MS Office Complete Notes — Word, Excel, PowerPoint, Access + PDF, Internet & Email | All JKSSB PYQs & Shortcuts

Computer Notes  |  JKSSB / JKPSC / FAA / Junior Assistant

MS Office Complete Suite — Word, Excel, PowerPoint, Access
+ PDF, Internet & Email | All JKSSB PYQs & Shortcuts

All Keyboard Shortcuts · Functions · PYQs · New Pattern MCQs · JKSSB 2026

📌 Coverage of This Post

MS Office is asked in every JKSSB Computer section — 6–12 questions per exam across all posts. This mega post covers MS Word, Excel, PowerPoint, Access, Outlook + PDF concepts, Internet protocols, Email (SMTP/POP3/IMAP), all with keyboard shortcuts, feature explanations, and all known JKSSB PYQs.

// Jump to Section

1. MS Word 2. MS Excel 3. PowerPoint 4. MS Access 5. Outlook 6. PDF 7. Internet 8. Email 9. All PYQs 10. New Pattern

1. Microsoft Word — Complete Notes

MS Word is a word processing application used to create, edit, format and print text documents. Default file extension: .docx (Word 2007+) and .doc (older versions).

MS Word — Key Features & Concepts

Feature	Details
Default extension	.docx (Word 2007+), .doc (Word 97–2003)
Maximum zoom	500%
Minimum zoom	10%
Default font	Calibri (Word 2007+), Times New Roman (older)
Default font size	11 pt (Calibri), 12 pt (Times New Roman)
Standard page size	A4 (210×297 mm) or Letter (8.5×11 inches)
Default margins	1 inch on all sides (2.54 cm)
Default line spacing	Multiple 1.08 (Word 2013+)
Maximum columns in newspaper layout	13
Undo shortcut	Ctrl + Z (up to 100 levels of undo)
Word wrap	Automatic — text moves to next line when reaching margin
Soft return	Shift + Enter — new line without new paragraph
Hard return	Enter — starts new paragraph

MS Word — All Important Keyboard Shortcuts

Shortcut Key	Action / Function	Application
Ctrl + N	New document	Word
Ctrl + O	Open document	Word
Ctrl + S	Save document	Word
Ctrl + W	Close document	Word
Ctrl + P	Print document	Word
Ctrl + Z	Undo last action	Word
Ctrl + Y	Redo / Repeat last action	Word
Ctrl + C	Copy selected text	Word
Ctrl + X	Cut selected text	Word
Ctrl + V	Paste	Word
Ctrl + A	Select All	Word
Ctrl + B	Bold	Word
Ctrl + I	Italic	Word
Ctrl + U	Underline	Word
Ctrl + E	Centre align	Word
Ctrl + L	Left align	Word
Ctrl + R	Right align	Word
Ctrl + J	Justify (full alignment)	Word
Ctrl + F	Find	Word
Ctrl + H	Find and Replace	Word
Ctrl + G	Go To (page/line/bookmark)	Word
Ctrl + K	Insert Hyperlink	Word
Ctrl + T	Hanging indent	Word
Ctrl + M	Indent paragraph	Word
Ctrl + D	Font dialog box	Word
Ctrl + Home	Go to beginning of document	Word
Ctrl + End	Go to end of document	Word
Ctrl + Enter	Insert page break	Word
F7	Spell Check / Grammar Check	Word
F5	Find & Replace / Go To dialog	Word
F12	Save As	Word
Alt + F4	Close application	Word/All
Shift + F3	Change case (UPPER/lower/Title)	Word
Ctrl + Shift + >	Increase font size	Word
Ctrl + Shift + <	Decrease font size	Word
Ctrl + ]	Increase font size by 1 pt	Word
Ctrl + [	Decrease font size by 1 pt	Word
Ctrl + 1	Single line spacing	Word
Ctrl + 2	Double line spacing	Word
Ctrl + 5	1.5 line spacing	Word
Ctrl + Shift + C	Copy formatting	Word
Ctrl + Shift + V	Paste formatting	Word
Alt + Shift + D	Insert current date	Word
Alt + Shift + T	Insert current time	Word

MS Word — Views

View	Description
Print Layout	Default view — shows document exactly as it will print. Most used.
Read Mode	Full-screen reading view — optimised for reading, no editing tools
Web Layout	Shows how document would appear as a webpage
Outline View	Shows document structure by headings — used for long documents
Draft View	Simple editing view without margins and headers — fastest for typing
Full Screen Reading	Removed in Word 2013 — replaced by Read Mode

🎯 Word PYQ Hotspot Facts:
• File extension .docx (2007+) vs .doc (older)
• Ctrl+F = Find | Ctrl+H = Find & Replace | Ctrl+G = Go To
• F7 = Spell Check | F12 = Save As
• Ctrl+Enter = Page Break
• Shift+F3 = Toggle case
• Mail Merge = combining a document template with a data source (like Excel/Access) to create personalised letters — used in Word
• Gutter margin = extra space added for binding
• Watermark = text/image appearing behind document content

2. Microsoft Excel — Complete Notes

MS Excel is a spreadsheet application for data analysis, calculation, charting and database functions. Default file extension: .xlsx (Excel 2007+) and .xls (older).

