Deck 6: Using Mail Merge

Question 1

To save an electronic copy of the merged document, merge the data source and main document to a new document.

Answer 1

True

Question 2

You insert merge fields in a main document using the Add Fields dialog box.

Answer 2

False

Question 3

In the accompanying figure, the text has inconsistent separator characters.

Answer 3

True

Question 4

A(n) source document like the one in the accompanying figure can be a letter or other kind of document containing merge fields.

Question 5

In the Convert to Text dialog box, each paragraph mark in the data source starts a new column.

Question 6

A(n) space leader is a dotted line that extends from the last letter of text on the left margin to the beginning of text aligned at a tab stop.

Question 7

Add spaces only in the data source, not in the text of the main document.

Question 8

You can only insert merge fields into a main document by using the tools on the MAILINGS tab or in the Mail Merge task pane.

Question 9

The order of field names in the data source does not affect their placement in the main document.

Question 10

When you preview a merged document, you can check one last time for any missing spaces between the merge fields and the surrounding text.

Question 11

One merge key in a main document like the kind shown in the accompanying figure might retrieve a name from a data source, for example, while another might retrieve an address.

Question 12

You can merge a data source and main document directly to the printer using the Print Documents option that appears when you click the Finish & Merge button.

Question 13

When you finish a merge, you can choose to merge directly to the printer .

Question 14

After you complete a mail merge, a connection exists between the main document file and the data source file.

Question 15

To maintain the proper spacing in the main document, you will adjust character spacing after you insert all the fields.

Question 16

As you plan a data source, try to break information down into as many records as seems reasonable.

Question 17

In the Convert to Text dialog box, each data item is formatted as a separate cell in a column.

Question 18

As you create a data source, note that if you include slashes in your field names, Word will replace them with underscores.

Question 19

You can create a new field by clicking the New Entry button, or by pressing the Tab key after you have finished entering information into the last field for a record.

Question 20

If you click a column heading in the Mail Merge Recipients dialog box twice, the records are sorted in descending order.

Question 22

Case-Based Critical Thinking Questions Case 6-2 Duncan thinks that the easiest way for him to get comfortable with mail merges is to create a data source from scratch with which he can experiment. Duncan's first step in creating a data source is to click the _______ in the Start Mail Merge group.

A) Mailings tab
B) Select Recipients button
C) Type New List
D) New Address List

Question 23

You can use the options in the _______ group on the MAILINGS tab to insert merge fields in the main document.

A) Add Fields
B) Write & Insert Fields
C) Which Fields
D) New Fields in Form

Question 24

A(n) _______ is all the information about one individual or object.

A) class
B) record
C) field
D) header

Question 25

A name or address like the kind in the accompanying figure is an example of the _______ information that is inserted into a main document.

A) formatted
B) variable
C) static
D) concatenated

Question 26

The _______ row contains the name of each field in the data source.

A) roster
B) header
C) footer
D) label

Question 27

To open the Mail Merge task pane, click the ____________________ tab, click the Start Mail Merge button in the Start Mail Merge group, and then click Step by Step Mail Merge Wizard.

Question 28

Explain in detail how to combine data with a Microsoft Office Address Lists file.

Question 29

During a merge, the merge fields shown in the document in the accompanying figure instruct Word to retrieve information from the ____________________ source.

Question 30

Provide the steps for editing a data source from within the Mail Merge Recipients dialog box in Word.

Question 31

You can use the tools in the _______ tab to perform the same tasks described by the Mail Merge task pane.

A) FORM LETTER
B) MAILINGS
C) LETTERS
D) MERGE TOOLS

Question 32

When you create a new data source from within the Mail Merge task pane, Word provides a number of ____________________ fields, such as First Name, Last Name, and Company.

Question 33

The angle brackets surrounding field names are also called _______.

A) ampersands
B) chevrons
C) field codes
D) All of the above

Question 34

A(n) ____________________ character is used to divide text into individual pieces of data before it is converted into a table.

Question 35

A use of a merge _______ in a main document might be to retrieve a name from the data source.

A) index
B) field
C) key
D) link

Question 36

What are the steps to sort a data source?

Question 37

The items around "First_Name" in the accompanying figure are pairs of _______.

A) parentheses
B) commas
C) ampersands
D) chevrons

Question 38

Word's _______ task pane is a special feature that walks you through the steps involved in producing documents like the kind shown in the accompanying figure.

