office 365 and Microsoft Office 2019?

Ans: One of the frequently asked interview questions for MS office is this one where the main difference between Microsoft Office 365 and Microsoft Office 2019 is asked. Microsoft Office 365 is a cloud-based suite of productivity tools, while Microsoft Office 2019 is a standalone desktop version.

Office 365 offers subscription-based access to a range of apps and services, ensuring you have access to the latest updates. In contrast, Office 2019 is a one-time purchase and does not include cloud services.

2. How can you save a document in Microsoft Word as a PDF?

Ans: In Microsoft Word, you can save a document as a PDF by clicking 'File,' then 'Save As,' and choosing 'PDF' as the file format from the dropdown menu.

3. What is the purpose of Excel's VLOOKUP function?

Ans: The VLOOKUP function in Excel is used to search for a specific value in a column of data and return a corresponding value from the same row in another column. It is commonly used for data analysis and reporting.

4. Explain the difference between a workbook and a worksheet in Excel.

Ans: An Excel workbook is the entire file that contains one or more worksheets. A worksheet, on the other hand, is a single spreadsheet within a workbook where you can enter and manipulate data.

5. How can you add a new slide in PowerPoint?

Ans: This one of the MS Office Basic interview questions forms a frequently asked interview question. To add a new slide in PowerPoint, go to the 'Home' tab, click 'New Slide' in the 'Slides' group, and choose the layout you want for the new slide.

Popular Provider Offering Microsoft Word Certification Courses

6. What is the purpose of Microsoft Outlook's 'Rules' feature?

Ans: Outlook's 'Rules' feature allows you to automate email management. You can set up rules to move, categorise, or forward emails based on specific criteria, making it easier to organise your inbox.

7. How can you change the page orientation in Microsoft Word from portrait to landscape?

Ans: To change the page orientation in Word from portrait to landscape, go to the 'Page Layout' tab, click on 'Orientation,' and select 'Landscape.' This is one of the basic interview questions for MS Office.

8. Explain the difference between 'CC' and 'BCC' in email.

Ans: In an email, 'CC' stands for 'Carbon Copy' and is visible to all recipients, while 'BCC' stands for 'Blind Carbon Copy' and hides the recipient's email addresses from other recipients. It is often used when you want to protect recipients' privacy.

9. What is the purpose of Excel's Pivot Tables?

Ans: PivotTables in Excel are used for data analysis and summarisation. They allow you to quickly analyse large datasets, create reports, and visualise data in a more understandable format.

10. How can you insert a chart in a PowerPoint presentation?

Ans: One of the MS Office interview questions for freshers forms very important questions in the Microsoft Office Interviews. To insert a chart in PowerPoint, go to the 'Insert' tab, click on 'Chart,' select the type of chart you want, and then input your data in the Excel spreadsheet that appears.

11. Can you explain the purpose of Microsoft OneNote?

Ans: Microsoft OneNote is a digital note-taking application that allows you to create and organise notes, drawings, audio recordings, and more. It is ideal for capturing and managing information across different devices.

12. How do you change the slide layout in PowerPoint?

Ans: You can change the slide layout in PowerPoint by selecting a slide, right-clicking, choosing 'Layout,' and then selecting the desired layout from the options provided. This is yet again one of the most frequently asked interview questions for MS office.

13. What is a formula in Excel, and how is it different from a function?

Ans: In Excel, a formula is an expression that performs calculations on values in a cell. A function, on the other hand, is a predefined formula that simplifies common calculations and operations.

14. How can you protect a worksheet in Excel with a password?

Ans: To protect a worksheet in Excel with a password, go to the 'Review' tab, click 'Protect Sheet,' enter a password, and select the options you want to restrict, such as editing or formatting.

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15. What is the purpose of the 'Slide Master' in PowerPoint?

Ans: These questions on MS Office for interview are yet another frequently asked interview question. The 'Slide Master' in PowerPoint is a feature that allows you to create a consistent look and feel for all slides in your presentation. It is useful for applying uniform formatting, such as fonts and backgrounds, to all slides.

16. How can you set up an automatic reply (out of office) in Microsoft Outlook?

Ans: To set up an automatic reply in Outlook, go to 'File,' then 'Automatic Replies.' Here, you can create a custom message for when you are away from the office, specifying the dates for which it should be active.

17. Explain the purpose of the 'If' function in Excel.

Ans: The 'If' function in Excel is used for conditional calculations. It allows you to test a condition and return one value if it is true and another value if it's false, making it valuable for decision-making in spreadsheets.

