Deck 8: Generating Form Letters, Mailing Labels, and a Directory

Question 1

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

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

Answer 1

C

Question 2

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

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

Answer 2

C

Question 3

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

Answer 3

D

Question 4

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

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

Question 5

Field names ____.

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

Question 6

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

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

Question 7

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 8

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

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

Question 9

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 10

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 11

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 12

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 13

Word typically provides ____ types of main documents.

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

Question 14

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 15

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 16

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

Question 17

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 18

Word provides a list of 13 commonly used field ____.

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

Question 19

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 20

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

Question 21

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

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

Question 22

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 23

____ 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 24

Word indicates a null expression with ____.

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

Question 25

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 26

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 27

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 28

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 29

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 30

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

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

Question 31

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

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

Question 32

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 33

A data source can be a(n)____.

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

Question 34

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

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

Question 35

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 36

A main document contains the unchanging ____.

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

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 phrase that will appear after the word If is called a(n)____.

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

Question 39

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 40

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 41

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

Question 42

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

Question 43

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

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

The >= in a condition is the expression.

Question 46

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 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 number.

Question 50

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

Question 51

The AddressBlock merge field contains____.

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

Question 52

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

Question 53

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

Question 54

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

Question 55

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 56

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

Question 57

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

Question 58

Word provides a list of six commonly used field names.

Question 59

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

Question 60

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

Question 61

Critical Thinking Questions Case 6-2 Jennifer helped you tremendously as you created your data source. Your challenge now is that your data source is chock-full of records - not all of which you need all the time. It is time to learn about filtering options. You want to limit your work today to records that have a second address line. Which of the following filter criteria selects records that have something in the Address Line 2 field?

A)empty
B)blanks
C)null
D)nonblanks

Question 62

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

Question 63

Critical Thinking Questions Case 6-1 Your friend Jennifer has a lot of experience with merging form letters and data sources, so when you have an important project to work on like this, she is the person to whom you turn with your questions. Your first hurdle to get over is the creation of the data source. You are at home after having a quick tutorial with Jennifer about mail merges and you are looking over your notes. In your haste to write down everything she said, you think you have written something down incorrectly. Which of the following statements is NOT true?

A)For each field, you may be required to create a field name.
B)Breaking a name into separate fields is important.
C)No more than two field names may be the same.
D)Fields may be listed in any order in the data source.

Question 64

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

Question 65

Critical Thinking Questions Case 6-1 Your friend Jennifer has a lot of experience with merging form letters and data sources, so when you have an important project to work on like this, she is the person to whom you turn with your questions. Your first hurdle to get over is the creation of the data source. You have started to get a little confused by the terminology because there seem to be so many new terms introduced with this concept. When you ask Jennifer for clarification, which one of the following terms does she say does not mean the same as the other three?

A)record
B)variable
C)field
D)attribute

Question 66

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

Question 67

The Previous Record button can be used to display the values from the record just before the current one in the data source. _________________________

Question 68

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

Question 69

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

Question 70

Critical Thinking Questions Case 6-2 Jennifer helped you tremendously as you created your data source. Your challenge now is that your data source is chock-full of records - not all of which you need all the time. It is time to learn about filtering options. You have changed your mind - you had better work with the entire universe of your data source again. You have applied a number of filter criteria - how do you clear any previously set filter criteria?

A)Advanced
B)All
C)Clear Filter
D)Restore

Question 71

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

Question 72

Instead of 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. _________________________

Question 73

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

Question 74

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 75

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