A) Word Merge
B) Form Letter
C) Mail Merge
D) Letter Merge

Question 39

To maintain the proper spacing in the main document, you will adjust the ____________________ spacing after you insert all the fields.

Question 40

An example of a(n) _______ might include the name and address of club members, as well as information about each member's phone number and interests.

A) index
B) reference table
C) data source
D) glossary

Question 41

You can use the _______ buttons to rearrange field names in the Customize Address List dialog box.

A) Navigation
B) Rearrange
C) Move Up and Move Down
D) Delete and Record

Question 42

When inserting merged fields, you must include proper _______ around the fields so that the information in the merged document will be formatted correctly.

A) spacing
B) alignment
C) formatting
D) borders

Question 43

As you press the _______ key to move right from one field to the next, the dialog box will scroll to display fields that are not currently visible.

A) Shift
B) Enter
C) Tab
D) Alt

Question 44

The first task in the mail merge process is to _______.

A) select the document to be the main document
B) select the type of main document for the merge
C) select the list of recipients
D) preview the merged document

Question 45

Word will transform the field name "First Name" into _______.

A) FirstName
B) firstname
C) First_Name
D) first name

Question 46

The _______ menu contains all the merge fields in the data source.

A) Address Book
B) Greeting Line
C) Insert Merge Field
D) Highlight Merge Fields

Question 47

As you create a data source, keep in mind that you cannot have _______ fields with the same name.

A) three
B) four
C) five
D) two

Question 48

You use the New Address List dialog box to enter a(n) _______ into the data source.

A) field
B) record
C) key
D) index

Question 49

The My Data Sources folder is a subfolder of the _______ folder.

A) Downloads
B) My Documents
C) Data
D) Mail Merges

Question 50

When entering merge fields in a document, press the _______ key to move the insertion point to the next line.

A) Esc
B) F3
C) Enter
D) Shift

Question 51

Which of the following is a default field provided by Word in a new data source that you create?

A) Interest
B) Occupation
C) Company
D) Middle Name

Question 52

When you are finished entering data, you close the New Address List dialog box, and the _______ dialog box opens.

A) Microsoft Office Address List
B) Save Address List
C) Customize Address List
D) New Address List

Question 53

If you include spaces in your field names, Word will replace the spaces with _______.

A) ampersands
B) underscores
C) hyphens
D) dashes

Question 54

When you create a data source, Word saves it by default as a Microsoft Office Address _______.

A) Index
B) Record
C) Log
D) List

Question 55

To delete a field in the Customize Address List dialog box, click the field to be deleted, click the _______ button, and then click the Yes button.

A) Delete
B) Remove
C) Purge
D) Cut

Question 56

You insert merge fields in a main document using the _______ task pane.

A) Mail Merge
B) Add Fields
C) New Fields
D) Fields for Merging

Question 57

Which of the following cannot be a data source for a mail merge?

A) a Word table
B) an Excel worksheet
C) an Access database
D) a PowerPoint slide show

Question 58

You can press the _______ keys to move the insertion point to the previous field.

A) Ctrl + Tab
B) Shift +Tab
C) Alt +Tab
D) Ctrl+Alt+Tab

Question 59

A Microsoft Office Address _______ is a special file designed to store address information for Office programs.

A) Index
B) Record
C) Log
D) List

Question 60

You can create a new record by clicking the _______ button or by pressing the Tab key after you have finished entering data into the last field for a record.

A) New Entry
B) New Record
C) New Address List
D) Customize Address

Question 61

Word supports most of the Avery _______ formats.

A) header
B) label
C) record
D) field

Question 62

Case-Based Critical Thinking Questions Case 6-2 Duncan thinks that the easiest way for him to get comfortable with mail merges is to create a data source from scratch with which he can experiment. As Duncan gets started, he considers precisely what a data source is. Which of the following is the best definition of a data source?

A) a file with address information
B) a file that contains the information you want to send to clients
C) a file with information organized into fields and records
D) a file with variable information inserted into a main document

Question 63

The item marked 3 in the accompanying figure is the _______ Record button.

A) First
B) Main
C) Previous
D) Next

Question 64

Case-Based Critical Thinking Questions Case 6-2 Duncan thinks that the easiest way for him to get comfortable with mail merges is to create a data source from scratch with which he can experiment. Which of the following would Duncan typically use as a separator character?