18. How can you insert a hyperlink in a Word document?

Ans: To insert a hyperlink in Word, select the text or object you want to hyperlink, right-click, choose 'Hyperlink,' and then enter the URL or select a file from your computer.

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19. What is Microsoft Access, and how is it different from other Office applications?

Ans: Microsoft Access is a relational database management system that allows users to store, manage, and retrieve data. Unlike other Office applications, Access is specifically designed for database creation and manipulation.

20. How can you sort data in Excel in ascending or descending order?

Ans: This one of the MS Office basic questions for interview is called one of the most important and asked questions in Microsoft Office Interviews. To sort data in Excel, select the range you want to sort, go to the 'Data' tab, click 'Sort,' and then specify the sorting criteria, including ascending or descending order.

21. What is the purpose of 'Track Changes' in Microsoft Word?

Ans: 'Track Changes' in Word is used for collaborative editing. It highlights and records all changes made to a document, including insertions, deletions, and comments, making it easy to review and accept or reject revisions.

22. How can you add a footer to a PowerPoint slide?

Ans: To add a footer in PowerPoint, go to the 'Insert' tab, click 'Header & Footer,' and then choose the options you want to include in the footer, such as slide numbers or date and time.

23. Can you explain the purpose of Excel's 'Data Validation' feature?

Ans: Excel's 'Data Validation' feature allows you to set rules for data entry in cells, ensuring that users input valid data. It helps maintain data integrity and consistency.

24. How can you create a bulleted or numbered list in Word?

Ans: To create a bulleted or numbered list in Word, select the text you want to format, and then click the 'Bullets' or 'Numbering' button on the 'Home' tab. This is yet again a most recurring asked interview questions for MS Office.

25. What is the difference between a chart and a graph in Excel?

Ans: When we talk about MS Office interview questions and answers for freshers, this question is called the most important within the interviews. In Excel, 'chart' and 'graph' are often used interchangeably. Both represent data visually, but 'chart' is the more commonly used term to describe visual representations of data, such as bar charts, pie charts, and line graphs.

26. How can you create a table in Microsoft Word?

Ans: To create a table in Word, go to the 'Insert' tab, click 'Table,' and select the number of rows and columns you want. You can then populate the table with your data.

27. What is the purpose of Microsoft Teams in Office 365?

Ans: Microsoft Teams is a collaboration platform that facilitates team communication and collaboration through chat, video meetings, file sharing, and integrations with other Office 365 apps.

28. How do you change the slide transition in PowerPoint?

Ans: To change slide transitions in PowerPoint, select a slide, go to the 'Transitions' tab, choose a transition effect, and set the transition options as needed. This is one of the easiest MS Office Interview Questions to ask.

29. What is conditional formatting in Excel, and how is it useful?

Ans: Conditional formatting in Excel allows you to format cells based on specific criteria or conditions. It is useful for highlighting data trends, outliers, or important values within a dataset.

30. How can you add a watermark to a Word document?

Ans: This one of the MS Office basics for interview is considered a technically important question to be asked in the interview. To add a watermark to a Word document, go to the 'Design' tab (in Word 2013 and later), click 'Watermark,' and select a predefined watermark or create a custom one.

31. What is the purpose of the 'Slide Sorter' view in PowerPoint?

Ans: The 'Slide Sorter' view in PowerPoint provides an overview of all the slides in a presentation, allowing you to rearrange, delete, or duplicate slides easily.

32. How can you perform a spell check in Microsoft Word?

Ans: To perform a spell check in Word, click 'Review,' then 'Spelling & Grammar.' Word will check your document for spelling and grammatical errors, suggesting corrections where needed.

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33. Explain the purpose of Microsoft Publisher.

Ans: Microsoft Publisher is a desktop publishing software that allows users to create professional-quality publications, including flyers, brochures, newsletters, and more.

34. How can you create a new folder in Microsoft Outlook?

Ans: To create a new folder in Outlook, right-click on your mailbox, choose 'New Folder,' and enter a name for the folder. You can then drag and drop emails into this folder for organisation.

35. What is the 'Quick Access Toolbar' in Office applications?

Ans: One of the frequently asked MS Office Interview questions is the definition of ‘Quick Access Toolbar’ in Office applications. The 'Quick Access Toolbar' is a customisable toolbar in Office applications that allows you to add frequently used commands, making them easily accessible with a single click.

36. How can you apply a filter to a table in Excel?

Ans: To apply a filter to a table in Excel, select any cell within the table, go to the 'Data' tab, and click 'Filter.' You can then use the filter options to display specific data subsets.

