Kips Class 6 IT Beans Chapter 3 Using Mail Merge

Chapter 3 Using Mail Merge

Brain Developers
A. Fill in the blanks:
1. Main document contains the text that we send to all the recipients.
2. Tab key helps us to move between fields while typing the data.
3. The data is organized in tabular form along with the field names.
4. A tick mark gives an indication that a record is selected.

B. State True or False:
1. Data source contains the text that we wish to send to all the recipients. (False)
Correct Answer: Data source contains the mailing list.
2. Field is a column in a data source that contains one type of information. (True)
3. Merge field is the feature that is used to combine a recipient list with a main document. (True)
4. Preview Results option on Mailings tab display the first record from the data source. (True)
5. The two main components required during a Mail Merge process are the Main document and Merge field. (False)
Correct Answer: The Mail Merge feature is used to combine a data source with the main document.

C. Application Based Questions:
1. Radhika has purchased a brand new luxury car. She wants to celebrate her happiness with her friends and relatives. She wants to extend personal invitation to each one of them without typing their names and address time and again. Which method could she use to fulfill the requirement?
Answer: She can use mail merge to send personal invitation to each of her friends and relatives without typing their names and address time and again.

2. Suchitra is an office assistant and handles all the correspondence work of the company. This month her company has made five new clients. Where will she add the contact details of these clients while using the mail merge feature?
Answer: She will add the contact details of these clients while using the mail merge feature in data source.

D. Multiple Choice Questions:
1. ___________ is a row on a datasheet, which consists of a number of fields.
a) Field
b) Record
c) Database
Answer: b) Record

2. _______________ is the data item, which instructs Microsoft Word where to insert the data source information in the main document.
a) Data Source
b) Merge Field
c) Main Document
Answer: b) Merge Field

3. To create a new Recipient, select _____________ radio button under Select recipients section.
a) Use an existing list
b) Select from contact
c) Type a new list
Answer: c) Type a new list

E. Answer in one word or one sentence:
1. In Mail Merge, where do we organize data in tabular form along with the field names?
Answer: Data Source

2. Which tab do you select to execute Mail Merge option?
Answer: Mailings Tab

3. Name the button that is used to further select the option for printing a document.
Answer: Finish & Merge

4. Where do you enter the records that are to be associated with the main document.
Answer: New Address List

F. Answer the following:
1. What do you understand by the term Mail Merge?
Answer: Mail Merge is used to combine a data source with the main document. It saves our time and energy to send letters at multiple addresses.

2. Name the documents that are combined while using Mail Merge feature.
Answer: Main Document and Data Source are combined while using Mail Merge feature.

3. Define the term Data Source.
Answer: Data Source consists of mailing list. Example: Name, Address, City, PIN, Telephone Number, etc. The data is organised in tabular form along with the field names.

4. What is a Main Document?
Answer: Main Document contains the text that we wish to send to all the recipients.

5. How will you create a Recipient list for the main document?
Answer: To create a new recipient list:
• Select “Type a new list” under Select recipients section and click on Create option.
• The “New Address List” dialog box appears, click on Customize Columns button.
• Now enter the data in the respective fields, and click on New Entry button.