Excel — Key Concepts

Term	Definition
Default extension	.xlsx (Excel 2007+), .xls (Excel 97–2003)
Workbook	An Excel file — contains one or more worksheets
Worksheet	A single spreadsheet within a workbook — grid of rows and columns
Default sheets	1 sheet (Excel 2013+), 3 sheets (older versions)
Cell	Intersection of a row and column — basic unit of data entry
Cell address / Reference	Column letter + Row number. e.g., A1, B3, C10
Active cell	Currently selected cell — highlighted with border
Maximum rows	1,048,576 rows (Excel 2007+)
Maximum columns	16,384 columns (A to XFD) (Excel 2007+)
Maximum sheets	Limited by available memory (theoretically 255)
Name Box	Shows address of active cell — top left of spreadsheet
Formula Bar	Shows content/formula of active cell — top of sheet
Range	Group of cells selected together. e.g., A1:C10
AutoFill	Drag fill handle to auto-populate series (numbers, dates, months)
Flash Fill	Ctrl+E — auto-fills based on detected pattern (Excel 2013+)

Excel Formulas & Functions — Most Asked in JKSSB

Function / Formula	Description
=SUM(A1:A10)	Adds all values in range A1 to A10
=AVERAGE(A1:A10)	Calculates arithmetic mean of values in range
=MAX(A1:A10)	Returns the largest value in range
=MIN(A1:A10)	Returns the smallest value in range
=COUNT(A1:A10)	Counts cells containing numbers
=COUNTA(A1:A10)	Counts non-empty cells (numbers + text)
=IF(condition,true,false)	Returns one value if condition is TRUE, another if FALSE
=VLOOKUP(value,table,col,match)	Looks up value in first column of table, returns value from specified column
=HLOOKUP(value,table,row,match)	Same as VLOOKUP but searches horizontally (rows)
=CONCATENATE(A1,B1)	Joins text from multiple cells — also & operator
=LEFT(text,n)	Extracts n characters from LEFT of text
=RIGHT(text,n)	Extracts n characters from RIGHT of text
=MID(text,start,n)	Extracts n characters from middle starting at position
=LEN(text)	Returns number of characters in text string
=UPPER(text)	Converts text to UPPERCASE
=LOWER(text)	Converts text to lowercase
=PROPER(text)	Converts text to Title Case
=ROUND(number,digits)	Rounds number to specified decimal places
=INT(number)	Rounds number down to nearest integer
=MOD(number,divisor)	Returns remainder after division
=TODAY()	Returns current date
=NOW()	Returns current date AND time
=PMT(rate,nper,pv)	Calculates loan payment amount

Excel — Cell References

Reference Type	Description
Relative Reference	A1 — changes when formula is copied to another cell. Default type.
Absolute Reference	$A$1 — does NOT change when formula is copied. Dollar sign locks row and column.
Mixed Reference	$A1 or A$1 — locks either column (dollar before letter) or row (dollar before number).

Excel — Keyboard Shortcuts

Shortcut Key	Action / Function	Application
Ctrl + N	New workbook	Excel
Ctrl + O	Open workbook	Excel
Ctrl + S	Save workbook	Excel
Ctrl + W	Close workbook	Excel
Ctrl + Z	Undo	Excel
Ctrl + Y	Redo	Excel
Ctrl + C	Copy	Excel
Ctrl + X	Cut	Excel
Ctrl + V	Paste	Excel
Ctrl + A	Select All	Excel
Ctrl + F	Find	Excel
Ctrl + H	Find and Replace	Excel
Ctrl + Home	Go to cell A1	Excel
Ctrl + End	Go to last used cell	Excel
Ctrl + Arrow key	Jump to edge of data range	Excel
Ctrl + Shift + End	Select to last used cell	Excel
F2	Edit active cell	Excel
F4	Repeat last action / Toggle absolute reference	Excel
F5	Go To dialog	Excel
F7	Spell check	Excel
F11	Create chart from selection	Excel
F12	Save As	Excel
Alt + =	AutoSum of selected range	Excel
Ctrl + ;	Insert current date	Excel
Ctrl + Shift + ;	Insert current time	Excel
Ctrl + 1	Format Cells dialog	Excel
Ctrl + Shift + $	Apply currency format	Excel
Ctrl + Shift + %	Apply percentage format	Excel
Ctrl + Shift + #	Apply date format	Excel
Ctrl + D	Fill Down (copy cell above)	Excel
Ctrl + R	Fill Right (copy cell to left)	Excel
Ctrl + Delete	Delete to end of line	Excel
Delete	Clear cell contents	Excel
Ctrl + –	Delete row/column	Excel
Ctrl + Shift + +	Insert row/column	Excel
Ctrl + T	Create Table	Excel
Ctrl + E	Flash Fill (Excel 2013+)	Excel

🎯 Excel PYQ Hotspot Facts:
• Formulas always start with = (equals sign)
• $A$1 = absolute reference (locked), A1 = relative
• Alt + = = AutoSum shortcut (most asked!)
• F4 = toggle between relative/absolute/mixed references
• Excel chart types: Bar, Column, Line, Pie, Scatter, Area — Pie chart used for percentages
• Pivot Table = summarises large data sets dynamically
• Max rows in Excel 2007+ = 1,048,576 | Max columns = 16,384
• Extension: .xlsx (modern) | .csv = Comma Separated Values (plain text)

3. Microsoft PowerPoint — Complete Notes

PowerPoint is a presentation application for creating slideshows with text, images, animations and multimedia. Default file extension: .pptx (2007+) and .ppt (older).