A) commas
B) ampersands
C) periods
D) asterisks

Question 65

The first time you click a column heading in the Mail Merge Recipients dialog box, the records are sorted in _______ order.

A) descending
B) ascending
C) chronological
D) high-low

Question 66

Press the Tab key to move the insertion point to the new tab _______.

A) key
B) stop
C) margin
D) link

Question 67

Case-Based Critical Thinking Questions Case 6-1 As your business has grown, you have found it increasingly hard to keep track of your mailings to your customers without using a database, so the time has come to use a database, and with it, mail merge technology. You turn to your friend Thomas, since he has been doing mail merges for a long time and can guide you in the use of this tool in Microsoft Word. Thomas helps you to get comfortable with some of the vocabulary of merging documents. What is another name for a form letter?

A) source document
B) main document
C) data letter
D) origin letter

Question 68

In the Preview Results group, click the _______ button to display each merged document.

A) Next Record
B) Advance
C) Move Forward
D) New Document

Question 69

When you have used the dialog box to convert text to a table, if the result is not what you expect, _______ the conversion and then review the text to make sure it is set up consistently.

A) redo
B) undo
C) revisit
D) cancel

Question 70

Case-Based Critical Thinking Questions Case 6-1 As your business has grown, you have found it increasingly hard to keep track of your mailings to your customers without using a database, so the time has come to use a database, and with it, mail merge technology. You turn to your friend Thomas, since he has been doing mail merges for a long time and can guide you in the use of this tool in Microsoft Word. Which of the following is NOT a true statement Thomas can make as he introduces you to merging documents?

A) As long as you use the brackets, you can type merge fields into the main document on your own.
B) A record is the information about one individual or object.
C) Each row of data in a table makes up a complete record.
D) A data source is a table of information.

Question 71

Case-Based Critical Thinking Questions Case 6-1 As your business has grown, you have found it increasingly hard to keep track of your mailings to your customers without using a database, so the time has come to use a database, and with it, mail merge technology. You turn to your friend Thomas, since he has been doing mail merges for a long time and can guide you in the use of this tool in Microsoft Word. Thomas tells you that information sorted from A to Z is an example of information sorted in _______ order.

A) descending
B) ascending
C) chronological
D) high-low

Question 72

Case-Based Critical Thinking Questions Case 6-1 As your business has grown, you have found it increasingly hard to keep track of your mailings to your customers without using a database, so the time has come to use a database, and with it, mail merge technology. You turn to your friend Thomas, since he has been doing mail merges for a long time and can guide you in the use of this tool in Microsoft Word. Where does Thomas tell you the merge field names go in your data source?

A) first column
B) bottom row
C) rightmost column
D) header row

Question 73

Case-Based Critical Thinking Questions Case 6-2 Duncan thinks that the easiest way for him to get comfortable with mail merges is to create a data source from scratch with which he can experiment. Which of the following can't Duncan use to generate a data source?

A) Word
B) Excel
C) PowerPoint
D) Access

Question 74

The item marked 2 in the accompanying figure is the _______ Record button.

A) First
B) Main
C) Previous
D) Next

Question 75

To open the Convert Text to Table dialog box, click the _______ tab, click the Table button in the Tables group, and then click Convert Text to Table.

A) FORMAT
B) LAYOUT
C) INSERT
D) CONVERT

Question 76

CSV files can have a _______ file extension.

A) )doc
B) )txt
C) )docx
D) )lnk

Question 77

The item marked 1 in the accompanying figure is the _______ Record button.

A) First
B) Last
C) Previous
D) Next

Question 78

In the Mail Merge Recipients dialog box, to remove an individual _______ from a merge, you can deselect its check box in the leftmost column.

A) header
B) value
C) field
D) record

Question 79

Case-Based Critical Thinking Questions Case 6-1 As your business has grown, you have found it increasingly hard to keep track of your mailings to your customers without using a database, so the time has come to use a database, and with it, mail merge technology. You turn to your friend Thomas, since he has been doing mail merges for a long time and can guide you in the use of this tool in Microsoft Word. Which of the following does Thomas tell you contains variable information?

A) main document
B) form letter
C) field
D) task pane

Question 80

The item marked 4 in the accompanying figure is the _______ Record button.

A) First
B) Main
C) Previous
D) Next