Deck 8: Merging Word Documents

Question 1

You cannot merge directly to an e-mail message.​

Answer 1

False

Question 2

The Rules command on the Mailings tab​ sets guidelines that control how Word merges the data in the data source with the main document.

Answer 2

True

Question 3

The default format for a greeting line uses a colon (:).​

Answer 3

False

Question 4

You can use mail merge to create labels for CDs and videos.​

Question 5

The text that appears in every version of a merged document is often called boilerplate text.

Question 6

Merge fields inserted into a main document must match the field names in the associated database.​

Question 7

Sorting and filtering a data source does not alter the records in a data source.​

Question 8

A data record is a complete set of related information for an individual or an item, such as one person's name and address. _________________________

Question 9

Categories, such as last name and street address, are data fields.

Question 10

Categories, such as last name and street address, are data records.

Question 11

The file with the unique data for individual people or items is called the merge source. _________________________

Question 12

The merge fields in a main document must correspond with the field names in the associated data source.​

Question 13

If there is a check mark in front of a recipient's name in the Mail Merge Recipients dialog box, the recipient will be included in the mail merge.

Question 14

You can type merge fields into the main document.

Question 15

To apply more than one filter to the data source, use the options on the Filter & Sort tab.​

Question 16

Data sources created and saved as an Access database use the .mdb file extension.​

Question 17

You can use the Custom Label b​utton in the Label Options dialog box to create labels with custom measurements.

Question 18

Merging to a new file creates an individual document for each customized letter.

Question 19

Extra spaces and punctuation marks included in a field entry are deleted when the data is merged.​

Question 20

When you are creating a data source, you must insert data into every field of a record.

Question 21

You select the type of document you want to create in step ____ of the mail merge process.

A) 1
B) 2
C) 3
D) 4

Question 22

When you sort records, you pull out the records that meet a certain criteria and include only those records in the merge. _________________________

Question 23

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

A) An Excel worksheet.
B) An Outlook contact list.
C) A PowerPoint presentation.
D) An Access database.

Question 24

After selecting the document type for a mail merge, the next step is to ____.

A) choose the recipients
B) select the starting document
C) select the document type
D) insert merge fields

Question 25

Which of the following would you NOT find in the data source?

A) Data fields
B) Field names
C) Data records
D) Merge fields

Question 26

The first step in the mail merge process is to ____.

A) choose the recipients
B) select the starting document
C) select the document type
D) insert merge fields

Question 27

A(n) ____ cannot be selected as the document type in the Mail Merge task pane.

A) Letter
B) Directory
C) Fax
D) E-mail message

Question 28

In the New Address List dialog box, you can press [Tab] at the end of the last field to start a new record. _________________________

Question 29

If you created a main document based on an existing document entitled "Confirmation Letter," what default filename would Word give the main document?

A) Confirmation Letter-1
B) MergedDocument1
C) Confirmation Letter-merge
D) Document1

Question 30

You insert the merge fields in the main document before you create or select the data source. ____________________

Question 31

The mail merge process has ____ steps.

A) five
B) six
C) seven
D) eight

Question 32

The Start Mail Merge button appears in the ____ group on the Mailings tab.

A) New Mail Merge
B) Start Mail Merge
C) Mail Merge
D) Merge

Question 33

What results when a main document is merged with a data source?

A) A set of identical documents
B) Data records
C) A set of customized documents
D) Boilerplate text

Question 34

Which of the following contains merge fields?

A) Merge source
B) Data record
C) Main document
D) Data source

Question 35

You select a data source to use for the merge in step ____ of the mail merge process.

A) 1
B) 2
C) 3
D) 4

Question 36

Filtering records pulls out records that meet specific criteria. _________________________

Question 37

To start a mail merge, click the Start Mail Merge button on the Mailings tab, then click ____.

A) Step-by-Step Mail Merge Wizard
B) New Mail Merge
C) Start Mail Merge
D) Start Mail Merge Wizard

Question 38

Sorting the ____ determines the order in which they are merged.

A) fields
B) records
C) names
D) filters

Question 39

When you create labels or envelopes, you must select a label or envelope size ​to use as the main document.​

Question 40

Which of the following contains the unique information for each individual or item?

A) Merge source
B) Data source
C) Data file
D) Main document

Question 41

You write your letter and insert merge fields in step ____ of the mail merge process.

A) 1
B) 3
C) 4
D) 5

Question 42

What is one advantage of merging to a printer instead of to a new file?

A) You can avoid creating a large file.
B) You can edit the main document.
C) You can edit the individual merge documents.
D) You can save each merge document as a separate file.

Question 43

Data sources created and saved in Word as part of the Mail Merge process use the _____ extension.​

A) ​.mdb
B) ​.doc
C) ​.accdb
D) ​.docx

Question 44

Use the ____ dialog box to select the recipients to include in the mail merge.