PowerPoint — Key Concepts

Term	Definition
Default extension	.pptx (2007+), .ppt (older)
Presentation	A PowerPoint file — collection of slides
Slide	Individual page in a presentation
Slide Layout	Pre-defined arrangement of placeholders on a slide (Title Slide, Title and Content, Blank etc.)
Slide Master	Master template that controls formatting of all slides — change once, applies everywhere
Handout Master	Controls layout when printing handouts for audience
Notes Master	Controls layout of speaker notes pages
Transition	Animation effect when moving from one slide to next
Animation	Movement effect applied to objects within a slide
Slide Show	Full-screen presentation mode
Presenter View	Shows notes to presenter while audience sees only slides
Theme	Pre-designed combination of fonts, colours and effects
Template	Pre-designed presentation with content placeholders
SmartArt	Pre-built graphic layouts for diagrams (hierarchy, cycle, etc.)

PowerPoint — Views

View	Description
Normal View	Default editing view — slide panel on left, main slide on right, notes below
Outline View	Text-only view showing presentation content as hierarchical outline
Slide Sorter View	Thumbnail view of all slides — easy to rearrange order
Notes Page View	Shows slide with notes below — for printing speaker notes
Reading View	Full window slide show — without presenter tools
Slide Show View	Full-screen presentation mode (F5 to start from beginning, Shift+F5 from current)

PowerPoint — Keyboard Shortcuts

Shortcut Key	Action / Function	Application
F5	Start slideshow from beginning	PowerPoint
Shift + F5	Start slideshow from current slide	PowerPoint
Esc	End slideshow / exit full screen	PowerPoint
N / Enter / Space / →	Next slide (during slideshow)	PowerPoint
P / Backspace / ←	Previous slide (during slideshow)	PowerPoint
B	Black screen (during slideshow)	PowerPoint
W	White screen (during slideshow)	PowerPoint
Ctrl + M	Insert new slide	PowerPoint
Ctrl + D	Duplicate selected slide/object	PowerPoint
Ctrl + Shift + D	Duplicate slide	PowerPoint
Ctrl + G	Group selected objects	PowerPoint
Ctrl + Shift + G	Ungroup objects	PowerPoint
Tab	Select next object on slide	PowerPoint
Ctrl + A	Select all objects on slide	PowerPoint
Ctrl + Z	Undo	PowerPoint
Ctrl + S	Save	PowerPoint
Ctrl + P	Print	PowerPoint
F12	Save As	PowerPoint
Alt + Shift + ←	Promote text (move up outline level)	PowerPoint
Alt + Shift + →	Demote text (move down outline level)	PowerPoint

🎯 PowerPoint PYQ Facts:
• Extension: .pptx (modern) | .pps/.ppsx = PowerPoint Show (opens directly in slideshow)
• F5 = Start slideshow from beginning | Shift+F5 = From current slide
• Slide Sorter = Best for rearranging slides
• Slide Master = Controls ALL slides at once
• Transition = Between slides | Animation = Within a slide
• SmartArt = for diagrams/flowcharts in slides
• Maximum number of slides in a presentation = no official limit (practical limit ~1000)
• Pressing B during slideshow = Black screen (pause)

4. Microsoft Access — Database Notes

MS Access is a Relational Database Management System (RDBMS) used to create and manage databases. Default file extension: .accdb (Access 2007+) and .mdb (older).

Access — Key Database Concepts

Term	Definition
Database	Organised collection of related data stored electronically
Table	Stores data in rows (records) and columns (fields) — like a spreadsheet
Record	A single row in a table — represents one data entry (e.g., one student)
Field	A single column in a table — represents one attribute (e.g., Name, Age)
Primary Key	Unique identifier for each record — no duplicates allowed, cannot be null. E.g., Student ID
Foreign Key	Field in one table that refers to Primary Key in another table — creates relationships
Query	Used to retrieve, filter, update or delete specific data from database
Form	User-friendly interface for entering/viewing data — like a data entry screen
Report	Formatted, printable summary of database data
Relationship	Link between tables based on common field — One-to-One, One-to-Many, Many-to-Many
SQL	Structured Query Language — used to interact with databases
DBMS	Database Management System — software for managing databases (MS Access, MySQL, Oracle)
RDBMS	Relational DBMS — data stored in related tables (MS Access, MySQL, SQL Server)
Data Type	Defines what kind of data a field can store — Text, Number, Date/Time, Yes/No, AutoNumber

Access — SQL Basics (Exam Level)

SQL Command	Usage
SELECT	Retrieves data from database. SELECT * FROM Students;
INSERT INTO	Adds new record. INSERT INTO Students VALUES (1, 'Rahul', 20);
UPDATE	Modifies existing data. UPDATE Students SET Age=21 WHERE ID=1;
DELETE	Removes records. DELETE FROM Students WHERE ID=1;
WHERE	Filters records based on condition. SELECT * FROM Students WHERE Age > 18;
ORDER BY	Sorts results. SELECT * FROM Students ORDER BY Name ASC;
GROUP BY	Groups rows with same values for aggregate functions
COUNT(*)	Counts number of records
DISTINCT	Returns only unique values

🎯 Access/Database PYQ Facts:
• File extension: .accdb (Access 2007+), .mdb (older)
• Primary Key = unique, no nulls, no duplicates
• Foreign Key = links two tables
• AutoNumber data type = automatically generates unique sequential number
• Query = most powerful tool for retrieving data
• Form = for data entry | Report = for printing data
• Objects in Access: Tables, Queries, Forms, Reports, Macros, Modules

5. Microsoft Outlook — Email & Calendar

MS Outlook is a personal information manager — handles email, calendar, contacts, tasks and notes. Part of MS Office suite.

