Deck 6: Generating Form Letters, Mailing Labels, and a Directory

Question 1

When using Word's mail merge to create form letters, the first task is to ____.

A) identify the type of main document
B) create the main document
C) merge the data source with the main document
D) generate the form letters

Answer 1

A

Question 2

When you open a data source, Word initially looks in the ____ folder for the file.

A) My Data Sources
B) Mail Merge Resources
C) Available Data
D) Databases

Answer 2

A

Question 3

The first row of the data source is called the ____ record.

A) master
B) header
C) key
D) lead

Answer 3

B

Question 4

A data source often is shown as a(n) ____.

A) matrix of variables and matching attributes
B) collection of headers and footers
C) indexed data field
D) table that consists of a series of rows and columns

Question 5

To generate form letters, you create a main document for the form letter, create or specify a data source, and then ____ the main document with the data source.

A) merge
B) align
C) concatenate
D) identify

Question 6

Typical installations of Word support all of the following types of main documents EXCEPT____.

A) letters and a directory
B) email messages
C) spreadsheets and presentations
D) envelopes and labels

Question 7

When creating form letters, you either can type the letter from scratch in a blank document window or use a letter ____.

A) template
B) workbook
C) index
D) formula

Question 8

The first step in creating a data source is to ____.

A) create the main document
B) merge the data source with the main document
C) generate the form letters
D) decide which fields it will contain

Question 9

Word typically provides ____ types of main documents.

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

Question 10

In a data source, each field must be identified uniquely with a(n) ____.

A) leader
B) key
C) name
D) index

Question 11

Word provides a list of 13 commonly used field ____.

A) characters
B) numbers
C) names
D) addresses

Question 12

In a data source, fields ____.

A) must be listed in alphabetical order by field name
B) must be listed in the order in which they will print in the main document
C) may be listed in any order
D) are listed in the order in which they are created

Question 13

If you enter the contents of a main document from scratch, you can compose it according to any of the following styles EXCEPT the ____ style.

A) block
B) contemporary
C) modified block
D) semi-block

Question 14

All of the following are field names supplied by Word EXCEPT ____.

A) Address Line 1
B) ZIP Code
C) Title
D) Birth Date

Question 15

In the data source, a ____ represents a group of similar data.

A) header row
B) data record
C) data field
D) main document

Question 16

The ____ represents the portion of a form letter that is repeated from one merged letter to the next.

A) main document
B) data source
C) header row
D) field name

Question 17

Word stores a data source as a(n) ____ because it is an efficient method of storing a data source.

A) Outlook contact record
B) Word Address List
C) Excel spreadsheet
D) Access table

Question 18

Field names ____.

A) must be unique
B) cannot contain spaces
C) must begin with a number
D) all of the above

Question 19

Open the ____ view and then click Options to display the Word Options dialog box.

A) Reading Layout
B) Print Preview
C) Outline
D) Backstage

Question 20

A field ____ uniquely identifies each column in a data source.

A) index
B) key
C) name
D) leader

Question 21

Records can be merged based on the contents of a specific ____.

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

Question 22

The ____ text box can be used to display a specific record in the main document.

A) View Merged Data
B) Sort Records
C) Go to Record
D) Mail Merge

Question 23

Word indicates a null expression with ____.

A) two apostrophes
B) an ampersand
C) two quotation marks
D) two equal signs

Question 24

Many business letters contain all of the following EXCEPT ____.

A) an attention line
B) a complimentary close
C) reference initials
D) static content controls

Question 25

To hide field codes on the screen, press the ____ keys.

A) CTRL+F1
B) ESC+F3
C) ALT+F9
D) CTRL+F8

Question 26

The phrase, Saturday, October 4, in the accompanying figure, is ____.

A) false text
B) the condition
C) true text
D) the comparison operator

Question 27

When you insert fields in a document, the displayed fields may be surrounded by ____ if field codes are turned on.

A) braces
B) parentheses
C) angle brackets
D) ampersands

Question 28

____ results are the results that represent the value to display after Word evaluates the instructions of the IF field.

A) Field
B) Conditional
C) Merged
D) IF

Question 29

A(n) ____ IF field is a second IF field inside the true or false text of the first IF field.

A) bridge
B) linked
C) indexed
D) nested

Question 30

When the long edge of paper is at the side, Word is printing a document in ____ orientation.

A) landscape
B) portrait
C) resolved
D) dimensional

Question 31

If you want to lock a field so that its field results cannot be changed, tap or click the field and then press ____.

A) CTRL+F1
B) CTRL+F11
C) ALT+F1
D) ALT+F11

Question 32

As shown in the dialog box in the accompanying figure, the phrase that will appear after the word If is called a(n) ____.

A) operator
B) expression
C) field
D) condition

Question 33

Business letters should contain all of the following EXCEPT ____.