Popular Providers Offering Microsoft Excel Certification Courses

37. What is the purpose of the 'Mail Merge' feature in Microsoft Word?

Ans: The 'Mail Merge' feature in Word allows you to create personalised documents, such as letters or labels, by merging a template with data from a source like Excel or Outlook.

38. How can you create a new calendar appointment in Microsoft Outlook?

Ans: To create a new calendar appointment in Outlook, go to the 'Calendar' view, click on the date and time you want, and fill in the appointment details.

39. What is a function in Excel, and can you provide an example?

Ans: In Excel, a function is a predefined formula that performs a specific calculation. For example, the SUM function adds up a range of numbers, while the AVERAGE function calculates the average of a set of values.

40. How can you change the font size in a PowerPoint presentation?

Ans: This Microsoft Office Interview Questions is considered frequently asked interview questions. To change the font size in PowerPoint, select the text you want to modify, go to the 'Home' tab, and use the 'Font Size' dropdown menu to choose a different size.

41. What is the purpose of the 'Outline View' in Microsoft Word?

Ans: The 'Outline View' in Word allows you to structure and organise your document by creating an outline with headings and subheadings. It is useful for long documents or academic writing.

42. How can you add a signature to an email in Outlook?

Ans: To add a signature to an email in Outlook, go to 'File,' then 'Options,' and select 'Mail.' Under 'Signatures,' you can create and customise your email signature.

43. What is the purpose of Excel's 'What-If Analysis'?

Ans: 'What-If Analysis' in Excel allows you to explore different scenarios by changing input values in a worksheet to see how they affect calculated results. It is commonly used for financial modelling and decision-making.

44. How can you insert a page break in a Word document?

Ans: To insert a page break in Word, place the cursor where you want the break, go to the 'Insert' tab, and select 'Page Break.'

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45. How can you create a chart title in Excel?

Ans: Microsoft Office Interview Questions are incomplete without this question frequently appearing in the interviews. To create a chart title in Excel, select the chart, go to the 'Chart Elements' button (the plus sign icon), and check the 'Chart Title' box. You can then edit the title text. This is one of the most asked MS Office Interview Questions.

46. What is the purpose of Microsoft Sway?

Ans: Microsoft Sway is a digital storytelling app that allows users to create interactive and visually engaging presentations, reports, and web content.

47. How can you format text as a hyperlink in PowerPoint?

Ans: To format text as a hyperlink in PowerPoint, select the text, right-click, choose 'Hyperlink,' and then enter the URL or link destination.

48. Explain the purpose of the 'Data Consolidation' feature in Excel.

Ans: The 'Data Consolidation' feature in Excel allows you to combine data from multiple worksheets or ranges into a single summary sheet. It is useful for aggregating data from various sources.

49. How can you add a background colour to a cell in Excel?

Ans: To add a background colour to a cell in Excel, select the cell, go to the 'Home' tab, click 'Fill Colour,' and choose a colour from the palette.

50. What is the 'SmartArt' feature in Microsoft Office applications?

Ans: This one of the MS Office Basics for an interview is another important interview question. 'SmartArt' is a feature in Office applications such as Word, Excel, and PowerPoint that allows users to create visually appealing diagrams, organisation charts, and process flows to enhance their documents and presentations.

Also Read: Top 12 Microsoft Certification Courses

Conclusion

These 50 Microsoft Office interview questions With Answers cover a wide range of Microsoft Office applications and functions, ensuring you are well-prepared for your upcoming interview. These basic MS Office questions and answers for the interview will help students understand and analyse the role of MS Office and the functionalities behind this technical software. Remember to practise hands-on with these tools to reinforce your knowledge and confidence and become a data analyst.

Frequently Asked Question (FAQs)

1. What is the significance of MS Office interview questions?

These MS Office basic interview questions are a comprehensive set of questions designed to assess a candidate's proficiency in Microsoft Office applications during job interviews.

2. Where can I find Microsoft Office Interview Questions?

You can find these Interview Questions in various online resources, interview preparation websites, and books dedicated to job interviews.

3. Are there any resources for MS Office Interview Questions and Answers?

Yes, you can find resources that provide these interview questions to help you prepare effectively in various forums, websites, blogs, and more.

4. What are some MS Office basics for interviews that I should be aware of?

MS Office basics for interviews include understanding the fundamental features and functions of Microsoft Word, Excel, PowerPoint, Outlook, and other Office applications.

5. Can you provide some examples of MS Office basic interview questions?

Some of these basic interview questions may include inquiries about formatting in Word, creating formulas in Excel, and designing slides in PowerPoint.

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