Feature	Description
Inbox	Folder where received emails arrive
Outbox	Temporary folder holding emails being sent
Sent Items	Stores copies of emails you have sent
Drafts	Saves email compositions that haven't been sent yet
Deleted Items / Trash	Stores deleted emails (can be recovered)
Junk Email	Folder for spam/unwanted emails — filtered automatically
To:	Primary recipient(s) of email
CC: (Carbon Copy)	Additional recipients who receive a copy — all recipients can see CC list
BCC: (Blind Carbon Copy)	Hidden recipients — other recipients CANNOT see BCC addresses
Reply	Respond to sender only
Reply All	Respond to sender AND all recipients
Forward	Send received email to someone else
Attachment	File(s) included with the email
Flag	Mark email for follow-up
Rules	Automated actions applied to emails based on conditions

🎯 Outlook PYQ Facts:
• BCC = Blind Carbon Copy — recipients cannot see BCC list
• CC = Carbon Copy — all can see
• Drafts = unsent emails saved
• Reply = only to sender | Reply All = to all recipients
• Ctrl+R = Reply | Ctrl+Shift+R = Reply All | Ctrl+F = Forward in Outlook

6. PDF — Portable Document Format

PDF (Portable Document Format) was developed by Adobe Systems in 1993. It preserves document formatting regardless of the software, hardware, or operating system used to view it.

Feature	Details
Full Form	Portable Document Format
Developed by	Adobe Systems (now Adobe Inc.) — 1993
Creator	Dr. John Warnock (co-founder of Adobe)
Extension	.pdf
Current standard	ISO 32000 — an open standard since 2008
Primary Software	Adobe Acrobat (create/edit), Adobe Reader (view only — free)
Free alternatives	Foxit Reader, Sumatra PDF, PDF-XChange Viewer
Online PDF tools	Smallpdf, ILovePDF, PDF24
Editable PDF	PDF forms can be filled online — PDF/A is archival version
PDF/A	PDF for long-term archiving — ISO standard
OCR in PDF	Adobe Acrobat can apply OCR to scanned PDFs to make text searchable
Encryption	PDF files can be password-protected for security
Page size	A4 (most common), A3, Letter, Legal etc.

Creating PDFs

Method	How To
From MS Word	File → Save As → PDF OR File → Export → PDF/XPS
From any Windows app	Ctrl+P → Select 'Microsoft Print to PDF' as printer
Adobe Acrobat	Can create, merge, edit, compress and secure PDFs
Google Chrome	File → Print → Save as PDF (built-in)
Online	Smallpdf.com, ILovePDF.com, PDF2DOC.com

🎯 PDF PYQ Facts:
• PDF developed by Adobe Systems, 1993
• Extension = .pdf
• Adobe Acrobat = full editor | Adobe Reader = viewer only (free)
• PDF became an open ISO standard in 2008 (ISO 32000)
• To export Word to PDF: File → Save As → PDF
• PDF/A = archival PDF | PDF/X = printing PDF

7. Internet — Complete Notes

The Internet is a global network of interconnected computers communicating through standardised protocols. The World Wide Web (WWW) is a service that runs on the Internet — not the same as the Internet itself.

Internet — Key Terms & Concepts

Term	Definition
Internet	Global network of billions of computers connected via TCP/IP protocols
WWW (World Wide Web)	System of interlinked hypertext documents accessed via Internet browsers. Invented by Tim Berners-Lee, 1989.
HTTP	HyperText Transfer Protocol — rules for transferring web pages. Port 80
HTTPS	HTTP Secure — encrypted version of HTTP using SSL/TLS. Port 443
FTP	File Transfer Protocol — transfers files between computers. Port 20/21
SMTP	Simple Mail Transfer Protocol — sends emails. Port 25/587
POP3	Post Office Protocol 3 — receives emails (downloads to local device). Port 110
IMAP	Internet Message Access Protocol — receives emails (stays on server). Port 143/993
DNS	Domain Name System — translates domain names to IP addresses (like phone book of internet)
IP Address	Unique numerical address for every device on network. IPv4 (32-bit) e.g. 192.168.1.1
IPv4	32-bit address — e.g., 192.168.1.1. About 4.3 billion addresses.
IPv6	128-bit address — e.g., 2001:0db8:85a3::8a2e:0370:7334. Replaces IPv4.
TCP/IP	Transmission Control Protocol/Internet Protocol — fundamental internet communication protocol
URL	Uniform Resource Locator — web address. e.g., https://www.jkedusphere.blogspot.com
Domain Name	Human-readable name for a website. e.g., google.com
Bandwidth	Amount of data transmitted per second — measured in bps, Kbps, Mbps, Gbps
ISP	Internet Service Provider — company providing internet access. e.g., Airtel, Jio, BSNL
Router	Device that routes data packets between networks — connects your network to internet
Modem	Modulator-Demodulator — converts digital signals to analog for transmission via phone lines
VPN	Virtual Private Network — encrypted tunnel for secure, private internet access
Cookie	Small text file stored by browser to remember user preferences and login sessions
Firewall	Security system that monitors and controls incoming/outgoing network traffic
Proxy Server	Intermediary server between user and internet — hides IP, caches content
Browser	Software to access and display web pages. Chrome, Firefox, Edge, Safari, Opera
Search Engine	Tool for finding web content. Google, Bing, DuckDuckGo, Yahoo
HTML	HyperText Markup Language — language for creating web pages
W3C	World Wide Web Consortium — maintains web standards. Founded by Tim Berners-Lee
ARPANET	First internet — developed by US DoD (DARPA) in 1969 — predecessor to modern internet

