Deck 12: Word: Using Mail Merge

Question 1

After the dialog box in the accompanying figure is used each data item is formatted as a separate cell in a column.

Answer 1

True

Question 2

After the dialog box in the accompanying figure is used each paragraph mark in the data source starts a new column.

Answer 2

False

Question 3

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

Answer 3

True

Question 4

A form letter is an example of a main document.

Question 5

The Mail Merge task pane provides a number of options for main documents including e-mail messages and labels.

Question 6

The data source shown in the accompanying figure is the file named Yoga Data.

Question 7

One merge key in a main document might retrieve a name from a data source for example while another might retrieve an address.

Question 8

The task pane in the accompanying figure indicates that the next step in the mail merge process is writing\editing the main document.

Question 9

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

Question 10

To view the date instead of the corresponding field code click the Office Button click Word Options click Advanced scroll down to display the Show document content section select the "Show field codes instead of their values" check box and then click the OK button.

Question 11

Data sources are commonly used to store names and addresses.

Question 12

To add a blank row to the top of the table shown in the accompanying figure click in the left margin to select the top row of the table click the Table Tools Layout tab and then in the Rows Columns group click the Insert Above button.

Question 13

You can open the Mail Recipients dialog box by clicking the Edit Recipient List button in the Start Mail Merge group shown in the accompanying figure.

Question 14

The data source type shown in the accompanying figure is the Microsoft Access data type.

Question 15

Each row below the header row in the data source consists of one complete field.

Question 16

When you create a new data source from within the Mail Merge task pane you cannot customize it.

Question 17

You can click the Edit recipient list option in the Mail Merge task pane shown in the accompanying figure to open the Edit Data Source dialog box.

Question 18

To open the dialog box in the accompanying figure click the Format tab click the Table button and then at the bottom of the Table menu click Convert Text to Table.

Question 19

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

Question 20

You must enter proper spacing and punctuation around the fields in the main document so that the information in the merged document will be formatted correctly.

Question 21

Names in order from Z to A are in descending order.

Question 22

A data ____ is a document that contains information that will be inserted into the main document.

A)index
B)roster
C)list
D)source

Question 23

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

Question 24

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

Question 25

A main document has placeholders called merge ____ that mark where variable information will be inserted.

A)links
B)keys
C)fields
D)indices

Question 26

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

Question 27

The cells above the header row contain the specific information that replaces the merge field in the main document.

Question 28

If you are working with a very small data source breaking information down into as many fields as possible is more important.

Question 29

A(n)source document can be a letter or other kind of document.

Question 30

If you see the field code instead of the date click the Office Button click Word Options click Advanced scroll down to display the Show document content section deselect the Update automatically check box and then click the OK button.

Question 31

If you select the Add current date check box in the Insert Date and Time dialog box Word inserts a date field which tells Word to provide the current date each time the document is opened.

Question 32

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

Question 33

A(n)____ document is a document that contains standard text and placeholders that mark where variable information will be inserted.

A)merge
B)field
C)main
D)index

Question 34

The record number shown in the accompanying figure is 1.

Question 35

A manual page break moves the insertion point to the next line without actually starting a new paragraph so no extra space is inserted.

Question 36

You would use Word's Mail Merge features to create ____ letters.

A)form
B)merge
C)main
D)document

Question 37

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 38

In the merging process in Word the two separate documents are called a main document and a(n)data source .

Question 39

The verb ____ refers to the process of combining information from two separate documents to create many form letters each containing personal information.

A)recombination
B)merge
C)juxtaposition
D)fielding

Question 40

As you create a data source keep in mind that each field name must be unique .

Question 41

The ____ row contains the name of each merge field.

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

Question 42

The item marked 3 in the accompanying figure is a sample ____.

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

Question 43

Each merge field name is enclosed by pairs of ____.

A)parentheses
B)commas
C)ampersands
D)angled brackets

Question 44

The item marked 1 in the accompanying figure is the ____ row.

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

Question 45

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)All of the above

Question 46

Each row below the header row consists of one complete ____.

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

Question 47

The item marked 2 in the accompanying figure is a merge ____ name.

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

Question 48

Which of the following could be a data source for a mail merge?

A)a Word table
B)an Excel worksheet
C)an Access database
D)any of the above

Question 49

When you start a mail merge from a new blank document the title bar indicates that the newly opened document is now named ____.

A)Merge1
B)Document1
C)Letter1
D)with its original name

Question 50

The header row in the data source contains the names of each ____ in a table.

A)record
B)field
C)footer
D)row

Question 51

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

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

Question 52

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 53

Once you are familiar with merging documents 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 54

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 55

During a merge the merge fields instruct Word to retrieve information from the data ____.

A)table
B)list
C)source
D)roster

Question 56

The first task in the Mail Merge task pane is to ____.

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

Question 57

Word's ____ task pane is a special feature that walks you through the six steps involved in merging documents.

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

Question 58

Creating a data source involves deciding which ____ to include in the data source and entering address information.

A)records
B)headers
C)fields
D)classes

Question 59

A name or address is an example of the ____ information that is inserted into a main document.

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

Question 60

Which of the following is an option when you select a main document?

A)Use the document currently displayed in the document window
B)Start a new document from a template
C)Open an existing document
D)all of the above

Question 61

By default Word offers to save a data source in the ____ folder.

A)My Data Sources
B)My Data
C)My Documents
D)none of the above

Question 62

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

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

Question 63

Which of the following links is included in the Mail Merge task pane?

A)Address block
B)Envelope
C)Signatory block
D)all of the above

Question 64

Use the ____ button in the New Address List dialog box to remove an unneeded record.

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

Question 65

Press ____ to move the insertion point to the previous field text box in the New Address List dialog box.

A)Shift+Tab
B)Ctrl+Tab
C)Esc+Tab
D)F5

Question 66

To remove an unneeded record from the New Address List dialog box click the ____ button.

A)Purge Record
B)Remove Record
C)Delete Entry
D)Erase Entry

Question 67

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

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

Question 68

You can update a date field by selecting it and then pressing the ____ key.

A)F8
B)F9
C)Enter
D)Alt

Question 69

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

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

Question 70

You use the ____ dialog box to enter a complete set of information for one person.

A)New Address List
B)Person
C)Record
D)Enter Individual

Question 71

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 72

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 73

As you create a data source keep in mind that you can have up to ____ fields with the same name.

A)three
B)four
C)five
D)All field names must be unique in a data source

Question 74

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

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

Question 75

Which of the following is a default field in a new data source that you create within the Mail Merge task pane?

A)Interest
B)Occupation
C)Company
D)all of the above

Question 76

Use the ____ key to move the insertion point to the next field text box in the New Address List dialog box.

A)Shift
B)Enter
C)Tab
D)either B or C

Question 77

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 78

The ____ task pane includes links such as the Address block link that you can use to insert a standard set of fields.

A)Form Letter
B)Letters and Mailings
C)Address
D)Mail Merge

Question 79

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 80

If you select the Update automatically check box in the Insert Date and Time dialog box Word inserts a date ____.

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