Kips Class 6 Cyber Apps Chapter 4 Using Mail Merge

Chapter 4 Using Mail Merge

Brain Developer
A. Fill in the blanks:
1. The Main document contains the text that we send to all the recipients.
2. The Tab key helps us to move between fields while typing the data.
3. Data is organized in tabular form along with the field names.
4. A tick mark gives an indication that a record is selected.
5. The Mail Merge task pane appears on the right side of the MS Word window.

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

C. Application Based Questions:
1. 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 new clients while using the Mail Merge feature?
Answer: She will add the contact details of these new clients in Data Source while using the Mail Merge feature.

2. Consider the given figure and answer the following questions:

i. Which amongst the given options is used to create a new data source?
ii. What happens when you choose the ‘Select from Outlook contacts’ option?
Answer:
i. Create option is used to create a new data source.

ii. We are able to use the e-mail address book in Microsoft Outlook.

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 list, select the ______________ radio button under the Select Recipients section.
a) Use an existing list
b) Select from contact
c) Type a new list
Answer: c) Type a new list

4. Which of the following documents does not require the use of Mail Merge feature?
a) Envelopes
b) Pamphlets
c) Letters
Answer: b) Pamphlets

5. Preview Results button is present on the _____________ tab.
a) Review
b) Mailings
c) Merge
Answer: b) Mailings

E. Answer in one word or one sentence:
1. In Mail Merge, where do we organise data in tabular form? ______________________
2. Which tab do you select to execute the Mail Merge option? _____________________
3. Which option is used to print a Mail Merge document? ________________________
4. Which part of the datasheet displays one type of information? _____________________
Answer:
1. In Mail Merge, where do we organise data in tabular form? Data Source
2. Which tab do you select to execute the Mail Merge option? Mailings Tab
3. Which option is used to print a Mail Merge document? Print Documents option
4. Which part of the datasheet displays one type of information? Field

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 the 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. What are the main steps involved in Mail Merge?
Answer: The main steps involved in Mail Merge:
• Creating a mail merge document
• Creating a recipients list
• Inserting merge fields
• Viewing the merged data
• Printing the letters

6. 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.