URL Structure

https://www.jkedusphere.blogspot.com/p/about-us.html

Protocol → Subdomain → Domain Name → Second-level domain → TLD → Path/Page

Domain Extensions (TLDs)

Extension	Used For
.com	Commercial organisations — most common
.org	Non-profit organisations
.net	Network/internet companies
.edu	Educational institutions
.gov	Government websites
.mil	Military (US)
.in	India country code
.uk	.co.uk — United Kingdom
.io	Technology startups (originally British Indian Ocean Territory)
.info	Information websites

🎯 Internet PYQ Facts:
• WWW invented by Tim Berners-Lee, 1989 at CERN
• HTTP = Port 80 | HTTPS = Port 443 | FTP = Port 21 | SMTP = Port 25
• DNS = converts domain names to IP addresses
• ARPANET = first internet (1969, US DoD)
• Router = connects networks | Modem = digital↔analog conversion
• IPv4 = 32-bit | IPv6 = 128-bit (more addresses)
• Bandwidth measured in bps/Mbps/Gbps
• Cookie = file stored by browser for session info
• Google Chrome = most used browser worldwide

8. Email — Protocols, Structure & Concepts

Email (Electronic Mail) allows sending/receiving messages electronically over the internet. An email address has the format: username@domain.com. The @ symbol was introduced by Ray Tomlinson in 1971.

Email Protocols

Protocol	Full Form	Port	Purpose
SMTP	Simple Mail Transfer Protocol	Port 25 (standard) / 587 (submission) / 465 (SSL)	Sends outgoing email from client to server and between servers. Push protocol.
POP3	Post Office Protocol version 3	Port 110 (standard) / 995 (SSL)	Downloads emails to local device and (by default) deletes from server. Good for offline access. Cannot sync across multiple devices.
IMAP	Internet Message Access Protocol	Port 143 (standard) / 993 (SSL)	Emails stay on server — synced across all devices. Best for accessing email on multiple devices (phone + laptop).
MIME	Multipurpose Internet Mail Extensions	N/A	Allows email to contain attachments (images, documents, audio) — extends plain text email capability
S/MIME	Secure MIME	N/A	Adds digital signatures and encryption to email for security

POP3 vs IMAP — Most Asked Comparison

Feature	POP3	IMAP
POP3	Downloads emails to local device	Default: deletes from server after download	Works offline after download	No sync across devices	Simple, older protocol
IMAP	Emails stay on server	Emails NOT deleted from server	Requires internet to access	Syncs across all devices	Modern, recommended protocol

Email Concepts

Feature	Description
Email Address Structure	username@domain.com — username identifies user, @ separates, domain identifies email server
Webmail	Email accessed via web browser without installing software. Gmail, Yahoo Mail, Outlook.com, Rediffmail
Email Client	Software installed on device to manage email. MS Outlook, Thunderbird, Apple Mail
Spam	Unwanted bulk email — junk mail. Spam filters detect and move to Junk folder
Phishing	Fraudulent email pretending to be from legitimate source to steal credentials
CC (Carbon Copy)	Sends copy to additional recipients — all recipients can see CC addresses
BCC (Blind Carbon Copy)	Hidden recipients — other recipients CANNOT see BCC list
Email Thread	Chain of replies in a conversation
Auto-reply	Automatic response sent when you are away (Out of Office)
Digital Signature	Electronic signature proving email authenticity — created using public key cryptography
Encryption	Scrambling email content so only intended recipient can read it
Attachment	File sent along with email — images, documents, PDFs, zip files
Email Size Limit	Gmail: 25 MB per message | Outlook: 20 MB | Yahoo: 25 MB

🎯 Email PYQ Facts:
• SMTP = Sending email (push) | POP3 = Receiving (download to device) | IMAP = Receiving (stays on server, syncs)
• POP3 Port = 110 | IMAP Port = 143 | SMTP Port = 25/587
• @ symbol in email invented by Ray Tomlinson, 1971 — he sent first email to himself
• BCC = Blind Carbon Copy — hidden from other recipients
• IMAP is better than POP3 for multi-device users
• Phishing = fake emails to steal passwords
• Spam = unwanted bulk emails

9. All JKSSB PYQs — MS Office, PDF, Internet & Email

Actual questions from JKSSB exams — Junior Assistant, FAA, Wildlife Guard/Inspector, Panchayat Secretary, Accounts Assistant, Graduate Level.

