Deck 6: Integrating Access

Question 1

You can use any document as a form letter, including documents that you create from scratch or a template.

Answer 1

True

Question 2

In a CSV file, ____ separate the field values of each record in the data source.

A) commas
B) cells
C) colons
D) semi-colons

Answer 2

A

Question 3

If you select the option for Access to create a primary key, Access will create a field named ID at the beginning of the table and assign it the AutoNumber data type.

Answer 3

True

Question 4

When data is formatted using comma separators, it is called limited data.

Question 5

The default setting for a mail merge is to print one record in the data source.

Question 6

If you don't want to print the letter for the currently displayed record, click Exclude this recipient in the Mail Merge pane.

Question 7

The Text fields have the default properties as well, which includes a default Field Size property of 385 characters.

Question 8

You can import data stored in a workbook into a new or existing database table.

Question 9

A form letter is a document that you create using Microsoft Word and that contains codes to tell Word where to insert the record from the data source. The codes are the same as the field names used in the data source.

Question 10

To import data and create a new table, click the External Data tab on the Ribbon, and then click the Text File button in the ____ group.

A) Export
B) Import & Link
C) External Data
D) Internal Data

Question 11

You can export data to a(n) _____ format.

A) Word document
B) HTML document
C) Excel workbook
D) all of the above

Question 12

Most word processors, including Word, can open files with the .rtf file name extension.

Question 13

When you export the data to Excel, it will be saved in Excel format, with each field in the table stored in a worksheet column and each record in the table stored as a row in the worksheet.

Question 14

When a field name in the data source contains a space, the merge field in Word replaces the space with a question mark.

Question 15

When you import data from a Word document, it is usually best to store it in a Word ____.

A) column
B) table
C) diagram
D) chart

Question 16

You can start a mail merge from Word, but not from Access.

Question 17

When you export data, you copy it from another Access database, an Excel workbook, a text file, or some other file format into an existing or new table in the current database.

Question 18

When you merge the data source with the form letter, one letter is printed for each record in the data source. In this case, the form letter is also called the primary document.

Question 19

When data is formatted using comma separators, the comma is called a limiter .

Question 20

Most programs have converters to separate the values in a CSV file into the ____.

A) columns of a worksheet
B) cells of a table
C) either a. or b.
D) neither a. nor b.

Question 21

Case AC 6-1 Kathleen is working with a large recipient list for an upcoming promotional mailing. She has opened the Mail Merge Recipients dialog box. Kathleen needs to put the mail merge recipient list in alphabetical order. What is her next step?

A) Write a sort command and fill it in the Data source box
B) Click the Filter link to open the Filter and Sort dialog box
C) Click the Sort link to open the Filter and Sort dialog box
D) None of the above

Question 22

In the Mail Merge Recipients dialog box, the ____ section provides options for sorting and filtering data, finding duplicate records, locating a specific recipient, and validating addresses.

A) Update recipient list
B) Import recipient list
C) Refine recipient list
D) Change recipient list

Question 23

If the preview of the address block in the mail merge is correct, click OK. If it is incorrect, click ____ to make adjustments.

A) Match Fields
B) Filter Fields
C) Edit Fields
D) Format Fields

Question 24

To start a mail merge using Access, open the database that contains the data source for the form letters, and then click the data source (table or query) in the ____ to select it.

A) Task pane
B) status bar
C) Ribbon
D) Navigation Pane

Question 25

When you start the mail merge from Access, ____.

A) Word sets the data source for you
B) You must choose a data source
C) Access sets the data source for you
D) none of the above

Question 26

Case AC 6-1 Kathleen is working with a large recipient list for an upcoming promotional mailing. She has opened the Mail Merge Recipients dialog box. Kathleen wants to remove some of the recipients from the mail merge list so they do not receive the promotional mailing. What should she do?

A) Clear its check box
B) Double-click the recipient's name and click Remove
C) Fill in their name in the Data Source box
D) None of the above

Question 27

FIGURE AC 6-1 Referring to Figure AC 6-1 above, the data source for the mail merge is a(n) ____.

A) Access database
B) Excel worksheet
C) Word table
D) you cannot tell from the figure

Question 28

You can add merge fields individually at the location of the insertion point by clicking the Insert Merge Field button in the Write & Insert Fields group on the ____ tab.

A) Mail Merge
B) Form Letter
C) Mailings
D) Insert

Question 29

When you insert a merge field in a Word document, the field name is enclosed in double ____.

A) angle brackets
B) parentheses
C) quotation marks
D) none of the above

Question 30

To create a filter using the Filter and Sort dialog box, use the Field list arrow to select the field to filter, use the Comparison list arrow to choose the filter operator, and then type a value in the ____ text box.

A) Compare to
B) Field
C) Comparison
D) Sort by

Question 31

FIGURE AC 6-1 Referring to Figure AC 6-1 above, the following is NOT a field in the data source: ____.

A) Address
B) City
C) Data Source
D) Last Name

Question 32

Case AC 6-2 Ross is exporting Access data into Word. What should Ross do to get the export of the Access database into Microsoft Word started?

A) Click the Export Data tab on the Ribbon, and then click the Word button in the Format group
B) Click the External Data tab on the Ribbon, click the More button in the Export group, and then click Word.
C) Click the Internal Data tab on the Ribbon, and then click the Word button in the Export group
D) None of the above

Question 33

The data source for a form letter can be a(n) ____.

A) Word document
B) Excel workbook
C) Access database
D) any of the above

Question 34

When you need to export data from a database table to an Excel workbook, click the ____ tab on the Ribbon, and then click the Excel button in the Export group.

A) External Data
B) Export
C) Internal Data
D) Import

Question 35

You can use the ____ link in the Mail Merge task pane to add an address to the letter in the location of the insertion point.

A) Address
B) Location
C) Address block
D) Recipient

Question 36

When you use the data in a workbook to add records to a database table, the columns in the worksheet ____.

A) must be the same as the fields in the database
B) must contain the same type of data
C) both a. and b.
D) neither a. nor b.

Question 37

You can filter mail merge records by clicking the ____ link in the Refine recipient list section, which opens the Filter and Sort dialog box with the Filter Records tab selected.

A) Refine
B) Filter
C) Sort
D) Edit

Question 38

After verifying that your form letters are correct, click the ____ link at the bottom of the Mail Merge pane.

A) Merge
B) Next: Complete the merge
C) Complete
D) Next

Question 39

When you save database data in another file format, you ____________________ the data from the database.

Question 40

Case AC 6-2 Ross is exporting Access data into Word. After the file is exported into Word, what file format will it be in?

A) .doc
B) .docx
C) .rtf
D) .htm

Question 42

A(n) ____________________ is a document that includes codes that print information from a data source.

Question 43

If you are creating a document from scratch, the first step is to select the type of document you are creating. For a form letter, choose the ___________________ option button.

Question 44

The _____________________ field stores unique values for each record in a table.

Question 45

If you want to print form letters in alphabetical order based on a specific field, you can click the Sort link to open the Filter and Sort dialog box with the ___________________ tab selected.

Question 46

What types of actions can you take in the Refine recipient list section of the Mail Merge Recipients dialog box? An example given in the lesson was that you could print form letters in alphabetical order based on a specific field. Please give an example of a situation where this capability would prove useful.