A) an inside address
B) a signature block
C) a date line
D) enclosure notations

Question 34

Instead of merging and printing all the records in the data source, it is possible to choose which records will merge, based on a specified ____.

A) index
B) option
C) blocking element
D) condition

Question 35

When the long edge of paper is at the top, Word is printing a document in ____ orientation.

A) landscape
B) portrait
C) resolved
D) dimensional

Question 36

The ____ button can be used to display the values from the final record in the data source.

A) End Record
B) Final Record
C) Last Record
D) Terminal Record

Question 37

One way to print the contents of the data source is to merge all the data records in the data source into a single document called a(n) ____.

A) master list
B) directory
C) index
D) glossary

Question 38

The instructions of the IF field are referred to as field ____.

A) keys
B) indices
C) codes
D) matches

Question 39

Tap or click the 'Repeat Header Rows' button in the Data group on the ____ tab to repeat the row containing the insertion point at the top of every page on which a table continues.

A) TABLE ROWS
B) TABLE TOOLS LAYOUT
C) CONTENT
D) DATA

Question 40

When a merge field is inserted into the main document, Word surrounds the field name with ____.

A) apostrophes
B) parentheses
C) chevrons
D) braces

Question 41

The basic content of a group of form letters is the same; however, items like name and address are different from one letter to the next.

Question 42

Merge field characters are located on the keyboard and can be typed directly into a document.

Question 43

The order of fields in the data source affects the order in which they will print in the main document.

Question 44

One form of the IF field is called an If…Then…Else: If a condition is true, then perform an action; else perform a different action.

Question 45

If the result of an expression in an IF field is true, Word evaluates the false text; otherwise, Word evaluates the true text.

Question 46

Modified Multiple Choice The content of the main document for a form letter should contain ____.

A) attractive images
B) proper grammar
C) logically constructed sentences
D) flowing paragraphs

Question 47

One form of the IF field is called an If…Then: If a condition is true, then perform an action.

Question 48

In comparisons within a condition, the text, Fisher, is the same as the text, fisher.

Question 49

An expression in a condition can be a merge field but it cannot be a series of characters.

Question 50

Modified Multiple Choice A data source can be a(n) ____.

A) Excel worksheet
B) Outlook contacts list
C) Access database table
D) PowerPoint slide show

Question 51

Modified Multiple Choice The AddressBlock merge field contains____.

A) ZIP code
B) salutation
C) city
D) suffix

Question 52

Modified Multiple Choice Which of the following is a method of electronic document distribution?

A) posting on a blog
B) creating and sharing an XPS image of a document

Question 53

Word, by default, saves a data source in the My Data Sources folder on your hard disk.

Question 54

Modified Multiple Choice A main document contains the unchanging ____.

A) text
B) spaces
C) punctuation
D) graphics

Question 55

If you notice an error in a text box as you enter a new record in the New Address List dialog box, tap or click the text box and then correct the error as you would in the document window.

Question 56

To insert an IF field, click the Insert IF command on the Mail Merge menu.

Question 57

An expression in a condition can be a number.

Question 58

Word provides a list of six commonly used field names.

Question 59

The >= in a condition is the expression.

Question 60

To link the source to the main document, the field names must be inserted into the main document.

Question 61

You must merge all the data in a data source, not just a portion of it.

Question 62

In the merge process, the main document contains the variable, or changing, values in each form letter.

Question 63

Each row in a data source is called a(n) ____________________.

Question 64

The same procedure is used to display field codes on the screen and to print them on a hard copy.

Question 65

Displaying a field code has a significant impact on the merge process.

Question 66

You might want to turn on a field code to verify its accuracy or to modify it.

Question 67

In a data source, the ____________________ identifies the name of each column.

Question 68

You cannot convert a mail merge main document to a regular document.

Question 69

In the Find Entry dialog box, the Previous Record button can be used to display the values from the record just before the current one in the data source.

Question 70

When you merge or print a document, Word automatically converts field codes that show on the screen to field results.

Question 71

If form letters are mailed using the U.S. Postal Service's bulk rate mailing service, the post office requires the form letters to be sorted and grouped alphabetically according to the addressee's last name.

Question 72

As shown in the accompanying figure, the ____________________ in the data source contain(s) the text that varies from one merged document to the next.

Question 73

You open a main document the same way that you open any other Word document.

Question 74

A(n) ____________________ contains instructions for filling in areas of the document.

Question 75

Word always asks if you want to save changes when you close a main document, unless you just saved the document.

Question 76

In the merge process, the main document contains the constant, or unchanging, text, punctuation, spaces, and graphics.

Question 77

The Mail Merge task pane displays a template , which is a step-by-step progression that guides you through the merging process.

Question 78

Creating form letters requires merging a data document with a form source.

Question 79

You can instruct Word to print ____________________ quality documents to conserve ink or toner.

Question 80

Instead of tapping or clicking the New Entry button in the New Address List dialog box, you can press the F4 key at the end of one row to add a new blank record.