Q1. JKSSB Junior Assistant PYQ

The default file extension of MS Word 2007 and later is:

A) .doc

B) .txt

C) .docx ✅

D) .rtf

Answer: C — MS Word 2007 onwards uses .docx (XML-based format). Older versions (Word 97–2003) used .doc. The 'x' in .docx stands for XML.

Q2. JKSSB FAA PYQ

Which shortcut key is used to Find and Replace in MS Word?

A) Ctrl + F

B) Ctrl + H ✅

C) Ctrl + R

D) Ctrl + G

Answer: B — Ctrl + H opens the Find and Replace dialog in MS Word. Ctrl + F opens Find only. Ctrl + G opens Go To.

Q3. JKSSB Graduate Level PYQ

In MS Word, Ctrl + Enter is used to:

A) Save the document

B) Print the document

C) Insert a Page Break ✅

D) Start a new paragraph

Answer: C — Ctrl + Enter inserts a page break, forcing text after the cursor to start on a new page. Simply pressing Enter starts a new paragraph on the same page.

Q4. JKSSB Panchayat Secretary PYQ

Which function key is used for Spell Check in MS Office applications?

A) F5

B) F7 ✅

C) F9

D) F12

Answer: B — F7 launches the Spelling and Grammar check in MS Word, Excel, and PowerPoint.

Q5. JKSSB Accounts Assistant PYQ

The maximum number of rows in MS Excel 2007 and later is:

A) 65,536

B) 5,00,000

C) 10,48,576 ✅

D) 1,00,000

Answer: C — Excel 2007+ supports 1,048,576 rows (2^20) and 16,384 columns. Excel 2003 and earlier supported only 65,536 rows.

Q6. JKSSB Junior Assistant PYQ

Which symbol is used to begin a formula in MS Excel?

A) # (Hash)

B) @ (At)

C) = (Equals) ✅

D) $ (Dollar)

Answer: C — All formulas in MS Excel must begin with the = (equals) sign. For example: =SUM(A1:A10), =AVERAGE(B1:B5).

Q7. JKSSB FAA PYQ

In MS Excel, the shortcut key Alt + = is used to:

A) Apply Absolute Reference

B) AutoSum selected range ✅

C) Insert a chart

D) Format cells

Answer: B — Alt + = is the shortcut for AutoSum — it automatically inserts the SUM function for the selected range of numbers.

Q8. JKSSB Graduate Level PYQ

What does the $ sign in Excel cell reference $A$1 indicate?

A) Currency format

B) The cell contains a formula

C) Absolute reference — the reference does not change when copied ✅

D) The cell is locked for editing

Answer: C — The $ sign makes a cell reference absolute. $A$1 means both the column A and row 1 are locked — they do not change when the formula is copied to other cells.

Q9. JKSSB Wildlife Inspector 2026 PYQ

F5 in MS PowerPoint starts the presentation from:

A) The current slide

B) The last slide

C) The first/beginning slide ✅

D) A randomly selected slide

Answer: C — F5 starts the slideshow from the first slide (beginning). Shift + F5 starts from the current slide.

Q10. JKSSB Junior Assistant PYQ

In PowerPoint, which view is best for rearranging the order of slides?

A) Normal View

B) Outline View

C) Slide Sorter View ✅

D) Presenter View

Answer: C — Slide Sorter View displays all slides as thumbnails, making it easy to drag and rearrange their order.

Q11. JKSSB FAA PYQ

The Slide Master in PowerPoint is used to:

A) Create the first slide of a presentation

B) Control the formatting and layout of all slides at once ✅

C) Add animations to slides

D) Print all slides simultaneously

Answer: B — Slide Master is a master template — any formatting change made to it automatically applies to all slides in the presentation. Saves time for consistent formatting.

Q12. JKSSB Graduate Level PYQ

In MS Access, a Primary Key is:

A) A key used to lock the database

B) A field that uniquely identifies each record in a table ✅

C) The first field in any table

D) A shortcut key for opening Access

Answer: B — Primary Key uniquely identifies each record (row) in a table. It cannot contain null values or duplicate values. Examples: Student ID, Employee ID, Aadhar Number.

Q13. JKSSB Accounts Assistant PYQ

The default file extension of MS Access 2007+ is:

A) .mdb

B) .accdb ✅

C) .accs

D) .dbf

Answer: B — .accdb is the extension for Access 2007 and later. Older Access (97–2003) used .mdb (Microsoft Database).

Q14. JKSSB Junior Assistant PYQ

PDF stands for:

A) Printed Document Format

B) Portable Data File

C) Portable Document Format ✅

D) Protected Document File

Answer: C — PDF = Portable Document Format. Developed by Adobe Systems in 1993. The 'portable' refers to the fact that the document looks the same on any device or OS.

Q15. JKSSB Wildlife Guard PYQ

Which company developed PDF?

A) Microsoft

B) Google

C) Apple

D) Adobe Systems ✅

Answer: D — PDF was developed by Adobe Systems (now Adobe Inc.) in 1993. The creator was Dr. John Warnock, co-founder of Adobe.

Q16. JKSSB Graduate Level PYQ

WWW was invented by:

A) Bill Gates

B) Tim Berners-Lee ✅

C) Vint Cerf

D) Ray Tomlinson

Answer: B — Tim Berners-Lee invented the World Wide Web in 1989 while working at CERN in Switzerland. He also created the first web browser (WorldWideWeb) and the HTTP protocol.

