Deck 6: Using Mail Merge

Question 1

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. _________________________

Answer 1

False
record

Question 2

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

Answer 2

False
fields

Question 3

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

Answer 3

False
main

Question 4

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 5

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 6

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

Question 7

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 8

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

Question 9

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

Question 10

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

Question 11

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

Question 12

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

Question 13

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

Question 14

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

Question 15

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

Question 16

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 17

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 18

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

Question 19

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

Question 20

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

Question 21

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
A file with information organized into fields and records

Question 22

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
Mark where variable information will be inserted

Question 23

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 24

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 25

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
A common form for address information exported from email and contact management programs

Question 26

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
Contains the name of the fields in the data source

Question 27

The angle brackets surrounding field names are also called _______.

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

Question 28

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
To rearrange a list in alphabetical order, for example

Question 29

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
Another term for an angle bracket

Question 30

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
To select specific records in the data source

Question 31

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
You can only use this merge field if you include a State field in your data source

Question 32

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 33

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
All the information about one individual or object

Question 34

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

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

Question 35

MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort
b. main document
c. merge fields
d. data source
e. CSV
f. header row
g. record
h. AddressBlock
i. filter
j. chevron
Contains placeholders called merge fields

Question 36

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 37

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 38

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

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

Question 39

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

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

Question 40

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 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

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 43

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 44

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 45

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 46

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

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

Question 47

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 48

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 49

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 50

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 51

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 52

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 53

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 54

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 55

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

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

Question 56

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 57

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 58

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 59

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

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

Question 60

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 61

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 62

CSV files can have a _______ file extension.

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

Question 63

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

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

Question 64

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 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

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 67

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

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

Question 68

Word supports most of the Avery _______ formats.

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

Question 69

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 70

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

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

Question 71

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 72

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

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

Question 73

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 74

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 75

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 76

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 77

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 78

Which of the following does Thomas tell you contains variable information?

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

Question 79

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 80

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

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