A) Edit Mail Merge
B) Mail Merge
C) Mail Merge Recipients
D) Edit Data Source

Question 45

Click the ____ option button in the Mail Merge task pane to use an Outlook contact list as a data source for a merge.

A) Use Outlook contacts list
B) Select Contacts
C) Select from Outlook contacts
D) Mail Merge Recipients

Question 46

Some of the merge fields, such as name, have different ____ to choose from.

A) formats
B) typefaces
C) languages
D) colors

Question 47

Click the Customize Columns button in the New Address List dialog box if you want to ____.

A) sort and filter data
B) modify the fields included in the data source
C) modify the records
D) modify the data

Question 48

You can use the _____ dialog box to specify records to include in the merge.​

A) ​Preview Results
B) ​Merge to New Document
C) ​Finish & Merge
D) ​Mailings

Question 49

You can create a main document using​ _____.

A) ​a new blank document
B) ​an existing document
C) ​a template
D) ​all of the above

Question 50

​To match field names in a mail merge template with the field names used in the data source, click the Match Fields button in the _____ group.

A) ​Check Fields
B) ​Write & Insert Fields
C) ​Merge Fields
D) ​Merge & Insert Fields

Question 51

Use the ____ dialog box to specify the fields you want to include in an address block.

A) Insert Address Block
B) Insert Field
C) Edit Address Block
D) Format Address Block

Question 52

To switch between viewing the main document with merge fields or with merged data​, use the _____ on the Mailings tab

A) ​Preview Results
B) ​Finish & Merge
C) ​Edit Recipients
D) ​Check Fields

Question 53

It is a good idea to ____ the merged data before completing the merge.

A) preview
B) lock
C) highlight
D) count

Question 54

The New Address List dialog box is used to ____.

A) add records to the data source
B) add fields to the data source
C) sort and filter records
D) print labels

Question 55

Which of the following characters surrounds a merge field in a main document?

A) (( ))
B) >
C) // \\
D) [[ ]]

Question 56

You can insert merge fields using the Address Block, Greeting Line, and Insert Merge Field buttons in the ____ group on the Mailings tab.

A) Create
B) Start Mail Merge
C) Fields
D) Write & Insert Fields

Question 57

To create or change the return address for an envelope mail merge, use the ____ dialog box.

A) Word Options
B) Label Options
C) Mail Merge Recipients
D) Labels

Question 58

The first thing you must do when creating a new data source is ____.

A) add the records
B) determine the fields to include
C) filter the data
D) insert the merge fields

Question 59

When creating labels, use the ____ dialog box to select a label size and to specify the type of printer you plan to use.

A) Labels
B) Create Labels
C) Label Options
D) Format Labels

Question 60

If you want to add new records or modify existing records, click Edit recipient list in the ____ pane.

A) Task
B) Mail Merge
C) Main Document
D) Merge

Question 61

What is the difference between sorting and filtering records?

Question 62

Shizuka is asked to print letters to send to all the employees in her company's sales department to let them know about some recent changes in the department. She has already written the letter. Now she is ready to create a mail merge.
What are some of the options available to Shizuka to use as her data source?

Question 63

In a mail merge, a(n) ____________________ contains a complete set of related information about each individual or item, such as one person's name and address.

Question 64

To sort a group of records in ascending order by state, click the State ____________________.

Question 65

What are the six steps in the mail merge process?

Question 66

What does it mean to merge with an existing data source?

Question 67

Shizuka is asked to print letters to send to all the employees in her company's sales department to let them know about some recent changes in the department. She has already written the letter. Now she is ready to create a mail merge.
Shizuka's Outlook contacts list includes all the employees in the company, but she only wants to send letters to employees in the sales department. How can she modify the recipients list to only include employees in the sales department?

Question 68

You use the ____________________ button in the Write & Insert Fields group to add an Address Block merge field to a label.

Question 69

To preview or adjust label measurements, use the _____ button in the Label Options dialog box.​

A) ​Details
B) ​Edit
C) ​New Label
D) ​Preview

Question 70

A(n) ____________________ field is a placeholder that you insert in the main document to indicate where the data from each record should be.

Question 71

Use the ____________________ dialog box to apply advanced sort and filter options to a data source.

Question 72

In a mail merge, the ____________________ document contains boilerplate text.

Question 73

Provide an example of customizing a merged document.

Question 74

To format and print individual envelopes, use the Envelopes command in the _____ group on the Mailings tab.

A) ​Merge
B) ​New
C) ​Create
D) ​Blank

Question 75

Shizuka is asked to print letters to send to all the employees in her company's sales department to let them know about some recent changes in the department. She has already written the letter. Now she is ready to create a mail merge.
Shizuka now needs to add merge fields to her letter so that a greeting line, address, and job title appears in each of the customized letters. How would she add these fields?