Q17. JKSSB Panchayat Secretary PYQ

HTTP stands for:

A) HyperText Transfer Protocol ✅

B) High Transfer Text Protocol

C) HyperText Transport Program

D) Hyper Transfer Technology Protocol

Answer: A — HTTP = HyperText Transfer Protocol. It is the foundation of data communication on the WWW. HTTPS is the secure encrypted version using SSL/TLS.

Q18. JKSSB FAA PYQ

SMTP protocol is used for:

A) Receiving emails

B) Sending emails ✅

C) Browsing websites

D) Transferring files

Answer: B — SMTP (Simple Mail Transfer Protocol) is used for sending outgoing email. POP3 and IMAP are used for receiving emails.

Q19. JKSSB Junior Assistant PYQ

Which email protocol keeps emails on the server and allows access from multiple devices?

A) SMTP

B) POP3

C) FTP

D) IMAP ✅

Answer: D — IMAP (Internet Message Access Protocol) keeps emails on the mail server, allowing synchronised access from multiple devices. POP3 downloads emails to the local device.

Q20. JKSSB Wildlife Inspector 2026 PYQ

BCC in an email stands for:

A) Basic Carbon Copy

B) Blind Carbon Copy ✅

C) Both Carbon Copy

D) Byte Carbon Copy

Answer: B — BCC = Blind Carbon Copy. Recipients added in BCC receive the email, but other recipients (To: and CC:) cannot see their email addresses — hence 'blind'.

Q21. JKSSB Graduate Level PYQ

The @ symbol in an email address was introduced by:

A) Bill Gates

B) Tim Berners-Lee

C) Ray Tomlinson ✅

D) Vint Cerf

Answer: C — Ray Tomlinson introduced the @ symbol in email addresses in 1971. He sent the first email to himself on the ARPANET.

Q22. JKSSB FAA PYQ

DNS stands for:

A) Domain Number System

B) Dynamic Name Server

C) Domain Name System ✅

D) Digital Network Service

Answer: C — DNS = Domain Name System. It acts like the phone book of the internet — translating human-readable domain names (like google.com) into IP addresses (like 142.250.195.46).

Q23. JKSSB Junior Assistant PYQ

Which of the following is NOT a web browser?

A) Google Chrome

B) Mozilla Firefox

C) MS Outlook ✅

D) Microsoft Edge

Answer: C — MS Outlook is an email client (part of MS Office suite), NOT a web browser. Chrome, Firefox, and Edge are web browsers used to access websites.

Q24. JKSSB Graduate Level PYQ

In MS Word, the Ctrl + K shortcut is used to:

A) Insert a table

B) Insert a hyperlink ✅

C) Apply strikethrough

D) Open the header

Answer: B — Ctrl + K opens the Insert Hyperlink dialog in MS Word, allowing you to add a clickable link to text or objects.

Q25. JKSSB FAA PYQ

Mail Merge in MS Word is used to:

A) Merge two Word documents into one

B) Create personalised letters by combining a template with a data source ✅

C) Merge the header and body of a document

D) Send emails directly from Word

Answer: B — Mail Merge combines a Word document template (letter, envelope, labels) with a data source (Excel spreadsheet, Access database, Outlook contacts) to produce personalised copies for each record.

Q26. JKSSB Accounts Assistant PYQ

Which of the following Excel functions counts only cells containing numbers?

A) COUNTA

B) COUNTIF

C) COUNT ✅

D) SUM

Answer: C — COUNT counts only cells containing numbers. COUNTA counts all non-empty cells including text. COUNTIF counts cells meeting a specified condition.

Q27. JKSSB Graduate Level PYQ

The VLOOKUP function in Excel is used to:

A) Look up a value in the first column of a table and return a value from another column ✅

B) Calculate vertical sums

C) Sort data vertically

D) View a list of values in a vertical format

Answer: A — VLOOKUP (Vertical Lookup) searches for a value in the leftmost column of a table and returns a corresponding value from a specified column. Extremely common in data analysis.

Q28. JKSSB Junior Assistant PYQ

The keyboard shortcut to start a new slide in PowerPoint is:

A) Ctrl + N

B) Ctrl + S

C) Ctrl + M ✅

D) Ctrl + D

Answer: C — Ctrl + M inserts a new slide in PowerPoint. Ctrl + D duplicates the currently selected slide.

Q29. JKSSB Wildlife Guard PYQ

FTP stands for:

A) File Transfer Protocol ✅

B) Fast Transfer Process

C) File Transport Program

D) Formatted Text Protocol

Answer: A — FTP = File Transfer Protocol. It is used to transfer files between computers over a network. FTP uses Port 21 for control and Port 20 for data transfer.

Q30. JKSSB Graduate Level PYQ

IPv4 addresses are how many bits long?

A) 16 bits

B) 32 bits ✅

C) 64 bits

D) 128 bits

Answer: B — IPv4 addresses are 32 bits long, written as 4 groups of 8 bits (octets) in decimal notation — e.g., 192.168.1.1. IPv6 addresses are 128 bits long.

10. New Statement-Based Pattern MCQs

JKSSB 2026 new pattern — evaluate multiple statements simultaneously.

