How effectively do you share information?

If you are like many people in today's information age, you share documents, collaborate on projects, exchange e-mails, and attend meetings.

So, are you an information guru or are you missing opportunities that can help make the most of the information you need to share every day? Take this quiz to find out just how effectively you share information.

1. How can you effectively collaborate on a document that needs to be edited by several people?

A. Print a copy of the document and have each person write their edits in the page margins.
B. Have everyone create their own version of the document and merge the results.
C. Save the document to a shared location where you can edit in turn or simultaneously and can send periodic updates to others while editing the document.
D. Have each person make their changes in turn and then e-mail the document to the next editor.

2. What types of demonstrations and discussions can you conduct in an online meeting regardless of where participants are located?

A. Show PowerPoint presentations.
B. Demonstrate a program or file on your own computer.
C. Conduct private chats with just some attendees
D. Draw directly on screen as if on a whiteboard
E. All of the above

3. Which of the following is an effective way to securely share confidential information by e-mail?

A. Split up the file into several e-mail messages so that unintended recipients do not get complete information.
B. Write the document in encoded text and send the code key in a separate e-mail.
C. Apply restrictions that allow only intended recipients to read or forward the e-mail.
D. Never send confidential information by e-mail.

4. What is a professional and effective way to share information with colleagues during a meeting, whether or not they are attending the meeting?

A. Share your electronic notebook so that you and your colleagues both inside and outside of the meeting can see and collaborate on each other's notes in real-time.
B. Distribute meeting minutes periodically, by e-mail, throughout the course of the meeting.
C. It is always more effective to collect everyone's notes at the end of the meeting and then share them.
D. Use instant messaging.

5. When sharing information by e-mail, the formatting you use can help get your point across effectively, just as it does with any document. What e-mail message format will help to ensure that the message the recipient opens looks the same as the message you send?

A. HTML.
B. Rich Text.
C. Unformatted Text.

6. When you have a document layout—such as a form, a worksheet, or a presentation design—that several people in your organization will need to use repeatedly, what is the best way to share it?

A. Save the document as read-only so that users can copy and change it.
B. Assign one person to format all documents for your group so that they have a consistent look.
C. Use styles to format your documents.
D. Save the document as a template.

7. How can you share files and discuss projects online at the same time?

A. Use an instant messaging program.
B. Created a shared workspace.
C. Create a virtual workspace that can be accessed by authorized participants from any Internet connection.
D. All of the above.