Q1. JKSSB New Pattern STATEMENT BASED

Which of the following statements about MS Word are CORRECT?

I. The default file extension in MS Word 2007+ is .docx

II. Ctrl + H is used to Find and Replace in MS Word

III. F7 is used to insert a page break

IV. Ctrl + Enter inserts a page break in MS Word

A) I, II and IV only ✅

B) I and II only

C) All of the above

D) I, III and IV only

Answer: A — Statements I, II, IV are correct. Statement III is WRONG — F7 = Spell Check, NOT page break. Ctrl+Enter = page break.

Q2. JKSSB New Pattern STATEMENT BASED

Identify the INCORRECT statements about MS Excel:

I. The maximum number of rows in Excel 2007+ is 1,048,576

II. All Excel formulas begin with the # (hash) symbol

III. $A$1 is an absolute cell reference

IV. Alt + = is the shortcut for AutoSum

A) II only ✅

B) I and III only

C) II and IV only

D) None — all correct

Answer: A — Only Statement II is INCORRECT — Excel formulas begin with = (equals sign), NOT # (hash). All other statements are correct.

Q3. JKSSB New Pattern STATEMENT BASED

Which statements about email protocols are CORRECT?

I. SMTP is used for sending outgoing emails

II. POP3 downloads emails to local device and deletes from server by default

III. IMAP keeps emails on the server allowing multi-device access

IV. SMTP port number is 143

A) I, II and III only ✅

B) All of the above

C) I and IV only

D) II and III only

Answer: A — Statements I, II, III are correct. Statement IV is WRONG — SMTP port is 25 (or 587). Port 143 is IMAP's port number.

Q4. JKSSB New Pattern STATEMENT BASED

Consider the following statements about the Internet and select the CORRECT ones:

I. WWW was invented by Tim Berners-Lee in 1989

II. DNS translates domain names to IP addresses

III. HTTP uses Port 443 and HTTPS uses Port 80

IV. IPv6 addresses are 128 bits long

A) I, II and IV only ✅

B) All of the above

C) I and III only

D) II, III and IV only

Answer: A — Statements I, II, IV are correct. Statement III is WRONG — HTTP uses Port 80, HTTPS uses Port 443. They are SWAPPED in the statement.

Q5. JKSSB New Pattern STATEMENT BASED

Which of the following about MS PowerPoint are CORRECT?

I. F5 starts the slideshow from the beginning

II. Shift + F5 starts the slideshow from the current slide

III. Slide Master controls formatting of all slides at once

IV. Slide Sorter View is used to rearrange slides

A) I and II only

B) I, II and III only

C) All of the above ✅

D) III and IV only

Answer: C — ALL four statements are correct. F5 = from beginning, Shift+F5 = from current, Slide Master = controls all slides, Slide Sorter = rearrange.

Q6. JKSSB New Pattern STATEMENT BASED

Identify CORRECT statements about PDF:

I. PDF was developed by Adobe Systems in 1993

II. The file extension for PDF is .pdf

III. PDF became an open ISO standard in 2008

IV. Adobe Reader can create and edit PDF files

A) I, II and III only ✅

B) All of the above

C) II and IV only

D) I and IV only

Answer: A — Statements I, II, III are correct. Statement IV is WRONG — Adobe Reader is for VIEWING only (free). Adobe ACROBAT (paid) is needed to create and edit PDFs.

Q7. JKSSB New Pattern STATEMENT BASED

Which statements about MS Access are CORRECT?

I. The default extension for MS Access 2007+ is .accdb

II. A Primary Key uniquely identifies each record in a table

III. A Foreign Key refers to the Primary Key of another table

IV. A Form in Access is used to print formatted reports

A) I, II and III only ✅

B) All of the above

C) I and IV only

D) II, III and IV only

Answer: A — Statements I, II, III are correct. Statement IV is WRONG — A Form is used for DATA ENTRY, not printing. Reports in Access are used for printing formatted data.

⚡ Quick Revision — Most Exam-Tested Facts

MS Word

• Extension: .docx (2007+)
• Ctrl+H = Find & Replace
• Ctrl+Enter = Page Break
• F7 = Spell Check
• F12 = Save As
• Shift+F3 = Change Case
• Ctrl+K = Hyperlink

MS Excel

• Extension: .xlsx (2007+)
• Formulas start with =
• $A$1 = Absolute reference
• Alt+= = AutoSum
• F4 = Toggle reference type
• Max rows: 1,048,576
• Max cols: 16,384

PowerPoint

• Extension: .pptx (2007+)
• F5 = Start from beginning
• Shift+F5 = Current slide
• B = Black screen
• Slide Master = all slides
• Slide Sorter = rearrange
• Ctrl+M = New slide

Internet & Email

• HTTP=80, HTTPS=443, FTP=21
• SMTP=25 (send), POP3=110
• IMAP=143 (stays on server)
• DNS = name → IP address
• WWW = Tim Berners-Lee 1989
• @ = Ray Tomlinson 1971
• IPv4=32-bit, IPv6=128-bit

Tags

#JKSSB#MSOffice#MSWord#MSExcel#PowerPoint#MSAccess#Outlook#PDF#Internet#Email#SMTP#POP3#IMAP#KeyboardShortcuts#ComputerNotes#JKPSC#FAA2026#JuniorAssistant#JKEdusphere#HTTP#DNS